Goal Setting + Productivi

Our 8-Step Process Audit to Make a Breakthrough in Your Business Growth

Have you been feeling stuck in your business? You dream of growth, of managing a thriving team and becoming CEO, but it feels like no matter how much effort you pour into your business it just won’t budge forward.

Here’s the thing - in order to continually grow your business, it’s important to regularly assess your systems, processes, and workflows. (tweet this!)

The way you ran your business when you first launched will not (and should not) be the same way you run your business a year later.

With growth comes change, and, likewise, appropriate change can bring growth.

So how do we make a breakthrough in our business? We audit our systems and processes with a process audit!

Have you been feeling stuck in your business? You dream of growth, of managing a thriving team and becoming CEO, but it feels like no matter how much effort you pour into your business  it just won’t budge forward.  Here’s the thing - in order to continually grow your business, it’s important to regularly assess your systems, processes, and workflows. | SheCanCoterie.com

What is a Process Audit?

A process audit is an overall evaluation of end results. Do your results align with your business goals? If not, a process audit will help you work backwards to understand where the hang-ups might be coming from.

All this is done in order to understand the effectiveness of your business practices - things like your communication workflows, your systems, policies, and procedures. Without this continual evaluation, important issues might fall through the cracks, any team members or assistants might feel overwhelmed, and business growth will ultimately remain restricted as your reach grows but old processes remain.

Do I Need a Process Audit?

We recommend doing a full process audit at least once a year, but there are a few red flags to keep an eye out for that could indicate a more immediate need for an audit.

  • If you’ve been receiving negative feedback from customers, clients, and/or team members, that’s a major sign an audit needs to take place.

  • If your client base has had a dramatic change. If you had 5 clients and your systems were working well, but now you have 15 clients, you’ll need to take proactive steps in preparing for continued, sustainable growth as well as customer satisfaction.

  • You’re planning on hiring a new team member, virtual assistant, or business manager. You’ll need solid understanding and documentation of your processes so you can seamlessly onboard your newest addition.

  • If anything looks amiss in your finances or you find yourself asking, “Where is all the money going?” take a fine tooth comb to your finances. Have you ever looked at your subscriptions, for example, and find that you’re paying for two Netflix accounts, a Hulu, and Amazon Prime Video subscription? Looking at your money helps you define what is really important and what is worth taking money out of and putting more money into.

How Do I Run a Process Audit?

Okay, so now that you know you need an process audit, what does that actually look like?

Step 1: What is your current process for bringing in and managing clients, from beginning to end? Break out the map pencils and color code what your current work flow looks like. Map out every single step, leave nothing out!

Step 2: Map out responsibilities and tasks. Who does what? What materials do they utilize? What is the output of time required? How does the client/customer receive the work?

Step 3: Now grab your highlighter, and make note of where things get bottlenecked. What currently takes 2 hours that should only take one?

Step 4: Now what? Start solving the problems. This could be mind mapping, re-structuring, system research, etc. Decide what changes need to take place to remedy those bottlenecks and map out a plan of action!

Step 5: Develop the new and improved process. Write out, from beginning to end, the flow of your new process with systems included.

Step 6: Re-assign each step of your new process to the appropriate team member.

Step 7: Continually monitor your KPI’s (key performance indicators), like sales, client growth, etc.

Step 8: Determine how often or at what point in your growth you want to perform another process audit. Make it clear, give it a specific date and put it in your calendar!

Now, depending on your business goals, there will be a point where your business will need to grow in its operations once again. This can look like hiring and managing an internal staff or outsourcing a team (like She Can Coterie!) to do all the stuff you don’t want to do, so you can focus doing your best thing… this is where you will find yourself moving from manager to CEO!

5 Steps to Setting Realistic Goals that Actually Grow Your Business

As female entrepreneurs - whether we’re new to the game or we’ve been at it for a while - we know there is no limit to our success and to what we can accomplish.

While that doors-wide-open reality is freeing and inspiring, it can also be debilitatingly paralyzing. How do we even know where to begin, what to aim for, what is realistic, and what’s not?

Let’s be honest. When we’re trying to establish and grow a business, becoming our own CEO feels hundreds of miles away. We feel like we’re going to be hustling 24/7 forever in order to just keep up with day-to-day tasks.

This is especially true during those beginning stages when we’re lacking systems and structure and struggling to get a workflow in place.

So, where’s a good place to start in our journey to becoming our own CEO, to finding freedom, and to actually growing our business?

Where’s a good place to start in our journey to becoming our own CEO, to finding freedom, and to actually growing our business? The answer? Goal setting. What do goals consist of, exactly? How do we craft realistic but challenging goals that actually grow our businesses? | SheCanCoterie.com

The answer? Goal setting.

Setting goals is an efficient way to track where we are, what we want to accomplish, and how we’re going to accomplish it.

Without goals, can we actually grow? Sure we can, but the process may be slow and inconsistent at best.

The best part about goals is that they can be big or small. An easy way to make big growth more manageable is to set a few larger, long-term goals and then set mini goals to assist you in tackling them.

Trust us, those mini goals are where it’s at. Once you start reaching those, you’re going to feel so good and before you know it, those larger than life goals will be right in front of you.

What do goals consist of, exactly? How do we craft realistic but challenging goals that actually grow our businesses?

First, we’ll need a strong mission and vision.

No true, change-making goals can be set without a clear vision of what your brand stands for and where you’re wanting to take it. Answer this question - at the end of the day, when everything is said and done, what ultimate change do you want your business to make in the world? (tweet this!)

Develop long-term aims.

Driving change in your business is easiest when you take your vision and break it down into long-term aims. What large aims will help you bring about your long-term vision?

Break them down into short-term objectives.

Take each long-term aim and break down into actionable, short-term objectives. What steps do you need to take to tackle these large aims? These are those life-saving mini goals we mentioned earlier!

Include SMART details.

Produce long and short term goals that are SMART - specific, measurable, actionable, realistic, and time-bound. These components help you remain accountable to yourself and your mission while providing measurement tools to track your progress.

Be flexible and continually optimize!

Remaining flexible is key. Regularly assess - quarterly and yearly - your progress toward your goals. What’s working, what’s not, what do you need to change?

While these steps will help you craft and establish effective, business-growing goals, executing them and bringing them to life can be a challenge. Two key components of executing your biggest goals, however, are accountability and delegation.

Having a team on your side to spur you toward growth in encouragement and action makes all the difference in propelling your business toward your biggest vision.

Ready to see how we can work with and for you to bring your goals to fruition? Learn more about how our strengths can help grow your business here!

6 Automated Processes You Can Implement This Weekend to Grow Your Business

We sometimes talk about and link to tools, sites, books, and fun stuff that we LOVE. And sometimes those companies will give us a little gift for sharing. We promise to be straightforward with you and to only share the very best things.

It wasn’t long ago that it was just me giving it my all to make She Can Coterie a success. And now here I am, the CEO, with a team of 23 and counting. It wasn’t something that happened overnight, and it certainly wasn’t easy. But along the way, I’ve found systems and processes that made it easier for both my team and our clients.

As a small business, time is everything and minutes wasted means money wasted.

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As a small business, time is everything and minutes wasted means money wasted. I knew that in order to save us headaches and time, and for us to work infinitely smarter - not harder - I needed to start implementing automation systems here at SCC. And today, I’m going to share with you just what those automation systems are.

Bonus - these systems are all so simple, easy, and (mostly!) free to set up, and you can get them up and running this weekend if your entrepreneur heart desires!


Asana: The Beyoncé of Project Automation

If I were a poet or a symphony composer, I would work all day to create a work of art that expresses my love for Asana. I like to describe Asana as a robust to-do list. You can input every task and project, give them a due date, assign each task out (to yourself or someone else), upload the related files, collaborate with your team, and so much more. The options are truly endless!

One of our favorite ways to use Asana by creating templates for recurring tasks. When you have tasks that you complete over and over again, it’s SO important to have a template for it. When you get that task written down into steps, you’ve got yourself a system. And when you have a system, you are on your way to automating and delegating!

If you aren’t ready to automate or delegate, you have all the steps written down so that each time you complete the task, you have consistency. And consistency breeds legitimacy. Wanna be a legit biz? Get yourself some systems in place.

We’ve created several templates that we simply copy and paste for tasks that come up over and over again.

  • Onboarding new clients

  • Offboarding clients (an often overlooked step!)

  • Onboarding new team members

  • Editorial workflows

  • Content calendar + social media scheduling

  • PR promotion workflows

  • Podcast workflows

By doing this, we’re saving hours of time from having to recreate those large and multi-step tasks over and over again. A simple click of the “copy” button and bam!, the task is not only duplicated, but you can also copy over each step’s assignee. Brilliant!

Slack: All. Hail. Slack.

I noticed we were spending way too much time in our email inboxes, and with an ever-growing team and client list, it just wasn’t realistic to keep our day-to-day conversations in our emails. So, we moved to Slack, which is so much quicker and a whole lot more fun. Not to mention, it makes it so much easier to work from your phone when you’re on the go!

  • Team Channels - One for each client! Ask a question and get help in designated communication areas. So. Dang. Efficient.

  • Random Channels - We have a “random” channel that allows the entire team to chat about anything other than work. We can have fun, discuss favorite shows on Netflix, and since many of us our mamas, we’re often sharing lots of tips on motherhood with one another. It’s allowed us to not just grow as a team, but develop strong bonds and friendships as well.

  • Direct Messages - Need to talk to another team member privately? No problem!

  • Custom Notifications - What I love most about Slack is how much you can customize your notifications. I have it set so I’m notified when I’m mentioned or receive a direct message so I don’t get a notification for every single message. I also enjoy taking advantage of the reminder feature, where you can set a reminder on a certain message and it will notify you to read/respond to it later. This is especially helpful when you’re on the go or in the middle of a client call. Genius!

Zapier: Automation, baby!

Zapier is a third-party program that links applications together that may not necessarily integrate automatically. Long story short, you can create your own customized workflows that run in the background to make your life waaay easier.

Virtually every business-related software, website, or app can be integrated with Zapier for free (although there are a handful that require a premium subscription).

Here are two examples of our favorite Zaps:

  • Integrate PayPal with your email marketing platform (Convertkit, MailChimp, etc.) if you are selling an email course. A Zap can automatically add users to an email sequence for you once they have paid through PayPal.

  • Zapier can create a Zoom meeting when you have a potential client schedule a discovery call, which includes adding a link for the call to the Google Calendar event so you don’t have to send it yourself.

We’re all about working smarter, not harder, and Zapier is the perfect tool to make that happen.

Buffer: Automate Your Social Scheduling

We use Buffer to schedule posts for multiple accounts. It’s easy as pie and, most importantly, super quick. Here’s some of the social media platforms that we are able to use Buffer for scheduling:

  • Instagram

  • Facebook

  • Twitter

  • LinkedIn

Remember those days when you had to manually post to each of your social media platforms? A part of owning your own biz is publishing content consistently, so without a scheduling tool that can take up some real time. This is why Buffer is essential for our business and our clients’!

Buffer integrates with the basic social platforms like Instagram, Facebook, Twitter, and LinkedIn plus many others! It’s so simple to use. You just create your content, including graphics and copy, and copy and paste them into Buffer. You can schedule a custom publishing time for each platform or use the suggested times given by Buffer.

Bottom line: if your business is offering social media management, your business should also be using Buffer.

Gmail: The Best Email in All the Land

Gmail is so user friendly and setting up automations is an absolute breeze. Here’s some of the ways I’ve set up my Gmail account to make things easier for myself and our clients.

  • Canned Responses - I have several scripted emails for the email inquiries that I get all the time. And bonus! Anyone on my team can pop into my inbox and reply to inquiries exactly as I would.

  • Auto-Responder - I set up an auto-reply that’s on all the time. It basically let’s my clients know that I might not be quickest to respond, but to email SCC’s Operations Manager if it’s super important. This makes me feel more at ease and like I don’t constantly have to be in my inbox.

  • Labeling and Filtering Emails - This is life-changing! Every email has a home and some emails are automatically sent to a folder if I need it organized but I don’t need to actually see it.

Freshbooks: Financial Workflows and Bookkeeping

It may not be free, but trust me, there’s a whole lot it has to offer that make it worth it. I mean, who really wants to use a silly spreadsheet to keep track of all this anyway?

  • Invoicing - Because how else are you going to get paid? Freshbooks has professional-looking invoices that are sent FROM Freshbooks, AND they will send reminders for you. Need to get paid? Freshbooks can help with that!

  • Bookkeeping and Expense Reporting - Set up your accounts to import to Freshbooks and they will help you keep track of what’s coming in and what’s going out.

  • Time Tracking - Do you need to know exactly how much time you’re spending on your client work/projects? Freshbooks can help with that!

  • Reports - Want to know how much time you’re spending on certain tasks? Want to know what offerings are actually profitable? Want to see how quickly your clients are paying you? Freshbooks has great reporting features built right in!

I get it... growing your business can be overwhelming, but it doesn’t have to be. The sooner you start utilizing systems and processes like these, the quicker and easier it will be to stay on top of things. Not only that, but you’ll have more time to be the entrepreneur you’re meant to be and you can focus on your business’ growth!

Are you feeling overwhelmed trying to make #allthethings in your biz happen?

We can help. Here are all the ways we can make your life a little easier.