Latest / Productive and Paid with Jamila Payne / How Business Owners Get Organized to Save Time and Make More Money

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How Business Owners Get Organized to Save Time and Make More Money · Productive and Paid with Jamila Payne

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(Transcribed by TurboScribe. Go Unlimited to remove this message.) All right, welcome to another episode of the
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breadwinning business women podcast I'm your host Jamila
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Payne, and I am so excited to share
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with you my special guest today which is
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Tracy Holtz She is a 17 year veteran
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professional organizer and certified life coach who is
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on a mission to empower coaches to create
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streamlined and organized businesses She is a host
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of the 1% globally ranked organized coach
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organized coach Podcast try saying that fast And
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creator of the organized coach Academy where she
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simplifies everything to help coaches become organized CEOs
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Welcome to the show Tracy Jamila, thank you
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so much for having me.
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I love talking about anything Organization related, you
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know, I do too.
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I mean, you know We're off the same
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we cut from the same cloth in terms
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of Organizing and systems and all of that
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stuff.
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So excited to talk about it.
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I really want to focus our conversation today
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on how to really get a board how
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to get a ROI from organizing because I
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don't think people are really understanding that you
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can get a return on your investment from
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organizing and Many entrepreneurs feel like their businesses
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are a mess behind the scenes But they
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don't know where to start when it comes
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to organizing.
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So in your experience What would you say
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is the first area of business?
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That should be organized for somebody who wants
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to see a return on investment I mean
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you think about what you do in your
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business and how you are trying to find
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links that you're giving to clients how you're
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Trying to find websites that you go to
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often how you're leaving 47 tabs open because
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you're scared you won't be able to find
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it and someone just told me this I
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don't I just don't know if I can
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find that again So I leave them all
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open and she showed me her screen and
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there was a hundred tabs open and so
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the easiest way is having a bookmarks bar
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or saving your favorites the sites you visit
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in Specifically organizing it with the icons and
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then with any Like dashboards you use and
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then with folders and I teach people how
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to do that Exactly.
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That is the one place that is going
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to save you so much time and like
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you said They don't realize I mean, they
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know they need to get their business organized
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They know that because they experience it every
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day and I have people tell me that
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all the time, but they just don't Know
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where to start and they don't they just
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don't want to take the time because they
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think it's gonna be super hard or they
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Think it's gonna be complicated or they think
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even that they're gonna lose something and not
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be able to find it So by just
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starting like with these Little key points that
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the bookmarks bar is so refreshing for them
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because they're like, oh my gosh I can
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find that I know where it lives.
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Oh, I never thought of doing that I
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just worked with someone and the whole time
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she was like, I didn't even know you
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could do that How did you do it?
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Show me that again?
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Like that is so amazing How could I
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have lived without having this up here and
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she closed tabs and she said Tracy You
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don't even know the last time I closed
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all my tabs out And I'm like so
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it's so easy But people just don't know
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they think they should be able to do
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it on their own and I'm like nobody
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teaches you that stuff Yeah, that's so true.
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No one does teach you and these are
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just like Almost bad habits that we develop
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in the process of just going about our
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day and getting work done I can't tell
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you how many clients I've like teased or
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called out about having those 100 tabs open
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on their computer And when I look I'm
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like you got the same tab open three
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times like Close it up So it's definitely
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a really big one So the the other
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thing that comes to mind Tracy is and
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you've worked with a lot of coaches and
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service providers What do you see costing them
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money when they're not?
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organized like where are Where are we either
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leaving money on the table or basically losing
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money because we don't have things in place
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well, I Starting just with how they feel
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the confidence behind being a CEO and that's
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why at the end of my bio I
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say I want them to become confident CEOs
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like they know how to find everything in
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their business they know what they have which
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by the way is the definition of being
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organized to know what you have and be
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able to find it and They have that
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confidence.
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So then when they're selling their offer and
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when they're Onboarding a client they're confident show
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their confidence shows through behind the scenes So
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people see it they in can see they
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have a business They are a CEO who
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runs a business.
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I see that in you too.
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Like, you know what you're doing You have
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these systems you have this in order it
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comes across to the people that you're trying
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to attract as clients so that's the first
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place and They're no longer like hiding behind
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the scenes of a messy business because they
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can have that and then time like think
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of the amount of time you Are spending
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searching for what you need?
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Recreating the same thing because you can't find
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it all of that that time spent could
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be spent marketing You could be doing marketing
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activities making offers, but instead you're like Wasting
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time searching trying to find what you need
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Yeah, there it there is a study too
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that shows People spend like waste.
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I don't know if it's two and a
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half hours a day or two and a
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half hours a week I mean, I'm just
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blown away.
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I can see it happening trying to find
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what they need to do their work and
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you can Even schedule an appointment on your
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calendar and be really good.
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Like I'm going to be really organized I'm
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gonna schedule this appointment on my calendar and
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give myself an hour to do it and
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then 30 minutes You're just trying to find
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what you need to do it and Then
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you beat yourself up because you didn't you
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can't follow your calendar.
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Well, you can't find what you need It's
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a double-edged sword, right Yes, yeah, you
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got to get those things organized a hundred
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percent agree, you know, it's a really tough
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place I've seen a lot of business owners
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Just not be able to get things done
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efficiently or quickly and Because they don't know
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where things are, you know Like have you
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ever been on a call with somebody like
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I know often I've been on a call
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with you know Some of my coaches or
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mentors and they asked me a question about
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My numbers, you know, and I can very
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quickly kind of go in and pull up
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a sheet like okay Here's all of our
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data from our last couple of enrollment events
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Those kinds of things you want to know
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exactly where they are in your business So
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that you can leverage them to be able
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to you know Make moves get things done
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get coach get help get support in your
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business And so you're I hundred percent agree
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with you Tracy that basically you're losing a
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lot of time if you're not Having that
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level of organization around your business now you
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talk about Finally getting organized with one shift
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right so for those that are a little
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bit resistant to Getting organized like what's the
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one shift that we need to make in
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order to finally start getting organized I Like
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to think I mean you have thoughts that
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you've grown up with someone telling you you're
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messy or You're discovering.
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Maybe I have ADHD and I have always
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been told like I can't focus on something
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I can't be organized whatever all of those
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beliefs that you've brought with you Maybe your
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whole life Having the shift in helping someone
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find ways in their life that they actually
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are organized There is always somewhere in their
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life that they're very organized.
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I've talked to people who have had jobs
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like outside Maybe they're not business owners.
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They've had jobs and they were very organized
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in their job or one of my clients
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says Oh, I can plan a vacation and
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I'm meticulous about planning a vacation.
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I'm like, oh Interesting, what do you do
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in that in that instance?
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Like how are you so organized in that
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area?
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And she's like I never thought of that
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Being organized.
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I just thought I was good at planning
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vacations.
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I'm like no that's being organized So we
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shift how we think and we pull thoughts
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from different parts of our life into Running
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a business or organizing our business That's the
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biggest thing yeah Yeah so just really being
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able to identify another place in your life
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that you are already organized or demonstrating organization
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well and being able to tap into that
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as a way of Being able to bring
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those skills and and and into the business
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is yeah, right Yes and the other thing
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too is it is a Shifting thought perspective
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is and I think I said this earlier
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people think they should be able to do
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it and I have such Compassion and that's
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why I do this and that's why I
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try to break it down and make it
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as simple as possible Because you shouldn't be
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able to do you should ask for someone
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to teach you in when people struggle with
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organization Getting their business organized It's because they
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have a mindset like we just talked about
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or they have a skill gap where they
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just were never taught And a lot of
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us we're starting a business.
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We've never done it before We have no
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idea like what are simple tools.
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There's so much Temptation and shiny objects out
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there and tools that people say are the
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answer and so then a lot of times
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I see Clients trying that tool and then
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not sticking with it and trying that tool
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But it's too hard and then trying that
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tool and then they think something's wrong with
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them When they just haven't learned that really
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simple skill and use what they already have
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Practice that skill and then maybe you want
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to move to something Some other software or
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app or whatever else there is When you
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think about like just let's just take a
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step back for a second when you think
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about Organizing do you primarily think of it?
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Digitally, like is it?
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Digital organizing is it?
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organizing Your space is it a combination of
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the two?
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Like when you think about so let's just
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take a step back for a moment when
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you think about organizing your business Really what's
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the scope of what we're talking about?
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So I always like to start by saying
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organization is knowing what you have and being
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able to find it when you need it
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Mmm, if we think about that and we
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think about our business, I think there's different
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areas So first we start with your mind
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What do you have in there?
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What do you want to keep where is
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it gonna live?
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How do you find it when you need
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it when all those doubts come in?
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Where does the organization?
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Where where are the thoughts that you want
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to keep?
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So looking at our mindset and then looking
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at the digital space or digital files our
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Links our assets.
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Can we find all of those things?
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Do we know what we have and then
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I look at processes What is your process?
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In different areas, how do you organize those?
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How do you find those when you need
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them for a team member or for yourself?
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And then the other area that shows up
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a lot is time So, how do you
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organize your time?
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How do you organize a project that you
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want to do?
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How do you organize your calendar tasks all
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of that?
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So kind of my program has those four
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areas We look at your mind your assets
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and the digital part of it your time
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and your processes Okay, okay So really four
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buckets that we need to be evaluating when
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we're talking about organizing our our business and
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do you find that?
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People tend to lean towards one or the
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other or get a better Return from one
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of the four buckets than the other Hmm,
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that's a great question Cuz I think they're
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so intertwined the mindset is intertwined in all
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of those But definitely digital I feel like
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digital is probably the The one that's easiest
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to notice and gain confidence from when you
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have your bookmarks bar up You see it
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every single day You're finding things that you
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need quickly when you have your digital files
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organized You're training your brain through the five
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files folders that I teach You're just training
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your brain through that over and over and
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you're constantly finding things from it So I
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think that like boosts the confidence the most
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or you notice.
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Oh, I am organized.
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I have this stuff set up Was that
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your did that answer the question I'm like
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what you asked me Oh, which one has
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the bigger the biggest ROI Yeah, yeah, but
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as you mentioned, yeah, I do kind of
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the mine Yeah, the three biggest ROIs I
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notice are the bookmarks bar your digital files
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and then your assets So it's all the
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digital part of it But yeah The mindsets
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tied into that you got to have your
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time organized or you're not gonna be able
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to get any of that stuff done you
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know, so they do kind of tie in
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but Okay, you mentioned five folders in terms
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of getting organized which made me curious now
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about these five folders So tell me what
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are the five folders that we should be
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looking at in terms of organizing our digital
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files?
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Yeah, anytime you bring something into your computer
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I want you everyone listening to think of
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it It goes into business or personal because
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we all work on our computer probably with
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both but once in your business There's five
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folders.
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And so it's just again Simplifying everything goes
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into one of those five folders.
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And the first one is operations anything behind
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the scenes The second one is marketing anything
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outward facing The third one is my content
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anything I create the fourth one is education
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That's anything anybody else creates all your certifications
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all those freebies you downloaded all the courses
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You've purchased and bought all those go in
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education.
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And then the fifth one is clients Why
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I do sales and marketing operations Finance and
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client delivery.
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Those are my four Folders so I can
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definitely explore this.
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I Would love to my education.
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I definitely need a Yes, and that's what's
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helpful for me is like my content and
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then education education is other people's stuff And
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so it's so it's so good because I
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think coaches business owners service providers We we've
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download so much stuff.
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We joined so many programs I've just seen
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how many programs behind the scenes people are
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buying and joining and downloading freebies and challenges
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and that all has a Place and it's
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all in the education folder.
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Yeah, I like that a lot.
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I might adapt that Tracy so You talk
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about creating a business that feels calm and
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efficient What's one simple habit that busy entrepreneurs
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can implement right now?
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To create that feeling of calm and efficiency
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without needing to sort of overhaul everything Yeah,
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well, I would say first down make those
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five folders the other thing To go with
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that that I didn't say is to decide
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on one Central hub and if you have
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no one working with you, you could do
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it on your computer if you have someone
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that needs to get to files, you might
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choose to do it on a Google Drive
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or One drive or wherever it is for
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you You just decide on that one place
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and again notice every single time we do
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this We're we're using the concept of the
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wonderful one and we're simplifying it for our
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brain So when we have one place all
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our files live and we use only those
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five folders It's just now our brains like
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oh, I know I go there.
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I know it's in one of those five
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folders Same with the bookmarks bar we we
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know we go to our bookmarks bar to
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get to things we need to find and
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We couldn't go there in that one place
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and it's always there so we're just like
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easing all that decision fatigue on our mind
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and keeping it really simple and Training it
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and even saying it.
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I'm like that's so calming That it's it's
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so helpful for your brain rather than I
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don't know where it is I gotta find
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it's all over it could be in 14
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different places So it does take some it
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does take some effort in the beginning But
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then just maintaining that like my five steps
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to sort purge assign homes set limits and
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maintain The first four is the project of
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getting organized And I like to think of
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it like that Decide maybe you do I
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do the 12-week year so in or
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quarters or whatever in a quarter You're gonna
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focus on getting your business organized Don't make
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it like an endless to-do that you
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always have to do like really focus in
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and prioritize Organizing your business in a quarter
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and then the M is the maintenance.
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That's the habits And so it's like okay
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every Friday.
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I'm gonna clean off all my files on
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my desktop I'm gonna put them into my
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five file system in my one hub I'm
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gonna close all my links if there's something
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I'm worried about I'm gonna make sure it's
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saved on my bookmarks bar and all of
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a sudden you have this calm Organized business
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the end and the habit to maintain it
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Mmm, I love that.
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You know one thing came up for me
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with what you said Tracy was thinking about
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One of the biggest challenges that I see
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in our community and the women that I
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work with and even the breadwinning business women
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community is Spending too much time organizing and
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I don't know if all of it is
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organizing, but I'll tell you how they classify
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it They classify it as I'm not ready.
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I Usually those are You know steps of
19:43
organization or getting different systems set up so
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what would you say for those You know
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what?
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I like to call our planner girlies a
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planner productivity girlies, right?
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Like me like you who love, you know
20:00
planning and organizing and who sometimes get stuck
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there Right, we're waiting to have everything perfectly
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lined up Before we start doing more work
20:11
around the visibility Before we start doing more
20:14
work around the you know sales and marketing
20:17
the income generating activities What would you say
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for those that are over indulging?
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Yeah organizing To really help them to get
20:30
some traction and you might even speak from
20:32
your own Experience in this too because I
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know Visibility has been something that has been
20:37
a focus for you lately as well Yeah
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well I always like the question and my
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coach like 12 years ago the very first
20:46
coach I had before I even knew what
20:48
coaches were she told me the question Where
20:52
will you or where is the money right
20:55
now?
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Like where is the money right now?
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So I Need to make myself Prioritize those
21:01
money-making activities and so revenue generating activities
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I always think and then when we look
21:07
at our time when we're organizing our time,
21:10
we need to make sure Those are prioritized
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those or you don't have a business.
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So prioritize your money-making activities and then
21:19
when you're Scheduling your project time which might
21:23
be organizing right now Then you would schedule
21:26
that at a certain time, but notice like
21:29
oh, why are you spending time working on
21:31
that versus?
21:33
Your money-making activities usually because it's scary
21:36
and you have some doubts about it or
21:39
it's unknown or you have to fail a
21:40
lot It's not fun so doing making sure
21:45
you're doing those first and scheduling those first
21:48
and Then you work on the project of
21:50
getting organized.
21:51
But then I also think like yes my
21:53
my Focus this year was Pitching to be
21:57
on podcasts and also speaking and teaching in
22:00
people's groups to help their members Have the
22:04
most success in their group because they're organized
22:06
They can find what their coach is giving
22:08
them and where to get up log in
22:11
and you know How to store the files
22:12
they have them download and all of that
22:15
But I have that in an organized way
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now as I work on that project So
22:22
I have a Google sheet.
22:24
That's like my dashboard and I have everything
22:26
organized within that sheet So even taking like
22:30
your one money-making revenue revenue generating activity
22:34
focus and making it Organized in a way
22:38
that you can find what you need and
22:40
keep active at it is helpful But again,
22:43
you do those activities first and then you
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work on your project You know activities after
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So take us a little bit behind the
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scenes Tracy and Maybe share from your own
22:57
business.
22:58
How are you splitting up?
23:01
your week between the things that you're doing
23:04
that are You know your money-making activities
23:07
like visibility outreach and pitching yourself for these
23:11
opportunities versus some of the you know planning
23:16
or organizing activities that you might need to
23:18
get done in your business and Yes, so
23:21
because I'm past the project of organizing like
23:25
things are fairly organized in my business I
23:29
do plan at the beginning of the month
23:31
like what my time is gonna be spent
23:33
doing for the most part and Then I
23:36
spend a lot of time on Visibility on
23:40
marketing on making offers on you know Growing
23:44
on that part of it I spend probably
23:46
a third of my time doing that a
23:48
third of my time with clients and with
23:51
the program running the programs I have and
23:53
then The rest of it doing more like
23:57
admin type type activities but yeah with other
24:02
people and Built into my program is a
24:06
co-working session that we have where we
24:08
work so you can decide what?
24:10
Organization you need to maintain or if you're
24:12
in the project phase of what?
24:14
Organization you need to be working on and
24:17
we have that where we type in the
24:19
chat What we're gonna work on what we're
24:21
gonna create during that time and then we
24:23
do it during that hour Yeah, so things
24:27
like that like just scheduling it is the
24:30
main thing that you're going to work on
24:31
it And what are you gonna create in
24:33
that amount of time?
24:35
Yeah, I think you made a really important
24:37
distinction.
24:38
You're not always in though the project focus
24:43
organizing phase of your business, there's a point
24:47
like like for example, I'm gonna do like
24:51
a deep clean of my house for you
24:53
know, getting ready for spring and all that
24:56
stuff and Once it's done, it's done.
24:59
You know, then it's just a maintenance phase,
25:01
right?
25:02
It's just keeping everything Maintained and so I'll
25:06
do that during my Weekly reset every weekend,
25:10
you know go through put things away.
25:12
Make sure things are where they need to
25:13
be.
25:14
So So I think that's a really important
25:17
distinction for the audience is like yeah You
25:20
might have to for a period and you
25:23
tell us Tracy what you think that period
25:25
is Is it 30 days is 60 days?
25:27
Is it 90 days?
25:28
What's the average did it take somebody to
25:29
go through that?
25:31
project organizing phase of Their business but once
25:35
you're done that it's just more like maintaining
25:39
it like you're not necessarily Gonna always be
25:43
in that organizing phase which will then allow
25:46
you to spend more time on The money
25:48
-making activities in the business.
25:50
So about how long should we allocate for
25:53
that?
25:53
Project phase of the organizing.
25:56
Yeah I I like to give a project
26:00
90 days like a 12 week or quarter
26:02
That you're gonna focus on that if you
26:05
finish before that great like my organized coach
26:07
Academy has six modules And so I think
26:10
if each module you take two weeks Then
26:14
that's 12 weeks.
26:15
That's perfect amount of time and The first
26:19
one of the mindset you could get through
26:21
that in a week and then you're gonna
26:22
be kind of practicing it the whole Time
26:24
the second one depending on how messy your
26:27
files are might be something you're working on
26:30
For You know half the time but then
26:34
you move on to the next one the
26:36
next module work on your time But in
26:38
the background you're spending maybe 20 minutes sorting
26:41
through your documents your downloads your desktop and
26:44
getting those all put into your one hub
26:47
Space and so I don't know I mean
26:49
it just does Depends on how long have
26:51
you had your business and how many different
26:53
places do you have things that you need
26:55
to organize?
26:56
But I would say give it a quarter
26:57
and that's the relief I think people feel
27:00
like oh, this is gonna take forever I
27:02
don't have that much time and they just
27:04
build it into this big dramatic thing that
27:08
they think is gonna take so long and
27:10
I feel like you can get it done
27:12
in a give yourself that 12 week quarter
27:14
time period and just get it done Focus
27:16
on it schedule it be diligent get the
27:18
help you need Yeah, I love that.
27:21
I like thinking of the things in 90
27:23
-day periods in fact just before our call
27:26
I was doing what we call our quarterly
27:28
planning party with my Clients and we were
27:31
talking about what we're gonna work on for
27:33
the next quarter so this is a Perfect
27:37
timeline I think for anybody 90 days Yeah,
27:41
right.
27:41
You'd be surprised how much you can actually
27:43
get done in just three months or 12
27:44
weeks, whichever way you want to Look at
27:47
it.
27:47
It can really make a tremendous difference in
27:49
our business.
27:50
Yeah, so Tracy I'd love for you to
27:52
share maybe a client story of someone that
27:57
you worked with who Had the experience of
28:02
getting organized and how it created maybe a
28:05
revenue boost in their Revenue boost in their
28:08
business or a way for them to grow
28:11
more easily Can you have a story of
28:14
a client that you could share for someone
28:15
who's been able to get an ROI from
28:17
organizing?
28:19
Oh, yes.
28:19
So the one that came to my mind
28:21
first is She's She came in She wanted
28:27
all her digital files organized She could find
28:30
the other areas in her life where she
28:31
was she could pull from that she set
28:34
up She just followed the system perfectly set
28:37
up her digital files.
28:38
They're all organized She has her business dashboard,
28:40
which she goes to often.
28:42
She has her bookmarks bar now organized She
28:45
organizes her time and from doing that She
28:49
feels more like a CEO who's running a
28:52
business and I think since then she's written
28:55
two books She's built a new funnel.
28:58
She's created a new program She can deliver
29:02
her products better to her clients because she
29:05
knows where everything is She when she's building
29:08
her funnel She knows exactly where the links
29:11
go and she stores them in her dashboard
29:13
and it's all organized She can go back
29:15
there and find everything she needs.
29:18
So it's been pretty amazing to watch her
29:20
Publish the next book that that she created
29:23
and she comes to the calls and she's
29:25
like, oh, yeah I know where that is
29:27
and she can find it quickly.
29:28
So it is exciting seeing the effect and
29:32
just another one who was She has a
29:36
team.
29:36
She has a bigger business and a team
29:38
and she She was just explaining to me
29:41
this stress over Trying to get things to
29:45
her team and the money that she was
29:46
wasting because she's paying her team members But
29:49
they're sitting there because they can't find the
29:51
thing that she needs.
29:52
She can't even find it So she's back
29:54
there trying spending half her day trying to
29:57
find things that her team needs