The Systems You'll Need to Build A Sustainable Coaching Business

Imagine how you can streamline your business processes to cut the number of hours you work in half while making a double profit? As you stare in disbelief, think about the impact that systemization could impact your company.

Do you find yourself doing the same thing each day? Feeling the overwhelm of working with each client, and you're letting your marketing slip off the radar? Chances are you need to build more capacity into your organization.

For the top techniques for creating systems that the scale of business, we spoke with Katya Sarmiento, the founder of Reach and Make Millions. Katya assists 6-figure service-based online businesses scale to seven figures through systems and processes.

There's a myriad of possibilities to grow and grow, yet not everybody is well-informed about the best way to accomplish it. If you're searching for ways to give you the confidence you had in creating your own enterprise in the first instance then you're in the perfect place!

  Take a look at the video below to hear strategies for building capacity into your business processes in order for increased capacity, and to further increase the growth of your business.  

What's the difference between growth and scaling?

There are many views on the most effective method to increase and expand your company. First, you must understand is that scaling and growing don't come in the same way.

Growth is a term used to describe increasing some thing. Within the context of your business , it could mean sales, leads, revenue, or sales.

Scale on the other hand has the ability to manage that increase.

To understand how these concepts can be used in conjunction Here's a simple question to ask yourself: if you were to have 40 new customers arrive at your door right now What would you do? Do you have the ability to handle that kind of increase in business?

If no (which it most likely will be for the people who are reading this blog) If you're not, you do not have the capacity to cope with your growth.

"If your capacity to scale is not as high as your growth, you are bound to be at the income limit. If you have no systems and you're not able to expand even though you're witnessing a ton of sales growth in your business."

- Katya Sarmiento

When it comes to scaling your business, it is important to take stock of how all aspects of your company function as a unit including sales, marketing, and client fulfillment. In addition to your company, you should examine your time, and how you're doing in conjunction with it. Your goal when building for growth is to build both a life and business that you are excited about leading.

Identify your opportunities for scaling up

Though it might differ for every company, a good first step is to look at your customer fulfillment processes.

Many people start out in the field of coaching, or by delivering the services they offer. There is only a certain amount of time within a day, it are likely to become an obstruction if you're spending all your time working on individual clients but not putting any effort into incorporating an infrastructure for your business.

If you are then you should start recording everything you do. Even if you don't feel like you have a process, just start taking notes of the times it takes for your usual jobs - calling, creating materials for your clients email correspondence as well as setup and maintenance tasks.

Often times, the easiest items to delegate are technical and administrative jobs. But you won't know what areas you should prioritize until you begin tracking your hours.

Common business areas that can be scaled

Here are Katya's tips to areas that can serve as good starting points from which to increase the scale of the process you are using:

  Client atboarding  

It's very simple to automate. When coaches take on new clients, there's no follow-up process or engagement. It can result in inquiries from clients and your answering the same question repeatedly.

Begin to create a system to help clients onboarding with a welcoming email to send to each customer upon signing in to working with you. Instead of email instead, consider sending videos, or text messages explaining what clients should be expecting.

Outlining things like communication guidelines limits, boundaries, learning objectives and homework assignments that they'll be expected to complete.

The clients you serve will ask these questions regularly. If you already know the answers to them they could be listed in a quick onboarding class about . Each prospective client must complete all of the lessons, and include a link to schedule in the final section for them to sign up. If they choose to join using the hyperlink, you'll know they have read and agreed to all of your conditions as a coach.

  Incorporating tools into the mix  

There are numerous tools for managing projects and time software available, however these are the ones that Katya often recommends to clients:

• Trello. An online project management tool that is visually appealing and a collaborative tool.
• Asana. If you're a list person and want to manage your projects, this tool might be more to with your needs.
• Hubstaff. A time-tracking software that is effective you can use to track your time for yourself or with your group.
• RescueTime. Free time management software.
• Convertkit. A software for marketing emails that you could use for communicating the onboarding process and materials for training.

Monitor your time, your to-do's, and projects, you allow you to get an exact picture of what your issues are. If you're spending lots of time e-mailing or doing the same tasks related to managing projects time and time again, that's an indication that you need to hire an assistant virtual to handle your emails.

Pitfalls and Challenges

Here are the biggest challenges Katya faces coaches and other service-based businesses face as they attempt to expand their operations:

  Not hiring soon enough  

The reason for this is usually a fear of not knowing the best way to pass tasks to people. If you feel like you're the only one who can perform a task or that you're the best at everything, you're definitely going to struggle more than you're required to. Burnout is created between the process of booking, marketing and satisfying clients. Don't allow yourself to be a victim from burnout because of not hiring soon enough.

"When you discover the right person, it is important to believe in that person and be willing to let go. They may also assist you to scale, and hire others to assist you so that you are able to focus on achieving your goal."

- Katya Sarmiento

If you're anxious about inviting new people in, you should start recording every detail. Conduct a time-based audit to find out where you're spending the majority of your time. Determine what is motivating you and what drains you. Write down the things that drain you, and hire for that role.

     For further details about Katya's hiring procedure as well as examples of how to apply the principles of scale, watch the above video!    

  Not taking a long-term view  

If you disappeared for 30-60 days, would your business still be around? The majority of businesses do not find themselves situated in this situation. If you don't have the dream of taking a vacation, or a sick day, or simply to enjoy time with family members and friends, it will never happen. Be sure to take an extended perspective of your business, and plan to build systems that allow you to not just have a profitable company, but also a fulfilling life.

  Scaling personal brands  

Some coaches create their personal branding around their names, they are stuck on scaling their company while adhering to their personal brand they've built. If that's you then you have options to scale your company!

• Make courses. Create content that is in line with your experience, but make sure to brand it as something other than your own name.
• Certification. Create a process for certification that is based on your activities, and make it available to others.
• Group programming. This could include an assortment of experts and instructors, which allows you to get in other existing communities and serve more in a single time.

Connect with Katya at www.reachandmakemillions.com, on Facebook or Instagram.