Transcript
Speaker: So outsourcing doesn't always look like, you know, outsourcing to an assistant.
Speaker: It could be getting your groceries delivered.
Speaker: So think about areas of your business and in your personal life that you can systemize, that you can outsource, that you can develop these, the process for this to make sense.
Speaker: So then they can work in synergy together and you can feel like you have the time and the capacity for your family, that you can feel like you have the time and capacity for your business.
Speaker: Welcome to the She Can Systemize podcast.
Speaker: I'm your host, Taryn Rochelle, your girlfriend with a systems plan.
Speaker: Just like you, I wear many hats.
Speaker: As a mom of two, CEO and founder of the Socialized Style Co.
Speaker: and reoccurring conference speaker, it is my mission to not only build my business around my life, but to help you do so as well.
Speaker: And how do I help you do this?
Speaker: Systems, of course.
Speaker: This podcast is here to help you infuse systems in your business and
Speaker: and your personal life so we can ditch the overwhelm and feel in control.
Speaker: So it's time to pop in those AirPods, listen while you work or relaxing with a glass of wine or my go-to an espresso martini and buckle up because we're about to turn chaos into confetti in your life because yes, you can systemize and I am here to help you do it.
Speaker: Welcome back to She Can Systemize.
Speaker: It is season two, and I am so glad you are here.
Speaker: This season, we are going to be doing things a little bit of the same, but a lot different because we're not only going to be talking about systems in your business, but also your personal life.
Speaker: And that is what this introduction episode is all about, because I want you guys to understand why we teach this way,
Speaker: and how it makes such a huge difference in your business and your personal life and what happens when those two work in synergy together.
Speaker: So when we talk about your business, obviously you can automatically think, okay, I need a CRM.
Speaker: I need a project management tool.
Speaker: People are telling me I need all of these different things.
Speaker: So those are my systems.
Speaker: I want to make sure that we have the right mindset going into talking about systems.
Speaker: And that is that your system is your process.
Speaker: and not the system tool.
Speaker: The system tool is where that process or your system lives.
Speaker: So I want to make sure that we have a very clear mindset on this, because I'm sure some of you, when you saw the title of this episode, you're like, well, I'm not going to use a CRM in my personal life.
Speaker: So how would I have systems in my personal life?
Speaker: You have systems in your personal life or you should, but you don't think about it that way because you're thinking your system are these tools that you use where your system is your process.
Speaker: So the way you grocery shop, the way that you have your laundry organized, if you have tips on that, please let me know.
Speaker: Those are all your systems.
Speaker: This is your process of how you organize your personal life.
Speaker: So I want you to really have that right mindset when we go into this conversation, because you're going to really walk away feeling empowered when your systems and really knowing that, okay, I can do this.
Speaker: I can become organized, or you will start to see those red flags that are going off in your business or in your personal life that is causing that overwhelm.
Speaker: And that is what I'm all about here is taking that chaos and turning it into confetti in your life.
Speaker: So get ready, buckle up, because we're going to dive right into this conversation.
Speaker: So when it comes to systems in your business, the biggest systems that you really need to figure out and make sure that you have in order to feel like your business is organized, so you can have time for your personal life and really build your business around your personal life and not the other way around.
Speaker: are definitely going to be our trifecta.
Speaker: So this is going to be how you communicate with your clients, how you get leads and book projects, and how you manage your tasks.
Speaker: So these are the three big parts of your business that you want to make sure you have a system for.
Speaker: And again, your system is your process.
Speaker: And then we plug that into the tools.
Speaker: So
Speaker: So I'm going to give you examples of systems, and then I'm going to give you an example of a system tool that a system could live in.
Speaker: So first, we're going to start with the way in your system for generating leads, converting leads, and working with clients.
Speaker: So this is going to be your CRM is going to be the system tool for this.
Speaker: But the system and the process is going to be first, we got to start with that inquiry.
Speaker: What is your system and your process for what happens when a lead comes in?
Speaker: Okay, what is that email that goes out?
Speaker: You know, do you take discovery calls?
Speaker: Do you let people just book with you right away?
Speaker: What is that process like?
Speaker: And how is it for your clients?
Speaker: What is that experience looking like?
Speaker: Do you even have something like that?
Speaker: Do you have automatic inquiry emails?
Speaker: If not, set those up.
Speaker: So then you have time to focus on your personal life.
Speaker: So that is going to be a part of your system for that part of the trifecta.
Speaker: The system tool where parts of your business like that could live is going to be something like Dubsado, which is our CRM of choice here.
Speaker: Or you can use a tool like HoneyBook, 17 Hats.
Speaker: If you're new to my community, I am not one to push a platform on you if it's not right for you.
Speaker: Dovesado is amazing because it can really grow with your business, but it can be a little overwhelming for people at first because it is very robust, but robust does not mean that is not right for your business.
Speaker: That sometimes means that it is something that will grow with your business.
Speaker: I personally started in HoneyBook when I started my business.
Speaker: And it worked great for me at the time.
Speaker: But I actually outgrew the platform because I needed more automations.
Speaker: I wanted more branding.
Speaker: It fit my business now, but not where I wanted my business to go in the future.
Speaker: So I ended up moving to Dubsado.
Speaker: And even as a systems person, I was like, whoa, this is a lot.
Speaker: But I was excited.
Speaker: And you may not feel that way.
Speaker: You may go in and be like, whoa, and not excited.
Speaker: And that is why I'm here to help you be excited about systems and these system tools because they really can elevate your business and allow you to have the life that you are craving and wanting and live that lifestyle that you love.
Speaker: So now let's talk about managing tasks.
Speaker: Do you have a mile long to-do list every single day?
Speaker: Or do you go into your day unsure of what needs to get done?
Speaker: And then you're just kind of like throwing spaghetti at the wall and hoping it sticks.
Speaker: If that is the case, episode two of this season, which is out now, definitely go and listen to that after this episode.
Speaker: because this episode is about our signature method of the power of three and having you have an organized to-do list that is something that you will feel productive completing and not feeling overwhelmed going into your day-to-day.
Speaker: So definitely listen to that episode.
Speaker: But when it comes to managing tasks, you want to figure out the way that works best for you.
Speaker: Okay.
Speaker: What works best in the way that your brain works?
Speaker: The power of three may not work for you.
Speaker: It works for a lot of people, but it may not work for you.
Speaker: So figure out what works for you and the way that you organize your task management and you go into your day-to-day of your business.
Speaker: Where this is going to now live once you have that process is going to be your project management tool.
Speaker: So an example of this is going to be ClickUp, Trello, Asana, Notion.
Speaker: I personally used to be in Trello.
Speaker: Again, I outgrew that platform and I am now in ClickUp, but we still help our clients with Trello.
Speaker: So I do love both of the platforms.
Speaker: I have been in Asana.
Speaker: It just isn't something that I personally like, but I know a lot of people do.
Speaker: And same with Notion.
Speaker: So again, you have to look at these system tools and think of, okay, what works best for my business right now, but what's going to work best in the future when I'm growing to a different part in my business or I'm scaling and I have team members, what is this going to look like?
Speaker: I want to have a podcast.
Speaker: Can I manage that in here?
Speaker: Figure that out and then see what system tool works best now and also for years in the future.
Speaker: So for me, that's ClickUp right now.
Speaker: It works best for me.
Speaker: It works best for the future of my business.
Speaker: Maybe in the future, I'll go to something else.
Speaker: But right now, this is exactly what I need in my business and I don't see myself leaving.
Speaker: So you need to figure out what system tool is going to work best for you in your business.
Speaker: And then last is going to be communication.
Speaker: So how do you communicate with your clients and your team members?
Speaker: What is your process for that?
Speaker: Do you have office hours?
Speaker: Do you text with clients?
Speaker: Do you communicate over the weekends?
Speaker: Do you take time off for certain parts of the month?
Speaker: How do you communicate with your clients about that?
Speaker: These are going to be your systems and your process.
Speaker: And then where is that going to live?
Speaker: There are two different ways that we can go about this.
Speaker: First is going to be your email.
Speaker: Okay.
Speaker: So your email inbox, how organized is that?
Speaker: How streamlined is that for your business and also your personal email?
Speaker: If you're sitting here like, oh gosh, I have thousands of emails and I can never find them.
Speaker: Go and find our inbox zero episode with Christy DeSilva.
Speaker: It'll change your life.
Speaker: It changed mine and my inbox.
Speaker: And now I don't have thousands of emails in
Speaker: in there and I can find things and it's so organized and I love it.
Speaker: So definitely figure out what your process is going to look like for the way that you communicate, starting with your emails, because we probably all email with people.
Speaker: We all email with clients, leads, brand partnerships, team members, whatever that looks like.
Speaker: We probably use our emails and I'm not talking about your mass emailing subscription like Flowdesk.
Speaker: I'm talking about Gmail, Outlook, whatever you use for day-to-day emails.
Speaker: Another place that you might communicate is going to be inside of a tool like Slack or Voxer.
Speaker: We are fans of Slack because it's a lot more organized.
Speaker: So I'm here to tell you to be more streamlined and to be more efficient.
Speaker: So any system tools that I recommend do just that.
Speaker: When you use a tool like Voxer, it's great.
Speaker: It's easy communication.
Speaker: It's fast.
Speaker: But a lot of people have issues finding communication, finding those past conversations that they had with people.
Speaker: And that is where Slack is different because you can go in there, you can search for different things and be able to find past conversations and really organize it for yourself and
Speaker: your clients, and your team members.
Speaker: So we talked about these three things, and these are what we call our trifecta.
Speaker: When you're getting started with systems in your business, we recommend you start with these three areas of your business and get them really crystal clear for yourself,
Speaker: in your team members, in your clients.
Speaker: You have a great experience for everyone, and it really helps you develop that great reputation around your business.
Speaker: So now we've talked about your business.
Speaker: Now let's talk about your personal life.
Speaker: You're probably like, okay, well, Taryn, I'm not using these tools in my personal life, but some of them you could.
Speaker: Primarily your project management tool, because you can utilize it to keep track of certain things in your personal life, stay organized for everything.
Speaker: I have a workspace personally for my personal life, for our family, and I use it for our budgeting.
Speaker: I use it for Christmas shopping.
Speaker: I use it for when we go on trips and packing lists.
Speaker: It keeps everything very organized and it keeps it all in one place.
Speaker: So then I'm using ClickUp and getting the most bang for my buck.
Speaker: and really utilizing the platform to help me in my personal life.
Speaker: But again, remember, this is your system tool, not your process.
Speaker: So when we're talking about your personal life and developing systems for that, I want you to think of things that you do in your day-to-day as a mom, as a person, as a husband, a, you know, whatever it is.
Speaker: Like, I want you to think about your day-to-day and what are the tasks
Speaker: that you do and how organized is it?
Speaker: Okay.
Speaker: If you are like me and five o'clock, six o'clock hits, and if you don't have a plan for dinner, you are immediately overwhelmed.
Speaker: I am that person.
Speaker: If I don't have a plan for dinner and
Speaker: We will most likely eat out.
Speaker: I will get overwhelmed.
Speaker: Then my kids are wanting 5 million different things.
Speaker: And then I just like cave because I'm tired and I'm just like, whatever, I'll make everyone different things.
Speaker: And it is just overwhelming.
Speaker: And then I despise dinner time.
Speaker: And I finally like looked at myself and I'm like, what am I doing?
Speaker: Like I need to have a plan and organize the way that I'm doing this.
Speaker: So I started incorporating meal planning.
Speaker: That is my system for dinner.
Speaker: I meal plan what we're going to be having for dinner based off of what's going on in our personal life.
Speaker: If I have to be at the softball field at 4.15 for my daughter's game, then what does dinner look like that day?
Speaker: I have to plan around that so then 4.15 doesn't hit.
Speaker: And I'm like, oh my gosh, no one has anything to eat for dinner.
Speaker: My daughter's going to be starving.
Speaker: My husband and my son are going to be like, what's happening?
Speaker: Like what's happening for dinner?
Speaker: Or we're just eating out somewhere.
Speaker: And then that is just off of our budget or we're not eating healthy.
Speaker: And so meal planning really helped me alleviate that stress.
Speaker: And that also helped alleviate stress from my business.
Speaker: Okay, so remember, we're talking about how these live in synergy together.
Speaker: And when you infuse systems in your personal life, it can help free up space in your mental capacity for your business.
Speaker: Because before I would go and be working, and I would just be sitting there like, oh, now I'm stressed.
Speaker: Like,
Speaker: You know, five o'clock's coming up.
Speaker: I need to like figure out what I'm doing for dinner.
Speaker: And I would just be overwhelmed and not focus on what I need to get done for work at that time.
Speaker: You know, if this is the time that I am devoting to work, then I want to be able to devote that time to work as much as I can.
Speaker: Yes, if I need to get up and do stuff for my kids, I'm going to do that because mom life comes first.
Speaker: But when it comes to planning out dinners, I could do that beforehand.
Speaker: I already know what's going on for dinner.
Speaker: Maybe it's a crock pot day and I can put stuff in the crock pot and then have it ready by dinnertime.
Speaker: And I only had to touch it first thing in the morning.
Speaker: And now I don't have to do anything for dinner at night other than just play everything or my husband can if I have something going on for work.
Speaker: So by doing this, it really allowed to alleviate stress in my business by incorporating systems in my personal life.
Speaker: So that's why we wanted to have this episode here, because I want you guys to really think about how you can take the time to look at your personal life and
Speaker: and think of ways to create systems for areas of your personal life that are in disarray or are unorganized.
Speaker: And you maybe don't realize it yet until you look at it, you know, have conversations with your family.
Speaker: If you're married, talk to your significant other, you know, really figure out what's working, what's not working.
Speaker: What are areas that maybe your family is feeling unorganized,
Speaker: So for example, with my daughter, I used to go into her room and I'd be like, Oh, Hey, you need to clean your room.
Speaker: And it would always be a fight.
Speaker: Like she'd just be so overwhelmed.
Speaker: And then I had a conversation with her on why she was feeling this way.
Speaker: And it wasn't necessarily that she didn't want to clean.
Speaker: It was that she didn't know what to clean.
Speaker: It was just, there was so much going on in her room that she didn't know where to start.
Speaker: And so we created a system for the way that she cleans her room.
Speaker: And so, you know, she starts with grabbing her dirty clothes first and then focuses on any trash that's in there, then puts away any toys.
Speaker: Like it's one thing after another, because instead of her looking at a dirty room and trying to
Speaker: just grab the first thing that's next to her and then feeling that there's a million things she needs to grab.
Speaker: If she focuses just on her clothes first, then she feels very accomplished and really productive.
Speaker: And she can see more of her floor because there's so many clothes on the floor.
Speaker: So that was an area of our personal life that I needed to talk to someone in my life to figure out why things were unorganized and
Speaker: and why we were getting frustrated to then figure out a system on how to do this and how to have her enjoy cleaning her room and have us not be in a fight because it's time for her to clean up her bedroom.
Speaker: So talk to people in your family and figure out, okay, what's working, what's not working, what needs a system, what would be helpful for us to organize?
Speaker: Do you guys have a family calendar set up so you can see
Speaker: the dates of everything?
Speaker: Are you forgetting when sports practices are?
Speaker: Would it be helpful to have that up on a calendar in your house or a shared calendar on your phone?
Speaker: What are different areas of your personal life that are really needing systems?
Speaker: And when we have both of these areas of
Speaker: systems in our business, you know, focusing on that trifecta.
Speaker: When it comes to systems in your personal life, these are going to be case by case scenarios because not everyone coaches softball like I do, or, you know, maybe you are a teacher also and have a business.
Speaker: Like, what does that look like?
Speaker: So, you know, everyone's personal life is different.
Speaker: And so I want you to really think about areas of your personal life that need systems.
Speaker: And then once we have those systems and those two different areas of our life, you know, our business, which is important, but our personal life is even more important, especially for all the fellow moms out here.
Speaker: You know, I was at a conference, I'm speaking at the heart conference a few weeks ago, and I was listening to Shay Cochran talk.
Speaker: And she was like, you know, I only have
Speaker: you know, X amount of summers left with my daughter before she is off to college or out of the house.
Speaker: And I'm just like, Oh, like that just like hit home because I'm like, you know, we only have so much time with our kids.
Speaker: We only have so much time with our family.
Speaker: So yes, we may build these businesses so we can have more time with our family.
Speaker: But are we having more time with our family?
Speaker: Like, are we doing that?
Speaker: And so that's where infusing these systems in our business allows us to have more time in our personal life for things.
Speaker: And then infusing systems in our personal life is going to allot for more time that we may feel like we don't have enough time for our business because we're so busy trying to figure out what's for dinner.
Speaker: And that is just takes up hours of our day.
Speaker: And it's so overwhelming where you could meal plan like I do on Saturdays.
Speaker: And I plan out all of my dinners for my family.
Speaker: We do grocery shopping.
Speaker: Then if I'm not feeling like going to the grocery store, we do delivery, which again, there are different ways that you can outsource things in your business and in your personal life to make sense.
Speaker: So outsourcing doesn't always look like
Speaker: you know, outsourcing to an assistant, it could be getting your groceries delivered, it could be having a house cleaner, if you can afford that, it could be, you know, having a meal delivery system that drops off food to your house, like a home chef, it could be one of those kinds of things.
Speaker: So think about areas of your business and in your personal life that you can systemize that you can outsource that you can develop these, the process for this to make sense,
Speaker: So then they can work in synergy together and you can feel like you have the time and the capacity for your family.
Speaker: that you can feel like you have the time and capacity for your business.
Speaker: You can feel like you can finally launch that podcast that you've been wanting to for years, but you're just like, with what time am I going to do that, Taryn?
Speaker: With systems, you will have that time.
Speaker: And when you infuse them both in your business and your personal life, magic happens.
Speaker: Chaos turns to confetti.
Speaker: You feel so organized.
Speaker: You feel like you have the time.
Speaker: your family may feel better.
Speaker: Maybe they're feeling very overwhelmed with the way that things are, but you're not having those conversations.
Speaker: And when you have them and you figure out things like what I had to do with my daughter was cleaning her room, then that's just no longer a fight in our family.
Speaker: You know, she may not love cleaning her room,
Speaker: but she likes that she has a system and a process for the way that she does it so she can enjoy it more than she did before.
Speaker: So I want you to really take this episode and really think about areas of your business that really need systems, areas of your personal life that really need systems.
Speaker: And how would you feel
Speaker: if you had systems in those places and how would they connect with each other?
Speaker: Okay.
Speaker: If you created an inquiry process and a system and your leads were getting automatic inquiries, then maybe when you're at the park with your kids and you get a notification that you had a lead, you're not thinking, Oh, I need to rush home and reply to this lead or sit there at the park on your phone, emailing them back.
Speaker: when your systems could do it automatically for you.
Speaker: So you need to think about how these two things go hand in hand together.
Speaker: and how you're going to feel with having systems in both places.
Speaker: So we wanted to make sure that this was the first episode on this season, because I want you to have the right mindset with systems.
Speaker: Okay.
Speaker: Yes.
Speaker: We talked about business systems, but we also talked about personal life systems.
Speaker: And, you know, I can't give you a million examples of your personal life systems because everyone's personal life is different.
Speaker: So I want you to really think about what makes sense for you.
Speaker: your family, your personal life, your family's goals, what you want to, you know, have going on.
Speaker: Maybe you want to coach your daughter's softball team, but you're like, when am I ever going to be able to do that?
Speaker: When I'm so busy with work, figure out the systems that you can incorporate to make that a reality.
Speaker: Okay.
Speaker: We need to build our businesses around our personal life and not the other way around.
Speaker: So I am super excited for this season of She Can Systemize.
Speaker: I hope you are excited too.
Speaker: If you haven't already, make sure that you put a review here on Spotify or here on Apple Podcasts, wherever you are listening to this episode.
Speaker: We would love to hear it.
Speaker: We would love to shout out your review on an episode of She Can Systemize and just get ready for this season because we have episodes on business and
Speaker: We have episodes on creating systems for meal planning.
Speaker: We have so many different episodes that are coming up to help you infuse systems, not just in your personal life, not just in your business, but in both.
Speaker: That way you can turn chaos into confetti and feel super organized and streamlined.
Speaker: So I'm super excited.
Speaker: I hope you are too.
Speaker: And get ready for episode two, which is already ready for you.
Speaker: So go and listen to it and figure out how you can develop a power of three method in your to-do list and end the era of mile long to-do list in your life.
