Latest / Online Business Tips: Mind Your Time / Why You Need to Create Systems to Reclaim Your Time and Prevent Burnout

Transcript

Why You Need to Create Systems to Reclaim Your Time and Prevent Burnout · Online Business Tips: Mind Your Time

• 0:00
  Speaker 1: Today's episode is a special bonus just for you.
• 0:03
  Speaker 1: If running your business feels like a never-ending race and you're stretched so thin that you can barely catch your breath, then you're in the right place.
• 0:10
  Speaker 1: Today, we're going to really look into why things feel this way and how systems can transform the way that you operate.
• 0:19
  Speaker 1: And the best part, this is just part one of the solution.
• 0:22
  Speaker 1: Part two drops on our usual day, Thursday, and that will contain more insights to help you build a business that truly supports the lifestyle that you want.
• 0:49
  Speaker 1: Welcome to the Mind your Time podcast.
• 0:51
  Speaker 1: I'm Shannon Baker, your coffee-loving host and business strategist.
• 0:54
  Speaker 1: Each week, I will share practical insights and bold strategies for six-figure entrepreneurs looking to clean up their back office and create streamlined systems.
• 1:03
  Speaker 1: The weekly episodes will help you take control of your time, scale their back office and create streamlined systems.
• 1:05
  Speaker 1: The weekly episodes will help you take control of your time, scale your business and create success on your own terms.
• 1:10
  Speaker 1: So grab your cup of coffee or your favorite beverage and let's dive into today's topic.
• 1:15
  Speaker 1: Okay, let's be honest.
• 1:18
  Speaker 1: Sometimes running a business can feel like a never-ending race, because you're constantly juggling tasks around the clock, you're working extremely ridiculous hours and then eventually it felt like you're just one step away from burnout.
• 1:33
  Speaker 1: But the truth is it doesn't have to be this hard.
• 1:36
  Speaker 1: So today we're going to talk about something that's going to completely transform the way that you run your business, and that's the power of systems.
• 1:43
  Speaker 1: No surprise, right?
• 1:44
  Speaker 1: That really shouldn't surprise you, especially if you've been listening to this podcast for a while.
• 1:57
  Speaker 1: Now.
• 1:57
  Speaker 1: I want you to tell me if this sounds all too familiar.
• 1:58
  Speaker 1: You're wearing all the hats in your business.
• 1:59
  Speaker 1: You're doing client work, completing admin tasks, networking, doing all the things right?
• 2:02
  Speaker 1: That's just a part of being a business owner.
• 2:05
  Speaker 1: But over time, things start to pile up.
• 2:09
  Speaker 1: Your days are stacked with back-to-back meetings, so you barely even have time to eat anything or sometimes even go to the bathroom.
• 2:17
  Speaker 1: You have multiple deadlines and on top of that, you have promised your family that you're going to be there for dinner, but as the day goes on, you're already feeling that promise start to slip away.
• 2:28
  Speaker 1: Because an unscheduled client call runs long.
• 2:31
  Speaker 1: You get an email from a potential new client.
• 2:35
  Speaker 1: So that needs an immediate response.
• 2:37
  Speaker 1: And then everything else in your business needs a quick check, and that puts you even further behind needs a quick check and that puts you even further behind.
• 2:49
  Speaker 1: But you keep your word.
• 2:49
  Speaker 1: You sit down at dinner with your family but even though you're there physically, your phone is beside you, it's buzzing and lighting up with notifications, so you're half listening as everyone talks about their day.
• 3:00
  Speaker 1: You're just nodding at the conversation because really in your mind it's still racing, and you're thinking about the emails you didn't answer, the new ones that are coming in, the projects that still needs your attention, and then all the overdue stuff that's just waiting for you.
• 3:15
  Speaker 1: So again, physically you're sitting at the table, but your family doesn't have your full attention and honestly, deep down, they know it, they can feel it.
• 3:28
  Speaker 1: Now I know this isn't what you had in mind when you started your business.
• 3:33
  Speaker 1: You didn't go into business to feel stretched so thin or to miss out on the moments that truly matter.
• 3:39
  Speaker 1: I mean, I've been there too.
• 3:40
  Speaker 1: Actually, it got to the point where my family, especially my husband, really didn't like my business and I hated that.
• 3:49
  Speaker 1: I allowed it to get this way, so I had to make some changes, because my family was more important than everything else.
• 3:56
  Speaker 1: Why did this happen?
• 3:59
  Speaker 1: Because I needed systems, and so do you.
• 4:03
  Speaker 1: Without systems and boundaries, every day is going to keep slipping away from you, and you will always be playing catch up in business, never catching up and never present when you need to be.
• 4:16
  Speaker 1: So if this scenario sounds all too familiar to you, then you should recognize that you're not alone, but there is a way for you to reclaim your evenings, your life even.
• 4:28
  Speaker 1: That's exactly what we work on inside of the Mighty Society membership.
• 4:33
  Speaker 1: It's not just about documenting your processes and implementing tools.
• 4:37
  Speaker 1: It's about building your systems so that your business can support the lifestyle that you want, so that your business can support the lifestyle that you want.
• 4:48
  Speaker 1: So imagine having a system in place that allows you to organize processes for tracking every area of your business, instead of you manually managing tasks as they come in.
• 5:00
  Speaker 1: So, with systems in place, you'll know exactly how to onboard clients without reinventing the wheel.
• 5:06
  Speaker 1: You'll have templates so that you can respond to emails quickly, and you'll have at least some checklists that will keep things on track.
• 5:16
  Speaker 1: With a little bit of this or all of this in place, your workload will feel lighter, your days will flow more smoothly and you won't be spending all your time putting out fires.
• 5:29
  Speaker 1: With systems in place, you can also set real boundaries around your work.
• 5:34
  Speaker 1: That way, you can sit down to dinner knowing that everything you should have been giving attention to is taken care of and you're able to be fully present to, is taken care of and you're able to be fully present.
• 5:48
  Speaker 1: Most importantly, you're able to completely show up for your clients and your family, so you can focus on what truly matters on both fronts.
• 5:56
  Speaker 1: I mean, isn't that why most, if not all, of us started our business in the first place?
• 6:01
  Speaker 1: So the goal of today's episode is to help you start making changes to your mindset so this can become your reality.
• 6:11
  Speaker 1: But today we're only going to focus on some of the reasons why so many entrepreneurs put this off, and I decided to break this whole thing into two parts.
• 6:20
  Speaker 1: One, so that you know that you're not alone, because I know many of you have doubts and fears that are holding you back from fully embracing the process of creating processes and systems and taking action.
• 6:34
  Speaker 1: So let's get into this.
• 6:36
  Speaker 1: One of the biggest fears I've seen is fear of losing control.
• 6:43
  Speaker 1: So many business owners hesitate to create systems and delegate tasks because they worry that if they're not personally doing everything themselves, the essence of what makes their business special will get lost in translation.
• 6:56
  Speaker 1: Are you afraid that if you let someone else take over, the work won't be done with the same quality?
• 7:03
  Speaker 1: Or maybe they won't care as much about the details as you do?
• 7:08
  Speaker 1: Well, have you ever thought I can do it better myself and then find yourself drowning in a sea of tasks that just keep piling up?
• 7:21
  Speaker 1: Well, guess what, this doesn't have to be your life.
• 7:28
  Speaker 1: I know right now you're answering emails, managing client calls, keeping up with your social media, you're handling invoicing.
• 7:34
  Speaker 1: The list goes on and on and on.
• 7:36
  Speaker 1: So you're juggling a hundred little things while trying to keep your business growing and thriving.
• 7:43
  Speaker 1: So the workday stretches on and on and no matter how much you do, there's always more waiting.
• 7:51
  Speaker 1: Well, this I can't let go.
• 7:55
  Speaker 1: Mindset keeps you stuck in the weeds, constantly working in your business instead of leading it.
• 8:01
  Speaker 1: And while you're scrambling to keep every ball in the air and failing miserably because you're dropping balls, new opportunities are slipping by because you're too buried in the day-to-day tasks to see them or even properly evaluate them.
• 8:18
  Speaker 1: And, even worse, the time you wanted to spend with family or friends is often the first thing sacrificed.
• 8:25
  Speaker 1: And you didn't start your business to feel stretched so thin that you miss out on these precious moments.
• 8:31
  Speaker 1: But without systems and boundaries, the work keeps pulling you in.
• 8:35
  Speaker 1: It keeps you in reactive mode instead of allowing you to be proactive, and you're stuck in survival mode instead of growth mode.
• 8:45
  Speaker 1: And that's exactly what the fear of losing control does.
• 8:49
  Speaker 1: It holds you back from building a business that can operate without you having to micromanage every detail.
• 8:56
  Speaker 1: The reality is, letting go doesn't mean that you're losing control or changing what makes your business unique either.
• 9:05
  Speaker 1: You're the secret sauce, the one who brings the vision to the table and makes your business what it is.
• 9:13
  Speaker 1: Creating systems and delegating tasks doesn't ever take that away from you.
• 9:17
  Speaker 1: Instead, it builds a stronger foundation to support your unique.
• 9:22
  Speaker 1: Elements Systems allow you to focus on leading your business and making a real impact without having to personally do it all yourself.
• 9:27
  Speaker 1: Elements Systems allow you to focus on leading your business and making a real impact without having to personally do it all yourself.
• 9:31
  Speaker 1: They give you the freedom to reclaim your time so you can be fully present where it matters most, and isn't that why you started this journey in the first place.
• 9:42
  Speaker 1: Imagine having a foundation that supports your vision without needing you to manage every single detail.
• 9:49
  Speaker 1: That's what systems can do for you, and inside of the mighty society, we break down exactly how you can make that happen.
• 10:02
  Speaker 1: And after that, the next fear is that it's just too hard.
• 10:06
  Speaker 1: You might be thinking that setting up those structured processes and systems is going to take more time and energy than you can spare or even have right now.
• 10:15
  Speaker 1: I mean, after all, you're focused on serving your clients and making more sales.
• 10:19
  Speaker 1: The idea of putting processes and systems in place feels like a major commitment, like it's more hassle than it's worth.
• 10:26
  Speaker 1: Well, let me tell you, it is a commitment, but it's not one that you can skip.
• 10:31
  Speaker 1: Let's be real.
• 10:34
  Speaker 1: Many entrepreneurs feel unsure about creating systems because they don't think they have the skills to document everything properly, or they worry they won't choose the right tool.
• 10:44
  Speaker 1: So this often creates kind of a paralysis that stops you before you even get started.
• 10:50
  Speaker 1: I mean, have you ever thought, well, I'll get to it one day when things settle down.
• 10:54
  Speaker 1: But that day never comes and it never will.
• 10:59
  Speaker 1: So when you stop using that, as an excuse, you can move on to the next thing.
• 11:07
  Speaker 1: What's that?
• 11:08
  Speaker 1: Most people say they don't have time.
• 11:10
  Speaker 1: Well, when you're in the middle of doing everything in your business, everything is a priority, so it doesn't feel like you have the time.
• 11:17
  Speaker 1: The idea of dedicating hours to set up systems might seem like a luxury, but you can't afford to skip this.
• 11:26
  Speaker 1: Most people think well, this is going to take time away from my clients and revenue generating tasks.
• 11:33
  Speaker 1: So the internal struggle, you know, that little mean voice in your head, is probably telling you well, I can't afford to step back right now.
• 11:41
  Speaker 1: I have too much to do.
• 11:44
  Speaker 1: Well, here's the truth.
• 11:45
  Speaker 1: The lack of systems is holding you back from giving your clients the best experience possible.
• 11:52
  Speaker 1: Think about it Without systems, you're scrambling to deliver on your contract, you're trying to manage all the details yourself, you're juggling tasks and you don't have a clear structure in your business.
• 12:05
  Speaker 1: So, in the end, this is actually preventing you from providing the exceptional service you want to give.
• 12:16
  Speaker 1: You're spread so thin that it becomes hard for you to deliver consistent, high quality results for each client.
• 12:23
  Speaker 1: Not to mention that in the meantime, you've neglected your biggest client yourself and your business and, because of that, your business growth is stalled.
• 12:33
  Speaker 1: But imagine having a predictable, organized workflow for each part of your business.
• 12:39
  Speaker 1: Your clients would experience consistency, they know that they can rely on you and you have space to show up fully, rather than being stretched out and reactive.
• 12:50
  Speaker 1: With systems in place, the time that you spend with your clients would be more focused and productive, and you would not continue to be pulled in a million different directions.
• 13:01
  Speaker 1: Here's the irony the very thing you're afraid of wasting time on, which is creating systems, is the thing that will ultimately give you more time back.
• 13:12
  Speaker 1: Systems allow you to create repeatable processes that cut down on decision fatigue, they streamline daily tasks and they eliminate the constant need to figure it out as you go.
• 13:27
  Speaker 1: Once your systems are in place, you're not just freeing up your time, you're also creating a more reliable experience for your clients and your team, which boosts their confidence in your business, especially your clients.
• 13:42
  Speaker 1: With systems, you're building a foundation that allows you to serve your clients better, because it reduces the chaos in your day to day.
• 13:49
  Speaker 1: You are consistent in the results that you provide and you finally have some breathing room in your schedule.
• 13:57
  Speaker 1: So it's a commitment, but it's an investment that pays off in both time and quality, and it will allow your business to grow sustainably without burning you out.
• 14:11
  Speaker 1: So here's another fear the fear of technology.
• 14:16
  Speaker 1: This is a big hurdle for a lot of entrepreneurs, and I know we're constantly bombarded with new tech tools, new software, new platforms, and each promises to make life easier and more efficient.
• 14:29
  Speaker 1: At least that's what you know the people who own the platform say, and then we may even have some other people in our community or networks that say the same thing.
• 14:37
  Speaker 1: But then that leaves you trying to figure out which one is best for you.
• 14:41
  Speaker 1: Then you have to learn how to use it effectively, and if tech is not your thing, then this is definitely way outside of your comfort zone.
• 14:49
  Speaker 1: So then you can start thinking well, I'm just not smart enough to do this, and that alone can make the idea of building your systems feel intimidating.
• 15:01
  Speaker 1: But here's the good news In the Mighty Society membership, you don't have to spend hours researching how to use each platform or app.
• 15:09
  Speaker 1: There are short, straightforward how-to videos that break down only what you need to know.
• 15:17
  Speaker 1: No fluff, no endless tutorials, just the essentials to use your tech tools.
• 15:24
  Speaker 1: These videos save you hours of Googling or getting lost in long YouTube videos so you can start using those tools with confidence right away.
• 15:34
  Speaker 1: And it's not just me who feels this way.
• 15:38
  Speaker 1: One of the Mighty Society members, krista Hutchins, put it best.
• 15:43
  Speaker 1: This is what she had to say.
• 15:45
  Speaker 2: The Mighty Society is a great resource for anyone who's just starting to build out the systems in their business.
• 15:52
  Speaker 2: I love that the videos are stripped down to just what you need to know to get started, so you can save hours of Googling and YouTubing.
• 16:02
  Speaker 2: When I first joined, I started looking around a little bit inside the membership, but mostly I was able to go straight to what I was looking for because it was so easy to navigate.
• 16:13
  Speaker 2: I was able to go straight to what I was looking for because it was so easy to navigate.
• 16:16
  Speaker 2: I could find just what I need when I needed it.
• 16:17
  Speaker 1: So if you've been feeling overwhelmed by tech again, you can see you're not alone.
• 16:20
  Speaker 1: The Mighty Society membership was designed to make these tools approachable and manageable, so you can stop feeling stuck and start using tech to support your business effectively.
• 16:31
  Speaker 1: And stop doubting yourself, because I know you're smart.
• 16:34
  Speaker 1: I mean, this isn't one of your strongest areas, so you just need to hire help.
• 16:38
  Speaker 1: Once you get comfortable with the right tools, you'll see how much smoother everything can run.
• 16:45
  Speaker 1: That's from client management to daily administrative tasks, and that's when you realize that mastering the basics of technology isn't just possible.
• 16:55
  Speaker 1: It is a total game changer for you and your business.
• 16:59
  Speaker 1: But, when all is said and done, there's one thing I want you to keep in mind, and that's flexibility.
• 17:05
  Speaker 1: Flexibility is really important.
• 17:10
  Speaker 1: Now you may worry that setting up systems is going to limit your ability to do things like responding to your client's needs as they arise, or they're going to make you feel boxed in because they're too rigid.
• 17:21
  Speaker 1: Your messaging won't be personal.
• 17:24
  Speaker 1: You want to be responsive and adaptable and adjust, you know, based on your client's needs.
• 17:29
  Speaker 1: So you kind of put off the idea of putting in processes because you think that they're counterintuitive and they're going to lock you into something that you can't change.
• 17:38
  Speaker 1: But the reality is, without systems, you're likely finding yourself being again reactive and not proactive.
• 17:47
  Speaker 1: So, again, you're always in catch-up mode, which, in the end, that's what's restrictive.
• 17:54
  Speaker 1: And, let's be real, burnout is always lurking in the rear as a possibility when you're running in overdrive and we want to avoid that.
• 18:03
  Speaker 1: You already know the systems can lighten your load, but the sheer thought of putting them in place I know it can feel exhausting.
• 18:13
  Speaker 1: Sheer thought of putting them in place, I know it can feel exhausting, and these fears are real and they can hold you back from making meaningful changes, which has probably been the case.
• 18:20
  Speaker 1: But the truth is, investing in systems is not just about running your business more efficiently.
• 18:26
  Speaker 1: It's about giving yourself back time, really taking back control of your time, giving you more energy and peace of mind.
• 18:35
  Speaker 1: With the right systems in place, you're actually going to gain more freedom to be flexible and focus on the areas of your business and your life that matter most to you.
• 18:44
  Speaker 1: So here's a recap of what we talked about today Running a business doesn't have to feel like a never-ending race.
• 18:52
  Speaker 1: By putting systems in place, you can reclaim your time and actually be present for the moments that matter most, and that's both in your business and in your life, and we discuss some of the biggest fears that hold entrepreneurs back from building their systems.
• 19:06
  Speaker 1: That's the fear of losing control, feeling overwhelmed by technology, and the struggle to find time to set things up.
• 19:15
  Speaker 1: Each of these fears is just keeping you stuck, but with the right approach, guidance and support, you can overcome them.
• 19:25
  Speaker 1: Systems allow you to do that, in addition to empowering you to lead your business where you want it to go, not just manage it.
• 19:33
  Speaker 1: And remember, systems are here to make your life easier, not harder.
• 19:39
  Speaker 1: They give you back your time and let you focus on the things that matters most to you.
• 19:44
  Speaker 1: So if you're ready to take the first step and reclaim your time, take control of your business.
• 19:52
  Speaker 1: Check out the Mighty Society membership.
• 19:53
  Speaker 1: It's designed for go-getters like you who want to DIY their systems, but they also want expert guidance on standby, like an SOS button.
• 20:04
  Speaker 1: That's me.
• 20:05
  Speaker 1: So that leads to the question how exactly do we move beyond these fears and start building a sustainable business?
• 20:13
  Speaker 1: Well, that is, do we move beyond these fears and start building a sustainable business?
• 20:14
  Speaker 1: Well, that is what we're going to talk about in the next episode on Thursday on our normal chat time, so I'll see you then.
• 20:24
  Speaker 1: Thank you for tuning in this week.
• 20:26
  Speaker 1: Remember, just listening to this episode will not get you better results, so I challenge you to break the mold and take action today.
• 20:34
  Speaker 1: If you're unsure where to start, book a call with me to get your questions answered about the Mighty Society, membership or anything else that I mentioned.
• 20:43
  Speaker 1: A link to my calendar is in the show notes.
• 20:46
  Speaker 1: Not ready to take that step yet?
• 20:48
  Speaker 1: No problem, be sure to connect with me on Instagram, at the underscore Shannon Baker.
• 20:54
  Speaker 1: You can ask me your questions there or let me know that you enjoyed the episode by taking a screenshot, sharing it and tagging me.
• 21:04
  Speaker 1: Now, if you haven't already grabbed my free audio masterclass, why don't you just start there?
• 21:10
  Speaker 1: It's a great first step to assess your back office on your own, and this masterclass provides valuable insights and practical steps to help you organize your processes, reduce chaos and improve efficiency.
• 21:25
  Speaker 1: Go to theshannonbakercom forward slash audio masterclass Now.
• 21:31
  Speaker 1: If you haven't left a review for the podcast yet, please do so.
• 21:34
  Speaker 1: I would love to hear from you, and it's an easy way to show some love to the podcast and help me reach more small business owners who are ready to defy the status quo.
• 21:45
  Speaker 1: I can't wait to hear from you.
• 21:48
  Speaker 1: So until next time, keep calm and streamline.