Episode Summary:

In this episode, Kirsten walks you through the difference between Systems and Tech, her signature Systems and Tech Mindset Framework to help you avoid overwhelm and increase your peace, and the systems and tech you need to scale to 7 figures and why you need it today regardless of where you’re at in your income.

Register for the Webinar: How to Enroll your first or next 100-1,000 clients as a Coach or Agency Owner [kirstenroldan.com/webinar]

Transcript:

*Please Note: This transcript is based on an outline and may contain typos, word switches, abbreviations, etc. These are provided for your convenience and are not proofread prior to being made available.

Hello Part Time Millionaires, I am excited to talk about systems today. I have had a few clients ask me the same question recently which is, what are systems? What does having systems mean?

And I think a lot of the time we think systems means tech like having systems means you have a Dubsado workflow.

So today we are going to:

• Define the difference between Systems and Tech
• Teach you my Systems and Tech Mindset Framework to help you avoid overwhelm
• Share the Systems and Tech you need to scale to 7 figures and why you need it now

1. What is the difference between Systems and Tech?
   • I define systems as a collection of processes and policies that achieve something. For example, you have your Client Management Systems. This includes a client onboarding process, a client communication process, a client billing process, etc.
   • I define tech as the softwares you use to execute systems. So for your client onboarding maybe you use Kartra and Zapier. For your client communication process, you use Slack and ConvertKit, etc.

You already have both of these things. You have a collection of processes and softwares that are achieving something, but maybe they aren’t documented or maybe they aren’t as streamlined as they could be.

You may know you need more streamlined systems and tech, but you might get overwhelmed by it all.

A lot of times as we scale, we grow in the amount of processes we have to keep track of. It can feel like our systems and tech are getting more intricate and we can get overwhelmed or even stuck with wanting to just stick with what we have.

I have a simple Systems and Tech Mindset Framework that will help you reduce overwhelm and fall in love with systems.

1. Romantcize your Systems
2. Romanticize your Tech

1. Romanticize what these systems will do for you. I like walking my systems averse clients through this process where they romanticize what systems will do for them. For example, they will help you stop sending late night slack messages to your team in the middle of your launch, they will help your VA feel so clear on what to do when a client gets onboarded, it will help you to stop manually sending invoices and emails. You will have so much more time for sales generating activities. Ask yourself, what are these systems going to add, replace or eliminate in my life and business?

2. Romanticize your Tech, especially when a new software is overwhelming you. If Zapier or Airtable is overwhelming you, spend time thinking about how automated your business will feel, or how centralized everything will be for your VA and how easy that will make managing and training people. Ask yourself, what is this software going to add, replace or eliminate in my life and business?

Whether you’re creating SOPs and are hating it right now or you are starting a new Systems Project, use this 2 step framework to help you overcome any overwhelm.

• Share the Systems and Tech you need to scale to 7 figures and why you need it now

The top 3 Systems you need to scale to 7 figures are Operations, Client Delivery and Sales. You need a collection of documented processes that can be delegated to anyone to run your business. 

Before an Operations System:

You’re still answering most of your emails, even if it’s your VA asking you to help. You don’t have any clear policies for client management like what to do when there’s a client complaint, refund or extension request so you’re always customizing your responses. You update your clients in the moment or last minute when there are new announcements like that you’re out of office or doing a new workshop. You’re managing your calendar because you don’t know how to communicate your schedule to your VA. You’re jumping in on tech support for your clients and updating their billing yourself.

After an Operations System:

Any VA can come in and run your inbox, calendar and customer support, and they know all of your policies. You can take a full vacation and not look at your email once. They know exactly what calls to upload when, and where. They can keep up on all the client announcements. They are communicating with your other contractors to ensure everyone is doing what they should be. You never do a technical task again.

Before a Client Delivery System:

You’re the one doing all or a lot of your agency client work or the only one coaching your clients. You are expected to be available in the slack channel. You’re not able to make any service or curriculum updates because you’re too busy with client delivery. Your clients are getting as good of results as they could. You can’t take on any more clients because you don’t want to spend more hours on it.

After a Client Delivery System:

You completely delegate all client work. You have an agency project manager in the slack channel communicating with clients and they take your strategy calls now too while leading any other contractors. You have a Co Coach answering every slack message and covering calls. Your clients are getting better results, faster than ever. You’re able to take on more clients without sacrificing quality and experience. Your clients fall in love with your team.

Before a Sales System:

You don’t have a consistent content strategy being executed, you don’t have a process for generating more leads, you don’t know when you’re launching and how to launch without getting severely overwhelmed, you have to launch to make sales.

After a Sales System:

You always know exactly what you’re selling when and how it’s getting sold. You are always growing your list with new leads and launching without being glued to your computer. You have an evergreen sales strategy that helps you make money in between launches and you’re never worried about your income.

Now, what is the 7 Figure Tech you need?

Now of course you need software for your email marketing, your course hosting, your community channel.

But the core 7 Figure Tech you need is:

• A Project Management Software so you stop assigning tasks in slack and then having no real organized deadline or check in process

• A Client Management Software so you have one place where you can see all your client data and don’t have to worry about losing track of everything

• An Automation Software so all of your different softwares are automated in one workflow so your VA doesn’t have to search through softwares to solve a tech problem 

So, what if you’re under 100K or feel far away from a million dollar business in general? Do you need 7 Figure Systems and Tech now?

The answer is yes.

The reason being, is the sooner you have 7 figure systems and tech, the sooner you’ll hit 7 figures.

We want you to have a scalable foundation now so that it’s easy to move through income levels. Take one of my clients for example. They were under $100K and I told them they needed better systems and tech. They told me, “well honestly I don’t have a lot of clients and no one has complained yet so I think I’m good” and what I told them was simple:

What about your next 100 clients?

Since then, they set up their systems and tech to enroll 100 clients. She went from enrolling 59 clients all last year to enrolling 20 in just one launch so far. She’ll surpass 100 clients this year because she set up her systems and tech to do it.

And I have clients at 7 figures that still feel disorganized. That’s because usually they are disorganized in their leadership style or they have systems and tech that is not ideal for their business model. They just need to learn how to lead their company in a very efficient way.

The Million Dollar CEO Mastermind is for Coaches and Agency Owners that want to enroll their first or next 100-1,000 clients. Inside the Mastermind, we will help you create the team, systems and mindset you need to grow peacefully.

We are hosting a Webinar called: How to Enroll your first or next 100-1,000 clients as a Coach or Agency Owner on Wednesday March 8th at 5pm CST

At this Webinar, I am going to show you how easy it is to have hundreds and thousands of clients when you have the right team, systems and mindset.

Inside this Webinar, I am going to teach you:

• How to know if you’re ready to enroll 100-1,000 clients this year as an Agency Owner or Coach
• The Team, Systems and Mindset you need to scale from wherever you are today to 100-1,000 clients this year
• How to scale your client base peacefully with more vacations, less stress, and a part time schedule

I want to see you there. Make sure you join the Webinar so you don’t miss it.

We open the Mastermind on March 8th. You’ll be able to book a sales call for it after the Webinar. Enrollment for the Mastermind ends March 24th. You can review the Mastermind info in the show notes.