Beyond The Systems Podcast | Business Systems & Growth Strategies For Your Online Business

Episode Description: In this episode of Beyond the Systems podcast, I dive deep into Standard Operating Procedures (SOPs) – the secret weapon for scaling your business and building an efficient team. Learn how to create SOPs that actually work, eliminate constant team communication bottlenecks, and set your team up for success.

Key Takeaways:

• SOPs are not boring – they're your business's operational lifeline
• Reduce team communication back-and-forth by creating clear, detailed procedures
• Use tools like Loom and AI to streamline SOP creation
• Be extremely specific in your documentation to prevent team questions

Resources from this episode:

• Loom (screen recording tool)
• Claude AI or ChatGPT (for SOP drafting)
• SOP Template (available through Systems to Scale Audit)

Surprising Insights:

• Team building is one of the hardest challenges in online business
• Most entrepreneurs have never been formally trained in team management
• SOPs can transform your team's efficiency and your stress levels

Recommended Next Steps:

• Start documenting your core business processes
• Use screen recordings to capture exact workflow steps
• Create detailed, specific instructions for each procedure

Connect with Sam:

• Website: https://www.systemswithsam.com/services
• Instagram: https://www.instagram.com/systemswithsam/
• LinkedIn: https://www.linkedin.com/in/samwhiz/

Want to Go Deeper? I offer a Systems to Scale Audit where I help you map out core business systems and identify exactly where you need SOPs. Limited spots available, click here to learn more.

Beyond the Systems - Episode 63: From Scuba Instructor to Lead Gen Expert: Mills Gray's Journey to Helping Service Providers Thrive

Want to level up your lead generation game without feeling sleazy or overwhelmed? In this episode, I sat down with Mills Gray, a business coach with 16+ years of experience who helps service providers create stacked offer strategies and attract their dream clients.

After running a painting holiday company (think luxury art retreats) and diving deep into marketing, Mills found her sweet spot helping service providers and practitioners get visible and grow their businesses. And let me tell you – her approach is refreshingly practical.

Key takeaways from our chat:

• Why splitting your week into thirds (lead gen, selling, serving) is crucial for avoiding the feast-or-famine cycle
• The power of collaborations for organic growth (and why they beat posting 3x/week on Instagram)
• How to create lead magnets that actually work (spoiler: it's not about making 40-page ebooks)
• Why your cold audience needs different content than your warm audience
• Real talk about systems and automation (and why Mills is "marrying" Claude AI)

Mills dropped some truth bombs about why service providers often resist change (even when they're burning out) and shared her surprisingly simple approach to content creation and repurposing.

Listen in for practical strategies you can implement today to grow your business without working 40+ hours a week serving clients. Plus, Mills shares her secret weapon for creating hooks that actually stop the scroll (because apparently not everyone wants our freebies... who knew?).

Find Mills on Instagram @mills_gray and check out her podcast "Soul Leaders" for weekly 10-15 minute marketing tips.

And hey – if you're struggling with systems and automation like Mills admits to (hello, abandoned ClickUp account), let's chat! I help service providers streamline their businesses so they can focus on what they do best.

Resources from this episode:

https://millsgray.kartra.com/page/minimind

More about Mills Gray:

Mills has been a business owner for over 16 years. A coach and mentor focusing on helping service providers create a stacked offer strategy, attract dreamy af clients and step into their ceo era. A retreat host, podcast host and all round cheerleader:

A mum of two teens, two naughty dogs and lover of cold water swimming. 

Connect with Mills Gray:

• Website: http://www.millsgray.com
• Instagram: @mills_gray

Connect with Sam:

• Website: https://www.systemswithsam.com/services 
• Instagram:  https://www.instagram.com/systemswithsam/ ​​
• LinkedIn: https://www.linkedin.com/in/samwhiz/

In this episode, I'm diving into a super interesting client case study about a fitness coach who came to me totally maxed out with managing over 20 one-on-one clients.

She loved her work and her clients, but was drowning in admin tasks and couldn't even think about taking on another client, let alone launching the group program she dreamed about for 2025.

I break down exactly how we transformed her chaotic Google spreadsheet situation into a streamlined system that actually works.

Here's what we covered:

• Why her business was actually more scalable than she thought (hint: it's all about how you structure your offers!)
• The three-phase solution we implemented to help her get her sanity back
• My "clean house" approach to systems (because trying to grow a messy business is like inviting people over to a cluttered house - sometimes you need to tidy up first!)
• The real reason why task-switching is killing your productivity (and what to do about it)

I also share my thoughts on why randomly creating SOPs isn't always the answer (even though it feels productive - I see you trying!) and what to do instead.

This episode is perfect for you if you're:

• A service provider or coach feeling overwhelmed by client management
• Someone who loves 1:1 work but wants to make it more sustainable
• Ready to stop working IN your business and start working ON it

Sometimes the most scalable solution isn't a fancy new tool or automation - it's just getting really clear on your systems first.

Listen in to hear the full breakdown of how we turned this overwhelm into opportunity, and maybe grab a few ideas for your own business while you're at it!

Want expert eyes on your systems? I do a limited number of Systems to Scale audits each month - Click here to learn more about working together!

Resources from this episode:

Don't let your systems sabotage your scale: Book Now

Connect with Sam:

• Website: https://www.systemswithsam.com/services 
• Instagram:  https://www.instagram.com/systemswithsam/ ​​
• LinkedIn: https://www.linkedin.com/in/samwhiz/

In this episode of the Beyond the Systems podcast, Madison Tinder talks about her journey in transitioning to a membership model as her main business offer. She shares her experiences, challenges, and strategies for successfully growing her membership community, emphasizing the importance of structure, engagement, and the role of social media platforms like TikTok in driving growth. The conversation highlights common mistakes made in membership models and offers actionable insights for those looking to create or improve their own memberships. In this conversation, Madison shares her insights on managing and marketing memberships effectively. She emphasizes the importance of setting boundaries, taking time for launches, and focusing on problem-solving rather than just community. She discusses her commitment structure for memberships, the expansion of her offerings, and the systems she uses to manage her business. The discussion provides valuable takeaways for anyone looking to start or improve their membership-based business.

Takeaways

• Madison pivoted to a membership model after years of high-ticket offers.
• She focused on making her membership the signature offer of her business.
• The transition allowed her to grow a community and scale her membership.
• TikTok became a crucial platform for marketing and growing her audience.
• Engagement in memberships comes from structured pathways and not just community interaction.
• Many memberships fail because they lack a clear curriculum or pathway for members.
• The importance of fun and engaging activities in memberships.
• Personalized check-ins help keep members engaged and remind them of their commitment.
• It's essential to set boundaries in membership support to avoid burnout.
• Offering extra value in memberships can foster a stronger community.  Great boundaries are essential for managing membership engagement.
• Taking time for membership launches is crucial for success.
• Understanding what you offer inside the membership is key.
• Community should be seen as a byproduct of the membership experience.
• Memberships must solve ongoing problems for members.
• A minimum commitment period helps ensure member engagement.
• Trial memberships often lead to cancellations without commitment.
• Selling community alone is no longer effective in marketing.
• Expanding offerings can enhance business growth.
• Simple systems can streamline membership management.

More about Madison Tinder:

Madison is a business mentor & marketing educator who focuses on helping multi-passionate entrepreneurs build personal brands that help them grow their businesses. She ran an e-commerce business for 5 years and has hosted 7 retreats around the US. She is the host of Out Of This Niche Podcast and Multi-Passionate School Of Business community.

Connect with Madison Tinder:

• Website: http://www.madisontinderllc.com
• Instagram: @madison.tinder
• TikTok: @multipassionatemadison

Connect with Sam:

• Website: https://www.systemswithsam.com/services 
• Instagram:  https://www.instagram.com/systemswithsam/ ​​

LinkedIn: https://www.linkedin.com/in/samwhiz/

In this episode of Beyond the Systems, I discuss the five hidden tech gaps that can hinder the scaling of group programs. I emphasize the importance of having proper systems in place to manage client onboarding, community engagement, scheduling, and client tracking. By addressing these gaps, coaches and service providers can create a more efficient and effective group program experience, ultimately leading to better client satisfaction and business growth.

Takeaways

• Scaling requires proper systems in place.
• Many coaches struggle with transitioning from one-on-one to group models.
• Automation can alleviate administrative burdens.
• A messy onboarding process can lead to client dissatisfaction.
• Community management is crucial for group program success.
• Clear expectations in onboarding can reduce overwhelm.
• Shared calendars streamline scheduling for group calls.
• Tracking client progress is essential for scalability.
• Using the right tools can fill tech gaps effectively.
• Continuous improvement is key to successful group programs.

Resources from this episode:

Download the tech stack checklist: https://systemswithsam.com/tech-checklist/ 

Connect with Sam:

• Website: https://www.systemswithsam.com/services 
• Instagram:  https://www.instagram.com/systemswithsam/ ​​
• LinkedIn: https://www.linkedin.com/in/samwhiz/

In this episode, I'm breaking down how to move away from a calendar full of 1:1 calls without sacrificing your high level support.

Connect with Sam:

• Website: https://www.systemswithsam.com/services 
• Instagram:  https://www.instagram.com/systemswithsam/ ​​
• LinkedIn: https://www.linkedin.com/in/samwhiz/

In this episode, Gina Knox shares her journey from a background in design to becoming a financial coach for entrepreneurs. Gina discusses the importance of strong financial foundations for small businesses, the common pitfalls entrepreneurs face, and the significance of tracking financial data to ensure profitability. She emphasizes the need to focus on current problems rather than future uncertainties and provides actionable advice for separating personal and business finances. She shares her insights on managing business finances effectively. She emphasizes the importance of separating personal and business finances, maintaining a structured approach to working capital, and understanding the roles of gross profit in business operations. Gina also discusses the significance of having efficient systems in place to manage clients and automate processes, highlighting the use of technology like Airtable to streamline operations. The conversation serves as a guide for entrepreneurs looking to improve their financial management and operational efficiency.

Takeaways

• Finances can be overwhelming for entrepreneurs.
• Tracking financial data is crucial for business success.
• Many entrepreneurs ignore their financial data, missing out on potential profits.
• Sales alone is not a sustainable business plan.
• It's important to solve current problems rather than future uncertainties.
• Separate business and personal finances to avoid complications.
• Successful businesses track their expenses and ROI on marketing strategies.
• Understanding your financial data can lead to better decision-making.
• Coaching can be a powerful tool for entrepreneurs to improve their financial literacy.
• Gina has helped her clients save millions and build wealth portfolios. Don't open too many bank accounts; keep it simple.
• Working capital should be used and replenished constantly.
• Save for taxes monthly to avoid last-minute scrambles.
• Pay yourself consistently as if you were an employee.
• Your gross profit must cover taxes, personal pay, and debt repayment.
• Evaluate your expenses regularly to identify what's not working.
• Consider your offers as full-time and part-time jobs for better focus.
• Buffering in business indicates unresolved problems.
• Automate client management to reduce overwhelm.
• Use technology to track client data and improve efficiency.

More about Gina Knox:

Gina Knox is a financial coach for entrepreneurs with variable income and the host of the Small Business, Big Money Podcast. She teaches entrepreneurs how to create strong business foundations by paying off business debt while saving for taxes and paying themselves well in her 12 month program Small Business Money School, then she helps her clients create a 7 figure wealth portfolio with her mastermind 7 Figure Wealth. Over her career as a coach Gina has helped her clients save over 8 million dollars in their businesses, and build wealth portfolios worth over 14 million dollars.

Before becoming a money coach, Gina was a small business researcher for QuickBooks for 5 years where she investigated the books of over 400 companies globally.

Connect with Gina Knox:

• Website: http://ginaknox.co
• Instagram: instagram.com/ginaknox

Resources from this episode:

http://www.instagram.com/ginaknox https://ginaknox.co/podcast https://ginaknox.co/speaking https://ginaknox.co/email-list

Ready to start building scalable systems in your business? 

Get access to 10+ templates and resources, plus a live monthly training inside my free community The Systems Society. 

Join us now: https://www.skool.com/the-systems-society/about  

Connect with Sam:

• Website: https://www.systemswithsam.com/services 
• Instagram:  https://www.instagram.com/systemswithsam/ ​​

LinkedIn: https://www.linkedin.com/in/samwhiz/

In this Bite Size Systems episode, I’m sharing how I’m taking taking time for the holidays and the two key pieces to think about when planning your holidays. 

Connect with Sam:

• Website: https://www.systemswithsam.com/services 
• Instagram:  https://www.instagram.com/systemswithsam/ ​​
• LinkedIn: https://www.linkedin.com/in/samwhiz/

In this episode of the Beyond the Systems podcast, I discuss the challenges of scaling a business beyond 10K months. I emphasize the importance of having effective systems in place to support growth and share insights on identifying when systems are breaking. I outline three critical shifts needed for scaling success: enhancing client experience, optimizing the tech stack, and building a lean team. The episode concludes with an invitation for listeners to engage in a systems audit to identify gaps in their processes.

Takeaways

• Your systems may be holding you back from growth.
• The transition from 10K to 50K months requires refined systems.
• Automated onboarding is crucial for scaling.
• A jumbled tech stack can hinder your business operations.
• Client experience should remain consistent as you grow.
• You need to document processes for team efficiency.
• Identify where you are leaking money in your systems.
• Personal touches can enhance automated processes.
• A lean team can be more effective with clear documentation.
• Prepare your business for growth before it happens.

Resources from this episode:

Systems Scale Audit: https://systemswithsam.com/systems-scale-audit/

Ready to start building scalable systems in your business? 

Get access to 10+ templates and resources, plus a live monthly training inside my free community The Systems Society. 

Join us now: https://www.skool.com/the-systems-society/about  

Connect with Sam:

• Website: https://www.systemswithsam.com/services 
• Instagram:  https://www.instagram.com/systemswithsam/ ​​
• LinkedIn: https://www.linkedin.com/in/samwhiz/

Feeling the end of the year overwhelm? Here’s what you can do today to help you prioritize and get shit done.

Connect with Sam:

• Website: https://www.systemswithsam.com/services 
• Instagram:  https://www.instagram.com/systemswithsam/ ​​
• LinkedIn: https://www.linkedin.com/in/samwhiz/