Are tech tools making your business run smoother or just stressing you out? Today we're breaking down the first two steps of my Power in Motion framework to show you how to pick the right tools and organize your operations. Stick around for practical tips and real life examples to help you cut through the overwhelm, save time and create a business that works for you, not the other way around.

Welcome to the Mind your Time podcast. I'm Shannon Baker, your coffee-loving host and business strategist. 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. The weekly episodes will help you take control of your time, scale your business and create success on your own terms. So grab your cup of coffee or your favorite beverage and let's dive into today's topic.

Let me ask you this have you ever started planning a simple family getaway, only to be completely overwhelmed by your never-ending to-do list? Well, that was me a few years ago. I had reached a point in my business where things were finally taking off and, instead of celebrating, I was drowning in tasks, emails, scheduling, client follow-ups, all while working a day job. I was so busy trying to keep up that I couldn't even enjoy the success that I had worked so hard for. Then, one day, I missed the client deadline because their email was buried in my inbox. That's when I knew something had to change. I was done letting my business run me instead of the other way around. So I sat down and I started thinking about how I could make things work for me. And there is so much advice out there about how to start your business, how to get clients, da, da, da, da da, but no one tells you about the importance of systems or how to set them up so that your business doesn't take over your life. I quickly realized that I needed something else to give me back my time, or at least control of my time, while keeping things running efficiently, especially when I was working during the day or just completely unavailable because I was spending time with my family. Guess what it was. That is when I discovered the power of documented processes and the importance of tech tools for automation. Those two things combined didn't just save my sanity. They gave me space to focus on what mattered my family, my clients and my goals. They allowed me to step into the driver's seat and create a business that worked for me.

Does any of that sound familiar to you. Are you constantly juggling tasks, feeling like there aren't enough hours in the day? Maybe you're chasing money instead of creating the business that you dreamed of, one that runs efficiently without you and grows sustainably? Well, if that's the case, it's time for you to take a step back and start with the first step of my power in motion framework. You need to pick one goal, and if this is you, you're not alone, but I'm here to tell you it doesn't have to stay this way.

So today, we're going to talk about how you can reclaim your time, build a business that supports your desired lifestyle, and start using the right tech tools to create space for what matters most to you. Specifically, we're going to dive into the first steps of my power and motion framework. We're going to break down each and talk about how it can transform the way you run your business. So, step one, pick one goal. I've talked about this before, but, yes, we're going to talk about it again. This is all about narrowing your focus. One clear, measurable goal for the next 90 days can totally transform your approach and improve your results, for example, when I was planning to leave my day job instead of saying I just wanted to grow my business. I focused on a very specific outcome. Bottom line is make it very clear that clarity leads to real progress.

Now let's talk about the second step. You definitely have to organize your operations Now. I know the tech tools can feel overwhelming, especially when this isn't your strong suit. Technology is not your friend, and definitely when you're already stressed out and you don't know where to start. Maybe you've tried a tool or two or more and you got stuck and you just thought well, you know what, this just isn't worth it. Or maybe you've got tools just sitting there collecting dust because you're not sure how to use them and you don't have time to figure it out. Well, guess what, my friend? Let me start by saying you're not the problem. But the problem is that you're trying to force tools to fit your business without first figuring out what you actually need them to do. That's why the organize your operations step in the Power In Motion framework is so critical. This is where taking time to evaluate your tech tools before you sign up becomes essential.

Tech tools are powerful, but only when they're chosen intentionally and used effectively. So let's cut through the noise and get clear on how you can pick the right tools and make sure that they work for you, because newsflash tech tools should help you do three things Save time, streamline your business and free you up to focus on what really matters. Now let's break that down a bit. First, how does it save you time? Well, tech tools are like having an assistant who never sleeps. Imagine cutting out the endless back and forth emails to schedule meetings, or having follow-up emails sent automatically after someone submits their contact information through your website. That's time you get to spend on something that actually grows your business, or even just enjoying the time that you have to take a deep breath and enjoy a cup of coffee. What would it feel like to wake up and know that things have already been handled for you? Time is your most valuable resource, my friend, and tools help you maximize it, and they are so much worth their weight in gold.

Now, second, tech tools make your business run more efficiently. Think of them as quiet partners that are working in the background. They reduce errors, they automate repetitive tasks and they keep your business functioning even when you're not working. And when you are working, you can focus on the things that require your attention and not have to worry about the rest. So tools like online schedulers, automated workflows or project management tools can be integrated into your processes to create systems that don't need you to micromanage them processes to create systems that don't need you to micromanage them. Third, and most importantly, tech tools free you up to focus on what really matters. So, whether that's nurturing your clients, creating new offers or spending uninterrupted and fully present time with your family, the right systems give you back control. I mean, think about it. How much time have you spent doing things that feel urgent but aren't actually important? Tech tools allow you to shift your energy toward the things that align with your bigger goals. So, whether that's growing your business, connecting with loved ones or even carving time out for yourself, they will help. I mean, what would it look like if your work felt purposeful instead of just busy? That's the kind of freedom that tech tools can create when they're working for you. And here's a bonus they also improve communication in your business.

Whether you're managing clients or working with a team, tech tools help everyone stay connected and on the same page. Take Monday.com, for example. It's not just about tracking tasks or managing projects and deadlines. It's about creating a centralized hub where updates happen in real time. Now, if you want to know more about how Monday.com can transform your business and your team, check out my episode on how to transform your business and boost team productivity with Monday.com. I'm going to put a link to that in the show notes.

Now let's be real. Using tech tools isn't always smooth sailing. I mean, there are challenges, but none of them are deal breakers. First, there will always be a learning curve. Yes, it can feel frustrating at first, but in the long run, it's worth it. That's why I create how-to videos for my clients after we get a process in place, and members of the Mighty Society have a resource vault full of how-to videos. And these aren't just fluff videos. They're step-by-step guides to help you hit the ground running without spending hours searching Google or YouTube for just the right video. Krista Hutchins, a member of the Mighty Society, summed it up perfectly. This is what she had to say.

The Mighty Society is a great resource for anyone who's just starting to build out the systems in their business. 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. 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. I could find just what I need when I needed it.

Now, if you want to learn more about the Mighty Society membership, feel free to check it out at theshannonbakercom forward slash membership. Now let's talk about the second challenge, that's tool overload. There are so many options that it's easy to fall into the trap of subscribing to tools that you don't need. Not to mention, if you're like me, you'll sign up for a free trial that expires before you even get to use the tool and then worse, sometimes you forget to cancel and you end up paying for a tool that you don't need or you don't like. So how can you avoid this? Well, you need to start by determining what's essential for you. So answer these questions what's essential for you? So answer these questions what specific outcome do you need? Will this tool grow with your business, because you don't want to have to start over in the future, and are there specific features that you need? And then, what features are just nice to have? The answers to those questions are vital before you make a decision to use a tool. Now. The third challenge is cost, and I'm not just talking about money, I'm talking about time. That's why you need to evaluate your tech tools thoroughly. Will the time you spend learning and using the tool save you time or make you money in the long run? Will you need to hire someone to set it up for you or train you to use all of its features? And if you have a team, do they already know how to use the tool that you're considering, or will they have to learn it too? These are just a few of the considerations that you need to think through in your process. Here's a perfect example of what happens when you don't evaluate carefully.

A perfect example of what happens when you don't evaluate carefully. One of my clients was using Mondaycom to manage their team and track tasks, but they weren't maximizing the full potential of what was built into the system already. Because of that, all the features available weren't implemented, and then they decided to start using a more expensive tool that has a very steep learning curve. Meanwhile, one of their key processes was completely manual and was eating up so many hours every week. So once we started reviewing their processes and identified how they wanted things to work, I started implementing automations that were already built into mondaycom to streamline multiple processes, and now several processes run on their own. There's no more manual data entry, which is faster, more efficient and more accurate. These changes freed them up to focus on growing their business instead of being tied down with these administrative tasks that could be automated. So let's recap the key takeaways, because this is where the transformation really happens.

First, you need to start by picking one goal. That's the foundational step in the Power in Motion framework. Focus on one clear, measurable goal for the next 90 days. This focus creates momentum and lays the groundwork for everything else that you do in your business. Next, remember that tech tools save time by automating repetitive tasks and giving you back your most valuable resource.

Imagine waking up to find that follow-up emails, appointment scheduling and even some of your client communications have already been handled, all without you having to lift a finger. That is time you can reinvest in growing your business, nurturing relationships or simply catching your breath and enjoying life. Second, tech tools make your business run more efficiently, and this isn't just about saving a few minutes here and there every now and then. It's about creating systems that work even when you're not. No more wondering if something fell through the cracks, no more putting out fires or manually tracking every little detail in your business. Instead, you will be operating like a pro. You'll have streamlined workflows and they will keep everything moving forward without you. Third, and most importantly, they free you up to focus on what really matters.

What would it look like if your work felt purposeful instead of just busy? That's the kind of freedom that tech tools can create, when you use the right tools and they're working for you. And don't forget about communication and collaboration. Tools like monday.com is not just about task management. It's about creating an environment where your business, your team, your clients, they're connected, they're informed and everyone's on the same page. So let me ask you this what would it look like if your business worked for you instead of the other way around? And what if you had the time you needed to focus on the big picture instead of being caught up in the weeds every day? What if you could finally step away from your business knowing it was still run like clockwork? Here's the bottom line your business should work for you, not the other way around.

And if you've been feeling overwhelmed, stuck in the weeds, or you feel like you're spinning your wheels trying to keep everything running, now is the time for you to make a change. The right systems and tools are not just nice to have. They're the key to freeing yourself up from the chaos and finally running a business that supports the life you want. So if you're ready to take charge and organize your business and get your systems in place, the BizOps checklist is the first step you need to take. In less than two minutes, you will get the clarity you need to identify what you need to focus on and what systems you need to create to support your goals so you can be successful. Download it today. It's quick, easy, it's fillable and it will help you cut through the overwhelm. So here's your challenge Once you've completed the BizOps checklist, choose one actionable step to improve your operations.

That's whether it's setting up a new tool, automating something or mapping out a process. Small wins build momentum and you will be amazed at how much clarity and confidence this one step can bring. Now, if you're ready to go even further, join the Mighty Society membership. You will get access to so many resources and guidance to help you implement the Power in Motion framework. It's designed to help you tackle your systems at your own pace, with the support you need from yours truly. Or if you're looking for a done-for-you solution, you can book a boost day with me and just one day we can get pieces of a system in place, your tools integrated, and that will start contributing to a business that works for you, not the other way around.

The spots are limited, so don't wait. Click the link to everything I talked about. All the links are in the show notes. Let's build a business that supports your life and your goals. So what's your next move? Let's make it happen together.

Thank you for tuning in this week. Remember, just listening to this episode will not get you better results, so I challenge you to break the mold and take action today. 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. A link to my calendar is in the show notes. Not ready to take that step yet? No problem, be sure to connect with me on Instagram, @the_ShannonBaker. 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.

Now, if you haven't already grabbed my free audio masterclass, why don't you just start there? 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. Go to theshannonbaker.com/audiomasterclass Now, if you haven't left a review for the podcast yet, please do so. 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. I can't wait to hear from you. So until next time, keep calm and streamline.

I can't believe it's been a year since I said goodbye to working my business part-time. When this episode goes live, I'll be celebrating one year of fully stepping into the business that I've been building for years, a business that works for me, not the other way around. So today I'm sharing exactly how I made that happen by focusing on goals, streamlining my systems and taking consistent action. So if you're ready to take charge of your business and your time, grab your favorite drink and let's dive in. Welcome to the Mind your Time podcast. I'm Shannon Baker, your coffee-loving host and business strategist. 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. The weekly episodes will help you take control of your time, scale your business and create success on your own terms. So grab your cup of coffee or your favorite beverage and let's dive into today's topic. As we all gear up for a brand new year, it's time for you to shift gears, my friend. I want you to start by leaving behind anything that did not work this year, double down on everything that did and start preparing for the opportunities and possibilities that lie ahead. I mean, I can't believe it's been a year since I said goodbye to working my business part-time by leaving my day job and going all in. So when this episode actually goes live, it's almost one year that I'm celebrating of fully stepping into this business a business that works for me, not the other way around and you can make that happen too. But let me be clear I don't want you to wait until January to start planning. That's a missed opportunity waiting to happen. So back in the episode how making September your January can transform your business, I talked about why waiting until January to plan is a mistake and how starting sooner can change everything. So it's not too late, no matter when you're listening to this episode. But today we're going to build on that conversation and really dive into the exact process that I use to make this happen. That's focusing on goals, streamlining my systems and taking consistent action. So let's start by talking about what no one tells you about planning for success. It is not about waiting for the perfect time or having all the answers, because that's never going to happen. It's about taking action even when things are scary and messy. And all of us have heard the phrase if you fail to plan, you plan to fail. It's simple and true, and today I'm going to share the process again that helped me build a business that works for me, but without the overwhelm.

And here's the big question Well, when exactly should you start planning? Well, the short answer is it depends. Again, I start my year in January because it's my business, so it's my choice. So the work that I did in September, october and November is the equivalent of my first quarter. So I was planting seeds that will start to bloom over the next several months.

And guess what? You have the same freedom to choose what is best for you in your business. Don't buy into the myth that you need to have everything figured out before you take action because, honestly, we're trailblazers and most of us are building the parachute after we jump off the cliff. And that's fine for some things, but it will not work all the time. And when it comes to running your business, winging it will not cut it if you want your business to thrive and grow. So if you keep putting off streamlining your back office, it's not a question of if you were going to hit a roadblock, it's a matter of when. And, trust me, it's a lot harder to fix those problems when you're already in the thick of it. I mean, I get it. Overwhelm is real and it is an ugly monster. But staying in that too much to do and I say that in air quotes mindset is definitely a fast track to burnout. The key is to take the first step and break the cycle Now. This isn't just advice that I'm throwing your way, because I've been where you are.

Back in 2019, I made the bold decision to close my virtual assistant business because it wasn't aligned with my values or my goals. I was overwhelmed, I was dissatisfied with my workload and I was struggling to maintain a good work-life integration, and that was a really hard choice. But I made it and I stepped back and I went back to work part-time. But I made it and I stepped back and I went back to work part time. That decision gave me the space that I needed to reevaluate what I wanted, get clear on my vision and design a business that actually supported the lifestyle I wanted. One of the things that helped me get that clarity was investing in paid strategy calls, while I listened to podcasts during the entire process because they were free. I refused to download any more freebies or buy any online courses, or even if they were free, I did not grab them. And those paid strategy sessions they helped me get really clear on my mission, vision and purpose, which shaped the way that I updated my services and definitely shaped the way I handled and planned for this podcast. I didn't just want a business. I wanted a business that aligned with my values and gave me the freedom I wanted, which was to prioritize my faith and my family, and that clarity became the foundation for everything that I built.

Moving forward so fast forward to 2021, I had created a very detailed strategy to grow my business revenue and replace the income from my part-time job and be fully focused on my business. The first lesson that I learned be patient with the process. I had to take very intentional, small steps and it paid off. Last December, I left that job for good and let me tell you, it felt amazing to step in a business that I had built, one that had purpose, strategy and the systems required to support it. But the process that got me to that point, so that I could leave my job and fully embrace being an entrepreneur full time, is now what I call the power in motion framework, and it's designed to help you align your goals, systems and actions so that you can grow your business without overwhelm.

So let's break this down letter by letter. The first step is P pick one goal. The number one mistake I see entrepreneurs make is trying to tackle too much at once. So black coffee chat time. Stop trying to multitask. It's not working. Focus is power. It's actually a secret weapon that I learned to love years ago. So this is what I want you to do Start by identifying one clear, measurable goal for the next 90 days. That's all I want you to focus on.

When I was working toward leaving my job, my goal wasn't to grow my business, one that's generic. It was to build the six core systems and integrate automation to save me time. That made all the difference, especially because I was working part-time. Now I know it's been drilled into our heads that we need to set big, lofty goals, and I'm not saying that you need to stop doing that, but I am saying that you need to narrow your focus. It will allow you to make real progress.

One of my clients struggled with this. They wanted to improve their marketing, streamline their operations and onboard new team members all at the same time. That sounds great in theory, but it's too much to do at once, so we broke it all down and focused on streamlining their operations first. You need the systems before you integrate people. So in the first 90 days, we documented a number of basic processes that were missing and that was based on the goal that they had, which is growing a team. So this was done in the nick of time because the virtual assistant that was working with them at that time resigned on short notice I mean like less than a week. The best part, because we had started streamlining those processes and integrating automations, including using the online scheduler that was already in place, more effectively. This saved them $700 a month. They didn't have to pay a person to manually do a lot of tasks. That focus created momentum for everything else that we did moving forward.

So let's talk about how you can set meaningful goals. We all know the acronym set smart goals, but my smart goals framework has a little bit of a twist. The S is for specific. Define exactly what success looks like for you, and I don't want you to say something like make more money. We all want to make money. Money makes the world go round, but what does more mean for you? Be clear More for me is more money to pay off some credit card debt, that I have More money to take care of vacation expenses without having to tap into the normal household income. So what is your more? And then the M stands for mind your business. Ignore what everybody else is doing. Social media is full of highlight reels and trust and believe they're not reality. So focus on your journey. That's it. The A is for appropriate. Make sure your goal fits the current season your life is in.

Timing is everything. If right now, you're focused on family time, it's not a good time for you to start a huge project that also is going to require your time. So that leads to the R. Be realistic. I want you to push yourself, but don't set a goal that's so big that you end up in decision paralysis. Progress is way better than perfection, and when you create a 90-day plan to reach your goal, you can work that plan for more than 90 days if needed. And when you reach a milestone that brings us to the T, treat yourself. Celebrate your wins, whether they're big or small. Progress deserves recognition. When you celebrate, you release those happy hormones in your brain that they love and you will want more. So go for it Now if you're ready to get started setting your SMART goals for your business. I have made it simple. Inside of the Mighty Society membership, there is a goal setting worksheet workbook that is designed to help you break down your big dreams and identify those clear, actionable steps. Full disclosure. I created these worksheets myself as I was working my plan, and I know they can make a difference for you.

Next, you need to organize your operations Now. This is where you have to be honest about the way your systems are set up, or your lack of systems. When I audited my back office, I realized I was wasting hours because there were some kinks in the system. So I was still tracking leads manually on some levels. I was creating some of the same messages over and over again and I was wasting time looking for certain documents because my files weren't properly organized. Yes, me not totally organized. But once I organized my files the correct way, documented the processes the way they needed to be, and integrated tech tools the right way, that freed up at least 10 hours every week, which gave me the space that I needed to focus on what mattered most, and it wasn't always my business. Now, if you're not sure where to start with auditing your systems. Don't worry, you need to grab a copy of my BizOps checklist. It is a quick, fillable PDF that you can complete in less than two minutes, but it walks you through the processes which are the key areas of your back office, so that way you can identify what you have and what you're missing very quickly. I'll put a link to that again in the show notes so you can download it and start this process right away.

Now, once you have more insight into your operations and you know where you need to start and where you need to give some attention, it's time to W work on the plan. We all know a goal without a plan is just a wish, so I suggest breaking your goal into actionable steps and setting realistic timelines. That's why the goal setting worksheets in the Mighty Society are just for 90-day planning. Small windows make it much easier. Whenever I work on streamlining a process, I have three milestones that I focus on Map out the process, choose the right tool or tools and build a smooth workflow that is client-focused. That clarity keeps me on track and moving forward.

Then we get to the hard part E execute consistently. This is where most people fall off the tracks. Consistency isn't pretty or fun, and creating systems it's not pretty or fun either, but it's what moves the needle forward and leads to the transformation that you want. Small, intentional actions every day are how I grew my business while working a job, building a business and raising a family. That's how you'll create lasting results, too. And then, finally, the R is for remember. That's how you'll create lasting results too. And then, finally, the R is for remember, refine and review.

Growth is not linear. When you're an entrepreneur, some strategies are going to work, some won't, but the key is to evaluate regularly, refine what is working and then what isn't. Either stop and adjust or move on. For example, I discovered early on that my scheduling process needed a little bit of tweaking, so I had to make some adjustments, and then I kept moving forward. The key is to remember your why and let it guide you, especially when things get tough. Why are you doing this? Why are you implementing this new system? That's why picking the right goal is so important. What is the end result you want? Focus on that and keep that as your guide, your North Star. Now let's talk about why this matters right now. Well, the year is winding down, the calendar year, that is, there's a natural slowdown in business this time of the year, and this is kind of like what happens during the summer. This quiet time is a golden opportunity for you to reflect, reorganize and prepare for growth. By starting now, you're positioning yourself to hit the ground running in January, instead of you scrambling to catch up Now.

Before we wrap up today, I want to address two common challenges that I've seen, that's, integrating your work and personal life. My suggestion is to use time blocking so that you can dedicate focused time for planning, and you need to communicate boundaries to your family and your team if you have one. Time blocking really helps you stay focused and limit the number of things that you're working on. And when it comes to creating your systems. The Mighty Society membership is designed for you to make progress, even if you only give it your back office attention 30 minutes a week.

The next thing stop over committing. No is a complete sentence and it doesn't require an explanation, but there are other ways for you to say no, and it doesn't require an explanation, but there are other ways for you to say no. So practice saying no to anything, that's tasks or opportunities that do not align with your goals, focus on quality over quantity. So let's do a quick recap, because we covered the power and motion framework, which helps you pick one goal organize your operations, work on the plan, execute consistently, remember, refine and review Again. This is the process that I've used to grow my business and leave my job a year ago, and I know it can help you too. It's also the process that I use with my clients and it's the framework that my services are built on, because I know it works.

So what's going to be your next step? Will you download the BizOps checklist from the show notes and identify the inefficiencies in your back office so you can fill in the gaps? Or are you ready to give this a go on your own? If you are, go check out the membership. Theshannonbakercom forward slash membership. Join us inside the Mighty Society membership because you'll get access to resources like the goal setting worksheets, process templates, message templates. You get access to me and a community of like-minded women that will support you on this journey, and so much more. This will help you create the business that works for you. So don't wait. Take action now. Let's make next year your best year yet.

Thank you for tuning in this week. Remember just listening to this episode will not get you better results, so I challenge you to break the mold and take action today. 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. A link to my calendar is in the show notes. Not ready to take that step yet? No problem. Be sure to connect with me on Instagram at the underscore Shannon Baker. 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 Now.

If you haven't already grabbed my free audio masterclass, why don't you just start there? 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. Go to theshannonbakercom forward. Slash audio masterclass Now. If you haven't left a review for the podcast yet, please do so. 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. I can't wait to hear from you. So until next time, keep calm and streamline.

Are you tired of spending your wills trying to grow your business without seeing results? Well, today we're revisiting one of the six core systems every business needs to thrive it's your sales and marketing system. This system is what takes you from being busy and broke to being intentional and paid, because it connects your efforts to the results that you deserve. If follow-ups feel like a struggle or you're not sure what to sell or how to sell it, then this episode is just for you. If follow-ups feel like a struggle or you're not sure what to sell or how to sell it, then this episode is just for you. Welcome to the Mind your Time podcast.

I'm Shannon Baker, your coffee-loving host and business strategist. 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. The weekly episodes will help you take control of your time, scale your business and create success on your own terms. So grab your cup of coffee or your favorite beverage and let's dive into today's topic. Does running your business ever make you feel like you're just spinning plates? You've got marketing tasks, client work, administrative responsibilities and much more, and all of them demand your attention. And just when you think you've got it under control, a plate or two comes crashing down. Does this sound familiar? Well, if you're nodding your head yes, then you're not alone, because I've been there too.

As a matter of fact, a few years ago, I hit a wall. My business wasn't growing, I was burnt out and my income had plateaued. The worst part I felt stuck in chaos. I was scrambling to keep up and I wasn't seeing the results I wanted in my business, and no matter what I tried or how hard I worked, nothing seemed to stick. That's when I had to face the hard truth I didn't have the systems in place that I needed so that they would support the business I was trying to build, and without the right systems, I was basically working hard and not smart. So I made a decision that felt like I was admitting defeat at the time. I went back to work part-time and while looking back on it now, I see that it was the best decision that I could have ever made. It was a hard decision, but that decision gave me the breathing room that I needed to step back from my business, evaluate it honestly and reimagine what I wanted my business to look and feel like if I was going to give it another try.

This process also gave me clarity on something that's very important I needed to stop leaving things to chance and start building systems that worked for me not the other way around and One of the biggest gaps that I identified was in my sales and marketing efforts. I practiced what we all know to be called spaghetti marketing. I would create a social media plan, I would stick to it for a month or two and then, with all the things I had to do, I would get overwhelmed and I would stop. With all the things I had to do, I would get overwhelmed and I would stop. I would sporadically send emails and would just hope that something would come from that. Really, it was chaotic, it was unsustainable and, let's be honest, it was ineffective. So that's when I sat down, I looked at what I had tried and I asked myself some really tough questions. I looked at what was working, I looked at what wasn't working and I identified what was missing. So here's what I learned from this whole process Hope is not a strategy.

Without a clear system to guide your efforts, you're going to always feel like you're scrambling to keep up. That's why having a sales and marketing system is so critical to the success of your business, and it's not just about checking off tasks on a list. It's about aligning your efforts to produce the results that you want so that you get paid. So now let's break this down, because this is a key to running a successful business that achieves sustainable growth. Years ago, I heard a marketing expert say something that I never forgot. She said marketing gets you seen and sales gets you paid. So I want you to think of marketing like it's a spotlight. It shines a light on your business so people can see what you do and what you offer. But, on the other hand, sales, that's applause from your audience. You get that the moment that someone decides to work with you or buy something from you. But you need both in order for your business to thrive. But here's the kicker they have to work together seamlessly if you're going to benefit from the work that you're putting in. Marketing without sales is like putting on a show and not selling any tickets. So people might know that it's happening, but they're not taking action. And sales without marketing, well, that's like shouting into a void no one even knows you're there and you're not getting paid. So your sales and marketing system ties these two elements together.

Now take a moment and think about how sales and marketing is or is not working in your business right now. Maybe you're posting consistently on social media, like I was, and you're not getting any leads. Or maybe you're getting leads, but you're not tracking them or following up. Remember, the fortune is in the follow-up. So if you're not following up, you're leaving money on the table. This is why tools like Kit, formerly known as ConvertKit, are game changers. I use Kit to create email workflows that automatically nurture my leads after they grab one of my lead magnets or after they join the Mighty Society membership. The automated sequences keep my audience engaged, and this saves me hours of manual work, not to mention having to remember to send multiple emails, because nine times out of ten, that will not happen. Most importantly, it helps me ensure that no lead falls through the cracks, especially on busy days.

But maybe you're different. Maybe you're sending emails, but you're not clear on what you're selling or who you're selling to. So you may get some engagement, but you're still not getting results. Well, if that's the case, then there's a gap in your sales and marketing system, but it can be filled because this system ensures that your efforts are intentionally aligned with your goals. So let me give you an example. Let's say you meet someone at a networking event, you exchange contact information and they seem interested in what you do. They know someone that may be interested in your services or you may serve the same audience or target audience.

But what happens next when you don't have a system in place? Well, more than likely you forget to follow up, or you send a quick email but you never hear back from them. Or you connect with them on LinkedIn and you never have another conversation. So you never hear from them and they never hear from you either. So that lead falls through the cracks and you lose an opportunity to build a relationship that could lead to a collaboration or even a new client. On the other hand, with a sales and marketing system, you would have a process in place to track their information, know where you met them, know what you talked about and follow up with a personalized email or a personalized message on LinkedIn. But this is also where having a tool like mondaycom comes in handy. I use mondaycom to keep track of leads, to manage tasks and even automate parts of my follow-up process. So it's like having a second brain to ensure that nothing falls through the cracks.

Small steps like these lead to big results, but I'm going to take it a step further, because a sales and marketing system is not just about getting leads and making sales. It's really about creating a sustainable business that works for you and not the other way around. It helps you focus your mind on what's working, mind your time more efficiently and, most importantly, helps you avoid burning out. But it's also connected to the other five core systems in your business, like your customer care process, to make sure that you provide the best customer experience inside and outside of your business. Now let's talk about the steps you need to take to build this system.
There are three key questions that you absolutely have to answer. I learned these from Stacey Harris of the More Profitable Podcast, and they've been a game changer for me. So those questions are what are you selling, who are you selling it to and how are you selling it? Now, these questions might seem real simple, but they are very powerful because they force you to get clear on your goals so you can create a strategy. Without clear answers, it's impossible for you to create a system that works, so you need to make time to answer these questions, write them down, reflect on them and then use them as the foundation for your marketing strategy.

And once you have your strategy, you need to create a plan and then execute it. This is where your customer care process comes in. This process should include three things A way for you to track your leads or those new contacts. Response templates that you can use to respond quickly and consistently in a clear process for tracking where people are in your customer journey so that you can follow up at the right time. Without all these pieces, leads are going to continue to fall through the cracks and you're going to miss out on opportunities. So if you want to hear more about creating an effective customer care process, then check out the previous episode I did on that. It's how to build an effective communication system to unlock sustainable growth. I'll put a link to that in the show notes.

Now, once your customer care process in place, you can focus on generating new leads and nurturing those relationships, and a great way to do this is by offering a free lead magnet. This is a resource that will provide value to them and you can use it to attract potential clients. But choosing the right lead magnet, it can be a bit tricky, and I'm not a marketing expert, but I have to tell you I've worked with some of the best, and what I learned from them inspired me to create a handy tool that's inside of the Mighty Society membership. I call it the Marketing Matrix Analyzer. This spreadsheet is designed to help you evaluate your current offers and identify which ones will have the biggest financial impact with the least amount of effort. It essentially takes the guesswork out of prioritizing your marketing efforts. It essentially takes the guesswork out of prioritizing your marketing efforts. So if you're tired of wasting time on marketing that doesn't get you results, then this tool will be a game changer for you. But now let's talk about how the system connects to your bigger business goals.

A sales and marketing system isn't just about making more money. It's about creating more freedom. When you're not scrambling to figure out what to post or how to follow up, you can focus on what really matters. Now for me, my top goal is always to spend more time with my family and be fully present, but sometimes it's also to build up our vacation fund or even to save for a special occasion. Now, your goals may be similar or they might be different. Either way, your system should support what's most important to you.

So here's how you can get started. The first thing you need to do is pick one hour this week that you're going to answer the three questions what are you selling, who are you selling it to and how are you selling it? And then you use your answers to outline your next steps. Next, you need to identify one repetitive task in your sales or marketing process and automate it. Maybe it's creating canned email responses that you can use when someone inquires about your services, or you can set up a workflow to track your leads and follow up with them. That also requires message templates. These small steps lead to big progress. Finally, remember this your sales and marketing system is not just something that's nice to have. It's the engine of your business. It's the system that drives everything forward. And inside of the Mighty Society membership, you're going to find tools, templates and resources that you can use to build a system that works for you and that includes that marketing matrix analyzer and customizable workflows. So if you want to learn more about the membership, head over to theshannonbakercom forward slash membership to learn more. Let's build your business with clarity, consistency and confidence so that you can thrive on your own terms.

Now, before we wrap things up, let me recap what we covered today. First, we talked about the importance of having a sales and marketing system that aligns your efforts to produce real results, and this system connects your marketing, that spotlight that gets you seen to your sales, the applause that drives revenue. Without both working together, you're either missing out on leads or letting them fall through the cracks. Without both working together, you're either missing out on leads or letting them fall through the cracks. Then we broke down the three important questions that form the foundation of any successful marketing strategy. It's what are you selling, who are you selling it to and how are you selling it? These questions are very simple, but the answers they give you clarity so you can create a roadmap to focus your time and energy where it matters most. We also talked about the essentials of having a strong customer care process. You need to track your leads, you need to respond quickly and consistently and you need to follow up and nurture those relationships, and I introduced you to some tools that I personally use in my process, which makes this seamless, like Kit for automated email workflows and Mondaycom for tracking tasks and managing leads.

From there we talked about how these systems aren't just about making more money, but it's about creating more freedom. So, whether your goal is more family time, financial stability, to reduce your credit or simply just to have a sense of peace, these systems are designed to support the life that you want, not just the business that you're building. And finally, I'm going to encourage you to take action this week. So where should you start? Well, start by answering those three foundational questions. Look for one repetitive task in your sales or marketing process that you can automate, because, remember, small, intentional steps add up to big results over time.
Now, I know this could be a lot, so if this feels overwhelming or you're not sure where to start, I want to remind you that you don't have to figure this out on your own. Join us inside of the Mighty Society membership. You'll find tools like that marketing matrix analyzer, some customizable workflows that you can use to simplify these steps for you, or even message templates that you can customize and start using in your business right now. It's your shortcut to a streamlined, sustainable business that supports your goals. So what's your next step? Will you keep spinning plates or will you choose clarity and consistency along with freedom? Let's build your business together, one system at a time. I know you've got this and I'm here to support you every step of the way.

Thank you for tuning in this week. Remember, just listening to this episode will not get you better results. So I challenge you to break the mold and take action today. 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. A link to my calendar is in the show notes. Not ready to take that step yet? No problem. Be sure to connect with me on Instagram, at the underscore Shannon Baker. 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.

Now. If you haven't already grabbed my free audio masterclass, why don't you just start there? 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. Go to theshannonbakercom forward slash audio masterclass Now. If you haven't left a review for the podcast yet, please do so. 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. I can't wait to hear from you, so until next time, keep calm and streamline.

Keeping track of your business finances isn’t just about getting by—it’s what sets the stage for growth and success. Today, we’re breaking down one of the six core systems every business needs: a money management system. If you’re tired of stressing over where your money’s going and want to feel confident about your financial decisions, this episode is for you.

Did you know that nearly half of the small businesses started fail within their first five years? It’s not because the owners aren’t working hard enough—it’s usually because they don’t have a handle on their money. Managing your business finances can sometimes feel like you’re trying to put together a puzzle without all the pieces. If you’ve ever felt this way, you’re not alone. In fact, most, if not all, entrepreneurs struggle with this, which is why it’s one of the six core systems all of us need to get in place but often don’t.
The other day, I was chatting with a fellow entrepreneur over coffee, and she said something that stuck with me: "Shannon, sometimes I feel like I’m making money just to watch it disappear." She laughed it off, but I could tell there was a real frustration behind that statement. And I get it—because I’ve been there, too.
When I first started my business, I didn’t have a system to track my income and expenses. On top of that, my business and personal finances were completely commingled. Everything was flowing in and out of multiple personal accounts, and I had no clear picture of what money belonged to the business versus what was a personal expense. Let me tell you—it was a complete and utter mess.
I was constantly playing catch-up, trying to piece together where my money had gone. Tax time was a nightmare, and I’d find myself scrambling to pull together receipts and statements to figure out what I had paid out to keep the business running. The stress was overwhelming. I remember thinking, "I’m working really hard, but where is it all going?" It felt like I was running in circles and getting nowhere.
It wasn’t until I decided to sit down and create a money management system that things started to change. I started by getting a PayPal business account so I could invoice my clients and track that through reports. This also meant I had a place where the business income could be kept separate and used for the business. And because I had a business debit card, I could pay bills from that account instead of our personal accounts until I was ready to open a business account.
Suddenly, I could see exactly what my recurring expenses were in one place! And my clients were automatically billed each month! For the first time, I wasn’t just reacting—I was planning. This system gave me the clarity I needed to make smarter decisions. I could finally separate what was personal and what was business. It helped me set a clear budget, plan for growth, and even pay myself consistently. And let me tell you, once I had that in place, it was like a weight was lifted. I wasn’t just working harder—I was working smarter, making decisions with confidence, and even sleeping better at night.
Money is one of the hottest topics that can spark an argument in a home (I know this firsthand), especially when the money is running short. Many business owners struggle with this exact issue. But the good news is that it’s an absolutely fixable issue.
Today, I’m going to share how you can set up a simple money management system to take control of your business finances. This isn’t about spreadsheets that make your head spin or complicated and expensive software—it’s about creating clarity in your business, building confidence in your numbers, and knowing exactly where your money is going. And before we’re done today, I’ll tell you how we can work together to get this system set up so you can stop worrying about it and start focusing on what you love.
Here’s the thing: you can’t make smart business decisions if you don’t know your numbers. Whether it’s investing in a new tool, hiring help, or even planning a vacation, it all comes back to understanding where your money is going.
Let me share an example of a client who came to me during her first year in business. She was a talented caterer who made over $70,000 that year. On paper, everything looked great. But when she checked her bank account at the end of the year, there was barely anything left. She was frustrated and confused, and she couldn’t figure out where all the money had gone.
Here’s what we uncovered: she wasn’t tracking her expenses or keeping tabs on her cash flow. She had no idea what her profit margins were, especially when it came to costs tied to each event—ingredients, supplies, or labor. She also had employees helping with events but didn’t have a system to track their hours. Without knowing her labor costs, she couldn’t accurately calculate how much she was spending to fulfill her contracts. And because her pricing wasn’t based on her actual costs, she was losing money on some of her gigs without even realizing it.
The first thing we had to do was set up a basic money management system. She started tracking her recurring expenses on a spreadsheet, then we started tracking one-time costs, and event-specific costs like ingredients and rentals. We also implemented a simple electronic check-in system for her employees to track their attendance and labor hours. This allowed her to see exactly how much she was spending on staffing for each event.
With these systems in place, she finally had a full picture of all the pieces of her business finances. She could see where her money was going, adjust her pricing to reflect her true costs, and make more intentional decisions. For example, she realized that certain events required more staffing than she originally thought, which was eating into her profits. By knowing her numbers, she was able to set better prices and negotiate with clients more confidently, and her business continued to grow.
This example shows why it’s so important to create systems for your finances. Without them, even the hardest-working business owner can struggle to turn a profit.
Let’s talk about where you can start. Money going out—also known as accounts payable—generally falls into three categories:
Recurring monthly expenses: These are things like subscriptions for tools you use in your business, email marketing platforms, or scheduling software.
Annual recurring expenses: Think of professional memberships, website hosting, or tools billed yearly.
One-time expenses: This might include attending conferences, purchasing equipment, or investing in professional development.
You can start by creating a spreadsheet with all of these items. List the expense name, amount, due date, and payment method. This gives you a clear picture of where your money is going, and it’s a lifesaver if you need to update payment information, like when you get a new credit card.
And don’t forget to track your receipts. I know, it’s not glamorous, but it’s essential. You can set up a digital filing system to make this easier. If you’re not sure where to start, go check out my episode ‘Transform Frustrating Chaos with a Game-Changing Filing System.’ I walk you through the exact steps to create a system that works for you. Trust me, this will save you so much time and stress, especially come tax season.
Once you’ve tackled expenses and receipts, it’s time to monitor your cash flow—also known as accounts receivable—the money coming in. This isn’t just about knowing how much you made last month—it’s about spotting patterns. Maybe you notice that most of your income comes in during certain months, and others are slower. With that insight, you can plan ahead and avoid scrambling when things get tight.
Whether you send invoices or rely on auto-billing (which I highly recommend), you need to track those payments as they come in. If you work with clients on a recurring basis, having a process for handling declined or late payments is essential as well. And you should have clauses in your service agreements that clearly identify what happens when you aren’t paid on time. Templates for reminders or follow-ups can save you time and ensure you get paid on schedule.
For my clients and members of the MY-T Society membership, we start with a simple business expense spreadsheet, which is one of the resources included in the membership. It’s designed to help you identify and track all of your monthly and one-time expenses at a glance. But that’s just the beginning. The MY-T Society membership also gives you access to tools, templates, and workflows to help you manage not just your finances, but your entire back office with ease.
Let me emphasize this: having your numbers in front of you is empowering. It allows you to identify gaps, spot opportunities to save, and plan for growth. For creatives, like my catering client, knowing the cost of materials, labor, and even your time is essential for pricing your products and services in a way that reflects your true value and leaves you with a decent profit margin.
But I also know that when it comes to money, fear can creep in. You might be worried that you’re not making enough to support your family. Or maybe you’re afraid of taking risks because you don’t feel confident about your finances. Some of you might feel overwhelmed simply because you’ve never been great with numbers. These fears are valid, but they don’t have to hold you back.
Imagine this instead: What if you didn’t have to figure it out on your own? What if you had a partner to help you create a system that worked for you and made managing your finances simple and stress-free? That’s exactly what we’ll do together during a B.O.O.S.T. Day.
During a B.O.O.S.T. Day, we’ll set up your money management system by creating processes for tracking your expenses and income. I’ll even help you implement tools to handle things like labor costs or payment reminders. By the end of the day, you’ll have a plan for managing your money and a system in place to take the guesswork out of your finances. No more worrying, no more procrastinating—it’s done. This will make tax time so much easier for you!
Let’s recap what we’ve covered today.

A money management system is essential for running a sustainable business. Whether you’re tracking costs to price your products or managing recurring expenses, having a clear picture of your finances puts you in control. If you’re ready to get started, the MY-T Society membership includes a business expense spreadsheet that can help you hit the ground running. And if you want hands-on support, book a B.O.O.S.T. Day with me—we’ll set everything up together so you can move forward with clarity and confidence.
DM me on Instagram @the_shannonbaker if you have questions about anything we’ve discussed today or go to theshannonbaker.com/membership to learn more about joining the membership.
And now that’s we’ve talked about tracking and managing your money, meet me back here next week to talk about the two components every business needs to make money, a sales and marketing system.

Hello, and welcome back! If you caught our bonus episode earlier this week, you know we got real about why things can feel so overwhelming when there aren’t systems in place. Today, we’re diving straight into the “how”—breaking down exactly how to start building those systems so you can experience more freedom, clarity, and efficiency in your business.
And a quick heads-up: my flash sale on MY-T Society is happening tomorrow! If you’re ready to make that shift and start putting the systems we’re talking about into action, you won’t want to miss it.
Alright, let’s jump into today’s steps and get you set up for success!

Did you catch our bonus episode earlier this week? If not, no worries—I’ll get you up to speed really quickly because today, we’re going to talk about the steps you need to follow to create your business systems. But I do recommend you go back and listen to the episode where I highlight the common fears that hold entrepreneurs back from creating their business systems and how to push through them. I’ll put a link to that in the show notes for you.
I decided to do these two episodes in the same week because I know how easy it is to be juggling all the pieces just to keep things moving in your business and how hard it is to stop doing that. But the good news? Today, we’re breaking down how to start building the systems you need to create more freedom, focus, and efficiency in your business and end the juggling act. One of my mentors always says “Only clowns juggle.” And we’re business owners not clowns. So where do we start this transformative process after we change our mindset?
It starts with a clear understanding of what systems are and why they’re so essential. As the SheEO of your business, you need to fully understand what I mean when I say “systems” and how they’re designed to support, not stifle, your ability to lead effectively.
A system is the combination of three elements that work together to perform a specific task: a step-by-step process, the tools needed to automate those steps, and the person completing the tasks. Systems are the backbone of your business operations. Without documented, repeatable processes, you don’t have a business—you have a “you.” When you set up systems for recurring tasks, you save time, reduce mistakes, and create consistency. They form the foundation for a business that can thrive without you holding every piece together, usually by duct tape when you don’t have systems.
Whether you’re just getting started in business or have been in business for years, there are six core systems you need, and I’ve dedicated an entire episode to each one. But I’ll put a link in the show notes to the episode where I give you a high-level overview of all six. Inside The MY-T Society membership, there is a roadmap that shows you which systems are essential based on the stage of your journey. So if you’re not sure where to start, you’ll know exactly what to focus on based on where you are in your journey. If you don’t have the system in place, then you need to give it some attention.
And because this is my area of expertise and not yours, I know that it’s easy for me to put the system in place. But it’s not necessarily as easy for you to take my advice. That’s why today we’re going to talk about how you can actually build these systems.
These four steps will guide you to creating a solid foundation that frees up your time and allows you to operate more effectively.
Step 1: Identify Your Bottlenecks
First, identify where you’re feeling stuck or frustrated. More times than not, you are the bottleneck. The frustration often comes from a lack of structure, so focus on the biggest pain points—those “leaks” in your business that are costing you time, energy, or even money. Think of it this way: if you discovered leaks in your roof, you’d want to patch the biggest holes first, right? Use that same approach in your business. Start by addressing the biggest issue, which sometimes means addressing how you’re handling things.
You can also download a copy of the Biz Ops Checklist via the link in the show notes. This handy little checklist is also available inside the membership. You can complete it in under two minutes and quickly spot gaps in your back office so you can prioritize the processes that need the most attention. This tool alone could save you hours of frustration by helping you tackle issues in the right order.
Step 2: Document Your Processes
Once you’ve identified the main frustrations, it’s time to start documenting your processes. I know this can feel like a big task, but let’s make it easy. Start with a simple checklist. In fact, I dive deeper into this in an episode called "How to Harness the Power of Checklists to Transform Your Business" because checklists are the easiest way to capture the basics of any process. I’ll put a link to this episode in the show notes.
Think about it: pilots use checklists, doctors use them, and you’re probably already using them in your life—like for grocery shopping or packing for a trip. So why not use them in your business? Checklists give you a clear, actionable starting point for repeated tasks, making the entire system-building process much more manageable. As you start creating checklists, think of them as the foundation you’ll build on as you detail out each process.
From there, you can begin mapping out these steps in more detail, especially if you’re aiming to automate parts of your business or delegate tasks. Inside MY-T Society, we also have a workbook called How to Map Out Your Process in 5 Steps. This workbook guides you through the essentials of documenting processes, making it easy to create a step-by-step guide for each area of your business.
Here are two ways to approach documenting processes:
Screen Recording: Use an app like Loom to record yourself as you complete the process. This gives you both a visual record and a transcript that you can edit to use as your documented process. Plus, this video becomes part of your training library, so when you hire someone, they can actually see each step in action. After all, a picture is worth a thousand words—so how much would you say a video is worth? Personally, I think they’re priceless!
Voice Recording: If video feels like too much, use your phone to record yourself talking through each step as you complete it. Then, upload that recording into a tool like Otter.ai or Rev to transcribe it, giving you a text version of your process that you can refine as needed.
These simple steps make documenting easier and ensure you’ll have clear, actionable instructions that anyone on your team can follow.
Step 3: Test the Process
With your process documented, the next step is testing it out. This is where having a team member or someone outside your business try it can be invaluable. You want to make sure that anyone can follow the process without needing your constant guidance. Testing will reveal any gaps or unclear instructions, allowing you to refine the process before fully implementing it.
In MY-T Society, you’re not only equipped with templates, but you also have access to a community of entrepreneurs who can give feedback on your processes and share their experiences with testing and refining systems. This collaboration can help you troubleshoot issues faster, saving you time and frustration.
Step 4: Refine and Improve
Finally, remember that systems aren’t static; they need to evolve with your business. Review and improve them regularly—ideally twice a year, but no less than once. Slow seasons are a great time to do this. And if you have a dream team, involve them in this process. Their feedback is invaluable because they’re the ones working directly with these systems. When your team feels ownership, they’re more engaged and invested in making these processes even better.
Inside MY-T Society, there’s a handy tool to help you with this—the Entrepreneurial Journey Roadmap, which helps you track your business’s growth and make the necessary tweaks to keep moving forward. You’re not just investing in systems; you’re investing in sustainable success, which means you’re investing in your future.
So now that we’ve broken down each step, let’s do a quick recap to bring it all together:
Identify Your Bottlenecks: Start by spotting those "leaks" in your business that are costing you time, energy, or money. And if you’re feeling stuck, grab the Biz Ops Checklist to help you prioritize what needs attention.
Document Your Processes: Begin with checklists to capture the basics, then map out each step in more detail. Tools like Loom and Otter.ai can help make documentation easy and sustainable. Inside MY-T Society, we’ve got a workbook called How to Map Out Your Process in 5 Steps to guide you through this process.
Test the Process: Get feedback from a team member or someone outside your business to make sure your processes are clear and workable. MY-T Society’s community is there to offer support, helping you troubleshoot and refine your processes.
Refine and Improve: Systems should evolve with your business. Review and improve them regularly, and bring your team into the process. The Entrepreneurial Journey Roadmap inside MY-T Society can guide you in tracking your growth and adjusting as needed.
When you implement these four steps, you’re creating a powerful foundation that lets your business run smoothly, even when you’re not at the helm. Imagine what that could mean for your freedom and growth!
Remember, implementing systems is a journey, not a race. It’s about creating a business that supports you fully, giving you back your time, your freedom, and your peace of mind. When you’re ready to make that shift, consider MY-T Society as your partner in this process. Inside, you’ll find instant access to resources like How to Map Out Your Process in 5 Steps, the Welcome Kit & Onboarding Process Workbook, customizable message templates, and so much more.
But beyond the tools, you’ll be joining a community of driven entrepreneurs like you—people committed to building businesses that reflect their values, enhance their lives, and allow them to thrive. This is your space to find support, inspiration, and the guidance you need to grow with confidence. Together, let’s build a business that not only sustains your success but also empowers you to enjoy it every step of the way.

Today’s episode is a special bonus just for you. If running your business feels like a never-ending race and you’re stretched so thin you can barely catch your breath, you’re in the right place. We’re diving into why things feel this way and how systems can transform the way you operate.
And the best part? This is just part one. Part two drops on our usual day, Thursday, with even more insights to help you build a business that truly supports the life you want. Plus, on Friday only, I’ll be offering a flash sale to join the MY-T Society at a special rate. It’s the first step toward creating a more organized and balanced business.

Let’s be honest. Running a business can sometimes feel like a never-ending race. You’re constantly juggling tasks, working around the clock, and eventually, it feels like you’re just one step away from burnout. But here’s the truth—it doesn’t have to be this hard. Today, we’re going to talk about something that will completely transform the way you run your business: the power of systems. And honestly, that shouldn’t surprise you if you’ve been listening to this podcast for a while.
Tell me if this sounds all too familiar. You’re wearing all the hats in your business: doing client work, completing admin tasks, networking, doing sales & marketing tasks, etc. That’s just part of being a business owner, right?
But over time, things start to pile up. Your days are stacked with back-to-back meetings so you barely have time to eat anything or even go to the bathroom, you have multiple deadlines, and to top it off you’ve promised your family you’ll be there for dinner. But as the day goes on, you’re already feeling that promise slip away. An unscheduled client call runs long, an email to a potential new client needs an immediate response, and everything else seems to require a “quick check” that puts you further behind.
But you keep your word and sit down to dinner with your family. Even then, though, your phone is right by your side, buzzing and lighting up with notifications. You’re half-listening as everyone talks about their day, nodding at the conversation, but in reality, your mind is still racing through the emails you didn’t answer, the new ones coming in, the projects that need attention, and all the overdue tasks waiting for you. You’re physically present, but your family doesn’t have your full attention—and deep down, you know they can feel it, too.
This isn’t what you had in mind when you started out. You didn’t go into business to feel stretched so thin or to miss out on the moments that truly matter. I've been there, too! It got to the point where my family hated my business, and I hated that I allowed it to get this way. So I had to make some changes to save my family. At that time, I needed systems, and so do you. Without systems and boundaries, every day will keep slipping away from you, and you’ll always be playing catch-up but never catching up.
If this scenario sounds all too familiar, you’re not alone—and there is a way to reclaim your evenings. This is exactly what we work on inside MY-T Society. It’s not just about documenting processes and implementing tools; it’s about building your systems in the business so that the business supports the lifestyle you want.
Now, imagine if you had a system in place that instead of managing tasks as they come in, allowed you to have an organized process for tracking each area of your business. You know exactly how to onboard clients without reinventing the wheel, you have templates ready for responding to emails, and a checklist keeps your marketing tasks on track. Suddenly, your workload feels lighter, your day flows more smoothly, and you’re not spending all your time putting out fires.
With systems in place, you can set real boundaries around your work. You can sit down to dinner, knowing everything is taken care of, and finally, you’re able to be fully present. You’re showing up completely for your clients and your family, finally able to focus on what truly matters. And isn’t that why we all started in the first place?
The goal with today’s episode is to help you start making changes to your mindset so this can be your reality. But today we’re only going to focus on some of the reasons why so many entrepreneurs put this off. I decided to break this down into two parts so that you know not alone. I know many of you have doubts and fears holding you back from fully embracing this process and taking action.
Let’s start with the biggest one I’ve seen: fear of losing control. So many business owners hesitate to create systems and delegate tasks because they worry that if they’re not personally doing everything, the essence of what makes their business special might get lost. Maybe you’re afraid that if you let someone else take over, the work won’t be done with the same quality, or that they won’t care about the details as much as you do.
How often have you thought, “I can do it better myself,” only to find yourself drowning in a sea of tasks that keep piling up? You’re answering emails, managing client calls, keeping up with your social media, handling invoices—the list goes on. Before you know it, you’re juggling a hundred little things, all while trying to keep your business growing and thriving. The workday stretches on, and no matter how much you do, there’s always more waiting.
This “I can’t let go” mindset keeps you stuck in the weeds, constantly working in your business instead of leading it. 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 to see them. Even worse, the time you wanted to spend with family or friends? It’s often the first thing sacrificed.
You didn’t start your business to feel stretched so thin or to miss out on these precious moments. But without systems and boundaries, the work keeps pulling you in, keeping you reactive instead of proactive, and stuck in survival mode instead of growth mode. And that’s exactly what the fear of losing control does—it holds you back from building a business that can operate without you micromanaging every detail.
But here’s the reality: letting go doesn’t mean losing control or changing what makes your business unique. You’re the secret sauce—the one who brings the vision and makes your business what it is. Creating systems or delegating tasks doesn’t take that away. Instead, it builds a stronger foundation to support your unique touch. Systems allow you to focus on leading your business and making a real impact, without having to personally handle every single task. 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?
Imagine having a foundation that supports your vision without needing you to manage every detail—that’s what systems can do. And inside MY-T Society, we break down exactly how you can make that happen.
Then there’s the fear of it being too hard. You might think setting up structured processes will take more time and energy than you can spare right now. After all, you’re focused on serving your clients and making sales. The idea of putting processes in place feels like a major commitment, like it’ll be more hassle than it’s worth. And let’s be real—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 tools. This often creates a sort of paralysis that stops you before you even begin. You think, “I’ll get to it one day when things settle down,” but that day never comes. So when you decide to stop using this as an excuse you move to the next one…you don’t have the time.
When you’re in the middle of doing everything in your business, everything is a priority. The idea of dedicating hours to set up systems might seem like a luxury you can’t afford, especially when it feels like it’s taking time away from clients and revenue-generating tasks. The internal struggle sounds like, “I can’t afford to step back. I have too much to do.”
But here’s the truth: that lack of systems is holding you back from giving your clients the best experience possible. Think about it—without systems, you’re scrambling to deliver, trying to manage every detail yourself, and juggling tasks without a clear structure. In the end, this can actually keep you from providing the exceptional service you want to give. You’re spread so thin that it becomes hard to deliver consistent, high-quality results for each client. Not to mention that in the meantime you’ve neglected your biggest client - yourself. And because of that, your business growth is stalled.
Imagine if you could create a predictable, organized workflow for each part of your business. Your clients would experience that consistency, knowing they can rely on you, and you’d have the space to show up fully rather than feeling stretched and reactive. With systems in place, the time you spend with clients would be more focused and productive because you’d no longer be pulled in a hundred different directions.
And here’s the irony: the very thing you’re afraid of “wasting time” on—creating systems—is the thing that will ultimately give you more time back. Systems allow you to create repeatable processes that cut down on decision fatigue, streamline daily tasks, and eliminate the constant need to “figure it out as you go.” Once those 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.
With systems, you’re building a foundation that allows you to serve clients better, reduce the chaos in your day-to-day, and finally get some breathing room. It’s an investment that pays off in both time and quality, and it’s what will allow your business to grow sustainably without burning you out.
The fear of technology is another big hurdle for many entrepreneurs. You’re constantly bombarded with new tech tools, software, and platforms, each one promising to make life easier and more efficient. But trying to figure out which ones to use—and then learning how to use them effectively—might feel way outside your comfort zone. It’s easy to start thinking, “I’m just not smart enough for this,” and that alone can make the idea of building systems feel intimidating.
But here’s the good news: in MY-T Society, you don’t have to spend hours researching how to use each platform or app. We’ve got short, straightforward “how-to” videos that break down only what you need to know—no fluff, no endless tutorials, just the essentials. These videos save you hours of Googling or getting lost in lengthy YouTube videos, so you can start using your tools with confidence right away. And it’s not just me saying this. One of our MY-T Society members, Christa Hutchins, put it best:
[Insert clip of Christa’s testimonial]
If you’ve been feeling overwhelmed by tech, you’re not alone. MY-T Society was designed to make these tools approachable and manageable, so you can stop feeling stuck and start using tech to support your business effectively. And stop doubting yourself because you are smart. This just isn’t one of your strongest areas so you need to hire help. Once you get comfortable with the right tools, you’ll see how much smoother everything can run, from client management to daily admin tasks. And that’s when you realize that mastering the basics of technology isn’t just possible—it’s a total game-changer for you and your business.
Flexibility is also incredibly important to so many of us. You may worry that setting up systems will limit your ability to respond to client needs as they arise, making you feel boxed in or overly rigid. You want to stay responsive, adaptable, and available to adjust based on what each client needs, so the idea of locking in fixed processes might feel counterintuitive. But here’s the reality: without systems, you’re likely to find yourself reacting rather than being proactive—always in “catch-up” mode, which ends up feeling restrictive anyway.
And let’s be real—burnout is always lurking as a possibility when you’re running on overdrive, but we want to avoid that. You already know that systems could lighten your load, but the sheer thought of putting them in place can feel exhausting. These fears are real, and they can hold you back from making meaningful changes.
But here’s the truth: investing in systems isn’t just about running your business more efficiently; it’s about giving yourself back your time, energy, and peace of mind. With the right systems in place, you’ll actually gain more freedom to be flexible and to focus on the areas of your business and life that matter most.
Here's a recap of what we talked about today. Running a business doesn’t have to feel like a never ending race. By putting systems in place, you can reclaim your time and actually be present for the moments that matter most, both in business and life.
We discussed some of the biggest fears that hold entrepreneurs back from building systems: the fear of losing control, feeling overwhelmed by technology, and the struggle to find the time to set things up. Each of these fears just keeps you stuck, but with the right approach, guidance and support, you can overcome them. 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.
And remember, systems are here to make your life easier, not harder. They give you back your time and let you focus on the work that matters most to you.
If you’re ready to take the first step toward reclaiming your time and taking control of your business, check out the MY-T Society. This membership is designed for go-getters like you who want to DIY their systems but have expert guidance on standby like a SOS button.
So how exactly do we move beyond these fears and start building a sustainable business? That is what we’re going to talk about in the next episode which goes live on our normal weekly Thursday chat time. See you then!

Communication is the lifeblood of business, yet putting this system in place can often feel like an uphill battle—especially with so many moving parts involved. Have you ever found yourself struggling to keep track of client inquiries or team communication? Today, I'm going to share fresh insights on how a robust communication system can elevate your customer experience and empower your dream team. This is one of the six core systems we’ve discussed before, and it’s crucial for your success. From making powerful first impressions to fostering seamless collaboration, how you communicate impacts everything—from attracting your ideal clients to building a motivated team. Get ready for actionable tips that will empower you to transform your communication and set your business up for sustainable growth!

Has this ever happened to you? You get an email from a potential client asking about your services, and your excitement levels skyrocket! You look them up on LinkedIn or do a quick search on Google, and suddenly you’re imagining the incredible impact you could have on their business. You tell yourself you’ll respond to that email later today, but then life happens, and before you know it, you’ve completely forgotten. Days pass, and when you finally remember to follow up, you find out they’ve already gone with someone else.
If this sounds all too familiar, know you’re not alone. I’ve been there myself. Back when I was a virtual assistant, my days were filled with messages that came at the worst possible times. I wanted to respond, but without a solid system to track those inquiries and follow up, I lost opportunities left and right. By the time I finally reached out, the window had closed, and they had moved on.
That experience hit home for me. It drove home just how crucial it is to have a communication system in place—one that helps you follow up on inquiries and create a powerful first impression. Remember, effective communication isn’t just about your performance in meetings; it starts the moment that first contact is made and carries through every interaction along the client journey.
This is one of the six core systems every business needs, whether you’re just starting out or you’ve been in the game for years. That’s why we’re diving into this topic again today. We’re going to explore how to build a communication system that elevates your customer experience and empowers your team to collaborate like never before.
I get it—putting this system in place can feel overwhelming. But let me tell you, it’s worth every ounce of effort. Effective communication impacts everything: attracting your ideal clients and fostering a motivated team.
So, how do we make effective communication a reality in your business? First impressions matter. When I first launched my business, I reached out to potential clients through social media and direct email to business owners I already knew. The way I communicated set the tone for those relationships. Once I created a system and response templates, I could respond promptly when inquiries came in. Because of that, my business grew pretty quickly.
But without a system, I dropped the ball. And even after winning a new client, they wouldn’t stay a client if they felt neglected. That’s a powerful reminder that how we connect from the first point of contact can turn a simple inquiry into a lasting and mutually beneficial relationship. Another piece of the puzzle that comes into play is the client journey.
How many times do clients interact with your business before they make a decision? The customer journey includes every touchpoint from that first contact onward, and it needs to be mapped out. Customer experience is all about how they feel after interacting with you, even if that’s after they are no longer a client. If you don’t have one of the two figured out—or even worse, neither—you’re leaving too much to chance.
Customer service—the quality of those interactions—is how you build client loyalty. When you focus on all of these elements, you lay a solid foundation for a powerful communication system, and your business will grow because of it. This system, in my opinion, is the most important of the six core systems because, again, communication is the lifeblood of your business. That being said, once I learned this lesson the hard way, I started creating resources that would help others build their communication systems effectively. I’ll tell you more about those in a bit.
Now, let's talk about being prepared to handle negative experiences. If a client reaches out with an issue, being responsive and understanding their concerns is vital if you want to maintain that working relationship. Being able to address concerns quickly helps keep problems from escalating so that your clients feel valued and heard. Regular check-in calls with your clients are one of the best ways I’ve found to help reduce misunderstandings and provide opportunities for feedback on a regular basis.
So, how do we create an extraordinary customer experience that gets people raving about working with you? It's important that you understand there is a difference between customer service and customer experience. Customer service is often reactive—putting out fires and troubleshooting issues. In contrast, customer experience is when you’re proactive, creating an engaged and positive journey from the moment a client interacts with you.
To elevate that experience, let’s talk about the three stages involved: onboarding, delivery, and offboarding. During the onboarding process, you need to set clear expectations. You should have a solid client agreement that is signed so that both you and your client know what to expect from each other. You should be using intake forms to gather essential data for your agreement, for your records, and so that you can tailor your services to their needs where you can.
Some of the data my forms collect includes how clients found me so I can assess my marketing effectiveness, their preferred way to communicate, past experiences they’ve had delegating, and their work style. This information allows me to customize my approach from day one. For instance, if they’re a DIYer, I know the membership is a perfect fit for them. If they’re a hands-on type of person, aka control freak, then a B.O.O.S.T. Day or P.O.W.E.R. Week tailored to getting their input is best. And if they want someone else to do the work and keep them informed, then a B.O.O.S.T. Day or P.O.W.E.R. Week is also the best option for them.
One area of the communication system that is often neglected, depending on the services you provide, is during delivery—especially if it’s a long-term project or ongoing services on retainer. You have to establish regular check-ins throughout the fulfillment process. A simple routine email that lets them know what’s been happening behind the scenes or a quick call can ensure clients are on track and help address any potential concerns proactively before they become major problems.
One thing I do for projects is create a client dashboard in monday.com so that they can see the progress being made on their project. They receive a link to access it in real-time. Most communication happens through the built-in features inside monday.com, eliminating the need to sift through a sea of emails for information and updates. They can simply click a link and see the status of everything related to their project.
Don't forget to create systems for collecting feedback regularly—whether through surveys or direct communication. Let your clients know you’re open to their thoughts and ready to adapt your services based on their input.
An offboarding process also needs to be in place. At the end of your service agreement, review the progress made and celebrate their successes. This is one of the biggest missed opportunities, which means you’re leaving money on the table. That wrap-up call is an opportunity to discuss next steps for you to continue to work together, if that’s what you want, and to inquire if they know of anyone else that may benefit from your services. Your process should include sending a follow-up email summarizing key points, next steps, and expressing gratitude for their business.
Remember, once a client, always a client. That’s what you want anyway! Schedule periodic check-ins after the engagement ends to keep that relationship strong. Focusing on the client experience isn’t just about solving problems; it’s about creating a journey clients will love. By implementing these strategies—ensuring clarity in onboarding, maintaining open communication during delivery, and providing thoughtful wrap-ups—you’ll foster loyalty and increase referrals.
And let’s not forget about having a plan for unexpected events. If you're curious about establishing an emergency communication plan, check out the episode on emergency preparedness strategies you need to protect your business. I’ll put a link to it in the show notes.
To recap, here are my tips for delivering the best customer experience: understand the difference between customer experience, customer journey, and customer service; implement systems to track leads, use response templates, and map out customer journeys; incorporate personal touches in your customer service; be responsive to inquiries and communicate consistently; design an excellent customer experience through proactive engagement in onboarding, delivery, and wrap-up stages.
If you’re feeling overwhelmed by these concepts, know that the MY-T Society Membership is here to support you with valuable resources designed to simplify the process.
For instance, take the Welcome Kit & Onboarding Process Workbook. This resource was developed to ensure that new clients feel truly valued from the very start. Strong relationships are built on a foundation of appreciation and clarity. This workbook offers step-by-step guidance to help you warmly welcome clients, setting the tone for a long-lasting partnership.
Then there’s the Directory of Message Templates. I created this collection to alleviate the stress of crafting routine messages from scratch. Think of it as your go-to resource for customizable templates that streamline your communication. Whether you’re responding to inquiries, following up, or letting your clients know you’re going on vacation, there’s a template you can customize. This not only helps you maintain professionalism and consistency but also allows you to focus on building genuine relationships rather than getting bogged down in crafting messages.
All of these resources and more are part of the MY-T Society Membership, which I designed to empower entrepreneurs like you to take control of your business processes without feeling overwhelmed. You don’t have to navigate this journey alone. With these tools, you can confidently enhance your communication processes and create a more organized approach to client interactions.
When you integrate these resources with tools like monday.com, you can significantly improve your team’s communication and collaboration. For example, using monday.com allows you to create a dedicated board for tracking client inquiries and responses. This ensures that every team member is aligned on what’s been communicated and what actions need to be taken next. It fosters accountability and teamwork, making it easier for your crew to stay focused.
Plus, monday.com can help you manage project timelines and responsibilities effectively. You can visualize your workflow, assign tasks, and set reminders for follow-ups. This level of organization not only boosts your team’s efficiency but also enhances the service you provide to your clients.
And if you just want to get an idea of what areas need your attention in your back office first, the Biz Ops Checklist is a great first step for you to take. It can be completed very quickly, allowing you to identify which missing processes are causing you the most frustration, so you can get them in place. This checklist is in the resource center of the MY-T Society membership. But because I want you to take action, you can click the link in the show notes and grab a copy today!
Creating a happy customer experience isn’t just a box to check; it’s an ongoing relationship that will foster growth and loyalty. Let’s get those systems in place, streamline your operations, and provide the exceptional service your customers deserve! As you reflect on your client experience, think about which of these strategies you can implement today. Remember, small changes can lead to significant impacts.

Is your business truly prepared for an emergency? Let's be real mergencies can happen at any moment and they can last anywhere from a few weeks to several months. We never know what tomorrow will bring, which is why having a solid backup system and emergency preparedness plan is not just important, but it's absolutely essential in order for your business to survive, and that's why we're going to revisit this core system again, because you cannot keep ignoring the need for business risk management.

Welcome to the Mind Your Time podcast. I'm Shannon Baker, your coffee loving host and business strategist. 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 strategist. 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. The weekly episodes will help you take control of your time, scale your business and create success on your own terms. So grab your cup of coffee or your favorite beverage and let's dive into today's topic.

So today we're going to really get into a topic that is often overlooked by many entrepreneurs, and that's business risk management. And this isn't just another system to check off your list, because it's one of the six core systems that you need, but it's really the lifeline of your business survival. With an effective backup system and emergency preparedness plan, not only do you protect your business, but you are empowering yourself to tackle unexpected challenges head-on because, let's be real, you're going to have to deal with them. But when you have a plan in place that you can execute, you can stay focused on your business growth and the opportunities that come your way, because you know you've got that plan in place and you can weather any storm that comes your way. So look, when you run a business and that's whether you're just starting out or you've been in the game for years it is very easy to get caught in the weeds where you're focusing only on the day-to-day operations. But guess what that means? You're missing a crucial system if you don't have a backup system, and part of that system is an emergency plan.

Part of that system is an emergency plan, and I'm talking about more than you just experiencing a minor hiccup that requires you to really focus on it for a day or two. I'm talking about something that causes a significant interruption to your life and your business. It can impact your ability to keep your business running Things like major power outages, you wake up sick, your mate wakes up sick, a kid wakes up sick, or you go through a serious health crisis, experience a natural disaster or even a cyber attack. I mean, the list goes on and on and on. Pay attention to this.

According to the Small Business Association and FEMA, almost 43% of small businesses do not reopen after major disasters and within two years, an additional 29% go out of business. This is exactly why business risk management is vital. You have to plan for emergencies before they happen so you can minimize the impact that they have on your business operations. So you can minimize the impact that they have on your business operations. This means you need to take the time to identify any potential vulnerabilities that exist in the way your business is currently set up. So, when you create a backup plan and an emergency preparedness plan, yes, they are separate. This will help your business not just survive but thrive.

And that's even if you're not around, because life can change quickly and unexpected events can have lasting, sometimes even devastating effects. But when they do happen, let's be real it's hard to think clearly or make sound decisions, which is why they say don't make decisions when you're in an emotional state make sound decisions, which is why they say don't make decisions when you're in an emotional state. So, while your mind is clear, you need to prepare your business for the unexpected. You don't want a personal crisis, whether it's yours or one of your team members. If you have a team to trigger a domino effect that spirals into a serious business crisis and possibly makes you close your doors. When an emergency strikes, your business is, nine times out of ten, the last thing that you're thinking about. You may not even have the mental space to manage it, and some emergencies might leave you in a position where you can't communicate. I call this and I say this in air quotes the hit by a bus scenario. But when you have a documented emergency plan, someone that you've designated in advance can quickly execute your plan, which ensures your business continues to operate even without you. Think of this plan as break the glass protocol. Without it, you risk facing severe consequences like losing important data, losing clients or even having your business shut down completely. So now that we know how important it is, let's talk about how you can create an emergency plan.

Well, the first thing you need to do is audit your current operations. This is critical so that you can identify where your business operations have vulnerabilities. In fact, it's one of the first resources I direct all members to take advantage of when they join a Mighty Society membership is the BizOps checklist. It's designed to help you identify gaps in your operations quickly that could leave your business exposed. Once you have that information, you need to make sure that your critical business systems are well documented. That means having your standard operating procedures, or your SOPs in place so that anyone can follow them if they need to take over specific tasks. Not only does this help you in case of an emergency, but this is a key piece that you need if you decide you want to of an emergency, but this is a key piece that you need if you decide you want to start delegating. The first choice that most business owners make is to delegate to a virtual assistant.

So, whether it's managing your client communications, handling payments in or out of your business, maintaining your marketing, whatever it is, in relation to your business operations, in relation to your business operations, sops are critical, but you also have to think about where you're storing important documents. Are they just saved on your hard drive? What happens if that crashes? Now, if you need more guidance on creating or even cleaning up your digital filing system, then be sure to listen to the previous episode that I did Transforming Frustrating Chaos with a Game-Changing Filing System because I give you practical tips on how to organize your documents. After all, it is one of the six core systems that every business needs in place. I'm going to put a link to that in the show notes, and I can't stress this enough Do not store essential business documents on your hard drive.

Really, don't store much of anything on your hard drive. Save yourself some space. Why? Because not only does that mean that you're the only one that can access that information, but you will lose everything if your hard drive crashes. I've had that happen to me twice, but what saved me from losing years of work was having everything stored in the cloud, in either Google Drive or Dropbox. And again, if you plan to hire a virtual assistant or anyone else in the future to build your dream team, they need to have access to those files too, so they can complete their work without you being a bottleneck, because a document that they need is sitting on your hard drive and they have to wait for you to get it to them. So here are a few examples.

What if you start working with a graphic designer? They ask you for your branding information and you have no idea where it is. Well, guess what? That is a problem. But when you take the time to create a comprehensive backup system, including your digital files, and you have an emergency preparedness plan, this also ensures that your business is ready for the unexpected. But you don't want to wait until it's too late. That's why the time to get prepared or get this in place is now, and here's another area that a lot of business owners don't think about. You need a backup process for your website and your blog content.

Let me tell you, I have had my email and my website hacked and it was not fun getting it cleaned up, but it was easier than for most people because I had clean backups. My website was able to be restored without me losing any of the content. A website was able to be restored without me losing any of the content. Same goes for your files. If you don't back this stuff up, you do not have a safety net. The same goes for contacts in your CRM, where you manage all your leads, client information, etc. So I always recommend downloading a list of your email subscribers at least once a quarter, but no less than twice a year. So you have that information in case you need to break the glass. That way, also, if you have to parachute from the email marketing platform that you're using, for whatever the reason may be, you have your data. And let's not forget about your team.

Especially as you start outsourcing, you have to have a plan B for the people. For example, if you have a virtual assistant that handles major tasks like sorting your inbox, responding to some basic messages, client follow-ups, what happens when they're on vacation? Your business operations should not come to a halt, or I should say, your business communication should not come to a halt because they're out. So you have to identify what your backup process is in advance. Is there someone else who can manage those tasks while they're away, or do you need to adjust your schedule to cover those tasks until they return? Document that entire process.

Your backup plan works hand in hand also with your emergency preparedness plan. You can't have one without the other. They're like peanut butter and jelly. They're essential for your business to run smoothly during those times when you've got to step away, and I suggest creating a hard copy notebook. Yes, that's what I said notebook for your emergency preparedness plan. So you need a digital copy and a hard copy. That way, if necessary, the binder can be retrieved and put into play without someone having to log into any systems at all. Yes, this may be surprising, because I'm a huge proponent of digital files, but you never know when you might need important information printed on good, old-fashioned paper. So make sure your binder is also stored in a location that can be easily accessed and is visible so they can get to it.

That plan should include all the details that someone needs to keep your company in operation while you're away, and you need to create a specific process that outlines immediate actions that need to be taken in your absence. This includes notifying your clients and your dream team, if you have one. They should know exactly what steps to take in case of an emergency, and you have to have this in case of emergency conversation with your team ahead of time so they know what to do. Now, who else needs to know about this emergency preparedness plan? Well, if you're married, obviously your spouse. Why? Because they may be the one that needs to grab the notebook. That doesn't mean they need to execute, but they need to know that it exists, but I highly recommend you establish at least one biz bestie, someone that you can trust with the keys to the kingdom. Their contact information needs to be included in the plan and your spouse needs to know who that person is. Having one point of contact means one single phone call can be made and they can step in and take action executing your plan. Now, while they can't do everything that you would do, they can notify your clients of the situation. They can postpone meetings on your calendar. They can respond to emails as necessary according to your emergency plan. And again, this conversation needs to happen before this designated person needs to step in for you. So give them access to your SOPs ahead of time, let them know where to find your emergency preparedness binder and establish mutual understanding about their role if they're the person that you're going to need to step in for you.

Once this plan is in place, you also need to test it with your main point of contact and see how well it is likely to perform in case of emergency. You don't want to find out when an emergency happens at your plan. It just doesn't work. So think about what will cause the most disruption and what is most likely to happen. So make sure your plan covers each of those risks. Make phone calls to verify that the key contacts and phone numbers that you have are correct. No one wants the worst thing to happen. Let's just be real. But life happens and we can't control that. And my point is being prepared makes the unexpected more manageable and reduces downtime. Your emergency preparedness plan can keep things running until you return to the office. This allows you to continue generating income, which definitely provides peace of mind when you're dealing with a crisis.

One more thing I do not want you to forget Once you get this plan in place and you have tested it, you need to keep it updated. You can't create it and forget it. If the information in your plan is out of date, it basically it's a worthless reference. So you have to review it at least once a year, especially any contact information. Make sure phone numbers and email addresses that you have in your plan are current. But guess what? Your business isn't the only thing that needs to be ready for the unexpected. As a solopreneur, you're wearing a lot of hats, so having a plan in place for your personal life is just as important. And let me correct that statement. It's not just for solopreneurs. If you own a business, you have a personal life. You need to be prepared just in case.

So I'm going to share a personal story with you that illustrates this point. When my mother-in-law passed away very unexpectedly, I was a little bit of a kid. Her sons had to scramble to find important information like banking details, account logins, even account information, retirement banking, all that stuff. It was so stressful, so it made an already difficult situation even harder. None of her paperwork was organized and it took weeks to pull everything together, get accounts updated, take care of all of those things that you have to do after someone passes away. For me, that experience was a wake-up call. I realized how crucial it is to have a system in place for my personal life, just like I do for my business. So I looked for a solution, and I found one. Now I have Knockbox, and Knock stands for next of kin next of kin Now.

Personally, I purchased the light kit, but it's a simple yet powerful tool that helps you organize all the important parts of your life in case of an emergency. Now let me tell you this this knockbox light kit comes with 14 labeled folders in it. There are 66 categories that cover everything from your financial accounts to your estate plans and your personal possessions. There's a protective bag for important documents and key tags for like spare keys for your home, vehicle, rental property, like all those things you have keys for. And the best part, each section has clear instructions so that whoever or your next of kin who is managing your affairs knows exactly what to do without having to dig through endless piles of paper.

The best part about it this wasn't just about preparing for a worst case scenario. It's about making life easier for your loved ones. After the fact, having all of this information organized means that if an emergency occurs, they won't be left guessing where to find things or how to manage your affairs. So if you want to ensure everything is easy to find and handle, the Nokbox Light Kit is invaluable. There are several options, but I found that was the best one for me. Why? Because it's not just about me. It's actually a gift of peace of mind for our loved ones. I'm going to put a link to that in the show notes if you'd like to check it out and learn more, and it is my affiliate link. I'll be transparent about that up front.

But now that we've talked about both the business and the personal sides of emergency planning. I want to encourage you to take action today, whether you start with auditing your business operations or begin with organizing your personal documents. The most important thing is, you got to start somewhere, and these plans don't have to be perfect right away, but just take small steps. This will be a blessing not just for you, but also for your loved ones, and save everyone a lot of stress later. Remember, if you're a member of the MY-T Society membership, you have access not just to the BizOps checklist, but a lot of other valuable resources that are designed to help you create effective systems in your business. There's step-by-step guides that will help you streamline your operations and more, and I cannot stress enough about how essential that Nokbox light kit is for your personal emergency preparedness. It's a powerful tool that can help you organize all those important parts of your life in case of emergency, and you don't have to think about it. Having everything in one place not only gives you peace of mind, but it makes it easier for your loved ones to manage things for you doing in crisis. So now is the time for you to grab a copy for yourself Now if you have questions about implementing any of these tips or strategies or utilizing the resources in the membership that I mentioned or that are in there in general, please don't hesitate to reach out.

I'm here to support you as you navigate this process. Your peace of mind is worth the effort. So I want you to take the first step with me. But let's do a quick recap. A business risk management plan is essential to make sure that your business can keep running no matter what life throws your way, so you need to audit your operations, create a backup system for your data. You need to audit your operations, create a backup system for your data, ensure your key processes are well documented and in place and that you have an emergency preparedness plan in place, not just for your business, but also in your personal life, and that's where having a tool like the Nokbox Light Kit can make all the difference for your loved ones during an emergency. So again, don't wait until it's too late to start planning. Whether you start on your business or your personal life first, make sure you just have that backup plan and emergency preparedness plan in place. It is one of the smartest decisions that you can ever make.

Thank you for tuning in this week. Remember, just listening to this episode will not get you better results. So I challenge you to break the mold and take action today. If you're unsure where to start, book a call with me to get your questions answered about the MY-T Society membership or anything else that I mentioned. A link to my calendar is in the show notes.

Not ready to take that step yet? No problem, be sure to connect with me on Instagram, at the underscore Shannon Baker. 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 Now. If you haven't already grabbed my free audio masterclass, why don't you just start there? 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. Go to theshannonbakercom/ audio masterclass Now. If you haven't left a review for the podcast yet, please do so. 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. I can't wait to hear from you. So until next time, keep calm and streamline.

If you've got just one process in your business that feels a little clunky or isn't running as smoothly as you want it to, then this episode is just what you need to change that.
I'm sharing some real client experiences that highlight how improving just one system can have a huge impact in your business. I'm also going to talk about the different ways that we can work together, whether you're just getting started with building your business systems, or if you're ready to streamline everything to support your growth,

We've all had that one process in our business that just doesn't seem to run as smoothly as it should, right? Maybe it's how you onboard your clients or manage your calendar, or even how you're tracking your leads, and it's frustrating because you know that if you could just get this one thing fixed, everything else would feel a little bit more in your control.

Well, today I am going to talk about exactly how you can fix that. We're going to talk about how improving just one process can transform the way your business operates and free up your time. Now I've been hearing from a lot of you that you want to tackle your systems, but you're not quite sure where you should begin, and that's why I've been focusing on offering tools and resources inside of the Mighty Society membership that are going to meet you where you are in your journey. So, whether you're a DIYer or someone who wants more guidance, there's a way to get your business running more efficiently and without the overwhelm. But before we get into that, I want to share a few real life examples of how streamlining just one process has really changed the game for my clients, and it can do the same for you. You know. Think about these questions. How is your business running right now? Do you feel like things are in place the way you want them? Or do you find you're putting out one fire after another? Or maybe you're thinking well, I want to fix this, but I don't know where to start. Well, one, I want to reassure you that you are not alone. A lot of business owners feel this way, and it's okay to be in that space for a moment, but you can't stay there. You need to take the right steps to move forward, even if they're small steps, like starting with one process.

I've worked with a lot of women who are in different stages of their entrepreneurial journey, but the one thing that they all have in common is that at one point or another, they feel stuck or overwhelmed because of a lack of systems or because they have inefficient systems and they're disorganized. For example, one of my clients has been in business for over 30 years. We actually started working together when I first launched my virtual assistant business, but if you've been listening to the podcast for a while, you know that for a while I put the business on pause. But once I got back into things, we started working together again and at that time she was juggling way too many tasks and she was feeling completely overwhelmed by the chaos that was going on in her back office. Her business was hugely successful. She had hit that six figure mark, but she was drowning.

Her digital filing system was a total mess and she didn't have the basic systems in place that she needed to support the growth that she was experiencing. She was on the verge of burnout. So when I first spoke to her, she described how she was spending hours just trying to find documents and keep track of details. Things were slipping through the cracks. She was missing opportunities. She couldn't find client information, the events that she was producing they weren't as organized or you know behind the scenes weren't running as smoothly as she wanted. There were issues with invoicing, so she wasn't getting paid. These are things that really should have been organized, but they weren't, and it was draining her not just mentally but physically. So the first thing that we did was clean up her digital workspace which can be done in the VIP week, by the way, but I'm going to talk about that a little bit more later. But we also created some standard operating procedures, some things that were rinse and repeat that she could use at her events, and I also introduced Mondaycom, not just as a project management tool, but a task management tool.

Then, once her Google Drive was organized and a few basic systems were in place, she was able to step back and focus on what mattered most to her, which was spending time with her family and focusing on making more strategic connections to grow her business. Now she can take time off without worrying about her business falling apart when she steps away. I mean, imagine that, having peace of mind, knowing everything is still running smoothly, even when you're out of the office. That's the power of getting your systems in place. Now I want you to think about your own business. Do you have a process right now that's stressing you out, something that, if it ran smoother. If you gave it some attention, it would make a huge difference. What is that process? Because that's where you can start to make a real transformation.

Another client that I've worked with was Jodi Silverman, and I've had her on the podcast to talk about her experience before. Jodi is the founder of Moms who Dare, and she was passionate about growing her business, but she was stuck in the weeds, spending all of her time in her disorganized Google Drive instead of focusing on the big picture, and she wanted to hire a virtual assistant, but she didn't want to bring a VA into the chaos that was happening behind the scenes in her business. But she loved what she did and she knew that without the systems in place that she needed, she wasn't going to be able to scale her business the way that she wanted to. And let me tell you that is a common pain point for a lot of entrepreneurs, and maybe one of yours too. You know your business has potential, but the systems in your business, or lack of, doesn't support the growth that you're having right now and definitely won't support more growth in the future.

So, with Jodi, we started by cleaning up her Google Drive. Then we focused on creating workflows and some SOPs for her business or standard operating procedures for her business, so that way she will be able to delegate more tasks. Things just opened up for her. She was able to launch her podcast and start making strategic connections through public speaking, and that helped her scale. So she went from feeling overwhelmed and ready to quit to feeling focused and empowered, and that's exactly what systems can do for you. They give you the freedom to focus on what's important and the clarity to know where your time should be spent.

So if you want to hear more about Jodi's experience and what we did in detail, you can go back and listen to that episode from Jodi herself, because I had her on the podcast as well. A link is in the show notes. So let me ask you again where is your time being spent right now? Are you working on the things that are going to help your business grow, or are you stuck in the weeds, dealing with things that are keeping you from moving forward in your business? Now, for any of you who have been listening for a while, then you've heard from Imani Guy. She's the CEO of Made New Marketing. She's a member of the Mighty Society, and what she found most valuable about the membership was how it helped her take control of her back office. This is what Imani had to say.

I am Emani Guy, CEO of May New Marketing, and I wanted to come on here and shout out Shannon Baker of TSB Management Solutions. I had the amazing opportunity to be a part of her MYT Society membership and this program has really been instrumental in my growth as an entrepreneur. I always told Shannon when I first became an entrepreneur, I Googled how do you, how do you start a business? And it told me LLC, EIN website, but it didn't speak about the importance of having an efficient back office operations and automating your system so that you don't have to focus on them as much. This membership allowed me to do just that. Not only did it give me the platforms, but the information. It also allowed me to talk to Shannon to see how can I build a foundation now for the success I see in the future, and that's one of the biggest things I learned the success of your business starts with the foundation you lay it on. So I highly recommend this membership program to entrepreneurs, no matter the level you're on.

So the point is systems matter, having resources matter. You have to give your back office some attention. You know another client that I had. I was able to help them save $700 a month by streamlining just one process yes, one process and this was very important because, after their virtual assistant quit, they were actually able to continue to operate without having to rehire right away because of the systems that we have put in place. This is what happens when you have strong systems in place. They support you and it doesn't matter what challenges arise, you can continue to operate efficiently. So, as you can see, one process can make a huge difference in your business, and that is exactly why I created the SOP Efficiency Check.

I've worked with so many entrepreneurs who, after just a few years in business, found themselves feeling stuck, not because they didn't know what to do next, but because their back office wasn't built to support them. I kept hearing the same frustrations and I still hear this frustration. I have this one area of my business that just isn't working right and it's throwing everything else off. Have you found yourself saying that or having similar thoughts or experiences? I realize that many of you don't need a full-scale business overhaul, at least not right now, because you don't have the space to fix it all at once, but instead you need to fix that one process which is holding you back, and for most of you, it's how you onboard your clients, how you manage your calendar, or how you track and follow up on your leads, or a combination of all three or more, but you don't always need to change everything at once. Sometimes, addressing just that one bottleneck can create a ripple effect that makes everything else feel a lot more manageable. That's exactly where the SOP efficiency check comes in. After you book that, we're going to start by you filling out a simple intake form to give me a sense of the current process that you want to streamline where you're running into issues, and give me a sense of the current process that you wanna streamline where you're running into issues, and give me some samples. Once that's done, I'm gonna look at the information that you submit and I'm gonna audit that one system on video, review how it's currently working and give you feedback on how you can improve it. You're gonna get clear, actionable steps so you can implement changes, and I'm going to give you specific suggestions for tools or tweaks so that you can make that process run smoother. The goal of this is really to give you a quick win so that you can get back some of your time and energy without feeling overwhelmed by the idea of having to change everything at once. Because here's the thing sometimes that's really all you need to feel like you're back on track. You will be amazed at how much smoother your business can run when just one key process is working efficiently. It frees up your time, it reduces stress. It gives you the confidence that you need to move forward with ease. That's what the SOP efficiency check is here to do to help you regain control and get your business to work for you, not the other way around. Now I can only take on a limited number of these efficiency checks each month, so if you're thinking well, I need to get one of these key areas running better right now, then don't wait. Let's get that process streamlined so you can start feeling a sense of control again. A link to book your audit is in the show notes Now, if you're someone who needs a little bit more than a quick check and you're feeling like your whole back office could use some organizing and you just want access to resources to take a stab at it on your own, then that's where the Mighty Society membership comes in.

Inside you're going to find resources like goal setting worksheets, process templates, workflows, message templates all the things you need to help you start getting your systems in place. After you join, you get instant access to a library of tools. But it's not just about the resources. This is also a high touch mentorship experience where you get access to me, where I will guide you through getting those systems in place. You won't be left to figure it out on your own. I'm there to support you. If you choose to upgrade to Voxer support, I'm there to support you. If you choose to upgrade to Voxer support, or we can chat right inside the membership, and if not, there will be live hot seat sessions. This membership is perfect for you if you're feeling like things are a little chaotic and you need a way to get organized without feeling overwhelmed. It's designed to help you create systems that work for your business so you can focus on growing without the stress of managing every single detail.

Now, if you've been running your business for a while and you're ready to grow, but you don't wanna waste any more time trying to figure out on your own how to get your systems in place. I've got an option for you. That's where a VIP day or week to clean up your digital files might be a better fit In this intensive. We're going to spend a day together not really a whole day, but a few hours or a week, a work week that is mapping out and streamlining one system so your business runs smoothly to support your long-term goals. When you book your session, we're going to have a kickoff call to assess what your priorities are and map out the focus for that day or that week. You'll also receive a pre-session checklist to make sure that everything is ready so that we can make the most of our time together. Whether you're focusing on client onboarding, getting your Google Drive cleaned up or your digital digital filing system, or setting up a project management tool like Monday or something else, you're going to walk away with an organized system and clear documentation to help you keep things running smoothly.

Now I've already talked about clients who have benefited from having their Google Drive cleaned up, who have benefited from having their Google Drive cleaned up, and I have also worked with a client who was spending way too much time putting out fires instead of focusing on her big picture goals. During her VIP day, we overhauled her client onboarding system and by the end of that day she had the confidence and clarity she needed to move forward in her business. That's the power of a VIP day. It's about getting results quickly so you can focus on what truly matters in your business. And then the last option if you're just looking to get some clarity on your next steps, then the power planning intensive might be exactly what you need. Then the power planning intensive might be exactly what you need. It's a 60 minute one-on-one session with me and we're going to map out a clear plan for you to execute the next 90 days or more. But you will know exactly what to focus on to move your business forward when you get off that call.

So, whether you're ready to start with an SOP efficiency check just to get some momentum, you can also organize your systems on your own with the Mighty Society membership.

Or we can do a deep dive and just get it off your checklist with a VIP day, or clean up your digital filing system with a VIP week. There's a way for us to work together that fits exactly where you are in your journey. Now I know some of you listening today might not feel you're ready to join the membership yet, and that is fine. The SOP efficiency check is the perfect next step. If you're stuck because you don't know where to start, I'll give you that quick win and help you feel more in control of your back office. And remember, I only do a limited number of these each month, so don't wait if you're thinking this is the right next step for you. Whatever you decide, I'm excited to see how this new offer helps you create more freedom in your business, in your life. Let's get your systems running smoothly so you can focus on what truly matters, that's, building a business that aligns with your values and supports the legacy you're building.

If you've been wanting to finally get a head start on setting your goals and creating a plan that actually works for you, then today's episode is just for you. I'm going to share why September is my January and how you can embrace this powerful way of planning to set yourself up for more success the rest of this year and the year to come. This strategy can help you take control of your business growth now and transform overwhelm into focused action. Welcome to the Mind your Time podcast. I'm Shannon Baker, your coffee loving host and business strategist. 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. The weekly episodes will help you take control of your time, scale your business and create success on your own terms. So grab your cup of coffee or your favorite beverage and let's dive into today's topic.

One of the biggest challenges that I see with entrepreneurs especially women on the verge of hitting six figures or just beyond is that they jump from one thing to the next without giving anything enough time to work. The pressure to try new strategies and chase trends. It can be overwhelming, and I know this firsthand because I've been there chasing shiny objects, trying new things and feeling that I was missing out if I didn't hop on every opportunity that came my way. But how do you decide what really deserves your time and energy and how do you filter out all the noise and focus on what truly matters?

Well, for me, the mindset shift that I had to embrace came in 2022, but I had already been through a part of my journey that helped me realize that what I was doing just wasn't working anymore, and I'm going to share more about that, because it's a big part of why my business looks so differently today than it did when I first started my virtual assistant business in 2012. So in 2022, I decided that September 1st was going to be my new January. Now, I had heard about this concept before, but for some reason that year, it really struck a chord with me and made me want to look into it and try it out. It really felt like the perfect time to reset the calendar on my terms, redirect my energy and my resources and focus on what truly mattered to me, so that I could gain the lifestyle freedom that I had been aiming for. So, again, I started my virtual assistant business in 2012. And let me tell you, it grew fast.

Now, on the surface, it was a success. I mean, I had clients, I was making good money, I had scaled back my work schedule. I wasn't working full time anymore, but I was working part time for someone else and part time in my business. But here's the thing I wasn't happy, and neither was my family. The business was not aligned with my values and neither was the way that it impacted my family. I wasn't present when I should have been. I didn't have any systems in place, I had no real boundaries and I was constantly frustrated dealing with inefficiencies, not just in my client's business, but in my business, and I felt like I was always putting out fires instead of being proactive, and that's not how I wanted to live and it definitely isn't how I wanted my business to operate. So you can probably guess what happens Eventually, I hit a breaking point. Probably guess what happens Eventually, I hit a breaking point.

So in 2019, I made a decision to shut down that business, even though financially it was successful and I was close to hitting six figures. And let me tell you, that wasn't an easy decision. I was really scared to walk away from the money that I was making, but I knew I needed to take a step back and figure out what kind of business I really wanted to build and how I wanted structure to support my lifestyle. So I ended all the contracts that I had and I went back to work part-time as an accounting assistant to really give myself space one to recover. I also needed to breathe, reconnect with my family, especially my daughter, because she was younger at the time and I needed to reevaluate my path forward.

Now, looking back, this was the best decision that I could have ever made, but at the time I really felt like I was taking a step back, really failing. But I needed to do that and take that time to get clear on my values, my mission, my vision, really understand what I truly wanted my business to look like, and I wanted one that was going to support my lifestyle and allow me to be present with my family. So during this time, I invested in some private coaching really some mentoring, and that helped me realize my true passion. That was helping purpose-driven women implement systems that align with their values, reduce overwhelm and allow them to grow their businesses without burning out. This is my mission. The business that I was running before it didn't reflect that. So I had to pivot, to be true to myself.

So from 2019 to 2021, I worked part-time, slowly building out my new business model, and it took time and it definitely wasn't always easy. There were moments when I really questioned whether I would ever get back to really being an entrepreneur. But after a year or so, that steady paycheck became a safety blanket and at that point I was scared to leave that paycheck behind. But I'm an entrepreneur at heart. So the more time that went by, the more miserable I felt. So I had a black coffee talk with myself, decided I need to create a plan. Then I had to be patient and trust the process. So in 2021, after two years of professional development, refining my services, getting clear on my goals, I started that path back into entrepreneurship. This process led to the birth of the Shannon Baker LLC and, ultimately, tsb Management Solutions, and during this time, I also rebranded the podcast, and let me tell you all of this was a labor of love.

Now I will be transparent and tell you that behind the scenes, I was in hustle mode for just about a year because I was going to reach my goal, which was to leave my day job, and I am not a fan of hustle mode Well, that's not staying in hustle mode but, honestly, sometimes you have to put in extra work up front to make things happen so you can meet a deadline. And that's exactly what I had to do and what I did. But this time around, I had systems in place, I had a clear vision, I knew my mission and I had a business model that was aligned with my values. I wasn't just working for the sake of making money. I was building something that gave me the freedom I wanted, while being in a position to help others do the same. I started building my legacy. Building my legacy and I'm glad to say that this December 2024, I'll be celebrating my one year anniversary back in full-time entrepreneurship, and it has been a wild ride, but I am definitely enjoying the journey and the freedom.

Now, if you're feeling overwhelmed or you're unsure about your next step, I get it. I've been there and I know how hard it is to make big decisions when you're stuck in that space, but it is possible to break through. So today I want to share three tips that help me get unstuck and grow a business that is aligned with my values and that I know can help you do the same that is aligned with my values and that I know can help you do the same. So the first thing you have to do is take time to review or create your mission and your vision, and if you've been in business for a while, you probably need to refresh both of these. And if you're just starting out in your business, it's critical for you to write these two statements, because your mission and your vision give you the clarity that you need to make decisions with confidence. For example, as I was rebuilding my business, having a clear mission helped me evaluate opportunities and say no to any that did not align with my long-term vision, which my vision was to leave my job at the time, and let me tell you, it wasn't easy, but saying no to a lot of things kept me on track. And personally, I review my mission and my vision statements every year because they evolve over time, just like you do, and updating them is not a five minute task, but you have to focus and really put your mind into it, but it is so worth the effort.

Your mission statement defines your core values and your fundamental goals. It reveals what your business does, who you serve, how you serve them and the results that you help others achieve. This type of clarity shapes the decisions you make every day. If a choice does not align with your mission, then you need to pass on it. So let me share a few of my favorite mission statements to kind of help you with this process or get your mind in the right space.

Number one example my favorite place, starbucks. No surprise, right? I love coffee. But their mission statement is and I say this in quotes with every cup, with every conversation, with every community, we nurture the limitless possibilities of human connection. Now let me tell you, I have my favorite accumulated collection of Starbucks cups, among others, and I love them all. Drives my husband crazy, but so be it. But every time I sip from one of these cups, I'm reminded of the countless meaningful conversations that I've had in virtual coffee chats, how those connections have helped fuel my business journey and the ones that I've had, especially in person, like with my sister and my friends. They simply bring joy to my life. So Starbucks has accomplished their mission, at least in my case. So the point is clear your mission helps you communicate what you stand for and you work in harmony with that.

A clear vision helps you plan for tomorrow, and you have to be specific, but you need to keep it simple. Apple is a perfect example of how to do this. Their vision is to make the best products on earth and to leave the world better than we found it. That is simple but powerful. Having this type of clarity is really important when those opportunities or so-called opportunities come up, because, again, it allows you to decide if it aligns with your mission and your vision. And this type of clarity really was my guiding light as I prepared to leave my day job. My husband and I really, when it came down to that last year, we looked at our finances. It came down to that last year. We looked at our finances, determined what specifically I needed to bring into the family finances so that we could continue to pay our bills and live comfortably. And then my vision of full-time entrepreneurship that shaped my decisions, that supported my mission.

Now the next thing you need to do is set one clear goal for the next 90 days. No, do not try to do everything at once. Focus on one reasonable goal that fits the season that your life is in and moves your business forward. Then I want you to take that goal and break it down into manageable steps and take consistent action, because small steps matter. Now, inside the Mighty Society membership, there is a workbook called the 90-Day Goal Setting Worksheets that can help you with this process. But let me give you an example. If your goal is to increase your revenue by, let's say, $50,000 next year, break that down into quarterly milestones, which is about $12,500 per quarter. Then you evaluate your current revenue and your services and identify how are you going to make this increase happen. So for the first quarter, you might focus on, let's say, increasing your email subscribers by 20%. Now if you're wondering how you can come up with a great lead magnet idea to make this happen, then I have a resource that will help you, and inside this membership there's a free training to help you create a lead magnet in Canva. Now, this membership is the Canva Template Collection and it was created by Melissa LeMay, who is a certified Canva expert, and let me tell you, the templates inside that membership have made my life so much easier. I'll put my affiliate link in the show notes so you can take a look at that.

Next, I want you to think about the resources that you're going to need to achieve this goal. How many hours can you actually dedicate to your marketing each week, each month? Then you need to evaluate the return on your investment. How long is it going to take for you to recoup the time, energy and costs associated with reaching that goal? Having all of this data will put you in a position where you can create a detailed, step-by-step plan. Then you need to identify the platforms you're going to be active on outline, the type of content you're going to share, decide whether or not you actually need a new lead magnet or just refresh one that you already have. But once you've got this all laid out, you can repeat the process for the next quarter.

Now, after you've got your plan, I want you to take a moment and visualize what your life will look like when you achieve that goal. Notice, I said when you achieve it, not if Visualizing your success. It's critical to this process, especially when you have effective systems in place to support your journey, which comes to tip number three. You need to look at your systems. You knew that I was not going to talk about that in this episode, right? Why? Because, no matter how great your goal is, doesn't matter how detailed or simple your plan is, nothing's going to happen if you don't have the right systems in your business. Now, this was something that I did not understand early on in business. That's why I was constantly putting out fires. But when I focused on building very efficient systems, automating what I could, streamlining my processes, setting boundaries and sticking to them, what I could, streamlining my processes, setting boundaries and sticking to them I gained control over my time and I could really focus on what would lead me to my goals.

Now, when it comes to systems, I have talked about the six core systems that every business needs in previous episodes, and I'm going to put a link in the show notes to the one where I give you a high level overview of all six. Now, if you need tools and resources that will help you clean up your back office and create your systems, then let me tell you if you are self-motivated, then the Mighty Society membership is perfect for you, because it has all those things that you're going to need in there, including appointments that you can book with me to get assistance in this process. But there are tools in there, like the BizOps checklist, those goal setting worksheets and even more that will help you to get your back office in order. So go to theshannonbakercom/membership to learn more and to join today.

Now, as we wrap up, let's do a quick recap. You need to create or refresh your mission and vision statements to align your business decisions with your long-term goals. You also need to set one clear goal for the next 90 days and break it down into manageable steps. Then you also have to assess your current business systems and identify the gaps and get those filled in, because strong systems are the foundation for success and are the pathway to the freedom that you want, so you can focus on your growth.

Now, if these tips resonate with you, but you're still wondering well, how can I implement all of this effectively? Then I want to tell you about my Power Planning Intensive. This is a 60-minute strategy session that's designed to help you gain clarity and focus. So, whether you're feeling like you're stuck, you're overwhelmed or you're just ready to move to the next level, this session is going to guide you through identifying that one key goal. We're going to assess your current operations and then develop a 90-day action plan that you can implement.

What makes the Power Planning Intensive so valuable is that you're going to walk away with a step-by-step roadmap that's tailored to your business, based on your lifestyle and your goals. So you're going to know exactly what you need to focus on for the next 90 days and you'll have the tools and systems in place, when you're done, to support your goals and your growth. Plus, you get a follow-up call 30 days later so we can check in on your progress and adjust the plan if needed, because it's all about turning overwhelm into action and creating sustainable growth. Now, trust me, I've been through the process of feeling stuck and overwhelmed, so I know how important it is to have clarity, structure and support when you're trying to take your business to the next level. The Power Planning Intensive is designed to give you that. So if you're ready to reset and refocus, then I encourage you to go ahead and book that call today. You do not have to go through this alone Now, as we wrap up, I want you to remember this you have the power to reset and refocus no matter where you are in your business journey.

So take the time to review your mission, set a clear goal for the next 90 days and definitely audit your systems in your back office. These steps are going to help you prioritize what really matters and lay the foundation for sustainable growth through the rest of this year and into the next, and if you need help along the way, please don't hesitate to reach out to me. Dm me on Instagram or you can head to theshannonbakercom forward slash membership to learn more about the Mighty Society membership, and I'll also put a link to the Power Planning Intensive in the show notes with everything else. Remember, this is your time to reset, refocus and move your business forward with clarity and confidence. I know you've got this, but let me help you. Thank you for tuning in this week.

Remember, just listening to this episode will not get you better results, so I challenge you to break the mold and take action today. 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. A link to my calendar is in the show notes. Not ready to take that step yet? No problem, be sure to connect with me on Instagram, at the_shannonbaker. 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.

Now, if you haven't already grabbed my free audio masterclass, why don't you just start there. 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. Go to theshannonbakercom forward slash audio masterclass Now. If you haven't left a review for the podcast yet, please do so. 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. I can't wait to hear from you. So until next time, keep calm and streamline.