INTRODUCTION
Hello, friend!
Do you feel like you’re working too hard and don’t have enough time in your day? You’re not alone; it’s a frequent occurrence for solopreneurs who feel the need to be in total control.
However, there’s a much smarter way to run your business: Automation and Delegation. Knowing what tasks can be automated and which ones can be delegated gives you more time in your day to focus on your coaching clients and the other things you love.
Why do you continue to do ALL the tasks, especially those that don’t bring you joy or that are not your strong suit? We can’t be good at everything – we each have a different ‘zone of genius’ – so if you focus on those tasks that use your strengths and your genius, you’ll be a much happier business owner.
Keep in mind that no matter what stage of business you’re in, you’ll find tools and contractors at all different budget levels. Most online tools also have various levels of features, so it’s fairly simple to use a tool and then upgrade as your business grows.
You’ve got lots of space in this workbook for notes so use it!
Are you ready to get started?
STEP ONE: MAKING THE DECISION: TO AUTOMATE OR DELEGATE?
Create a WORKSHEET: TAKE AN INVENTORY OF YOUR TASKS
What do you do on a daily, weekly, and monthly basis? Sort those tasks into Automate or Delegate categories. This list is meant to be fluid so feel free to make changes along the way.
WORKSHEET: REVIEW YOUR SYSTEMS AND PROCESSES
Systems and processes work best for tasks that are repeated on a regular basis. Think of all your business tasks. What processes and systems to you use regularly?
Some common examples of systems include creating graphics; getting a blog post published; creating an eBook, course, or group coaching program; sending out your monthly newsletter, etc.
If necessary, break down your business tasks into general categories, such as: Lead Generation, Client Onboarding, Product Sales, Billing, etc.
WORKSHEET: UPDATE YOUR SYSTEMS AND PROCESSES
Write out the steps for the following systems (or change these systems to match your own business). How can you make these systems and processes more streamlined to save more time?
Lead Generation
Onboarding New Clients
Client Experiences
Follow Up
Billing and Invoicing
Product Creation
Content Creation and Marketing
Podcasting
Video Marketing
OTHER
STEP TWO: GET LEADS IN THE DOOR WITH EASE (WHILE YOU DO OTHER THINGS!)
WORKSHEET: REVIEW YOUR LEAD MAGNET, LANDING PAGE & WELCOME EMAIL SERIES
Review and make updates to these items OR start from scratch and create a brand-new lead magnet (especially if the one you have currently isn’t bringing in leads or is outdated).
Current Lead Magnet:
- Include title, general topic, and if it’s performing well with bringing in leads.
Brainstorm New Lead Magnet Ideas
Current Landing Page:
- Is it performing?
- Does it look outdated?
- Are you using a paid platform, like LeadPages?
- Did you hire a designer or create it yourself?
Brainstorm New Landing Page Ideas
- Do you want to delegate to a copywriter and designer?
- How can it look modern?
- What features/benefits do you want to highlight?
Current Email Sequence Details
- How many in the sequence?
- How frequently are they delivered?
- What are your open rates and click rates?
- Does each one have updated/ evergreen information?
- Who is your email provider?
Brainstorm New Email Sequence Ideas
How many in the sequence?
- How frequently are they delivered?
- What are your open rates and click rates?
- List topics for each email.
- Are you happy with your current provider?
WORKSHEET: RESEARCH LANDING PAGE PLATFORMS
If your WordPress theme doesn’t include a landing page template, research options for drag-n-drop templates. Compare features and pricing before purchasing.
Option 1:
Option 2:
Option 3:
Option 4:
WORKSHEET: RESEARCH EMAIL SERVICE PROVIDERS
Research options for email service providers. Compare features and pricing before purchasing.
Option 1:
Option 2:
Option 3:
Option 4:
WORKSHEET: RESEARCH SOCIAL MEDIA SCHEDULING TOOLS
Research options for email service providers. Compare features and pricing before purchasing.
Option 1:
Option 2:
Option 3:
Option 4:
WORKSHEET: RESEARCH EVERGREEN WEBINAR OPTIONS
Research options evergreen webinar providers and tools. Compare features and pricing before purchasing.
Option 1:
Option 2:
Option 3:
Option 4:
STEP THREE: MASTER “AUTOMATIC” MARKETING TO NURTURE NEW PROSPECTS WITHOUT WORKING 24/7
WORKSHEET: AUTOMATE YOUR SOCIAL MEDIA
Even though social media requires SOME level of interaction, that doesn’t mean you have to be glued to it 24/7. Map out how you can automate your social media calendar so you can enjoy some downtime.
Which Platforms do you use?
How will you schedule your posts?
Did you choose a scheduling tool from Step 2?
Can your scheduler cross-post to multiple platforms?
Does your VA or trusted team member know how to use this scheduling tool? Will they require extra training?
WORKSHEET: DELEGATE YOUR SOCIAL MEDIA
Plan who can take on these tasks for you. Include the contractor’s contact info and if they were referred, who gave you their name?
Content Writer:
Hashtag Researcher:
Formatting & Finding Graphics:
Scheduling Posts:
Repurpose old content into a new format:
Writing Posts and Titles:
SEO / Keyword Research:
Formatting & Finding Graphics:
Scheduling the Posts:
Repurpose old content into new formats:
Video Editing:
Create Intro & Closing bumpers / Outros
SEO Keyword Research:
Graphics Creation:
Video Transcription:
Audio Editing:
Create Intro & Closing with music with voice over:
Write up the show notes:
Upload to Podcast hosting account:
Publish to website:
WORKSHEET: DELEGATE YOUR GRAPHICS CREATION
Research graphic designers. Ask questions, then compare portfolios and pricing before hiring.
Option 1:
Option 2:
Option 3:
Option 4:
STEP FOUR: SIMPLE SCHEDULING SYSTEMS TO MAKE SIGNING NEW CLIENTS A BREEZE
WORKSHEET: RESEARCH YOUR ONLINE SCHEDULING OPTIONS
Research options evergreen webinar providers and tools. Compare features and pricing before purchasing.
Option 1:
Option 2:
Option 3:
Option 4:
STEP FIVE: PROCESS PAYMENTS AND BALANCE YOUR BOOKS–AUTOMAGICALLY
WORKSHEET: EXPLORE AUTOMATIC BILLING AND PAYMENT PROCESSORS
You want your business to run efficiently but cost effectively, so check your payment processor and billing systems to be sure you’re getting the best deals and service.
Consider if they offer subscription billing; the transaction fee percentage; and if there are any sign-up fees.
Personally, I use Stripe most of the time and PayPal intermittently when necessary.
Option 1: Your Current Processor -
Option 2:
Option 3:
Option 4:
WORKSHEET: DELEGATE YOUR BOOKKEEPING TASKS
Any time you’re hiring someone to handle your money, keep a careful watch and ask for monthly reports so you are still in control and know exactly how much your business makes each month and if all your clients are paid up. Ask for referrals from business associates and perform interviews with each candidate.
Candidate 1:
Candidate 2:
Candidate 3:
Candidate 4:
WORKSHEET: RESEARCH BOOKKEEPING SOFTWARE
Not ready to delegate your bookkeeping tasks?
No problem.
Research the multitude of bookkeeping software available for small businesses.
Compare features, ease of use, and pricing before purchasing.
Option 1:
Option 2:
Option 3:
Option 4:
STEP SIX: KEEP CLIENTS HAPPY WITH A SMOOTH & SEAMLESS CLIENT EXPERIENCE
WORKSHEET: CREATE AN AUTOMATED CLIENT ONBOARDING SYSTEM
Map out an onboarding system describing what happens at each step of the way, from the time a prospect finds you until they sign their contract.
- How do you attract prospects?
- How do you get them to "know, like and trust you?
- What current offers do you have available?
- How do you know when to make those offers?
- Do you conduct discovery calls? If so: When? How far into this process?
- When a prospect says YES - what happens next?
- Do you require payment before or after your discovery call? Why?
- Send the contract?
- One more call to discuss any contract issues or questions...
- GET THE SIGNATURE and then BOOK their first session!
WORKSHEET: AUTOMATE YOUR CLIENT CARE EFFORTS
Do you want to send gifts for special events in your clients’ lives?
Or Happy New Year cards in January?
Create a gift process or system complete with gift choices, online ordering links, and price ranges for your team to follow.
Create automated reminders about when to send these gifts.
Life Events Gift Ideas Price Range
Welcome pkg
Virtual B-day cards
Thank you gifts
Wrap up cards
holiday cards
Business milestone
wedding / Anniversary
Other
Other
Other
Other
WORKSHEET: RESEARCH HELP DESK OPTIONS
If the bulk of your day is spent answering customer service calls, research if using a help desk is cost effective. Compare features and pricing before purchasing.
Option 1:
Option 2:
Option 3:
Option 4:
STEP SEVEN: NURTURE CUSTOMERS OLD AND NEW–WITHOUT LIFTING A FINGER!
WORKSHEET: CREATE AN AUTOMATED OFFBOARDING SYSTEM
It’s inevitable that you will have clients leave your service. Take this opportunity to thank them for their loyalty and to stay in touch via email. You never know when they’ll need your services again.
Send a wrap up email:
Send a testimonial request:
Send a referral request:
Send a special promo for past clients via email:
Send a "How are you doing?" email:
Other ideas you may have:
| Week 1 | |||||||||||||||||||||
| Monday | |||||||||||||||||||||
|
AM 1. Take notes about what business systems or processes you currently have in place. 2. OR write down the tasks you do every day, week, or month. 3. Sort these tasks into two categories: Automate or Delegate.
PM Coach Clients
|
|||||||||||||||||||||