Scale Your Small Business

On this week's episode, we're going to talk about morning routines. We'll take a step by step walkthrough of Jillian's process in the morning and how each aspect brings something new, productive, and effective to the table. With the right tools and the right mentality, you can set yourself up for a good day, every day.

Start your day early--Jill wakes up at 5:45 to get her routine started. If you're not used to waking up that early, or you find yourself clinging to your bedspread in the cold morning, check out a Sunrise Alarm Clock from Amazon. It'll get you up in a much more gentle, natural way.

Structure is key when it comes to setting up or revamping a morning routine. Having dedicated periods or blocks of time for certain preemptive preparation for your day will make sure you cover your bases and give yourself the best shot you can at an outstanding day.

5:45 - 6:00 is a great time to get the essentials out of the way. This time is for using the bathroom, brushing your teeth, get dressed, and situate yourself for the day.

At 6:00, it's time to get breakfast, take your vitamins, and start your Miracle Morning. If you aren't familiar, Miracle Morning is a series of 5-minute meditations, 5 minutes of visualizations and affirmations, 15 minutes of reading a self-improvement book, and a 10-minute journaling session. During this time, it's also important to remember to drink as much water as possible!

6:45 - 8:15 is dedicated to getting a workout in, stretching, drinking more water, as well as replying to comments, checking YouTube videos, and checking social DMs. It's good to bake in professional activities into your morning as you're taking care of things to give yourself a head-start.

8:15 to 9:00 is a learning and implementation block. This time is for any courses you're taking to improve your business, fleshing out any ideas you've had, and in general learning and educating yourself. Spend this time looking through coaching materials and getting your brain going before your start your workday.

There are things you can put in place at the end of your workday to keep your momentum into the next morning. Creating a routine in the evenings, after your work, will clear the space in your head to start again the next day.

Start by writing down your next day's to-do list and review your affirmations. Use this time to solidify your goals and put your mindset where you want it to be before you step out the door. Plugin your devices and set up your workspace for success. Consider laying out vitamins, piling papers on your desk, and filling a Yeti cup with ice so when you sit down in the morning it's ready for you!

If you are interested in finding more about Jill's morning routine, let her know!

Key Takeaways

1. Structure is key when it comes to setting up or revamping a morning routine. Having dedicated periods or blocks of time for certain preemptive preparation for your day will make sure you cover your bases and give yourself the best shot you can at an outstanding day.
2. 5:45 - 6:00: Get the essentials out of the way. This time is for using the bathroom, brushing your teeth, get dressed, and situate yourself for the day.
3. 6:00: Get breakfast, take your vitamins, and start your Miracle Morning, a series of 5-minute meditations, 5 minutes of visualizations and affirmations, 15 minutes of reading a self-improvement book, and a 10-minute journaling session.
4. 6:45 - 8:15 Get a workout in, stretch, drink more water, and take a moment replying to comments, checking YouTube videos, and checking social DMs. It's good to bake in professional activities into your morning as you're taking care of things to give yourself a head-start.
5. 8:15 to 9:00: Learning and implementation block. This time is for any courses you're taking to improve your business, fleshing out any ideas you've had, and in general learning and educating yourself. Spend this time looking through coaching materials and getting your brain going before your start your workday.

Today, we're taking a look at a super useful tool that helps you visualize your work, limit your work in progress, and maximize your efficiency. The Kanban Board is an organizational poster-style home for your tasks, projects, and important reminders. A simple, three-sectioned board divided into quarterly goals. If you're looking for a way to keep your eyes on the prize, this is the way to go.

The Kanban Board's three columns use Post-it notes--to-do, doing, and done. On each post-it note, you're going to put whatever it is that you think you need to focus on. It can be as large or as small as you need it to be, the task can take two-minutes or it could take 2 years. The point is that you have a visual place to keep track of everything that's on your plate. No matter how much comes at you, a Kanban board is there to make sure nothing takes more time than it needs, and nothing slips through the cracks.

In the to-do section, it's helpful to break down what it is you need to get done by the day of the week. So, within your to-do column, you're looking at what your priorities are for the day without getting bogged down by other tasks. Instead of saying "Okay, I have this to do" you can say "I'm doing this on this day of the week." It holds you accountable and ensures you stay on top of things, especially the small ones.

The 'doing' section is where your to-do tasks go as you start the project. Any type of task you have to do can be moved from the day it's supposed to happen to the day it's happening. This way you can glance at your board and remind yourself of what you may still need to get done or notice that you can move it back to the to-do or forward it into the 'done' section.

The third section is the 'done' column, where you move everything you've accomplished throughout the day. Sometimes it can feel like we have wasted our day away doing nothing or spending too much time on menial tasks. This section is great for giving you concrete evidence that you have been productive. It's super gratifying.

Another cool aspect of a Kanban board is how it offers a physical representation of taking on too much. You can break this down into 90 days to see what is manageable for you.

Jill's technique of breaking down tasks that take minutes or less works well with a Kanban Board. When you write down your tasks on sticky notes, you realize just how much you can get done in a focused, intentional period of time. Plus, it feels really good to move a lot of stuff to the "done" section! With larger goals, it can be equally gratifying to finally move that sticky note to the other side of the board. And from there, you can keep a collection of them and go over your accomplishments at the end of the year!

Game Changer: you can have an online Kanban Board through platforms like Asana and Trello. These project-management sites work the same way your personal board does, but here you can share it with your team members who are tasked with certain aspects of a project.

Other quick tips:

-Only use 3M sticky notes. You want to make sure these last and can handle being moved!

-Consider color-coding types and varieties of tasks. There are tons of colors out there!

-Use an apothecary jar to collect your biggest accomplishments.

Check out Jill's Instagram to learn more about Kanban Boards!

Key Takeaways

1. A Kanban Board is an organizational poster-style home for your tasks, projects, and important reminders. A simple, three-sectioned board divided into to-do, doing, and done. It uses Post-it notes to keep track of what you need to get done, what you're doing, and what you've accomplished.
2. Break your sections down to a weekly schedule to keep on top of what needs to be done at what time.
3. Kanban Boards can live online in the form of Asana or Trello. These platforms allow you to have a shareable, team-based project and task manager that works the same way as your personal board.

LINKS

Hijillian.com

@jillianflodstrom

The question we're answering today is this: how often should you meet with your team? It can be difficult to balance over and undermanaging, and thinking about team-meetings can be overwhelming. How much is too much? What is too little? What other forms of communication work? Let's dive into today's episode and find out.

Jill's team meets once a week. She feels like this is a good balance of checking on what happened last week and also getting ready for the week coming up. But that doesn't mean they don't use other tools constantly. Slack is a good platform to keep in communication throughout the day if there is a quick question that needs answering right away. Email is too slow, clunky, and unnecessarily busy. By using a chat, you increase effectiveness and efficiency. Additionally, Asana is a project-managing platform that Jill's team uses to house all project-based conversations or questions.

Jill suggests meeting on Monday afternoon. Yes, you read that right, Monday afternoon. This is because if your team is international or live in multiple different time zones, you can accommodate each member of your team.

Using Google Calendars to schedule meetings keeps everyone informed and puts the meeting at the forefront of their mind and top of their priority list without forcing them to search for a Zoom link in their email, resulting in them forgetting about the meeting or coming late.

Jill also recommends an accountability system that ensures members of your team are in meetings on time. While holding employees accountable for meetings, it's important to remember to ask "how are you?" and "how are things going?" These are essential questions to ask, as we all know that things can be thrown up in the air in our personal lives all the time. Also, be respectful of your employees' time and hold yourself to the same standard!

Key Takeaways

1. Meetings once a week is a good balance of checking on what happened last week and also getting ready for the week coming up, but keeping in constant communication through a platform like Slack and/or Asana is key. Email is too slow, clunky, and unnecessarily busy. By using a chat, you increase effectiveness and efficiency.
2. Use Google Calendars to schedule meetings to keep everyone informed and put the meeting at the forefront of their mind and top of their priority list without forcing them to search for a Zoom link in their email, resulting in them forgetting about the meeting or coming late.
3. Hold your team members accountable, but hold yourself to the same standard. Be cognizant of time zones, unexpected hurdles, and anything else that could come up. It's important to remember to ask "how are you?" and "how are things going?"

We're all about saving time, being efficient, and being productive. When you're in the business of producing content, there's a practice many utilize to get material ready ahead of time: batch filming. You'd be surprised at how much content you can pump out in a short period of time when you allow yourself to sit down and get to work.

Certain periods of the year are going to be busier than others for your business, that's just how it works. And in times where there is a holiday or another engagement, you want to be prepared for that break where you won't be able to produce content every single day. You need something in the hopper!

Consistency is key when it comes to content, so making sure you're producing on a committed schedule.

When you're sitting down to batch film your videos, the first step is to map out how much time you'll need to get it done. Include any periods of time you'll need to pause, take a break, download videos, upload videos, eat, do laundry, you name it. You'll thank yourself later by setting expectations early on.

If you're a beginner, don't overwhelm yourself with a crazy amount of filming off the bat. But once you're ready to film, there are a few things you can have ready to go:

First, have your outfits planned, ironed, and laid out for you to swap your look between videos. This way, as soon as you finish filming an episode, you can start your upload and change your shirt between filming sessions. When you change, don't get lazy--hang up your outfits so when you're done filming, you don't have to worry about the aftermath.

Additionally, consider how much time it'll take for you to do your hair, makeup, and anything else you need to do to get ready to get in front of the camera. Remember, the camera will make you appear more pale than usual, so consider darkening your normal makeup!

Make sure you stretch! Sitting in a chair for hours is no different than riding in a plane. It's important that you reset, give your muscles a break, and come back fresh so you don't appear tight or tired in your next video.

Key Takeaways

1. Certain periods of the year are going to be busier than others for your business, that's just how it works. And in times where there is a holiday or another engagement, you want to be prepared for that break where you won't be able to produce content every single day. You need something in the hopper! Consistency is key when it comes to content, so making sure you're producing on a committed schedule.
2. Map out how much time you'll need to get it done. Include any periods of time you'll need to pause, take a break, download videos, upload videos, eat, do laundry, you name it. You'll thank yourself later by setting expectations early on.
3. Have your outfits planned, ironed, and laid out for you to swap your look between videos. This way, as soon as you finish filming an episode, you can start your upload and change your shirt between filming sessions. When you change, don't get lazy--hang up your outfits so when you're done filming, you don't have to worry about the aftermath.
4. Consider how much time it'll take for you to do your hair, makeup, and anything else you need to do to get ready to get in front of the camera. Remember, the camera will make you appear more pale than usual, so consider darkening your normal makeup!
5. Make sure you stretch! Sitting in a chair for hours is no different than riding in a plane. It's important that you reset, give your muscles a break, and come back fresh so you don't appear tight or tired in your next video.

Sometimes, when a person leaves your company things can, unfortunately, go south. Perhaps this person managed content, finances, or even crucial data. Today's question is a big one: how do I protect my business information from someone who has access to everything? There are steps you can take before you even hire a person to make sure your business is secure.

You want to set up your business to be able to shut off access easily, and there are ways to do that in just a few clicks. If you've made the decision to move ahead, you don't want to give a person a chance to delete, steal, or otherwise manipulate your business in a way that could be detrimental to your work. To prevent this, you need to make sure you have an "off" switch that you can flip to restrict access to your accounts.

When you're hiring, consider using a program called 1Password. This tool allows you to set up your employee's platforms and allow them access through their own password without ever seeing your personal information. The only usage they have is at your discretion, and those platforms appear as hidden passwords in their vault. The only information they get is an access key, which you control. With this program, you're able to revoke or change access privileges with just one click. That way, not only are you protecting yourself against outside hackers, you're adding a layer of safety by being the sole owner of your content and information.

Another layer of protection is part of the platform Dropbox. Dropbox is a content uploading and downloading service that allows you to give access to content, but the key here is that it cannot be deleted without your approval. If the content in your shared Dropbox folders is deleted, you have 30 days to recover it.

With all of your platforms that you're sharing with employees, make sure that you are the only administrator to the accounts. Otherwise, you can be removed from your own platforms, including most social media accounts. Allowing editing access prevents this from happening and is an easy fix, but an important one in the long run.

If you're in a situation where you need to pull the plug on something like a Google account, you are able to 'log out of all devices.' This way, you can restrict access to all of your accounts and reset your password without sharing that information.

Having a spreadsheet with all your accounts is not only insecure but a hassle if you're in a situation where you'd like to change your passwords. If you're using 1Password, you're able to not only keep your passwords and access codes safe, but you're able to easily change them as you see fit.

Key Takeaways:

• Set up your business to be able to shut off access easily, and there are ways to do that in just a few clicks. If you've made the decision to move ahead, you don't want to give a person a chance to delete, steal, or otherwise manipulate your business in a way that could be detrimental to your work. To prevent this, you need to make sure you have an "off" switch that you can flip to restrict access to your accounts.

• When you're hiring, consider using a program called 1Password. This tool allows you to set up your employee's platforms and allow them access through their own password without ever seeing your personal information. Their ability to manipulate content and data is at your discretion and can be revoked at any time.

• Dropbox is a content uploading and downloading service that allows you to give access to content, but the key here is that it cannot be deleted without your approval. If the content in your shared Dropbox folders is deleted, you have 30 days to recover it.

• With all of your platforms that you're sharing with employees, make sure that you are the only administrator to the accounts. Otherwise, you can be removed from your own platforms, including most social media accounts. Allowing editing access prevents this from happening and is an easy fix, but an important one in the long run.

• If you're in a situation where you need to pull the plug on something like a Google account, you are able to 'log out of all devices.' This way, you can restrict access to all of your accounts and reset your password without sharing that information.

Today's question is this: when do I know the right time to invest in technology? There are certain things that can make my life easier, but those come with a pretty hefty cost. So if you're evaluating if it's worth it to get that technology, tune in to hear Jill's process on determining what to spend money on.

The first step is obvious: do your research. Consider what problems this piece of technology or program solves for you. Does it solve more than one problem? Is there a system that you're currently using that this system could take over that system as well as solve the new problem? Could I absorb that cost that I'm already paying into this new cost to help offset it? Conversely, is this product a one-trick, expensive pony?

If you've decided you'd like to consider trying a system or product out, try setting the cost of the service aside for a few months in advance to feel out how the pricing fits into your budget. Then you can evaluate at the end of each month: am I missing money? Do I need to pull from other accounts? All while actually saving money if you decide to hold off.

Sometimes you can fall into a technology pit. There will be systems that require other systems, systems that improve existing systems, and systems that provide additional upkeep. Keep an eye out for programs and tech that offers a free trial of their product, or even a free version. That way, you can see how much you'll actually use it, if it's effective, and if it solves those problems you are looking to put an end to. Compare and contrast items in a spreadsheet with all of the services they offer and the pros and cons of each.

Make sure you go through these steps before locking yourself into a contract. Sometimes circumstances change, problems change, and budgets shift. Double-check that you'll really make good use of what you're spending money on and aren't left with regret. Don't fall victim to the bells and whistles!

Key Takeaways

Do your research. Consider what problems this piece of technology or program solves for you. Does it solve more than one problem? Is there a system that you're currently using that this system could take over that system as well as solve the new problem? Could I absorb that cost that I'm already paying into this new cost to help offset it? Conversely, is this product a one-trick, expensive pony?

Try setting the cost of the service aside for a few months in advance to feel out how the pricing fits into your budget. Then you can evaluate at the end of each month: am I missing money? Do I need to pull from other accounts? All while actually saving money if you decide to hold off.

Compare and contrast items in a spreadsheet with all of the services they offer and the pros and cons of each. Keep an eye out for programs and tech that offers a free trial of their product, or even a free version. That way, you can see how much you'll actually use it, if it's effective, and if it solves those problems you are looking to put an end to.

Today, the question Jill's answering on the podcast is ""How do I create a monthly budget?" This is an essential task that is going to benefit you in the long run. How do you prepare for slower months? How do you maximize a smaller budget? How can we make our money do push-ups? This week, we're digging into everything budgets.

First things first: it's time to print out the last three months (at least) of bank statements from all of your accounts. Get these organized by month so you can start to break them down. From there, you're going to grab a few of your favorite highlights and dive in. Your first stop is to identify all of those things you're spending money on that you just don't use anymore, or whose cost outweighs the usefulness. When you've adequately gone through and eliminated the low-hanging fruit, you're going to find out how you can cancel those subscriptions. Depending on how urgent it is, you can also close or cancel the card it's attached to. If you have to, set notes and reminders to cancel those services or tools that just don't make sense to keep paying for.

Next, you're going to take a different colored highlighter and go through your statements again. This time, you're taking a look at the harder to cut things. You're identifying, evaluating, and deciding here. Consider these questions when you're evaluating: How many times in the last week did you use it? How many times in the last couple of weeks? How many times in the last month? Will I use it in the future? If you're not using it around 19 times a month or so, or if you feel like it is time to move away from it, make sure you aren't under contract and make the cut.

You'll have to make some difficult cuts, without doubt. But, when all is said and done, you'll be saving yourself money that you can put wherever you need. Repeat this process as many times as you need to to make your budget work.

Once you've done all of this, it's time to keep track of what you ARE paying for. Jill suggests a Google doc, where you can set the dates you're taking money from accounts, manage how much is being spent, and where that money is going. This way, you can catch any changes that may occur and actively rebudget if you have to. Round numbers up to stay ahead and save even further. It's important to include accounts that you aren't looking at every day, as well, to make sure you don't forget something you've put on a credit card.

Key Takeaways

Print out at least three month's worth of bank statements and use a highlighter to identify things you're paying for that you may have forgotten about, or services and tools that just don't make sense to spend money on anymore. Cancel them!

Go back through your statements and identify, evaluate, and eliminate the harder to cut things. Consider these questions when you're evaluating: How many times in the last week did you use it? How many times in the last couple of weeks? How many times in the last month? Will I use it in the future?

Keep track of what you're paying for now. Use a spreadsheet, where you can set the dates you're taking money from accounts, manage how much is being spent, and where that money is going. This way, you can catch any changes that may occur and actively rebudget if you have to. Round numbers up to stay ahead and save even further.

How do we keep track of our priorities? How do we know what we should be prioritizing in the first place? Are there places you can make those priorities more efficient? These are all questions Jill is tackling in today's episode. Making your business run smoothly while maintaining your sanity is essential. Let's break down how you can do just that.

First things first: organize your task list and identify things that will take you two minutes or less. This time is longer than it seems with it's hyper-focused. You'd be surprised at how much you can get done in that much time or less. These tasks can quickly fall through the cracks if you don't get them out of the way first.

Once you've done that, you can start looking at tasks that you just don't have the skillset to complete efficiently. These are the things you need to delegate. You can consider looking at members of your existing team who fill the niche you need to be filled. There is a good chance someone who isn't you is specialized in the work you need to be done. Successful teams have a diverse set of skills so things can get covered and can save you money. If you aren't able to find someone on your team, try checking out sites like Fiverr or Upworks for a person who can support your business. From an efficiency standpoint, you're winning here. From a money-saving standpoint, you're winning. Plus, you're supporting other small businesses at the same time.

Once you've narrowed it down to your remaining tasks, Jill suggests blocking out time to ensure you can work uninterrupted. By blocking out time for these things, you make sure you're on top of what needs to get done. When you're working on things sporadically it's easy to lose your train of thought and will lead to tasks being left unfinished or taking more time than they need to. So, by blocking out this time, you're saving even more money.

Keep an eye out for Jill's downloadable PDF infographic of her Get Clear system!

Key Takeaways

Identify tasks that take two minutes or less. This time is longer than it seems with it's hyper-focused. You'd be surprised at how much you can get done in that much time or less. These tasks can quickly fall through the cracks if you don't get them out of the way first.

Identify tasks you can delegate. Consider looking at members of your existing team who fill the niche you need to be filled. There is a good chance someone who isn't you is specialized in the work you need to be done. If you aren't able to find someone on your team, try checking out sites like Fiverr or Upworks for a person who can support your business. From an efficiency standpoint, you're winning here. From a money-saving standpoint, you're winning. Plus, you're supporting other small businesses at the same time.

Block out time to work uninterrupted. By blocking out time for these things, you make sure you're on top of what needs to get done. When you're working on things sporadically it's easy to lose your train of thought and will lead to tasks being left unfinished or taking more time than they need to. So, by blocking out this time, you're saving even more money.

This week, the question Jill is answering is an important one: how can we stay at the top of an ideal client's mind? Sales are like dating. You wouldn't go on a first date with someone and say, "Hey, do you want to marry me?" The process is more similar than you think! Today, we're breaking down what you can do to make a sale naturally.

Selling is a sensitive, relationship-driven process. Everyone has gotten those super aggressive LinkedIn messages that are just "Hey! Here's what I'm selling!" without any context or conversation. When you're trying to connect, avoid those automatic emails or messages that are overwhelming. It feels gross and is ineffective. You see it the most in MLM's. Those messages telling you how much you need to lose weight and how they can do it for you. No one likes that! Instead, be consistent in your content and make sure you bring value every time.

The key is to lead with a conversation and connection, not a sale. Pushing your service or item down their throats means nothing if it doesn't solve the problem they have. So, your job is to learn about that ideal client's needs. Try following them on Instagram and take the time to learn what they are all about. That way, not only do you come off as a human and not a sale-bot, but you'll identify what their pain points are and if you can help solve them. Once you've done that, you can start building your target market and look for trends and what kind of things they respond to. Again, it's about being consistent. Put content out that your audience will find value in and will want to have a conversation about. You've already opened the door for them, so just be inviting! People need to be able to feel your passion, they need to feel your consistency.

It's important to understand how you make your money and what channels are most effective for that. For example, if you sell things through a swipe-up link on Instagram, you'll obviously want to bring or build your audience there. However, remember that you need to meet your ideal clients where they are first. If they are on Tik Tok, get on Tik Tok and show them the value of Instagram! When you're consistent, they'll see why it's worth following you there. People go with the path of least resistance. So, make sure you have sections on your website specific to what you're talking about on social, and be sure that your website is the first thing that comes up when they search you on Google.

Key Takeaways

1. Be consistent with your content. Put content out that your audience will find value in and will want to have a conversation about. People need to be able to feel your passion, they need to feel your consistency. Getting in front of an ideal client multiple times will help ease into a sale.
2. Lead with a conversation and connection, not a sale. Pushing your service or item down their throats means nothing if it doesn't solve the problem they have. So, your job is to learn about that ideal client's needs. That way, not only do you come off as a human and not a sale-bot, but you'll identify what their pain points are and if you can help solve them. Once you've done that, you can start building your target market
3. Meet your audience where they are! It's important to understand how you make your money and what channels are most effective for that. For example, if you sell things through a swipe-up link on Instagram, you'll obviously want to bring or build your audience there. However, remember that you need to meet your ideal clients where they are first. If they are on Tik Tok, get on Tik Tok and show them the value of Instagram!
4. Make it easy for your clients! People go with the path of least resistance. Make sure you have sections on your website specific to what you're talking about on social and be sure that your website is the first thing that comes up when they search you on Google.

LINKS

hijillian.com

On this week's episode of the Scale Your Small Business podcast, Jill is breaking down how best to communicate with your team. In today's working climate, there's a good chance your team is spread across the globe. When you have so many moving parts in so many places, it's absolutely essential that your communications are down-pat.

First thing's first: the cleanest, fastest, most efficient way to fire off a quick message or question is a program called Slack. This is a free communication platform that, when things get nuts towards the end of a deadline, is a lifesaver. This program has a different notification message from email, so you'll know someone is trying to get a hold of you in real-time. These questions and comments can be addressed first and faster than an email, which is all-important when in a crunch.

For questions and conversations related to a specific project, Jill recommends using a platform called Asana. This is a tool that allows you to create a "board" where you can set tasks, assign them, and everyone can keep track of what step each project is on as they are completed. With this way of organizing responsibilities, if there is a question regarding a part of a task, you can quickly see who is assigned to it and find any links, materials, or content you need. The only major challenge here is the initial set up. Remember, if there's a useful tool that you don't quite understand how to use, don't shy away! Find someone to help you!

On both of these platforms, you can tag teammates to reference them when you need them. That way, people are confused by conversations they aren't involved in and can keep on task where their attention is needed most.

Once you're in on these platforms, consider using ScreenFlow to train and coach new team members in how to use them!

With everything together, you're sure to increase your team's efficiency and efficacy over time. You won't regret it!

Key Takeaways

1. Use Slack, a professional messaging platform, to quickly address questions and have on-the-fly conversations. Slack is great when you need to get things done fast--who doesn't love that?
2. Asana is a great platform to keeping tasks, assignments, and responsibilities straight. With this tool, you can keep track of what steps need to be done on a specific project and communicate with relevant team members.
3. Don't forget to use ScreenFlow to train new hires on these platforms, so that they can transition smoothly into their new position.