"I am really in awe of how well everything functions within this business. It's not chaotic in any capacity."

This was the message I received from my newest team member and I can tell you, that lack of chaos she feels is very, very intentional. 

Running a business without physical walls comes with its own set of challenges. The absence of spontaneous coffee chats and in-person energy means we need to be even more deliberate about how we create structure and connection. Today, I'm sharing my top leadership and team tips that have transformed Swift Ventures from a potentially chaotic virtual space into what my team member called a "beautifully well-oiled business."

Intention Over Chaos

Every Sunday night, I set aside 30 minutes to map out the week ahead. This isn't just about listing tasks – it's about creating mental space to lead from the front foot rather than constantly playing catch-up.

A calm business is a regulated business. Think about how you show up as a leader. Are you bringing steady, grounded energy or frantic, reactive vibes? The difference ripples through your entire team. 

Systems on Systems

Hearing someone describe my business as "well-oiled" brings me genuine joy. Not because I'm obsessed with perfection, but because those systems represent freedom – both for me, my team and my clients.

Every process in our business lives in Asana, creating a backbone that supports our creativity rather than stifling it. From content creation to client onboarding, we have systems for everything. This doesn’t mean we are rigid, but more that our systems provide a framework that allows us to evolve and grow.

The Art of Virtual Connection

As a leader, everything comes back to me. So when something goes wrong in my business, I don’t point the finger and blame. I’ve been very intentional to create a culture where we ask the question, “ what do we need to do here so that this doesn't happen again?”

Our Slack channels have become our virtual hallways – spaces where ideas flow, celebrations happen, and yes, sometimes silly GIFs are shared. With a team working in three different time zones, we rely heavily on really clear communication through Slack so that everyone knows exactly what is happening.

Embracing Mistakes With Grace

A business that functions well is one where people don't arrive feeling dysregulated or fearful of making mistakes. We hold high standards at Swift Ventures, but we pair them with high support.

When someone messes up – including me – we follow a simple approach: apologise, own it, call it out, and move forward. No dramatic reactions, no lingering tension. Just acknowledgment, learning, and progress.

What I've learned through building this virtual team is that exceptional leadership often reveals itself in the smallest moments – how you respond to a mistake, how attentively you listen, how clearly you communicate your vision. These seemingly minor interactions create the foundation for everything else.

Connect with Ellie: 

Apply for the Swiftmind Scaled Mastermind (the ONLY chance to be coached by me in 2025): https://ellieswift.com/mastermind 

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

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