I believe that creating efficient systems and building simple workflows in your business can save you time and money as a business owner! In today’s episode, I’m sharing about the importance of systems and workflows in your business, how to approach creating them, and why I believe they can help define your success.
Clocking In with Haylee Gaffin is produced and brought to you by Gaffin Creative, a podcast production company for creative entrepreneurs. Learn more about our services at Gaffincreative.com, plus you’ll also find resources, show notes, and more for the Clocking In Podcast.
Podcast Workflow Mini Course
This episode is brought to you by Podcast Workflow Mini Course, from creating a project management plan to coordinating with guests, this mini course covers the steps you need to take in order to take your episode from idea to published and marketed! Use the code HAYLEE for $25 off your enrollment.
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Systems & Workflow Magic Bundle – Ended 1/28/22
Update: This free bundle has ended, but make sure you’re on the waitlist for the next one.
In this FREE bundle, I’ve included my new course, plus you’ll get access to resources from 21 other contributors! It’s available this week only! A collection of exclusive (FREE) resources designed to help creative business owners actually START and IMPLEMENT Workflows And Systems in their business so that they can go from scattered to streamlined In 2022 and beyond!
The Importance of Systems & Workflows
When I first started my career, I worked as a project manager in an ad agency—I quickly learned just how important systems and workflows were in working on projects. That’s why I brought that same mindset into my business and the podcasts I work on for my clients!
Because of my time in the project management space, I learned a lot about how to manage projects but also how to set up efficient systems and workflows. Let’s walk through what you need to consider when setting up systems and workflows in your business!
Developing Standard Operating Procedures (SOPs)
A Standard Operating Procedure (SOP) is a way to keep your business running in any situation. They’re a written guide for any service or procedure in your business and are great for when you’re hiring new employees, training for a position, or if someone needs to step in to cover for you while you’re on vacation or sick.
You’ll want to create one for every service or process in your business by thinking about every program you use, every step of the process you’re documenting, who’s responsible for each task, and what your timeline for each looks like. These Standard Operating Procedures will be what you reference when building out systems and workflows through tools in your business.
Project Management Tools
There are so many tools out there and I think it’s important to work in what works best for you! You’ll find tons of tutorials and even courses out there to help you get the most out of your project management tools! There are tools like Trello, Asana, Monday, Clickup, and so many more.
Templates & Task Lists
After you’ve determined your tools, my biggest piece of advice which always feels like I’m cheating the system in some way is to create templates and task lists that you can duplicate in each system. You’ll learn really quickly that most of what you’re doing in your business repeats itself time and time again. From emails to contracts to tasks… you don’t have to recreate the wheel each and every time. It’s important that as you map out your workflow, you’re noting all of the things that can be turned into templates! Creating a system or workflow can completely change the success and efficiency of your business.
Ready to streamline your systems and workflows? Check out the Gaffin Creative Resource Shop for customizable templates designed to simplify your podcasting processes. From planning launches to managing guest communication, these tools will save you time and energy—so you can focus on what you do best.
Time-stamps:
Standard Operating Procedures (2:35)
Project Management Tools (4:04)
Templates & Task Lists (5:30)
Mentioned in This Episode:
courses.gaffincreative.com/p/podcast-workflow-mini-course
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Review the Transcript:
I believe that create efficient systems and building simple workflows in your business can save you time and money as a business owner! In today’s episode, I’m sharing about the importance of systems and workflows in your business, how to approach creating them, and why I believe they can help define your success. This week, we’re continuing our mini series on business development as an entrepreneur and helping you turn your dream into a successful business.
Hey y’all welcome to the clocking in podcast the podcast for entrepreneurs and professionals making their way in the working world i’m your host Haylee Gaffin this podcast is produced and brought to you by Gaffin Creative a podcast production company for creative entrepreneurs learn more about our services at Gaffincreative.com plus you’ll also find resources show notes and more for the clocking in podcast so let’s clock in and get to work.
When I first started my career, I worked as a project manager in an ad agency—I quickly learned just how important systems and workflows were in working on projects. That’s why I brought that same mindset into my business and the podcasts I work on for my clients!
Because of my time in the project management space, I did learn a lot about how to manage projects but also how to set up efficient systems and workflows.
Today’s episode is brought to you by my brand new course, the Podcast Workflow Mini Course. From creating a project management plan to coordinating with guests, this mini course covers the steps you need to take in order to take your episode from idea to published and marketed!
And if you’re listening to this episode the week it airs, you can grab this course along with over $2000 in resources, for free through the systems and workflow magic bundle.
Head to the show notes for todays episode at gaffincreative.com/046 to grab the bundle or enroll in The Podcast Workflow Mini Course – plus I’ve created a special discount code for the course. Use HAYLEE to get $25 off.
Now, let’s dive into the how to get started in created systems in your business.. When you’re first getting started in mapping out your systems and workflows, the first thing I want you to do is…
Develop Standard Operating Procedures:
An SOP is a way to keep your business running no matter what. They’re great for when you’re hiring on new employees, training for a position, or if someone needs to step in to cover for you while you’re on vacation or sick.
Think of every program you have to use, every step of the process, who’s responsible for each task, and what your timeline for each looks like. Now, Write out each and every step of the process. This could be from inquiry to completed project or if it’s your own internal projects, it could start with brainstorming and planning, through execution and scheduling.
These Standard Operating Procedures will be what you reference when building out systems and workflows through tools in your business.
Find a Project Management Tool that Works for You
Once you’ve written out the Standard Operating Procedure, I want you to find a project management tool that works for you.
There are so many tools out there and I think it’s important to work in what works best for you! You’ll find tons of tutorials and even courses out there to help you get the most out of your project management tools! There are tools like Trello, Asana, Monday, Clickup, and so many more.
I personally love Asana. It’s an amazing program and the free version usually has everything you need in it.
Many of my clients use other tools, like clickup and trello, so even though I run my own business in Asana, I work out of other tools for my clients who have already created workflows in these tools.
Not only is a project management tool important, but there are a few other tools that will play into your systems and workflows:
- a CRM like Honeybook
- A scheduling tool like Calendly
- Your website manager, like WordPress
- A file management tool like Google Drive
- A social scheduling tool like Planoly.
Now, I talked a lot about some of these tools in last week’s episode, so make sure you check those out if you need help understanding what tools you may need to use in your business.
Create Templates and Task Lists
After you’ve determined your tools, my biggest piece of advice that always feels like I’m cheating the system in some way is to create templates and task lists that you can duplicate in each system. You’ll learn really quickly that most of what you’re doing in your business repeats itself time and time again. From emails to contracts to tasks… you don’t have to recreate the wheel each and every time. It’s important that as you map out your workflow, that you’re noting all of the things that can be turned into templates! Creating a system or workflow can completely change the success and efficiency of your business.
Before we wrap up, I want to share a few templates I use in my business that rarely change.
Within my CRM, Honeybook, I have templates for:
- Brochures
- Contracts
- Invoices
- Emails
Each service in my business has it’s own brochure and proposal, along with different emails for every step of the process.
Within Asana, I have different project templates based on the different services, but also clients that I’m working with—as each client has a custom workflow!
I hope today’s episode really shares the value that systems can bring you in your business! I know for myself, it’s made it easy to track, manage, and succeed in the projects I’m working on.. More specifically, it has been so helpful in working with clients on their podcasts so they know exactly where I am in working on their podcast.
For your podcast management, creating a system or workflow can completely change the success of your podcast. Because podcasting isn’t just talking into a microphone and hitting publish, there are so many other steps that go into it and in my mini course, we’ll be covering every single one of those!
You can grab this brand new course for $79, but don’t forget to use the code HAYLEE for $25 off!
If you’re listening to this between January 25th and 28th, you can grab this mini course for free, along with the other $2000 in free resources, when you grab the Systems and Workflow Magic bundle from Dolly Delong! Over in the show notes at gaffincreative.com/046, you’ll find the link to grab it!
This has been another episode of The clocking in podcast. You can find the show notes for this episode and more at Gaffincreative.com. Thank you so much for your listenership and support. If you love this episode, I’d be so honored if you leave me a review in Apple podcast app. Until next time, I’m your host Haylee Gaffin, clocking out.
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