Our special guest on the podcast today is the one and only Nivek Harrison, the Online Business Manager here at Swift Ventures and owner of The Virtual Chapter, a support agency for online coaches & service providers who want to scale their operations with ease.

Nivek has been a member of Team Swift for almost 5 years, coming on board to kick off of our very first mastermind, so it’s fair to say she has been integral to the process and knows The Mastermind Model™ inside out. Since then, Nivek has gone on to become a co-coach in Swiftmind Scaled.

Through her combined skills and unique approach to project management and team leadership, Nivek helps service-based business owners create systems and structure in their business so they can show up and serve their clients in a deeper way (and get back a whole bunch of time while doing it).

The Virtual Chapter is now a multi-six figure agency with a team of 12 and serves clients globally. Through their team model, Nivek and The Virtual Chapter have supported countless clients from business launch through to 7-figures. Her in-depth knowledge of systems, tech and operations means she is able to guide business owners to create an easeful and scalable business model.

Needless to say, Nivek knows a thing or two about systems and in this episode, she’s taking you behind the scenes to share the top 3 systems we use and love at Swift Ventures. 

1. Project Management System

Our project management tool of choice is Asana. It contains every single thing that we do each day and quite frankly, without it, we’d be lost!

Why do we use Asana?

Centralised Tasks: Every task, from the smallest to the most significant, is documented in Asana. This keeps the entire team on the same page and ensures that nothing falls through the cracks. It also means that we can see what everyone else is working on so we can collaborate and get a full understanding of the workload.

Process Documentation: Our tasks in Asana often include links to Loom videos for how a task is to be completed. This consistency is vital for training new team members and maintaining high-quality work.

2. Client Onboarding System

Client onboarding is one of the crucial touch points in a client journey with you, but it’s often overlooked. Over the years, Nivek and I have spent a lot of time honing and crafting our onboarding system, particularly around our masterminds, because we understand how vital this process is for client success. 

Task Management & Automation: At Swift Ventures we use Asana to manage our client onboarding tasks, ensuring key steps like contract sending, payment setup, and course access are systematically handled. We also do manual checks for certain tasks to ensure each client gets the attention they deserve. 

Educational Resources: New clients receive detailed instructions and Loom videos on using our preferred tools and platforms (like Slack and Kajabi) and we know from client feedback that this makes them feel comfortable and supported right away. 

3. Data and Analytics System

Last year, we committed to getting even better with our data and analytics to set ourselves up for making the most informed decisions in the business.

Google Analytics and Looker Studio: These free tools provide comprehensive insights into website traffic, user behaviour, and other critical metrics. At the time, we were repurposing our podcast episodes as pins on Pinterest but when we looked at the data, it became clear that this strategy wasn’t effective. Understanding the analytics helped us pivot to a more effective strategy. 

Revenue and Conversion Tracking: By monitoring monthly revenue, recurring income, and conversion rates, we’ve been able to make strategic decisions to optimise our marketing and product offerings. As a whole, data analytics helps us understand what’s working and where adjustments are needed.

I hope you love this episode and find the behind the scenes business insights from Nivek really helpful. With the right systems and tools, you can really transform the way you operate your business and, ultimately, see amazing results for your clients. 

LINKS

Resources Mentioned: The FREE Mastermind Launch Playbook

Connect with Nivek Harrison:

Instagram: https://www.instagram.com/thevirtualchapter/

Podcast: Effortless Online Systems

Connect with Ellie: 

Website:      https://www.ellieswift.com/

Instagram:   @elliehswift

Facebook Group:    www.facebook.com/groups/shineonsocialellieswift/