Latest / The One Small Change Podcast / Build Systems Before Your Business Becomes a Junk Drawer

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Build Systems Before Your Business Becomes a Junk Drawer · The One Small Change Podcast

0:00
Welcome to another edition of The One Small Change, and I
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am thrilled that you are on this journey of exploration and transformation,
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that you chose to be with me on it. And in case you don't know,
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I'm your host, Yvonne McCoy, and I bring over 30 years of
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entrepreneurial experience, and I have a
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huge passion for discovering growth through the power of seemingly
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small change. So I want to make sure that I thank you for
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spending time with me on this journey, and I hope that you will
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find something that's inspiring. And this week we are talking with
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Kathy Smith, and she is going to share some small,
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unexpected, or insignificant decision that
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sparked a transformation and growth in her personal or
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professional or both. Kathy, thank you for joining
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me at this crazy time of the day for you.
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You are very welcome. And with a global world, we are very
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blessed to be able to do it at all sorts of times in the day
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and And it is currently 5 AM my time on the day after. So
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welcome to the future. That's right. That's true.
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That's true. So, so Kathy, I
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am so glad that you can spend time with my audience. And I want
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you to tell them what you do and what happened to make you
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like the best at what you do. For sure.
1:22
So I'm a business coach for coaches. So coaches are taught
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to coach. They are generally not taught about business. And
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what we find is it's 2 different skill sets. So when
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you're taught to coach, you're told put a few social media posts up,
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just get out there and the clients will come. Well, unfortunately,
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the clients only come in the movies. Build it and they will come is
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a big fallacy. So I'm here to solve that and to make
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sure that coaches create thriving businesses that they love.
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So what made you say, This is what, this is what people
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need. This is what I'm really good at. So what
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made me say that was seeing all these amazing coaches
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to be struggling. They had spent years in corporate,
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they had all these skills, and suddenly they couldn't make a
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business out of these thousands of dollars of certifications that they had
2:16
gone through. And they just thought, well, maybe this coaching stuff's not
2:20
for me. Maybe I can't do it. Maybe I've been given
2:23
a lie or a furphy and it's not the case. It's just they need a
2:27
slightly different set of skills to get out there and connect with their
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audiences. Well, you know what's interesting that I find is
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you can have business skills, right?
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And still not apply it to your business because, you know,
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the— what do they say? The shoemaker's kids have no shoes.
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Yep. And that's what happened to me when COVID came. I,
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I had a very nice set of clientele that
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had come to me by referral just because they knew me.
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And I was coaching women executives of nonprofits.
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And I got sick, not with COVID but I ended up in the hospital at
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that time. And I went in and I had a business. And
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5 days later, I didn't. It was like watching the sinking of the Titanic.
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They didn't have— their funding was drying up and they didn't know how they were
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going to pay their staff because people couldn't come in and get services
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and stuff like that. And I realized that I did not
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have a business, I had a junk drawer. I had all the stuff
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that I had collected that had no system, that
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had no particular process to it. And
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it was like, oh, this is a
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problem. Absolutely.
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And I did actually much the same because I've been in business for 25
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years and I've been in a marketing business for 25 years. And
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when I pivoted into coaching, suddenly I couldn't get clients
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either. And I'm going, what is wrong with me? I've got this marketing
4:01
background. But I'd spent 25 years helping other
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business people in predominantly product-based
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businesses. And when you go out and you sell yourself
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it's a whole different ball game. And I had all the gremlins
4:16
going, well, what are you doing? Why can't you do it? If you've been so
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successful all these years, how come you're not successful now? Just
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everything that you guys are probably thinking as well. Because marketing
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as a coach is quite different to marketing a widget
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where you've just got a box and you've got a price and you sell them
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the value of it and off you go. Whereas when you start selling
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yourself, if somebody says no, It's suddenly, oh my God, they don't like
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me. What's going wrong? What's wrong with me? And all those little gremlins
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come in. I think one of the things that
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happens is the first— I mean, I think the
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first piece that happens to almost every entrepreneur
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is, you know, you're good at what you do and that's where
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you put all your energy. And so you, you know, you make your
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slides better, you make your talk better, you make your whatever,
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and you tend to get support or hire
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your friends and your relatives who may or may not— and
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generally it's may not— be the right people for the job, but,
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but they're the ones you can afford. And so when you are
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trying to grow your business and you,
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you need a professional, you need an outside perspective,
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and that is probably one of the hardest things for people to do
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because it's like you need the help when and you feel like you can
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least afford to pay people. And it also probably
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means you need to cut back on the family or the friends that you
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brought in because they're not good at what they do. And
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that also is that shift kind of between, I'm
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one of the guys, you know, I'm one of them, and suddenly now
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it's them and I, me and them. You are
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now the owner, you are the founder, you have to take that leadership role,
6:07
which we are not really well trained in, I don't think. No,
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we're definitely not. And the other thing we do is we take
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everybody's advice. So your girlfriend says to do this,
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somebody down the street says to do that, somebody else says to do this.
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So you end up ping-ponging between all these different people's
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advice. And generally, those people are not business owners, they're not
6:30
entrepreneurs. They all have nice steady jobs that bring them in an income
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every day regardless of what they do, generally. And so suddenly
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we're doing one thing this week, and then we get onto socials
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or the internet and we see something else. I call it shiny object
6:44
syndrome. We get all these amazing things and we end up like a
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bowerbird collecting them all on our computer, spending a lot of
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money, and not actually implementing anything.
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And, and I think the other thing to speak about this, one
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of the things that I see is
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I mean, I think this is why it's really important. Like, I have this, this,
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this— I have a model for everything. So the one model is called the
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4 Ps, and it starts with what's my purpose,
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right? What's my purpose? And then the second P
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is what's the procedure? The third P
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is the personal, and the fourth P is proactive. And the reason I think
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this is so important is because Your purpose gives you
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a filter on information. How do people, you know, how do you tell
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people what you keep and what you don't keep,
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you know, so that you can take some action? Yeah,
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absolutely. And I think it does actually start with purpose because it's a
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case of your purpose but also your client's purpose.
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Because what we find as coaches is that people want to help everybody,
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so they want to be able to help Somebody
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who's not even related to the area that they'd like
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to do. So purpose brings it all back to— I call it like hitting the
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dartboard. If you try to aim in the middle of the
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dartboard and you miss, you're going to hit around the edges. But if you're
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trying to hit the edge of the dartboard, the chances of you hitting that
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middle are pretty slim. And that's what we do, is we have our
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message so vanilla that nobody understands what our purpose is.
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They've got no idea what we're talking about, and there's not any, oh
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yes, Kathy's for me, or Yvonne's for me, I get exactly what she's doing,
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and yes, that's great. Or no, it's not. And that's the other thing we get
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worried about as coaches, is will we turn people off? Well, that's
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actually your gold. Mm-hmm. If you turn people off, they're not
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for you, and you don't spend a lot of time, money, and effort
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trying to create something that's going to be perfect for them. Because
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they're not your client and they're not going to buy anyway. And, and, and the
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other, the other part of that is
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if you want it more for them than they want it for themselves,
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I mean, that just makes it worse. And I tell the story
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about there was a woman that I just knew that I could help. I mean,
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I was like hell-bent,
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really. And I said, and she was like, well, you know, I'm paying off these
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other 2 programs. And I was like, just give me, A small
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deposit. We'll spend some time together and we'll see,
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right? And so she said, well, I only have $70. And I
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said, well, I'll take that, right? And we spent like 2 hours together. I
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mean, I did a deep dive. I did all this stuff for her, right?
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And that was— and I did it on a Saturday that I didn't normally do.
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And then this is, this is the day for podcasts
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where The— where my—
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where I live is an invasion. I don't know if you could hear my dog.
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My dog is like— she was under my desk earlier and I thought I was
9:57
going to have the dog earthquake, you know. Um,
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but what I was going to say is on a Monday, you know, I did
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it on a Saturday that I normally don't do, and on Monday I got a
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thing saying, I don't think I got value for our time and I'd like my
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money back. For $70, 2 hours on a
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Saturday? Oh dear. And you know what, after
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I, after I calmed down, I was like, you know
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what, I'm gonna give her her $70 back because
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I wanted it more for her than she wanted, than she
10:30
wanted it. She didn't see my value. And she would be probably
10:34
the first. And the thing is, here's the thing. She
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had come to my workshop. She had come to
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like 2 other events that I was in. So it wasn't like she didn't know
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who I was, right? And I was like, this woman will
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badmouth me. And, you know, so you
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can't be for everybody. And, and when you don't
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recognize your value— but a lot of times you don't recognize
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the thing that you're good at. Yes. Because it comes so
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naturally to you. Absolutely. So have you ever
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experienced that, where somebody said, oh, I can't— you know, I can't believe you helped
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me with this, and you're like, Why wouldn't I help you with this?
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Yeah. And the other thing that came to mind when you said about the $70
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is a lot of people barter, especially in the beginning of their,
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their coaching careers. And that is definitely something
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that is a downhill run because it's never going to be
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even. It doesn't matter what you're bartering, somebody is
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always going to be unhappy and it's going to have that bad taste in your
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mouth. So if you do want to barter, Literally get out
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that $70, give it to the person, and then they can give it back to
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you. At least you've exchanged actual money,
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because yeah, bartering's not a good thing either. And they go, oh,
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I'll just do a free coaching session for this or for
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that. And like you say, you're the one that wants it more than they
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do. They don't see the value of it, and in the end it just
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ends up you being resentful them being resentful, and
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then by the end of the day you think, am I a good coach? Do
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I really want to do this coaching thing? Not when you've got a full roster
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full of free or barter. We, you, we've hit on
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like 2 things that I want to, you know, explore a little bit more.
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One of the things that you talked about
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was when you know
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who you are and what you do. I
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think it leads to better collaboration. So when we talk about the
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bartering, that's what made me think about the bartering and the collaborations.
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Um, what do you think, you know, what are your thoughts on that? Yeah,
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absolutely, because it's really hard to refer somebody if
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you say, I help everybody. So I was actually at a networking
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event a few weeks ago, and we had small groups,
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and we said, okay, what do you do? And there was 2 ladies that
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basically said, I help everybody. So I asked them a few pointed
13:04
questions and they still helped everybody. Then it moved on to a
13:08
gentleman, and this isn't a lady-gentleman thing, it just
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happened to be the case. And he said, I do this specific thing
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for this specific purpose with this specific outcome. And I said, oh,
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I can introduce you to these 3 people. And one of the ladies then
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got back on the mic and she said, oh, I see what you
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mean now, because now I can refer you to people,
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or now I can collaborate with people because I know
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exactly what you do and I know that I'm not going to be tripping
13:38
over you. Because working in marketing, it's a huge area.
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So quite often when I'm talking to somebody on a collaboration,
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they'll go, oh, Do you help with book
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writing? And I go, no. Okay, we're a great match because you
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can do the marketing part of it, you can help them get clear on their
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strategy, what they're doing, and I can do the book writing. And
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once you're really clear on what you do, other people will be
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attracted to you to do collaborations because they know that you're not going to
14:08
step on their toes. Not only that, but you can even,
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you can even be like aligned in
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like kind of parallel. But it's really nice to be able to
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say, you're too early in your business for me.
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Yes. I know a coach that works with people who are in the early stages
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of their business. I work with experienced business people who
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want to scale their business. Yeah. And so that, you know,
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if you, if you just say, well, I work with people that want to grow
14:38
their business, That, that eliminates
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some good partnerships because you haven't explored where
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you can fit together. Yeah, and it makes
14:49
for a bad client experience too, because if you're helping
14:53
everybody, then one week your workshop is going to
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be on new coaches, the next week your workshop is going to be on
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concepts that are way too advanced for the new coaches, so
15:04
the new coaches are not going to be happy. But the more experienced coaches that
15:08
have got stuck and their pipelines dried up, they're not going to be happy either
15:11
because you're telling them the basic 101s which they've been
15:15
doing for years. So it ends up being just these muddy waters
15:19
that doesn't help anybody. So I think kind of getting back to
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where I originally started, it seems like a really long time ago, is
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that when you start with your purpose, right,
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it can add a filter for you to go, what,
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you know, because information moves so fast. Wow.
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You can go, this doesn't apply to me, or it doesn't apply to me now,
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do you know? So that you can actually narrow down that
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information flow so that you can actually see things
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that you use. I mean, when I, when I do like
15:55
events like with other people, one of the things that, you know, if they have
15:59
a VIP thing, I say you should get the VIP because you're not going to
16:02
be ready for everything that comes up today. And you
16:06
should mark the things that you want to move on first.
16:10
Yes. So that you have a way to, you know, and then, you know, to
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kind of combat what you were talking about, the doubt that, you know, the questioning,
16:18
the gremlins, as you put it, that we all have. What's wrong with me? Why,
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you know, it— the one that always got me, which doesn't make me a very
16:25
nice person, is I know I'm smarter than this
16:29
other person. How come theirs is working and mine isn't?
16:34
Yep. Yep. So, so, you know, and, and, and, you know,
16:39
one of the things that I had to say to myself when I was losing
16:42
weight was it wasn't like I'm a failure. It was
16:46
like, I need to see what's going on in the procedure part.
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So that's why I made procedure before personal, because that way
16:53
you go, do I have a procedure for this in my business? Does it
16:57
need to be updated? You know, when you're trying to solve a problem, does it
17:01
need to be updated? Does it— has it
17:05
grown with the things that are going on, right? So,
17:09
you know, sometimes you find out you don't have a procedure. Sometimes,
17:12
you know, and then you move to the personal. Is there something that I did?
17:16
Or when you have people that are working with you or for you, you can
17:20
say, you know, because— When I was coaching, like, the executives, one of the
17:24
things that I just really hated was they would say,
17:28
Sally never does this, or Bill never does this,
17:32
right? And I would say to them, okay, here's the first thing.
17:36
Do they know what you expect them to
17:39
do? Do they understand? And I have listened
17:43
to executives delegate, and I knew what they were trying to
17:47
do and didn't understand it. Yeah. So that's the
17:50
first thing. Are they trained to do it?
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You know, do they have the resources to do it?
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Or, you know, if you've covered all those things, then you're looking at
18:04
subordination, and that's a whole different thing. But before you get
18:08
into Sally never does it, Bill never does it, nobody can do it,
18:12
and, you know, nobody— I could have done it faster myself. Yeah,
18:16
nobody does it like I do it, right? And, and God
18:19
forbid you have another you, you know, because a lot of times people go, I
18:22
want a mini-me. No, you don't. No, you
18:25
don't. I think we've all tried that. Why don't they? I'd
18:29
love to hear your reason for that. Yes, we
18:33
definitely don't have a mini me. I've done it in 2 different
18:37
ways. My very first employee I thought would just take over
18:40
everything I did. And of course, that was a total
18:44
disaster because one, she didn't have the skill set. 2, I didn't have the
18:48
delegation skills. And 3, if she had wanted to do that, she
18:52
would have been the business owner. And then I did employ a mini-me
18:56
and she lasted about 3 months and then she went off and ran her own
19:00
business because yeah, we need the people that
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help us for that, generally the areas that we're not,
19:08
don't have the best skill set in. Well, one of the things that I say
19:12
is if you hire a mini-me,
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the good things get twice as good and the bad things get twice as
19:20
bad. You have the same strengths and the same weaknesses and
19:24
It doesn't help you at all. And yes, I think, you
19:27
know, I think of delegation as training. You want them to be able to
19:31
take over areas like you do, and training helps with
19:35
that. But you want them to have a total different set of, you know,
19:38
strengths and weaknesses than you do.
19:42
You know, it's, it's, it's a tricky slope, I guess.
19:46
It is. And quite often, actually, bringing in
19:50
somebody with those skill sets, they'll do it different to you. and they'll
19:53
probably do it better than you. Yes. One of my first hires
19:57
was a bookkeeper, and I gave her this whole shoebox which used
20:01
to take me my whole summer holidays to do. And 2
20:05
days later, she came back and she goes, well, where's the rest of it? I
20:08
go, what do you mean the rest of it? This is 4 weeks' work. And
20:11
she goes, oh no, I've been doing a couple of other things. I think it
20:14
was about 4 hours' work because that was her skill set,
20:18
not mine. So if she had done it my process, I would have paid for
20:21
a lot of things I didn't need. Well, you know, and I discovered the same
20:25
thing. I mean, I knew that I needed help, but when I got my concussion,
20:28
um, I do, I do my Sunday Scoop, and it used to take
20:32
me all day Saturday to do it, you know,
20:36
to check the links, to do the this, to do the piddle with the that.
20:40
Um, and, and probably the biggest thing that I discovered was
20:45
that I was putting in the work to put people in it. As
20:49
opposed to saying, if you want to be in it, submit a form. And I
20:52
was like, oh, so-and-so has this workshop usually. When's their next one?
20:56
You know, and I was, you know, and now
21:00
that there's a form and I have a VA that
21:03
formats it the way I want it and everything, the links are
21:06
checked. I still spend maybe an
21:10
hour on it and probably could do it in half an hour. I
21:14
mean, it is just like the most amazing thing that I get in there and
21:17
I like, It's done. Yay!
21:21
So, so I think the
21:25
thing is, we
21:30
are very good at what we do, which is
21:33
totally different than what it takes to run a business for the most part.
21:38
And I think that that is something that
21:44
I think almost every entrepreneur goes through. I mean, even if
21:47
you've been in— like, I was lucky enough to
21:52
be in, you know, work for 2 businesses
21:56
that kind of was kind of entrepreneurial in spirit. And so got,
22:00
you know, a fair amount of behind-the-scenes look. But
22:04
even with that, it does not prepare you. No. For
22:08
when you're starting out and you have no support or whatever.
22:12
So, um, this is something that we could
22:16
talk about a lot. I say this, I, I love the people who come on
22:20
my podcast because all of them might go, we could talk about this more.
22:24
Um, but I want you to make sure that you tell people what are 3
22:28
things that they can take, because information without action—
22:32
I, I saw a quote that said information without action is
22:35
entertainment. Yes, very much so. And it's just noise.
22:40
Yeah. So what, what should people focus on? What should people
22:43
look at? So the very first thing is they need
22:47
to know who they're talking to. So don't try to talk to everybody, as
22:51
we've been discussing. Work out the one person.
22:55
So if you're an established coach and you've got stuck
22:59
and your pipeline's slowed down, think about the, the person
23:03
that you'd like to coach with most. Your best
23:06
client, what characteristics did they have? And
23:10
then talk to that one person, give them a name. So
23:14
if you were having a conversation with your bestie,
23:18
let's call her Sally. Sally would like this, Sally wouldn't like
23:21
that. So filter through that and then make sure
23:25
that you're talking to Sally's pain points so she knows exactly
23:30
that you know what she's talking about. and you understand
23:34
and use her language, not your jargon. Mm-hmm. Because
23:37
quite often as coaches, we wanna talk about imposter syndrome,
23:41
we wanna talk about the Eisenhower Matrix, we wanna talk about all
23:45
these tools that we've got. And before you even know, Sally's
23:49
glazed over and she's gone, you're definitely not the person for me. I've got no
23:52
idea what you're talking about. I've got my own gremlins and now you're making me
23:56
feel small. And you're not trying to. But you're just trying to show
23:59
Sally that you're the expert. No, get back down in the
24:03
grassroots and talk about what it is that she's got the
24:07
problem— the one problem that at 2 o'clock in the morning, if you
24:10
solve that, it would solve everything else downstream.
24:14
Okay, so what's your gift? Because I know you have a
24:18
fabulous one for us. I do. So it's called the
24:22
10 Minute Inbox Reviver, and what it is It's
24:26
a system because you love your processes and systems
24:29
that will help you to talk to your people again, particularly
24:33
if your database is sat there without a lot of love in
24:37
the last little bit. And it's just an easy way to have human
24:41
conversations through your email to the people that are already
24:45
in your network. That's fabulous. Um,
24:50
before we run out of time, let me ask you the fun question. When
24:53
was the last time you did something new for the first time?
24:57
Oh, we were talking about this off camera, and I see
25:01
myself as quite an
25:04
inspirational person, but I was thinking, what have I done that's new?
25:09
And we were talking about time zone challenges, and that's one of
25:13
the things that I do tend to get myself a little stuck
25:16
on, and quite often I end up on other
25:19
people's events at weird times, but this one I agreed
25:22
to do myself. And I thought, right, UK
25:26
time, US time, I'm down here in Australia, so I'm a long
25:30
way away from everybody else. And I agreed to do it, and then I
25:34
looked at the calendar. It's 1 AM. Whoa. I am doing
25:37
a joint collaboration with an
25:41
amazing UK lady at 1 AM my
25:45
time, so I will definitely be I
25:48
was gonna say, when it's 1 o'clock, do
25:52
you go to bed and then get up, or do you stay up?
25:56
I think I'm gonna go to bed and then get up because, yeah,
26:00
unfortunately I've got a couple of other things after it at silly o'clock too. So
26:03
yeah, I'm just gonna write the next day off, I think.
26:08
God bless you. All I know is
26:12
I taught a class. I was teaching at a, you know, a workforce
26:15
class, and I said I will do one session at 6 in the
26:19
morning because you have to, you know, you have to get up like
26:24
at 5, right, to get dressed and to get
26:28
there. And I, even though I would go to bed early, I would spend the
26:31
whole night going, I hope I don't oversleep, I hope I don't, you know. And
26:35
it was just like, oh no. Okay, enough about
26:38
me. All right. That's like when you're traveling, isn't it? If you
26:42
wake up every hour on the hour before you do to get up because you
26:46
don't want to Miss that plane. So again,
26:50
that is a good reason to focus on who you work with.
26:55
And, and, you know, when people say, what's the right time to
26:59
do an event? The right time is the time when you feel like you can
27:02
be your best. Yes. Because it
27:06
doesn't serve you to do it at some awful time, and then you
27:09
get clients at that awful time that you don't want.
27:13
Right. So we— there's enough of us to go
27:17
around. All right, here's the ad. So as a first step,
27:21
please subscribe, um, to this podcast and
27:24
share and engage on social media. And one of the reasons that I do
27:28
it is to help to introduce you to different people that will
27:32
help you grow your business and grow a vibrant community.
27:36
And I want to give you good information so that you
27:39
can you know, really have growth and impact.
27:43
So I hope that you will continue to join me on The One Small
27:46
Change as we are all on this journey and using
27:50
small shifts to make monumental transformations. And
27:54
take a listen to the first episode. It'll give you—
27:58
it'll, it'll make you feel good just because it probably
28:02
is— because it was the first, it was probably the worst. But
28:06
there are also some individual clarity sessions that are in there that you can get.
28:09
And don't forget, everybody's got a great gift. So there are
28:13
lots of gifts to be had if you go in and check out the other
28:16
podcasts. So Kathy, what are your last words of
28:20
wisdom? So clients
28:23
don't come from social media generally. They
28:27
don't come from procrastination. Clients come from
28:30
conversations. You have to get out and talk to people, whether
28:34
that is in person or online, but
28:38
you've gotta have a conversation, a two-way dialogue,
28:42
not just putting out a social post and hope that somebody might interact
28:46
with it. Hard lesson for me to
28:50
learn. Okay, everybody, remember that change is simple, but it's
28:53
not always easy. It requires courage and resilience and a
28:57
willingness to step out of your comfort zone. If you are comfortable,
29:01
then you are stagnating because the world is moving forward so
29:05
fast that even if you are doing the right thing, but
29:09
you— that's that's what you're doing right now and you're not checking
29:12
it and tweaking it, right? Then the world's
29:16
going to go forward, which means by default you're going backwards. So
29:20
anyway, join me for one small change. Be
29:23
uncomfortable, be bold, and we will
29:27
all come up with innovative possibilities. And be sure
29:31
you check out my workshop, the Be Found Workshop. You don't
29:35
need to be fixed. You just need to be found. And until the next time,
29:39
stay very, very curious. Kathy, thank you for
29:42
your time. You are very welcome. And if people want to
29:46
check me out, they can find me at kathysmith.com.au.
29:50
Remember the AU because I'm an Aussie.
29:54
And she's ahead of her time. She's— I am. I'm in the future, so I
29:58
can tell you what's going to happen and be able to prophesize for
30:02
you. Goodbye, everybody. Bye, everybody.