two smiling professional women from The Organized Coach Podcast with text overlay, "Pain Points? How Systems Are the Solution with Emylee Williams" with host Tracy Hoth

Can you identify the pain points you are experiencing in your coaching business? If so, a system is most likely the solution you’re looking for.

My guest this week, Emylee Williams, is a founder, best-selling author, and consultant working with small business owners to create efficient ecosystems within their operations and marketing. She’s obsessed with helping others design and run lean, aligned, highly profitable businesses.

Our conversation delves into the importance of systems and processes, how to identify and address pain points, and the benefits of staying organized and consistent in business operations. Emylee shares her unique perspective, from co-founding a seven-figure agency to starting her lean consulting business.

You will gain insights on tools like AirTable, Miro, Otter, and Zapier and learn practical steps to streamline tasks and manage your businesses more effectively. This episode is packed with actionable advice for anyone looking to work less, stay organized, and increase profitability.

The key moments in this episode are:

03:23 The Importance of Simplicity in Business
04:38 Navigating Business Evolution and Nervous System Regulation
07:01 Designing Systems for Your Small Business
12:53 Using Data to Drive Business Decisions
22:34 Essential Systems for Small Businesses
28:40 Identifying Process Inefficiencies
29:04 Automating Repetitive Tasks
33:57 Creating Effective Templates and Organizing Client Resources
36:55 Evaluating and Integrating New Systems
46:48 Practical Tips for System Management

Your Systems Expert,

Tracy Hoth's Signature

Connect with Emylee Williams:

Website
Waitlist for new projects
Instagram
Miro.com
Otter.ai

Resources Mentioned:

💥 FREE Workshop: 3 Simple Steps to an Organized (and Profitable) Business – where I share the only 5 files you need to organize your digital files.
👉🏼 Organized Coach Academy 

Idea Tracker
Client Tracker
FREE File Naming Formula Cheatsheet

Connect with me:

Website 
Email 
Instagram 

Subscribe and Listen:

If you love what you’re learning on this podcast every week – the strategies, how-tos, and time-saving ideas to set up your organized and systemized business so you can work less and scale – please follow, rate, and review by heading to Apple Podcasts or wherever you listen to podcasts.

Transcript with time stamps:

[00:00:00] Tracy Hoth: Systems. We are talking about systems today, and I brought in the expert Emylee Williams. She’s the founder, bestselling author and consultant who works with small business owners to create, I love how this is efficient ecosystems within their operations and marketing. She’s obsessed with helping others design and run lean, aligned, and highly profitable businesses.

[00:00:25] Is that you? Do you want that? Maybe you’re just starting out, but that is your goal. That’s what you want. We kind of geek out about systems, how you create a system, how her process, what her process is, how she thinks about it. And it’s so good. She says some unexpected things. So I hope you enjoy this. I hope you walk away with an idea for one system that you can implement today.

[00:00:52] Enjoy this episode with Emylee. Are you ready to work less, feel more organized and productive, streamline repetitive tasks, and implement systems that allow your coaching business to run smoothly even without you? If so, you’re in the right place. Welcome to the Organized Coach Podcast, your go-to source for practical tips and solutions.

[00:01:14] I’m your host, Tracy Hoth, professional organizer, certified life coach, simplifying expert, and most of all, down-to-earth fellow coach, just like you. No matter if you think you’re missing the organizing gene, have ADHD, or just love anything organizing, I’m here to help you become an organized coach with a business that works for you.

[00:01:35] Pull up a seat and let’s get started. This episode, if you want to set up systems in your business, or if you don’t have a clue what systems are, if you ready to hire someone, but you don’t have any systems in place today is your day. I have Emylee Williams on the podcast. Welcome Emylee .

[00:01:55 Emylee Williams:   Hi, thanks for having me. Yeah, I’m so excited to get to know everything.

[00:02:01] You’re kind of the systems and operations person. So just tell us what you do. I know you have multiple interests, so tell us what you do.

[00:02:14] Emylee Williams: How much depth do you want me to go into what I do? Well, the long and short of it is I’m an author and a consultant. At the end of the day, that’s, those are the two biggest arms of my business.

[00:02:23] I left my co founding position as a CEO of a seven figure agency about a year ago that I had ran for, over eight years and started my own consulting business where it is literally just me. I went from a team of seven full time employees, tens of thousands of students, millions of an audience within our podcast and our blog and our audience and subscribers and everywhere.

[00:02:51] To literally just me and starting over. I feel like I, I have a really unique perspective to bring to the table because I’ve been a part of really, really big organizations and really, really lean, tiny companies. And I also get to work with clients behind the scenes who have a mix of everything in between.

[00:03:08] I get to peek at the systems that they see as. instrumental and non negotiable and the systems that maybe are a little clunky and we don’t actually need, but everyone uses them. So they’re there. Really, for me, getting to decide in the last year as I’m starting kind of over, but with 13 years of experience, what makes sense, what’s worth it to have.

[00:03:34] What can I cut and really, how can I, how can I run a really profitable lean company? At the end of the day, that’s, that’s what I’m really focused on is going from such high overhead, which caused me a lot of anxiety. That was a big, there were a lot of facets for why I ultimately stepped down from that role, but that was a big part of it.

[00:03:55] Something that I still struggled to deal with on the month to month is our monthly expenses. They seems to be more than some people’s salary and for the whole year. That just kind of made me sick to my stomach some of the months. I didn’t jive with that. That didn’t feel like it was something for, you know, for me at the end of the day.

[00:04:17] It’s all about simplicity. That’s what I’m all about these days.

[00:04:21] Tracy Hoth: I know. I think about my own, having just talked to someone about nervous system regulation, I’m like, well, you know, I have that and want to quit several times a month, and I’m thinking if I had that pressure, I mean, that would be hard, challenging.

[00:04:38] Emylee Williams: Yes, and it is, I think that if you’re in the online business space at all, if you have been since pre COVID, you’ve definitely seen the evolution of really ballooned businesses and teams to massively scale down business and teams.

[00:04:56] Part of that is a response to [ess revenue, less sales, lower profit margins and business owners having to make those choices. But I think a big part of that underlying decision and cutting off sometimes arms of business and laying off people and really scaling down was a response to our nervous systems freaking the heck out about how running that made us feel.

[00:05:22] Tracy Hoth: Yeah, but so much respect for you. I just think you did that. Like you grew a business. managed all these people. I mean, it’s so amazing.

[00:05:34] Emylee Williams: Yes,  I’ve also done a lot of learning over the past while I’ve been a business owner for 13 years, it’s looked a variety of ways from it just being me when I was starting my very first business ever right out of college as a photographer to starting to teach and educate and strategize and work with other small business owners and really getting obsessed with the idea of how can I help other people not just be more efficient for efficiency sake. I think that there’s a lot of like, I’m here to make you uber productive so you can get more stuff done.

[00:06:06] That’s not actually what I care about. I feel like that’s what I used to. Talk about and what my belief system used to be, but truly now, how can you design your day to day, the systems that you use, your support system, no matter what that looks like, if it’s digital or if it’s people, how can that truly support you to run a business?

[00:06:27] That’s an alignment, whether you have to step away for kiddos or health, or you want to read a book or go for a walk or take a vacation or go on mat leave or literally whatever it is. I think that there’s an immense lack of resources for small business owners who are in the online space or the one on one coaching and consultant space.

[00:06:47] How do we structure this thing to not get us in burnout? How do we structure this thing to where. Man, I’m intentionally deciding to work these hours. And if that is that what I want to be doing is how I want to be spending my time.

[00:07:00] Tracy Hoth: Do you think the answer to that is systems having systems in place? Or do you think it’s multifaceted?

[00:07:09] Emylee Williams: I think systems, no matter what that looks like to use, systems can be an actual software, like a tool that we’re using on our computer to organize our day to day, to automate things, to let, you know, utilize systems to speak to each other.

[00:07:26] There’s definitely the digital version of those systems. There’s also process systems, right? Of how we’re onboarding folks, how we’re sending contracts and getting paid, how we’re communicating with clients, how we’re organizing those projects and our tasks and our day to day and our deadlines. Email, obviously like a client and, and internal and external communication, but also the system of marketing and growing our business and how we’re actually running it.

[00:07:53] I think that I know that I struggled with this and because I’ve gotten a behind the scenes, look at literally tens of thousands of business owners over the years. There’s this like balance of figuring out what are the goals that I actually want to achieve, right? Like, what is that? What do I think I need to do in order to get there?

[00:08:12] What have I done already that has proof, receipts, data that have gotten me towards those results? Are those things in alignment? Am I assuming that I need to find success from an outside source that I don’t know a lot of this is social media geared content geared, right? We start our businesses, we start to see some success, and then we think, okay, the only way for this to grow is to become really well known and put myself out there and create this content plan and, you know, grow on channels that maybe Don’t aren’t my expertise or feel a little bit outside of my comfort zone.

[00:08:53] I think the bigger struggle I know that I’ve dealt with is asking myself, am I, am I not pursuing that because it’s out of my comfort zone and it makes me uncomfortable and so therefore I’m just kind of ignoring it or am I not pursuing that because something in my gut says. It’s not really worth the time and the juice isn’t really worth the squeeze.

[00:09:15] That intuition, that gut feeling, however, that shows up for you is sometimes really hard to pay attention to. But I’ve learned over the years that when I do pay attention to that, that’s the thing that helps me narrow in and focus on the things that are actually worth creating a system around, creating a process around and everything else I can ignore.

[00:09:37] Tracy Hoth: Well, and that seems to me, it comes from. trying it, testing it, and then looking at the data to see. So when I think, oh, how did we get clients? Yeah. Then what was worth it? And then do I want to do it? But it takes time as, especially as a new business owner to figure out like, what is going to work for me?

[00:09:58] You look at all these business owners or companies, whatever, telling you, this is how you do it. No, this is how you do it. This is how you do it. And they all are right. You know, you could do it all those ways. Yes. But then you got to figure it out yourself.

[00:10:11] Emylee Williams: Yes. I think over the years I’ve become really obsessed with not just collecting data, but really learning how to interpret that.

[00:10:19] There’s a thousand different ways. Each of us can interpret the same set of data, right? You have to understand what, what works for you, what makes sense for you. But my favorite thing to do, and I just walked a client through this the other day. She had just wrapped up a launch as she works one on one with clients and is needing, she’s tapped out when you work one on one and it’s just you. You have the capacity, right?

[00:10:41] She’s wanting to increase her revenue, but literally cannot work with any more clients. Her packaging price is at its threshold. She does keep increasing it, but she’s kind of capped out with her, with her market, with her offer. And so she’s thinking of, you know, offering something. It’s a little bit more evergreen.

[00:10:59] It requires her time, but it’s not custom experiences for each of the person. She’s still showing up. She’s still giving that expert knowledge in her industry and her subject matter, but she’s not having to do it in a one on one capacity. Together, we designed the launch of the software, the pricing structure, the, the system of the tech of actually launching it, right?

[00:11:18] What are the pieces that connect to each other? I think before we even get into the data, that was even eye opening for her because as someone who’s worked. One on one with clients for years, over a decade. It’s pretty simple, right? You have, you have a proposal, you have a call, you have a proposal, you have a contract, they pay you, and then you do the work that can be pretty simple.

[00:11:39] You can do that as manually or as automated as you want. As soon as you start to offer a digital product, an evergreen product, now we’re talking a wait list or a sales page. Are we making them apply? Do you have an early bird price? What’s the full price? quarterly? Do they get to renew? Well, how are we delivering them links?

[00:11:58] How are we giving them access? Are you going to have office hours or a community? Are you actually, are you also going to post videos and PDFs? And where are those going to live? Are they on your website or do you need a course platform? And it was all of these other elements that it was like, Oh, just the idea of wanting to offer something like this.

[00:12:15] Now, all of a sudden we have a hundred other systems that we could be exploring. It was a really fun challenge of figuring out, okay, of the systems that we already use, how can we also repurpose those to deliver a new offer that isn’t one on one, that isn’t what she’s used to delivering. That part was really fun to get to design.

[00:12:35] But then we launched it, she did an early bird, we opened the doors, we started her first cohort. She got probably three times, if not more, than the amount of people who she thought would sign up. This is just our first time doing it. We’re kind of testing the waters and okay, holy moly.

[00:12:51] It’s super responsive. What does that mean? Then I took the time behind the scenes and I am newly obsessed with Airtable. Do you use Airtable?

[00:13:00] Tracy Hoth: I don’t, but I’ve seen it and worked with people that use Airtable.

[00:13:06] Emylee Williams: It’s one of my new favorite tools. I’ve been diving into it for the past, I don’t know, seven or eight months.

[00:13:12] There’s a lot to learn there, but we’ve been creating some, some tables and bases for her. But basically what I did was we’ve been tracking all the people who’ve, you know, were interested in this offer. Then of the people who said yes and did they sign up at the early bird versus, versus the full price.

[00:13:28] After that, I went in and did some digging. Where did these leads actually come from? Were they a referral? Were they from LinkedIn? Did they just see her waitlist page? So was it like SEO or content that led them there? She didn’t run any ads. So we can kind of see where that came from. What price point did they join at?

[00:13:43] Were they on her email list before? How long were they on her email list? How long did it take them to convert all of this data? To me is part of that system because it informs now what’s worth our time for the next cohort launch. Now what’s our time, what’s worth our time to automate and to create more content or systems and processes around.

[00:14:05] We saw that within the data, referrals and LinkedIn were her biggest, like, massive areas of opportunity. They were the people who converted, of the people who converted from those sources, they converted in less than seven days. Like, those are the people who, they don’t know who you are, they converted in less than seven days.

[00:14:25] You’re creating an evergreen, I put that in quotes because you still have to do the work, a digital offer. You’re going to need more leads for that. And so that’s now what we’re able to dial in. Okay. Now it’s worth creating a system for LinkedIn. Now it’s worth creating maybe some sort of structured reminder for follow up for your, your key referrals of your network of people who can introduce you to more people.

[00:14:47] Maybe we wouldn’t have set those up if we hadn’t actually paid attention to what that data said.

[00:14:52] Tracy Hoth: Well, and that makes me think this morning, I just told someone I don’t mind. Sometimes I think I’m not a data person. I don’t like to look at all that. I don’t like to gather the information. That sounded like a lot of work trying to figure all that out and a lot of setup to begin with.

[00:15:11] You need to know where they come from. You have to have tags in place and duplicate landing pages for them to opt in or whatever. You’re sitting over there thinking that’s my favorite thing to do.

[00:15:21] Emylee Williams:  I have this, I feel like I create these I think I, it’s called Miro M I R O and it’s like a mind map software.

[00:15:30] I just use the free version, but I’m a visual processor. I like to talk out loud. I like walk around and give myself an audio message. So here’s my system. This is a system.

[00:15:42] Tracy Hoth: Where does that audio message go?

[00:15:43] Emylee Williams:  I’m going to walk you through the whole thing. I know I need to create this launch plan or this follow through or whatever it is, right? Since I’m a verbal processor, but I need to see the finished process visually to see how everything connects, I have to kind of have both. So first I download Otter. It’s on, it’s an app on my phone. I do pay for Otter. It’s a transcription service.

[00:16:08] Their eight capabilities are phenomenal. So I walk around my house because I’m a pacer or I go for a walk and I have otter open and I’m just saying, okay, so we want to sell this offer and she’s want to do an early bird and early birds only available for 48 hours. It’s going to be on this page.

[00:16:25] When people click here, this is what needs to happen. I literally just talk through the whole thing because I’ll identify holes. If that needs to happen, then we should tag people at this step if they come from here. I’m literally just talking out loud and realizing all of the elements, all of the pieces actually have to come together.

[00:16:43] Now I have it in this 15-20 minute long transcript. I open it up on my computer and I ask, Hey Otter, can you formulate that brainstorm into a process step, an SOP or an order of process? You can phrase it however you want. It will literally say, okay, first you said you need to do this, and then you need to remember to tag this person and wait, you need to consider this part.

[00:17:07] Next, it goes into this phase and next and next, next. It writes out a whole order of operations. So I pull that up in my transcript and then I pull up Miro. I’m going to confirm that it’s Miro before I just, like, keep talking about this software that maybe isn’t even the name. Yeah, it’s Miro.

[00:17:23] It’s Miro.com. It’s a visual workspace. So, now I open up Miro, and I have my Otter transcription and notes over here. Now I visualize it out. So I build, I Drag and make squares that are emails and rectangles that are website landing pages and arrows that connect to things and if this then that and I literally map it all out when this happens and convert kit.

[00:17:48] In order for that to happen, I need to back up and I need to create a Zapier. It’s it’s a multi step process, but to me it helps me not miss any of those parts and pieces. It gets to the testing phase, not only a lot faster, but a lot more accurate. When we’re doing final tests, you’re always going to find something that neat, Oh, we need to tag here and we need to turn this on and we need to add this step, but if you do these steps and really get them thorough and really map them out first, before you even go into the design phase.

[00:18:24] You’re going to prevent yourself a lot of backtracking and a lot of clicking it and I’m sending it. Why isn’t it working or I’m paying for it and it didn’t work. Exactly. Exactly. It really lets you know, too, like, Oh, okay. I use convert kit and I wanted a timer. I thought I might need something like deadline funnel, but actually don’t because I can use this feature over here.

[00:18:45] This process really helps you see where there actually are new systems that you need, or do we need to maybe pay for Zapier now because you’re having a lot of like multi step zaps happen and all of those things kind of come to light when you understand how everything works together. You get into the build and design phase. Then you get to track data, and that’s also my favorite part.

[00:19:06] Tracy Hoth: Well, and then the data. I think it helps, too, when the software is easy to collect the data from. That’s key, because I’m trying to get data from something, and I can’t set the date, and then it doesn’t separate that, and I’m like, that’s why I hate it, because I can’t get it easily.

[00:19:23] Yep. Real quick question. Do you believe that your work impacts lives and you want to reach more people, but behind the scenes, you kind of feel like a mess, constantly searching for files, overspending on software. You don’t even remember signing up for you lack structure. You’re wasting so much time. I’ve got just the thing for you.

[00:19:43] I want you to imagine your time was organized. You knew exactly what to do that would actually make you money. Your files were in a structure that makes sense to your brain. Your processes are running efficiently. I want you to think about the difference this could make in your business, in your life. No more drama, no more beating yourself up.

[00:20:04] All that time you wasted can now be spent filling your business with paying clients. Listen, I know that getting organized might feel super overwhelming to you. That’s why I’m offering you a free class. Three simple steps to an organized and profitable coaching business where I’m going to share with you the only five files you need to organize your digital world.

[00:20:26] Head over to simplysquaredaway.com/5files. The number five and then the word files for instant access. You get to watch whenever it’s convenient for you. And finally get a simple understanding of the three parts of an organized business. One that runs with ease. This is the first step. Sign up now and transform your business from chaos to clarity and a secret benefit.

[00:20:54] Learning these skills will overflow into your home and life. You signed up simplysquaredaway.com/5files.

[00:21:03] Emylee Williams: There are definitely some situations that have popped up where I’m like, this is not going to get us the exact data that we want, unless we do a manual formula and okay, it’s worth it to do for the first launch.

[00:21:15] We get it, or the first three, so we can find the themes of what’s actually happening here. But maybe some of that I have to let go. With Airtable mapping it out properly and Zapier can connect to Airtable really easily. I’ve got a really great system of pulling in purchases and tagging the people and then seeing their behaviors out in a spreadsheet.

[00:21:40] Within Airtable, you can visualize that data. You can literally create an interface that shows you a pie chart or a graph or a number or whatever, a comparison chart. Bye. Bye. And again, since I’m a visual processor, I love having just the giant spreadsheet of the data, but then I can just click a button and now I can see it visualized.

[00:21:59] I’m thinking, okay, this is how I can understand this data and not just like look at a bunch of numbers.

[00:22:04] Tracy Hoth: Yes. Okay. This is also amazing. It’s so fun to listen to you and imagine, and, you know, even think about it for my own business, but I’m out, I’m thinking a lot of listeners. Might be like, holy cow, that is so overwhelming. I want to just go back to when you talk about systems and you’re, you’re a systems person, but also an operations person, but specifically systems, how do you define it?

[00:22:34] Emylee Williams: Yeah, to me, I have a hard time kind of like spitting out a title, so to speak for myself, because I, I do believe in small businesses like ours and I’ve had this discussion before on another podcast, but we all call ourselves small businesses. I love that we’re online as a small business, but we are actually micro businesses, like we are teeny tiny. None of us will have like the amount of employees that actually like qualify for a small business.

[00:23:01] Very few of us, have a whole team. Some of us are a one-woman team, or one woman team with a VA, right. We have these very small teams. So because of that, there’s a lot of nuances to. We don’t have a huge budget and we don’t like, have a lot of time and just because we want to grow by this amount doesn’t mean that that’s possible in the container that we currently have or in the time that we currently have.

[00:23:30] Knowing all of those factors really helps refine what we actually spend our time on. The reason why I say that is because I think that my role is really hybrid in that I pay attention to operations and the operations of marketing and then the systems that help kind of connect those two.

[00:23:50] So operations could be you and your team and client delivery, right? Then marketing is obviously like launching new growth, new revenue, new sales, but then the operations that connect those two, because they swing and they talk to each other all of the time, especially in our businesses.

[00:24:09] A lot of us can’t afford to have a marketing specialist and an operation specialist and our tech person that just, they’re all the same person. And usually it’s you. And so how do we actually get support there? So since I kind of live in those three arenas. The first couple of clients that I worked with when I went off on my own, I really wanted to, to help in and, and, and create the systems that I know that are so helpful for small business owners so that you can make educated decisions on what to do next and decisions based on the results that you’re getting, not necessarily what everyone else is saying that you should do and what would work, but what’s actually worked before.

[00:24:50] The simplicity of this. Let me let your listeners to take a sigh of breath, right? And release that I come in if we work together and this is how I’ve worked with other clients. I come in and say, okay, of, of your offers and of your current marketing efforts, what’s the data that’s most important to you?

[00:25:10] We literally have a call where I just pepper you with a bunch of questions. What data is important to you? What data matters? Like what leads to a sale? What leads to a relationship? What are you, what are your growth goals within these offers? What’s your current, what are you working with right now? How many subscribers, how many sales, how many interested people, what’s your growth, what’s your current number situation, right?

[00:25:33] In your marketing and operations, I go through all of that and say, okay, based on what has already happened, here’s what’s already worked for you. And here are the results that you’re already getting. So theoretically, if we dive in and hammer down more on what’s already working and make it better, automated, easier, less manual work for you, the owner, then you are going to be able to create more revenue with less time, which is ultimately the goal.

[00:26:07] Tracy Hoth: So then the systems are connecting those two things, connecting the, did you think systems and processes mean the same thing?

[00:26:18] Emylee Williams: In my world? Yes. I think they’re kind of interchanged. Like the, the system of onboarding a client has multiple processes within that system.

[00:26:30] Tracy Hoth: Mm hmm. So systems the bigger container of the little processes.

[00:26:35] Yeah. Okay. So when you talked about that, let’s say someone’s making 50k or less. What are the essential systems that they should look at, consider, have in place?

[00:26:49] Emylee Williams: Yeah, yeah. Well, the annoying thing is, is it’s kind of unique to your circumstances. What are your current pain points? This is a conversation that we could have, right?

[00:27:00] Okay. If you’re making $50K and you feel like I need some systems, some stuff has fallen apart, or I feel really overwhelmed, or I need some backup one. I love that. You’re looking for systems instead of a VA, not that I would love a VA. I would love another human to help me out in this process.

[00:27:19] Before you’re ready for that, you need to utilize the tools that you most likely already have at your disposal are very inexpensive, if not free. Okay. in order to organize the ecosystem of your business first. That is your job. You can get help with that as a, for a project from someone like me who would come in and help with that.

[00:27:41] But it is your responsibility to create this system, to identify what those processes could be. You don’t have to manage them forever, but it is your job to clean that up before we bring on a human and expect them to solve those problems for us. So we’re looking at systems. We’re looking at, okay, I’m making 50k.

[00:28:02] I would ask you questions like, do you have trouble getting your clients to pay on time? Are you forgetting to send invoices? Do your clients message you because they don’t know what’s coming next? Are they confused about the process? Do you have a long time from someone being interested to being able to book a discovery call with you to being able to book a sales call?

[00:28:21] What’s that process look like for you? And what are the struggling points within there? Are you realizing that you’re Going to a lot of, you know, networking events, but that’s not getting you enough leads or conversations, I would talk to you about getting yourself in the right room or really focusing on the right strategy to talk to the right person.

[00:28:40] Do you figure out that you do you find yourself creating like a custom proposal and a custom offer for every single person that you talk to because we really need to organize your pricing and your packages and your proposal. When you’re working on the project tasks, do you, are you missing deadlines?

[00:28:54] Are you missing tasks? Are you, you know, having your follow up conversations with your clients and realizing that there’s a lot of stuff that you haven’t done and that you forgot about? Is there a process that we could create there? Is there something that you find that you are doing this exact same for every single client and you’re doing it manually?

[00:29:11] Could we automate that? Could we create a resource for all of your clients that’s generic so that they could watch a video or go through a short training or whatever it is? So I’m asking a lot of questions about your process. And until you kind of give me some information about like, Oh yeah, I’m realizing I’m pulling up my books right now on the last seven clients I build are still haven’t paid me.

[00:29:31] Okay. We really need to talk about your invoicing and your system for getting paid and your reminders and your contract and your boundaries and your terms and all of that stuff. There’s a system for literally everything. We just need to figure out what’s the actual problem.

[00:29:45] Tracy Hoth: I love that. So it’s looking at your own pain points.

[00:29:49] Yep. What is happening? And you just rattled off all those questions. I’m like, everyone put it on half speed. Take notes.

[00:29:57] Emylee Williams: Oh yeah, sorry. I talk real fast when I get excited.

[00:29:58] Tracy Hoth: No, I love it because you’re just asking them off the whim. You weren’t looking at a list. Everybody can take notes, ask themselves these questions and what then.

[00:30:07] So let’s say someone’s having a problem. They’re just find themselves doing a lot of little piddly admin stuff. It seems that they’re saying the same thing to the clients over and over. They’re making custom, I kind of feel like that might be the main, or their, their, their content production, like, you know, writing the blog post or doing the podcast or something like that is taking way too long.

[00:30:40] I’m trying to think about what it would be for me. What is it? I mean, I have some of these things automated and templates. I mean, templates, I think are huge. Yes. Help you template. Yeah.

[00:30:51] Emylee Williams: I’m a big believer in, I, again, in the scope of our business and the way that we work with clients. I feel like it’s very rare to have everything in your business be 100 percent automated.

[00:31:04] I am not the type of business owner. My goal is not to completely remove myself from every single part of the process. Some of them, yeah, maybe some of them, but it’s just me and I want it to be me and I want to connect with my clients and my customers. I’m not looking to completely remove myself.

[00:31:22] Because of that, there are definitely things that I’m not even considering doing, right? I would rather create a canned response, a templated response, a, a follow up video to send to a client because everyone’s asking the same question, then hand that off to a VA and train someone on how to respond like me.

[00:31:46] I think that for me, it’s important to still be a part of that experience. That’s not to say that like, Other people should, I do that for clients. I am the VA for clients sometimes. And so it definitely makes sense for some people. But I think it’s important to also ask yourself, like, what kind of, what kind of business do you want to be running today?

[00:32:06] In three years, five years from now, do you want to have that team who can speak for you and serve your clients really well and show up and be like, another arm, another face, another personality within your business. If so, that’s a different growth trajectory than someone who wants to always have it just be them.

[00:32:25] Are you wanting to, you know, really narrow in your focus of what you’re offering so that you can have very strict, Proposals that project a B or C, and that’s it. And that’s going to save you a bunch of time on the back end because you’re talking to that person. And which bucket did they fall into? Okay, we’re going to send them down this workflow, this automation, this track, or do you like?

[00:32:51] really coming up with what’s perfect for that client, then we, then the process and the structure needs to come in with your non negotiable price point and the amount of time that it’s going to take. That’s kind of the business that I’m running where it is unique, what I’m coming in to do with you every single time.

[00:33:10] The way that I do that is the same. The questions I’m asking might be different, but they’re coming from the same place. The systems that I set up, the processes that I create for you might be unique for every single client, but it’s all geared around the same thing.

[00:33:26] Tracy Hoth: In your process and doing it is the same, the way you said, here’s my process – this is what I do.

[00:33:32] Emylee Williams: Yep. My process for designing that is the same. My process for onboarding you is the same. The access you get to me is the same. The amount of time that minimum amount of time that the project is going to take is the same. And the starting price point is the same. There’s so many things that are the same for every single client that it doesn’t, it doesn’t matter at the end of the day, what conversation we’re having at the front.

[00:33:56] Tracy Hoth: Yeah, that’s so good. It makes me think, so as you’re talking, I’m thinking about my own business and what, I do and what I’ve helped clients do and it’s some of those that come to mind is making a template for your notes. So if you’re trying to teach your, or for your client, if you’re trying to teach your client 10 things before they get out of your program, let’s put that in your client notes.

[00:34:20] You can even share it with them, have it take notes in there. I love the outline feature in a Google doc. Yes. You can, I mean, it’s like just so beautiful.

[00:34:31] Emylee Williams: Yep. I love good digital organization and checklist. I do this with every client onboarded, I have a zap connected that creates a folder in my Google drive under my client subfolder, their name, their project, start date, or whatever.

[00:34:48] That’s where all of their stuff is going to go to. They get the link to that immediately sent to them in an email, which is another zap. Within that folder, I’ve got a set of templates that I move over. Cause I already created my Google doc, Google doc template. I love, this is just part of my like kind of client experience.

[00:35:07] All of my Google doc templates, they’re, they’re templatized. It has my logo and coloring at the top, but when I work with a client, I replace it with all of their stuff because I want them to use it in their internal business. And so it takes me two seconds, but I changed the logo at the top, the. Cause I, you love me a pageless doc.

[00:35:26] Oh, they’re just so sexy. What is this?

[00:35:28] Tracy Hoth: Wait, what?

[00:35:28] Emylee Williams: Oh, it’s the pageless feature. You just go to file page, set up, turn it to pageless and it just makes your Google doc, like one big, long, beautiful thing. And so it’s seamless. There’s literally no page breaks.

[00:35:43] Tracy Hoth: Oh my goodness.

[00:35:44] Emylee Williams: It’s so beautiful. I go in and change the color of the background, the logo, and I change the color of the header and that’s it. That’s custom now for that client. Every client communication that’s going to be put inside of that doc is going to be sent with that duplicate template.

[00:35:59] Tracy Hoth: Oh my gosh, this, these are the things that it’s so fun because I’ve worked a lot with Google Sheets and Google Docs and now I work with clients and I get to show them, Oh, you just do this.

[00:36:09] You just do that. Just like you just did with me. I love learning like that. I am going to so switch everything to this now. It’s so pretty. IAll the little things, but those little things are so important. When I have a client, I share our notes with each other and then I show them how to add it to their bookmarks bar in a folder that has our Portal link in there.

[00:36:37] It has the Google Doc link in there of our notes It has the link to our calls at the top of it. So organized So those are some things you can do for your clients if you’re listening Obviously if you need help get an Organized Coach Academy or call Emylee and get things set up. These are so fun to talk about.

[00:36:55] Okay, what I want to know all the, I don’t even know what you call it behind the scenes. What do most business owners or not even most, but what are messes that you see?

[00:37:07] Emylee Williams: I mean, especially around systems. I think systems are sexy at the end of the day. When a new software kind of takes off, maybe like went viral on TikTok or a bunch of, you know, people in that last virtual summit you went to talked about this one system.

[00:37:24] It’s really easy to get. Distracted with the flashiness of a new system. I personally am someone, I do love tech. I love systems, obviously. And so I get sometimes distracted about like the new up and coming thing that no one’s talking about in this really cool system. Oh my gosh, what could this solve? And so I really have to do a deep dive of is this replacing a current system of mine?

[00:37:47] If so, is it better? Is it cheaper? Is it more robust? Like why would that be worth it? Or is it enabling me to do something easier or more automated? Is it helping my biggest thing that I will continuously invest in is a connection for systems to talk to each other, because if I can get data moved from here to here seamlessly, I’m going to do that because I’m someone who believes in, I don’t love all in one systems.

[00:38:16] I don’t think when they are too all in one, that they do anything really well. They just do a lot of things. And so if you’re looking for, you know, sheets, right, like use sheets, use that thing. If you’re looking for a CRM and invoicing, like use that thing, right? We don’t have to have these like all in one systems, but can we find a way for those things to talk to each other?

[00:38:41] Typically when I’m like doing something like a system audit, I’m definitely like, we will sit down and I ask you part of your onboarding is list every single software that you pay for right now, every single one. Right off the bat, I can typically eliminate a couple of them because you’re not using them anymore.

{00:38:57] There’s a better alternative that’s now free or significantly cheaper, or we can get these to connect. We don’t need this one. We do an initial cleansing. At at the end of the day, we’re going to cleanse this. We’re going to purge. We’re going to ask ourselves, is it unique.

[00:39:18] There, there could be a tech stack. That’s like you and I could use the exact same tech stack. You and another coach could use the exact same tech stack. But at the end of the day, like there’s very few things that we need to actually be showing up for that are that unique where we need. Tens, tens of systems. It’s like a clean lean.

[00:39:39] Tracy Hoth: The temptation is so there and you see all these videos and you get ads and you see all this stuff and you’re just like, Oh, that’s so pretty. I need to switch. I always tell my clients, I’m like, no, no, you’re not get anything until you have what you have organized.

[00:39:55] Then we can look at. the rest of the stuff and what you want to change to, but don’t do any of it until you have your own stuff done.

[00:40:03] Emylee Williams: Until the thing that you’re missing, the feature that you’re missing is actually costing you sales. It’s truly not worth it. I think that that’s the thing that people don’t really pay attention to, especially when you’re talking about switching really big systems, like typically project management or CRM.

[00:40:19] Those are really, there are biggest systems within, you know, businesses like yours and your listeners, when you’re switching those. There’s a lag or downtime. As you get clients moved over to the new system there may be continuous downtime. There’s going to be missed payments. There’s going to be late invoices.

[00:40:37] You might like lose some clients who don’t want to move to a new system. There’s always a cost, whether it just be your time. Or literal missed revenue because of a big change like that.

[00:40:49] Tracy Hoth: Yeah.

[00:40:49] Emylee Williams:  I really need you to hone down on whether it’s worth it.

[00:40:54] Tracy Hoth: Right. In the beginning, I think, in the beginning stages of your business, it’s also the time you spent trying to learn it.

[00:41:03] The time you spent exploring like one weekend, I looked at notion and I was like, this is so beautiful. Cause I see the person who’s an expert at it. It’s so beautiful. I just spent the whole weekend just playing. By the end of the weekend, I had nothing made. I don’t want that. That is going to waste so much of my time trying to figure it out.

[00:41:23] Emylee Williams: This is when those reflective questions are really helpful is if you find yourself being someone who’s continuously looking at systems and getting distracted or spending the weekend like investigating, do that same walkabout that I do and really talk out loud. Okay, here’s the process. Is there a sticking point there?

[00:41:39] Do I think that I could identify something within my current systems? I could fix that. Like what’s actually the problem. You know, I could imagine that you’re exploring notion for like client experience, right? That portal, that dashboard, that’s how a lot of people tend to use it. And it is beautiful. I’ve also used it for client dashboards before.

[00:41:56] Is that something that current clients are complaining about? Is it something that Oh, that’s a good question. You know what I’m Like, that, that is actually the piece that I want people to start with is, is this something that people have actually expressed frustration about that you’re currently working with?

[00:42:10] Or is it a problem that you’re creating because you wish it was prettier or it looked different or whatever? Or are you buffering because you don’t want to go do your content creation or whatever it is?

[00:42:17] Tracy Hoth: Yeah.

[00:42:24] Emylee Williams: What are you putting off?

[00:42:25] Tracy Hoth: So good. Good. Okay. What, if anything, do you see in the background that coaches struggle with the most, because you see it behind the scenes in their businesses, like what, maybe the better question is, what should we expect?

[00:42:49] If we’re in the early stages of business, be aware of that. If we don’t deal with it now, it’s going to be a problem.

[00:42:57] Emylee Williams: Yeah.

[00:42:58] To me, and I’m trying to figure out how to word this. I know what the consequences of this behavior is. I’m not exactly sure what the actual problem behavior is, but it all stems around a lack of consistency. It’s part of that. It’s not necessarily not following through on what you said you were gonna do. I think sometimes, honestly, There are so many of us that get so overwhelmed about what we could do that we don’t create the consistency of what we are able to do and stick to that enough.

[00:43:37] From my role and my job, what makes my life harder? Being the person who’s helping you stay organized with your systems. If my clients Change a big part of their launch at the last minute. They don’t want to follow through with a plan that they’ve actually already created. If they want to add something brand spanking new, but they have this sense of urgency because their brain is like, if I don’t have this, then I won’t make enough sales.

[00:44:01] Or if I don’t do this, then it’s not going to go right or go well enough. We attach results to the missing marketing piece, right? Hey, I want to launch this private podcast, but it needs to go live tomorrow, right? Like that is. That’s not, that’s not helpful for anyone. If we, if we reschedule and not, to me, the, the thing that helps you stick with your systems the most and stick with literally running your business smoothly is planning ahead as much as you can and sticking to that schedule.

[00:44:35] If you want to launch a podcast, for example, and you want to have your episodes go out twice a week. Recording the episode that you need to air next week today is not going to be helpful. We need to get that edited. We need to get it up on your hosting platform. Are you going to write a blog post for show notes about it?

[00:44:51] Are you going to send an email? How are you going to notify people? Do you have a graphic? Are you doing any social content? There’s lots of stuff that has to happen after that episode, if you want anyone to actually listen to it. And so really helping. Keeping yourself in line with committing to if I said I’m going to record today.

[00:45:08] Don’t skip it. Honor that space. Just like I would have to show up to a meeting if I worked at a corporate job, right? Honor this, the times that you’re booking yourself for. Don’t move them around unless you absolutely have to. Because you’re just going to make it harder for yourself behind the scenes.

[00:45:27] You’re gonna have all of these systems that are here to support you, and you’re not going to be able to let them shine and let them do what they need to do because you’re shuffling things around too much, or you’re waiting until the last minute, or you’re adding so much on your plate that you’re not able to be consistent because there’s too many things there.

[00:45:43] Tracy Hoth: Yeah, it’s so not what I thought you were going to say, but it’s so simple. Like it’s so doable in our, in the module and organized coach Academy for time. That’s what we look at. We look at what are we spending our time on and what’s the minimum things that we have to do. And by doing that, then create a system.

[00:46:03] I just helped someone talk through when they do a podcast, then what happens, then what happens, then what happens, then what do you have to do? You have to do to put that into an email, like all of those things and just getting it. We then attached it to a folder on their bookmarks bar called SOPs.

[00:46:20] They could easily get to it. Just click on it, put it up, follow the steps, be consistent with what you have with the minimum things that you’re doing all the time. Yes. And again, it comes back to all those distractions, all the ads, all the temptations of gearing away from that. That’s what happens.

[00:46:42] Our business is not growing because we’re like, Oh, I need to do this new 30-day challenge. I need to do, I need to go.

[00:46:48] Emylee Williams: Yeah. My trick to combat that because man, capitalism is fierce and it’s hard and it’s very easy to get distracted and like want to buy all those things. I, when I’m not being sold to, when I’m in a great, clean, healthy space and I’m not distracted, I’m not scrolling to talk.

[00:47:05] I’m not doing any of that stuff. I have a post it note on my computer. It’s gone now because I don’t have anything I need to be focused on. But I will ask myself when I’m in that right head space, right? Is there a system, a process, anything in my business that I do feel like needs refined right now? What is that?

[00:47:23] Is it client communications? Is it invoicing? Is it, I wish I had a better CRM or I’m ready to, I’ve outgrown my current, whatever, right? What is it when you’re in the clean headspace, have that post it note on your computer. And if you get served an ad, if you hear a conversation about something first pause and say, does it solve any of the problems that I actually have going on right now?

[00:47:45] If no exit out of that screen. Do not keep that

[00:47:48] Tracy Hoth: So good.

[00:47:49] Emylee Williams: Don’t do it. If yes, okay. Allow yourself. If, again, if you’re really distracted, set a timer for 15 minutes, 20 minutes, however much time you need, that’s how much time you get to look at their, their features, maybe sign up for a free trial, do some digging, and then put time in your calendar, actually utilize that free trial if you did sign up for it.

[00:48:13] Ask yourself, is this something that you is worth spending your time on investigating further, create the system for bringing on something new or reorganizing your Dropbox or whatever it might be. Right. Before you actually go all in on that. You wake up at the end of the day, this is the biggest thing.

[00:48:32] It’s like this, the amount of annual and monthly subscriptions that people have forget that they have.

[00:48:39] Tracy Hoth: When we have micro businesses, every dollar means a lot.

[00:48:39] Emylee Williams:  Quarterly do your audit at the end of every year, put it like in glaring highlight in, in your bookkeeping platform, when you signed up for something annual, Set it out for negative 30 days for when it renews and check yourself.

[00:48:59] Did I use it? Is it worth renewing? Can I follow up on that? Do I need to spend more time so it’s actually worth it for me? And keep, keep yourself on top of utilizing the systems that you’re actually paying for and using properly.

[00:49:11] Tracy Hoth: This is so confirming because I think organized coach Academy addresses all of these basic things that you need to have.

[00:49:20] Even in our business dashboard, we have a page for subscriptions and all of that. So it’s listed. So every time I look at my credit card. Business credit card bill and I see a subscription renew. I check. Oh my gosh. Did I update that I click in one click get there Check and see if it’s the right price and when it is And then you can glance at that and see am I using it?

[00:49:41] Yes. Yes. Oh, no this one. I need to go take that off So so good, but I also love what you said about look where your own pain points are right now and have it hanging up there Like that’s what i’m focused on Yeah. How can I make it smoother?

[00:49:57] Emylee Williams: If I see a solution to the problem I’ve already identified, great, then I can explore it.

[00:50:02] Tracy Hoth: The other thing I think with that is back when we were, my husband and I were going to do body for life. I mean, this was like 25 years ago, but we, we were going to do that and we didn’t have a weight bench and I’m like, no, if we’re consistent for, I don’t know if it was three weeks or three months, I can’t remember cause the whole thing was three months.

[00:50:22] It couldn’t have been that long. But. If we’re consistent and we lift for a month, then we can go reward ourself with the weight bench. And we were, and it made it so worth it. So same with this. Don’t even look at that. Put that in your idea tracker under, you know, software I might want, put it in there, set a date on your calendar in three weeks or in a month.

[00:50:46] I’m going to come back to that and then check it out.

[00:50:49] Emylee Williams: A hundred percent. Yep. Hold yourself accountable. Look that you also made progress. You lifted, you did the thing, right? You did what you have to do. Actually, you realize you can do it without it.

[00:50:59] Tracy Hoth:  Yes. Yes. Yeah, so good. Okay, that’s where we’ll wrap it up.

[00:51:06] It’s so fun too. We didn’t say this at the beginning, but we found out that we both live in Kansas City. Yes. So we’re going for coffee next week. I’m so excited, yeah. Me too. But have you lived here your whole life? I don’t think I asked that.

[00:51:20] Emylee Williams: I grew up in Tulsa and moved here when I was 12. I finished school here, went to high school here, and then ended up going, graduating from Mizzou in Columbia.

[00:51:31] Tracy Hoth:  Nice! So fun. Cool. Okay. Tell people where they can find you if they’re ready to have you come in and use your Otter and Miro. All my nerdy tech stuff.

[00:51:42] Emylee Williams: Yeah. You can see what I’m up to on my website at creativescatalyst. com. It’s multiple creatives – so creativescatalyst.com, or you can find me on Instagram at @emilysays to see all of the things that I’m doing at any given time, including writing and publishing books at Emylee says, and it’s E M Y L E E S A Y S.

[00:52:03] Tracy Hoth: Awesome. Thank you so much, Emylee , for being here. Yes. Thank you so much for having me. Wait, if you’re finding this podcast useful, you must check out the Organized Coach Academy. It’s my course where I walk you through every step to get your business organized, to get yourself organized, to save money and time, to prepare, to hire someone, to do all the things.

[00:52:27] that you want to do in your business with ease. Check that out at simplysquaredaway.com/oca. Also, I’m sure you’ve heard this a million times, but I would love it. It’s my way of knowing that you’re enjoying the podcast. If you leave a written review, I have lots of freebies for you.

[00:52:47] They’re linked in the show notes. You can find him in my bio on Instagram at @TracyHoth, and until next week, have a beautiful day.

two smiling professional women from The Organized Coach Podcast with text overlay, "Pain Points? How Systems Are the Solution with Emylee Williams" with host Tracy Hoth

Tracy Hoth