August 3, 2023
In 2016, I was entrenched in the chaos of entrepreneurship, operating a service business, working 50-hour weeks, and juggling 3 employees. Fast forward to today, and that business has done something incredible — 5x the revenue with only 1 employee.
The best part? For the past 5 years, I’ve spent virtually 0 hours on it.
This transformation didn't happen overnight. It was a deliberate process that hinged on productivity, systems, leadership, and accountability.
Let's dive into the 5 steps that made it all possible:
Automation was the game-changer that started it all. By taking repetitive and time-consuming tasks off our plates, I was able to free up resources and focus on what mattered most. Tasks like follow-ups, onboarding, and invoice creation that were eating up hours each week got streamlined.
- List all repetitive and predictable tasks
- Clarify the trigger for each process
- Identify the software involved
- Use Zapier to integrate them
To check out five of my favorite automations, Click Here.
Next came structuring accountabilities — That is, the manual processes within the businesses that could not be automated. This step ensured that essential tasks, like customer support, were not overlooked. This not only made processes more efficient but also increased the sense of responsibility within the team.
- Identify all of the things that have to get done
- Clarify who owns each of these manual processes
- Label each as a daily, weekly or monthly accountability
- Clearly define what done/success looks like for each process
To check out my accountability system template, Click Here.
Delegation is an art form. But it becomes a lot easier to do when you’ve defined and listed all existing accountabilities. The next step is to make sure that the right people own the right accountabilities, including your own. Follow-ups, for instance, became a delegated accountability.
- Create a filtered view within the CRM for all leads not sold and 2+ days old
- Assign ownership and label it as a daily or weekly accountability
- Create an automated alert when leads aren't followed up
4. Weekly Scorecard
Implementing a weekly scorecard gave me the ability to see, at a glance, what was happening. It allowed me to maintain a pulse on the business no matter where I was and helped with quick decision-making.
- Identify 7-15 important metrics
- Clarify how each one is attained
- Make it a weekly accountability with clear ownership
- Automate an email every week when the scorecard and metrics are uploaded
5. Quarterly Meetings
The final piece of the puzzle was setting up a simple meeting cadence and agenda to go deeper into the business operations. This was a time to step back, review, reflect, and realign with the leadership team.
- Schedule a recurring quarterly meeting calendar event
- Review the profit and loss and financial numbers
- Address any issues identified by the team
This five-year journey was about more than business transformation. It was a personal quest that unlocked new levels of growth, balance, and freedom.
If I could do it, so can you. But if you need help, Click Here.
Go ahead and try it:
- Automate repetitive and predictable tasks
- Clarify and implement clear accountabilities
- Delegate all accountabilities you shouldn’t own
- Use a weekly scorecard to maintain a pulse on your business
- Go deeper into business operations with your leadership team every 90 days
See you all next Thursday 👋
PS. Whenever you're ready... Here are three ways I can help you systemize & automate operations:
- Learn how to find, hire and manage virtual assistants → Free Access
- Systemize company processes & automate accountability → Learn More
- Let me help you automate operations and exit the day-to-day grind → Work With Me
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