Latest / Online Business Tips: Mind Your Time / How to Fix Your Backend and Go From Beach Panic to Beach Peace

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How to Fix Your Backend and Go From Beach Panic to Beach Peace · Online Business Tips: Mind Your Time

• 0:01
  Speaker 1: If your summer schedule is pulling you in a million different directions and the back end of your business feels more reactive than supportive, then this episode is for you, because, whether you're trying to take Fridays off, or you actually want to unplug while you're on vacation without your business burning to the ground, or you just simply want to take back control of your time, I'm going to break down exactly how you can reset your routines, reclaim your calendar and build systems that support you this summer and beyond.
• 0:34
  Speaker 1: In today's episode, welcome to the Mind your Time podcast.
• 0:39
  Speaker 1: I'm Shannon Baker, your coffee-loving host and business operations strategist.
• 0:43
  Speaker 1: Each week, I'll share practical insights and bold strategies rooted in my power and motion framework to help you streamline your operations, reclaim your time and build a business that supports your life.
• 0:54
  Speaker 1: Whether you're just starting out or scaling to six figures and beyond, these episodes will help you take control and create success on your own terms.
• 1:02
  Speaker 1: So grab a cup of coffee or your favorite beverage and let's dive into today's topic.
• 1:10
  Speaker 1: I can clearly remember the summer that I thought I was doing it all right, like it was yesterday Client work was lined up, our vacation plans were set, my out of office message was ready to go, notifications had gone to my clients, but guess what?
• 1:29
  Speaker 1: It did not take long before my inbox exploded.
• 1:35
  Speaker 1: I had missed messages, missed deadlines.
• 1:39
  Speaker 1: I had to put out fires I thought were already handled and guess what?
• 1:46
  Speaker 1: While on vacation, I spent way too much time behind my laptop instead of having unplugged fun with my family and friends.
• 2:00
  Speaker 1: And that was my wake-up call.
• 2:01
  Speaker 1: I realized I didn't need more hustle.
• 2:03
  Speaker 1: I needed better systems.
• 2:06
  Speaker 1: Now why am I sharing this with you today?
• 2:08
  Speaker 1: Well, it's because summer is basically here.
• 2:12
  Speaker 1: That means more backyard barbecues, graduation celebrations, afternoon coffee dates with your girlfriends, waterfront lunches and, if you're anything like me, you want to take advantage of shortened summer hours in the office so you can take a day trip to the beach and feel your toes in the sand.
• 2:33
  Speaker 1: I know I'm not the only one that wants that.
• 2:35
  Speaker 1: No, I know the kids may be out of school and at home with you, but what about your business?
• 2:42
  Speaker 1: Is your business still doing its thing, or does it require you to do everything?
• 2:50
  Speaker 1: And while summer is really meant to be a time for you to recharge, if your back end is chaos and a total mess, you're going to end up more stressed than actually enjoying the warmer weather, and we need to fix that.
• 3:07
  Speaker 1: So what if I told you that it is completely possible for you to enjoy your summer and maintain the momentum you have built up in your business while enjoying life?
• 3:20
  Speaker 1: Because I know you didn't start your business to feel like you're always working.
• 3:25
  Speaker 1: You started it for freedom, flexibility and to make a bigger impact.
• 3:30
  Speaker 1: That is what building a legacy is all about, and today I want to show you how to reclaim your time and set your business up to run without you instead of running you into the ground.
• 3:43
  Speaker 1: And whether you're in the early stages of building your business or you're feeling bottlenecked by quick growth or you're just completely over it, I want you to really tune in to what I have to say today, and we're going to with the hardcore truth, black coffee style.
• 4:05
  Speaker 1: Right now is the best time of the year to give your business a hard reset.
• 4:13
  Speaker 1: Why?
• 4:15
  Speaker 1: Because the summer slowdown.
• 4:18
  Speaker 1: It is a real thing, my friend.
• 4:20
  Speaker 1: Your clients are checking out.
• 4:23
  Speaker 1: They're going on vacation.
• 4:24
  Speaker 1: That's why your inbox is quieter and you now need to take advantage of that opportunity and zoom out and get intentional about what you spend your time on.
• 4:36
  Speaker 1: I talked about this recently in the episode make your business work for you so you can enjoy summer too.
• 4:42
  Speaker 1: I definitely want you to go back and listen to that one next, if you haven't done so already.
• 4:47
  Speaker 1: It pairs perfectly with today's conversation because it takes you through how you can adjust your workflow and priorities so you can enjoy the season that we're in and stay on track with your goals.
• 5:02
  Speaker 1: I'll put a link to that in the show notes for you and stay on track with your goals.
• 5:06
  Speaker 1: I'll put a link to that in the show notes for you.
• 5:08
  Speaker 1: But first things first, let's talk about being intentional with your time.
• 5:14
  Speaker 1: It starts with planning your week with intention.
• 5:18
  Speaker 1: If you don't already have a day that you plan your week, your week now is a great time to start this habit.
• 5:25
  Speaker 1: Personally, I live by time blocking.
• 5:27
  Speaker 1: I've done it for years.
• 5:28
  Speaker 1: It's how I stay sane year round.
• 5:31
  Speaker 1: But what I love about it is I can always adjust my time blocks depending on the season of my life and really, the season outside.
• 5:41
  Speaker 1: That's why I love this method and, again, I have been doing this for over 10 years.
• 5:48
  Speaker 1: So in the summer, I shortened my business hours and I increased my life blocks Because listen, work is always going to be there.
• 5:57
  Speaker 1: There will always be something that you have to do, but where I live at in Maryland, near DC, the warm weather and the beautiful sunshine that's not going to last.
• 6:10
  Speaker 1: So when this episode goes live, I have actually shifted and I'm using my lifeblocks to focus on taking my healthy lifestyle habits to the next level.
• 6:23
  Speaker 1: So I started working out with my old my former personal trainer again once a week, and that's in addition to other workouts that are part of my regimen.
• 6:32
  Speaker 1: I do one to two additional strength training sessions on my own.
• 6:37
  Speaker 1: I get in two and a half miles outside three to four days a week, and I love having impromptu coffee dates with my sister on my deck or at a coffee shop, and I love co-working at coffee shops too, which I started to do year round.
• 6:51
  Speaker 1: And all of this is in addition to the things that are in my schedule that hardly ever change, especially when it comes to caring for my family and my volunteer work.
• 7:00
  Speaker 1: But here's how I make it work I write out my top priorities for the week personal and business and I drop them into flexible time blocks on my calendar.
• 7:11
  Speaker 1: So it's not rigid.
• 7:13
  Speaker 1: I can move it around when I need to, but it's a rhythm that works for me and let me be real, I do everything I can to avoid multitasking.
• 7:25
  Speaker 1: One thing at a time works so much better.
• 7:29
  Speaker 1: That alone can change everything for you.
• 7:34
  Speaker 1: Now here's something I want you to think about.
• 7:35
  Speaker 1: If you can swing a four-day work week, even just a lighter day at the end of the week, it gives you breathing room and it makes a huge difference.
• 7:48
  Speaker 1: So I really recommend you try this.
• 7:51
  Speaker 1: Now, if you want some support to make this even easier, there's a resource inside of the Mighty Society Systems Insanity Suite that will help you go from setting the right big goals to creating a clear action plan, and it will not overwhelm you.
• 8:07
  Speaker 1: It's the 90-day goal setting worksheets, and they're a total game changer.
• 8:12
  Speaker 1: I even use them myself.
• 8:13
  Speaker 1: They help you map out your goals in 90-day increments in a way that is doable and intentional, and you start by setting clear goals based on the season of your life, using the smart goals workbook.
• 8:26
  Speaker 1: Then you use those 90 day worksheets to break the steps you need to take down into many projects and reasonable steps that actually fit into your life, week by week.
• 8:37
  Speaker 1: And let me tell you I know it's tempting to fill your calendar with the fun flashy stuff that's just a distraction, like creating content, working on your marketing, all the things you love to do or just simply watching reel after reel after reel on Instagram or TikTok.
• 8:57
  Speaker 1: But, girl, your back office needs attention, and if you don't make space to tighten things up behind the scenes right now, you are going to stay stuck in the same cycle, which is going to lead to burnout.
• 9:08
  Speaker 1: So the Smart Goals Workbook helps you set the direction you want to go in, and then the 90-Day Worksheets help you build the roadmap.
• 9:17
  Speaker 1: They are a powerhouse together because they make sure that your next quarter, or your next 90 days, is productive, peaceful and aligned with what actually matters to you.
• 9:29
  Speaker 1: And then, once you have a handle on your schedule and you have an action plan to implement, I need you to stick to your routines or start creating some.
• 9:39
  Speaker 1: If you don't have any.
• 9:39
  Speaker 1: Stick to your routines or start creating some if you don't have any.
• 9:42
  Speaker 1: Routines are your anchor to productivity, especially when your schedule starts to bend around everyone else's needs.
• 9:47
  Speaker 1: That's why I highly recommend creating a flexible morning routine that works for you.
• 9:58
  Speaker 1: Now, for me, my morning routine.
• 9:59
  Speaker 1: It's sacred quiet time.
• 9:59
  Speaker 1: My family knows that and they respect that.
• 10:01
  Speaker 1: I make my coffee.
• 10:01
  Speaker 1: I go sit out on the deck when the weather is warm.
• 10:04
  Speaker 1: I open my Bible.
• 10:06
  Speaker 1: I read in the peace and quiet, no noise around me.
• 10:10
  Speaker 1: I get up early on purpose.
• 10:12
  Speaker 1: Most mornings it's just me, the birds, and sometimes I get a quiet visit from a family of deer.
• 10:18
  Speaker 1: But it's peaceful, it's grounding and it's how I get centered before the day starts jockeying for my attention.
• 10:27
  Speaker 1: Now for you, it could look different.
• 10:30
  Speaker 1: It could be a morning walk, stretching, journaling, meditating, prayer or just five quiet minutes with your thoughts.
• 10:37
  Speaker 1: Whatever it is that fills your cup.
• 10:40
  Speaker 1: I want you to carve out that slice of time just for you.
• 10:45
  Speaker 1: And that's not an indulgence, it's not being selfish, it's a strategy, because it will help you feel more focused, be more present and you'll definitely be a lot less reactive.
• 11:01
  Speaker 1: And evening routines they matter just as much.
• 11:04
  Speaker 1: Now.
• 11:05
  Speaker 1: I created the habit of powering down my tech, or putting down my tech 30 to 60 minutes before going to bed most nights anyway, and I've done this for years.
• 11:14
  Speaker 1: It helps me sleep better, show up better and be more present with my family in the evening.
• 11:20
  Speaker 1: We even have a no tech at dinner rule, because little things like that.
• 11:26
  Speaker 1: It helps us all.
• 11:27
  Speaker 1: Be present in the moment helps us be clear on what the focus is, and it makes space for real connection, which we know in the time we live in.
• 11:35
  Speaker 1: We're all connected to our phones, but I must say I love sitting down with my family and just having conversation with each other.
• 11:44
  Speaker 1: So after you get some routines in place, then you know what we need to focus on.
• 11:48
  Speaker 1: Next, your systems.
• 11:50
  Speaker 1: I'm just going to put it out there.
• 11:52
  Speaker 1: If your business doesn't have basic systems, you are wasting time, money and energy, point blank.
• 12:00
  Speaker 1: Systems are what keep your business running when you need to be present somewhere else and when you need to rest and you need to rest.
• 12:08
  Speaker 1: They would allow you to unplug for vacation, go to the beach without checking mails or checking and responding to text messages, and you can stop being the only one who knows how to keep your business running.
• 12:26
  Speaker 1: And please, please, please, before you hire help, I need you to document some basic processes and create at least three of the six core systems that every business needs to have in place.
• 12:40
  Speaker 1: Hiring a virtual assistant or anyone else for that matter without systems is like handing someone the keys to your house to care for your pet, but you don't give them the address to get there or instructions of how your pet needs to be cared for.
• 12:55
  Speaker 1: Both of you end up frustrated.
• 12:58
  Speaker 1: Neither of you get where you want to go, and the poor pet is the one that suffers the most.
• 13:03
  Speaker 1: So here's what your systems should do.
• 13:11
  Speaker 1: It should be an outline of repeatable tasks, and this could be checklists or a full standard operating procedure.
• 13:17
  Speaker 1: They should be stored in a central location digital location, by the way.
• 13:23
  Speaker 1: Then you can identify what can be automated and anything that's left.
• 13:29
  Speaker 1: You can assign who does what, and it doesn't have to be you.
• 13:35
  Speaker 1: But that's the starting point.
• 13:37
  Speaker 1: It has to be documented for you to determine that.
• 13:39
  Speaker 1: Now I've talked about all six core systems multiple times.
• 13:44
  Speaker 1: On the podcast.
• 13:44
  Speaker 1: You can actually go back and listen to the last episode, which is an oldie but goodie.
• 13:48
  Speaker 1: I'm going to put a link to that in the show notes.
• 13:51
  Speaker 1: But, above all else, if you take just one thing from this episode, let it be this Building a strong business backend is not optional.
• 14:04
  Speaker 1: It's the difference between achieving sustainable growth or staying stuck and going nowhere.
• 14:10
  Speaker 1: Now let's pause for a moment and identify where you are in your journey right now, because I'm all about meeting you where you are in your journey right now because I'm all about meeting you where you are, so maybe one of these will hit home.
• 14:23
  Speaker 1: Are you just starting your business and you're trying to build some structure without losing your mind?
• 14:28
  Speaker 1: Are you in the thick of it with a successful service but feel like you can't breathe because you're the bottleneck?
• 14:36
  Speaker 1: Or are you ready to stop running on fumes and build or rebuild your back end so your business finally supports you, no matter where you are in your journey?
• 14:49
  Speaker 1: I created the Mighty Society Systems Insanity Suite with you in mind and let me tell you it's not like your average membership.
• 14:58
  Speaker 1: There are three levels, so you get the exact support, tools and resources you need, based on where you are in your journey, without pressure and without overwhelm.
• 15:09
  Speaker 1: So the founder circle is the most popular level and this is for any business owner who is just getting started with building their backend.
• 15:18
  Speaker 1: It's a calm, guided, self-paced space to help you build real systems from the ground up, and this is perfect for you if you're just starting out, or even if you're starting over and want to build structure with guidance from me and without the stress and frustration of doing this all on your own.
• 15:35
  Speaker 1: You'll get a private monthly call with me and it's just for this group to get focused guidance and gentle accountability as you build your systems.
• 15:46
  Speaker 1: Now, if you need to refine your systems, then the core tier is for you.
• 15:53
  Speaker 1: This tier is for those who have started building their system, so you get everything that's in Founder Circle, but you also get access to bite-sized how-to tech videos, deeper templates and a quarterly live masterclass or strategy call to help you keep building with intention.
• 16:16
  Speaker 1: So this is best if your backend is already started and you need to refine, streamline or scale with more advanced support.
• 16:24
  Speaker 1: Now the next tier this is premium.
• 16:29
  Speaker 1: It's the core tier on steroids.
• 16:32
  Speaker 1: Basically, if you want personalized ongoing support on demand, you again get everything that's in the other tiers, but you also get private Voxer access to me for voice note.
• 16:44
  Speaker 1: Basically guidance, real time questions and strategic support between the quarterly calls.
• 16:50
  Speaker 1: This is best for you if you want high touch guidance while you're implementing your systems, navigating changes or making decisions quickly without having to wait for the next group call.
• 17:01
  Speaker 1: Overall, the Mighty Society System Insanity Suite is a hub for everything that I've been talking about on the podcast and especially today Templates, checklists, workflows, strategy and more all in one place and if you're thinking, okay, well, shannon, I need this, but I really have no idea where I should start.
• 17:26
  Speaker 1: Well, my friend, I have a wonderful offer that will help you with this.
• 17:30
  Speaker 1: The Power in Motion Jumpstart Session is the perfect first step.
• 17:35
  Speaker 1: Jumpstart session is the perfect first step.
• 17:41
  Speaker 1: This focused 60 minute strategy call is designed to help you stop spinning your wheels and actually make progress on the back end of your business this summer, while your schedule is lighter, but your vision is still shining big and bright.
• 17:51
  Speaker 1: On that call, we're going to identify where you are inside of my power and motion framework.
• 17:57
  Speaker 1: On that call, we're going to identify where you are inside of my power and motion framework, uncover what's keeping you stuck and build a 30 day action plan.
• 18:04
  Speaker 1: Yes, just that 30 day focus right on the call.
• 18:07
  Speaker 1: So when we're done, you will know exactly what to focus on first.
• 18:13
  Speaker 1: And here's what makes this so powerful.
• 18:16
  Speaker 1: If you've been eyeing the founder circle or one of the other levels of the membership, I know one of the biggest reasons women hesitate to join memberships is because they worry that they won't use it or they won't know how to get the most out of it.
• 18:30
  Speaker 1: Or if you've had an experience, like me, where you joined a membership and there's so much stuff in it when you log in that you're overwhelmed and you have no idea where to start.
• 18:39
  Speaker 1: Well, my friend, you can start with this session.
• 18:44
  Speaker 1: It will set you up for success right from the beginning, so you can log into the membership already knowing what you need to work on, what resources you need to use, where to plug in to get the results that you want, and without overwhelm.
• 19:01
  Speaker 1: So if you've been craving clarity and want to finally reset your business back in the summer, this is where you start.
• 19:11
  Speaker 1: Now, as you think about what your next step is going to be, I have a quick win challenge for you.
• 19:14
  Speaker 1: I want you to take about 15 minutes this week and choose one area of your business that feels messy or chaotic.
• 19:20
  Speaker 1: Is it your inbox?
• 19:22
  Speaker 1: Is it your calendar?
• 19:23
  Speaker 1: Is it your client onboarding?
• 19:26
  Speaker 1: Whatever it is?
• 19:26
  Speaker 1: Ask yourself these three questions.
• 19:28
  Speaker 1: What part of this could be turned into a checklist?
• 19:31
  Speaker 1: What could be templated or automated?
• 19:34
  Speaker 1: What could be templated or automated and who else could eventually own this?
• 19:42
  Speaker 1: If I'm not doing it, then I want you to DM me on Instagram at the underscore Shannon Baker, and tell me where are you starting.
• 19:53
  Speaker 1: I check my messages all the time and I'm always cheering you on, but this, right here, I want to hear from you, because this is where systems start.
• 20:02
  Speaker 1: It starts with clarity, nothing complex.
• 20:07
  Speaker 1: So let's recap what we've talked about today.
• 20:09
  Speaker 1: We covered three simple but powerful ways that you can get your business ready this summer for success.
• 20:16
  Speaker 1: Start by planning your week intentionally, using time blocking.
• 20:21
  Speaker 1: That reflects your life and your business, and remember, think about that four-day work week.
• 20:29
  Speaker 1: It is possible when you plan for it.
• 20:32
  Speaker 1: Then we talked about sticking to or starting new routines, because routines protect your peace and they fuel your productivity.
• 20:41
  Speaker 1: So, whether it's a morning routine, a no tech dinner rule, a nighttime routine or all three and more in between, every little bit helps.
• 20:55
  Speaker 1: Then you need to build your systems, starting now, because eventually you need to delegate, but delegating without documentation creates chaos and without systems, your business will always depend on you to operate, and we need to fix that.
• 21:13
  Speaker 1: And here's the truth.
• 21:14
  Speaker 1: Where you are today is exactly where the Mighty Society Systems Insanity Suite is designed to meet you.
• 21:20
  Speaker 1: So, whether you're in the DIY stage you need my support to implement or you're ready for deeper guidance, the Systems Insanity Suite has a space for you and I would love to see you inside.
• 21:32
  Speaker 1: And if you're ready for clarity and want to skip the guesswork, please go ahead and book your Power in Motion Jumpstart Session.
• 21:43
  Speaker 1: Let's map those steps out together.
• 21:45
  Speaker 1: That way you can hit the ground running when you join the Mighty Society Systems and Sanity Suite and you're going to end up with a plan, a path forward and, most importantly, your peace of mind.
• 22:00
  Speaker 1: But don't forget the quick win challenge this week and be sure to tag me or DM me when you've completed it.
• 22:05
  Speaker 1: I can't wait to hear from you.
• 22:08
  Speaker 1: Thanks for hanging out with me this week.
• 22:11
  Speaker 1: If you've made it this far, it's clear you're ready to shake things up and take control of your business, and I'm here for it.
• 22:17
  Speaker 1: But remember, just listening to this episode won't get you better results.
• 22:22
  Speaker 1: I challenge you to break the mold and take action today.
• 22:25
  Speaker 1: Your next move let's connect Head to the show notes and book a call with me to learn how the Mighty Society membership can help you streamline your back office and reclaim your time.
• 22:36
  Speaker 1: If you're not ready for that step yet, no worries.
• 22:39
  Speaker 1: Connect with me on Instagram at the underscore Shannon Baker and tell me what resonated most from today's episode.
• 22:46
  Speaker 1: And if you're loving the podcast.
• 22:48
  Speaker 1: Leaving a review is a quick way to show your support and help more entrepreneurs like you break free from the chaos.
• 22:55
  Speaker 1: Entrepreneurs like you break free from the chaos.
• 22:56
  Speaker 1: Listening is great, but action creates transformation.
• 22:59
  Speaker 1: Go, make it happen and until next time, keep calm and streamline.