Episode 37: Setting Systems for Success with Brittany Dixon
Brittany Dixon is a podcaster and productivity & systems strategist who helps entrepreneurs implement day to day operations to maximize their time. She has always been organized and has found a way to share her innate skills with other entrepreneurs.
Systemize These Processes for Productivity
Your digital workspace - make sure you know where to find things easily and quickly using the following tips
Make sure your email inbox is organized and easy to use.
Utilize a cloud space like Google Drive or Dropbox for organizing files, pictures, etc.
Take advantage of Bookmarks to save websites you want to be able to go back to.
Use apps like LastPass for your passwords to autogenerate.
Name your files so you can easily search for them.
Lead, Sales, Followup Process - If you are not following up on leads, you are literally leaving money on the table! Once the leads turn into sales, make sure your process for client onboarding and off boarding is streamlined. This process being easy and painless will make your clients want to refer you to others.
Content repurposing - Reusing and repurposing existing content saves you time and reinforces your message.
“Three Ps of Productivity” end of day process - Process, Plan, Prepare.
Process - put everything from that day where it needs to go (files, tasks, calendar, etc).
Planning - map out the next day to ensure you stay on task.
Prepare - get ready for your next day by preparing client files, etc.so the day will go smoothly.
Effective Client Onboarding Process
Ideally we will have a process for bringing a client onboard that makes them feel taken care of and yet does not take a lot of time and effort on our part. Each offer needs to have a customized onboarding process as the information collected for each offer is unique. But, we can use standardized templates that can be easily tweaked as needed.
Here are some steps for a seamless onboarding process
Step one - For each proposal, contract, and invoice, use a standard template that will include everything that will stay the same for each one and then gently customize it for each client’s needs.
Step two - Create a standard template for your onboarding email and questionnaire that can be gently customized for each client. After you’ve collected their address from the questionnaire, you may also want to create a template for a Welcome email that guides them through what the process will look like. A welcome gift is a nice and special touch as well!
Step three - In the onboarding email, include a link to a scheduler so the client can set up their first call or session.
Step four - Prep on the backend by creating a Google Drive folder to organize everything for this client’s project, saving their contact & contract information into the new folder, creating a notebook (digital or physical) for them, and prepping for the first call with them.
Using tools to streamline your processes sometimes costs money upfront, but the payoff is being able to take on more customers which will quickly pay for the tools. Some useful project management tools are Plutio, 17hats, HoneyBook, and Dubsado. Using a management tool will allow you to scale your business without burning out.
Important takeaway
Shift your mindset towards systems! Use a tool like Loom that allows you to easily video your process so you can repeat it seamlessly next time. Or better yet, someone else can complete that task for you based on your how-to video. When something changes, update your templates to keep your systems up to date and organized.
CONNECT WITH BRITTANY
Website: https://processforprofit.co/
Instagram: https://www.instagram.com/brittanyandco.consulting/