Systemize Your Success

🎙 In this episode, I share how I’ve combined the project management framework we use in my business with AI to finally keep track of the multiple projects I’m constantly starting, pausing, and returning to. It makes sure I don´t end up with dozens of half-finished projects that suck up time without ever benefiting the business.

You’ll hear how I’ve taught AI to understand our project management system, build and maintain projects in Asana, and then use the same approach to help my team plan their own projects. The result is a much more human way of working with AI: I can see exactly where every project is, add or move tasks myself, and let AI handle the hard work of keeping everything in sync.

KEY TAKEAWAYS

💡 Don’t Leave AI Projects Locked Away Gathering Dust: Don’t leave long-running AI work buried inside your AI chat conversations; give every ongoing project a visible home, clear phases, milestones, and incremental deliverables.

💡 Keep Humans and AI in Sync: Use AI to work with the project management system your team already uses. Then, let it read and update projects there, while you and your team can still move, add, and prioritise work manually. This keeps everyone in sync without changing the way people already work.

💡 Build Value Before Perfection: Break projects into phases so you can get the simplest useful version live early, then add complexity over time instead of waiting for the perfect version to be ready.

💡 Teach AI Your Way of Working: Give AI your existing projects, guidelines, policies, and meeting context, then use brainstorming mode and plan mode to make sure it understands your system before asking it to build.

BEST MOMENTS

10:53 - 💬 “The simple fact I have a visual representation of each project I'm working on means that it allows me to feel calm and confident that we are going in the right direction.”

20:02 - 💬 “It allows me to actually see exactly what I've started, and I can then prioritise which ones I'm going to work on next and agree where I'm going to which phase I'm going to take that project up to before I then say pause.”

22:31 - 💬 “Start with the one that you feel is the biggest chore right now. The thing that you never do, or you skip

26:19 - 💬 “You can actually do some pretty cool practical stuff using AI … that your team can use in a human way without them having to understand how the whole AI thing works.”

TIMESTAMPED OVERVIEW

00:00 Intro: Managing Projects with ADHD

07:40 Synchronising the AI with Your Team

11:17 Implementing the System

21:06 The Project Vision Board Process

VALUABLE RESOURCES

Link to previous episode mentioned about Project Vision Board:

LINKS TO CONNECT WITH THE HOST

ABOUT THE HOST

Steve moved to Sweden in 2015 and transformed the way he ran his businesses, switching to a fully remote model. A former NHS doctor with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support. 

This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙 In this episode, I sat down with Cory Blumenfeld, serial entrepreneur and founder of BlueMoso, a managed virtual assistant service helping small business owners hire and support virtual assistants the right way. We explore why so many first virtual assistant hires fail, how documentation and clear systems turn a capable assistant into a true partner, and how to combine AI and human talent while treating remote team members fairly and building a culture that actually works.

Don´t forget to subscribe to make sure you never miss an episode and get the show notes, full transcript, and my best plug-and-play systems for free so you can systemise faster and free up more time for real, human work - https://www.systemizeyoursuccess.com

KEY TAKEAWAYS 

💡 Invest Time Upfront: Treat training assistants and documenting processes are currency that compounds into freedom and capacity.  If you do not document your processes before hiring, you will waste many hours doing one-on-one training, and most virtual assistants will not stay.

💡 Hire People, Not Cheap Labour: People thrive when they’re respected, protected, and truly integrated into your team and culture. Treat people like people - get to know them, socialise, and show them they matter.

💡Turn Your Virtual Assistant into the Systems Brain: If you’re not a natural systems thinker, when you find a capable virtual assistant, empower them to continually document, build, and refine your processes.

BEST MOMENTS 

07:50 - 💬 “For this person to succeed, I needed to document everything I couldn't expect them to just tap into my brain.” – Cory Blumenfeld

15:45 - 💬 “It's the investment of time now that compounds over the years because once you've done that once, you've nailed it.” – Steve Day

24:00 - 💬 “Treat people like people…. That´s when they go above and beyond.” - Cory Blumenfeld

40:13 - 💬 “Hire a virtual assistant that's super capable … now get that person to be the systems thinker in the business, if the business owner isn't that way inclined.” – Steve Day

TIMESTAMPED OVERVIEW

00:00 Intro: Hiring and Utilising Virtual Assistants 

11:57 Finding the right team members 

14:08 Hiring challenges without proper systems 

20:16 AI and process automation in business 

23:13 Discussing AI and human collaboration 

28:05 The importance of human connection 

32:46 Identifying and fixing system problems 

34:39 Building systems for improvement 

37:17 Importance of systems for productivity 

VALUABLE RESOURCES

​

LINKS TO CONNECT WITH THE GUEST

​

ABOUT THE GUEST

​5x founder with 2 exits, Cory is a self-described biz generalist with 10 years of experience across startups, operations, sales, and product. His companies have raised nearly $5M, and he has built an audience of 67K+ followers on LinkedIn.

Cory has started 5 businesses, despite having no prior experience in the industries he entered. He is currently the founder of BlueMoso, a company he says started almost accidentally.

Today, Cory is on a mission to help 1 million business owners grow their businesses and get their time back.

LINKS TO CONNECT WITH THE HOST

ABOUT THE HOST

Steve moved to Sweden in 2015 and transformed the way he ran his businesses, switching to a fully remote model. A former NHS doctor with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙 In this episode, I share why I’ve made the decision to change the cadence of the podcast after five years of never missing an episode. I reflect on what happened when I stepped away for five weeks, questioned why I was doing things the way I always had, and realised I was creating work that wasn’t necessarily aligned with where I want to spend my time, energy and attention.

We explore why consistency can sometimes become a trap, how to know when it’s time to change something you’ve committed to, and why making space today is the only way to create the future you want. If there’s something in your business or life you know you’d do more of if you just had the time, this episode will help you rethink what you’re saying yes to and what you might need to let go of.

KEY TAKEAWAYS

💡 Periodically Question Your “Successful” Habits: Just because something works doesn’t mean it still deserves weekly space in your calendar. Every regular task or habit needs to be periodically re-examined to see whether continuing it still works for you and your business.

💡 Treat Changes As Experiments: Make the change, watch the data and feedback, and be willing to pivot again instead of treating any change in how you operate as being permanent.  

💡 Create Space For The Future You: Cutting commitments today is often the only way to free the headspace you need to do the work you’re truly called to do.  

💡 Use Technology To Leverage Your Team: Pairing a small, capable team with systems, automation, and AI enables you to move fast without increasing bureaucracy.

BEST MOMENTS

02:13 - 💬 “We can end up just being stuck doing the same things because we've always done them without really questioning if it's the right thing going forward.”

06:16 - 💬 “It may be a gut feeling that actually pushes you to make a decision in the first place. But then that decision needs to be grounded in evidence going forward.”

09:36 - 💬 “This is a big change within the business. I want to keep the team tiny. I want to keep it focused. I want to use AI. I want to use automation. I want to continue sharing what I'm passionate about through this podcast.”

TIMESTAMPED OVERVIEW

00:00 Intro: Refocusing and restructuring the podcast

04:54 The new direction for this podcast revealed

06:14 Is it time for you to review your habits?

09:50 How to review and rebalance your own business tasks

VALUABLE RESOURCES

Link to previous episode mentioned:

LINKS TO CONNECT WITH THE HOST

ABOUT THE HOST

Steve moved to Sweden in 2015 and transformed the way he ran his businesses, switching to a fully remote model. A former NHS doctor with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙 In this episode of Systemize Your Success, I sit down with Si Elliott, a marketing agency owner, behavioural science expert, and author of Customer Experience Thinking. He’s been running a marketing agency for about 26 years, during which time he has worked with all kinds of clients using a range of tools and communication platforms to help them to successfully reach and convince the customers they want to work with.

We explore how AI and systemisation can amplify genuine human connection rather than replace it, and why long‑term relationships, clear expectations, and simplicity in your customer journey are the real levers for scalable, meaningful growth.

Don’t forget to subscribe to make sure you never miss an episode and get the show notes, full transcript, and my best plug-and-play systems for free so you can systemise faster and free up more time for real, human work – you can get it all at https://www.systemizeyoursuccess.com

KEY TAKEAWAYS 

💡 Systemise to Make Time To Be More Human: Use AI and automation to remove admin so you can spend more time in high‑empathy, high‑value conversations with clients. 

💡 Design Experiences, Not Just Funnels: Map the full customer journey and look for small, compounding improvements that reduce effort and stress at each touchpoint. The easier you make things for them, the better. 

💡 Protect Your Energy: Setting clear, honest expectations about access, timelines, and the level of support you offer protects your energy and creates happier, more trusting clients.  

💡 Success on Your Terms: Define success as a blend of impact, relationships, and lifestyle. Then build systems that serve that definition, not just revenue growth.

BEST MOMENTS 

07:01 - 💬 “AI amplifies human connection rather than takes it away … systemisation does the same thing.” - Steve Day

10:45 - 💬 “If you take a human entirely out of the process - why does Steve (or you) exist?” - Si Elliott

19:45 - 💬 “Simplicity is the brain's best friend.” - Si Elliott

30:30 - 💬 “Sometimes we have to just stare into that. We're not for everyone, and I won't be for every customer. And that's fine.” - Si Elliott

TIMESTAMPED OVERVIEW

00:00 Intro: AI and human roles

08:10 Using AI to enhance human connection  and systemise

24:05 Exploring behavioural science and behavioural economics in business

30:00 Customer service principles

45:10 Balancing work and life

VALUABLE RESOURCES

From Dr Steve Day:

From Si Elliott:

LINKS TO CONNECT WITH THE GUEST

ABOUT THE GUEST

Si Elliott is a strategic marketing leader, customer experience expert, and co-owner of Diversity and Fabricx. With over 20 years’ experience, he combines behavioural science and practical strategy to help brands build deeper human connections in a digital world. 

He’s also an award-winning lecturer, speaker, and advocate for creating experiences that genuinely resonate.

LINKS TO CONNECT WITH THE HOST

ABOUT THE HOST

Steve moved to Sweden in 2015 and transformed the way he ran his businesses, switching to a fully remote model. A former NHS doctor with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙 In this episode, I share how I went from constantly firefighting crises in my business to designing a default diary that bakes in time blocks for buffer, deep work, and real time off. So I can handle the unexpected without dropping the ball for clients or my family. I walk through the five steps I now use with clients: honestly defining your true weekly capacity, building a default diary that includes life as well as work, setting clear expectations with team and clients, iterating the plan each week, and finally creating protected freedom days that become your capacity for both deep work and emergencies.

You’ll hear how this approach has reduced stress, stopped deadline panics, and actually increased the quality of service and income, even though I now work far fewer booked days. If you’re tired of every crisis blowing up your week and you want a business that can absorb the unexpected, this one’s for you.

KEY TAKEAWAYS

💡 Design for Reality, Not Fantasy Weeks: Stop pretending you have 40 perfect hours to work with. In reality, nobody does, as life and responsibilities always get in the way. Define your true capacity based on how life actually shows up, then build from there.

💡 Use Default Diary Blocks Instead of To‑Do Lists: Fill your calendar with recurring time blocks for deep work. Dedicated blocks for clients, admin, family, and self‑care so you always know what fits and what doesn’t.

💡 Lead with Boundaries: Set clear expectations with staff and clients about when you’re available so you can serve them better without being constantly on call.

💡 Be Honest About How Long Things Really Take: Scheduling only an hour for a 50-minute run will not work. You will need time to change, stretch, shower and eat. 

💡 Create Freedom First, Then Income: Block freedom and deep‑workdays in advance, then redesign pricing, offers, and systems so your business funds, instead of fighting, that lifestyle.

BEST MOMENTS

08:32 - 💬 “If you haven't built slack into your day and into your week, then anything that's thrown at you causes huge amounts of stress, which actually can lead to more procrastination.” 

09:03 - 💬 “What I mean by capacity is what you actually have time to achieve on a weekly basis.”

13:46 - 💬 “The default diary is, yes, about work, but it's also about diarising everything in your life.”

22:05 - 💬 “If you clearly set expectations… people accept it.”

32:53 - 💬 “Overcome the guilt of not working.”

TIMESTAMPED OVERVIEW

00:00 Intro: Managing stress and work-life balance

09:00 Defining your capacity

20:03 Setting realistic expectations

28:43 Creating time for leisure and the unexpected

VALUABLE RESOURCES

Join our private, focused, and supportive community designed for freedom-driven entrepreneurs at https://join.sys.academy/ 

LINKS TO CONNECT WITH THE HOST

ABOUT THE HOST

Steve moved to Sweden in 2015 and transformed the way he ran his businesses, switching to a fully remote model. A former NHS doctor with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙 In this episode, I share the mindset shift and daily habit that helped a long-term client stop being the bottleneck in her business and finally use the team she’d been paying for years. I unpack how overwhelm, vague delegation, and “it’s quicker if I do it myself” thinking quietly cap your capacity, profits, and quality of life.

You’ll learn how to carve out a daily delegation block, pick the right kind of work to hand off, and brief tasks using my DIDACT framework so your team (or AI) can execute without you hovering. If you’re an entrepreneur or leader who’s constantly overwhelmed despite having people around you, this episode shows you how to turn that under-used support into real time, freedom, and better results.

KEY TAKEAWAYS

💡 Stop Being the Bottleneck: Until you admit that you’re the blocker and deliberately move work off your plate, no amount of hustle will fix overwhelm. Delegation is an essential skill.

💡 Win Back Time with a Daily Delegation Block: Ring‑fence time each morning to decide what to hand off and to review completed work before you dive into emails and firefighting.  

💡 Delegate Important, Not Urgent Work: Keep urgent, critical tasks for now and offload the “important but not urgent” pieces so they never turn into last‑minute crises.  

💡 Treat Mistakes as Design Flaws, Not People Flaws: First‑time errors are feedback on your process. Be realistic; most people are not going to get everything right, first time. Initially, you will need to review and give feedback.

BEST MOMENTS

03:46 - 💬 “It had nothing to do with the people that she was hiring. It was the fact that she wasn't actually delegating the work out in a standardised way, in a structured way.” 

08:17 - 💬 “Whatever you're giving somebody, if the instructions are no good, their ability to do it right is going to be diminished.”

10:19 - 💬 “Just share a part of a task with somebody that would help move that forward.”

12:34 - 💬 “You have to create the time to create freedom.”

TIMESTAMPED OVERVIEW

00:00 Intro: Struggles with delegation and feedback

05:19 Challenges of ineffective delegation

08:51 Addressing workload and delegation

13:26 Effective delegation tips using DIDACT

17:47 Taking the leap to delegate

18:56 Delegating tasks effectively

VALUABLE RESOURCES

Get free access to our DIDACT Framework for quickly capturing the HOW of tasks and delegating them effectively at https://sys.academy/guides

LINKS TO CONNECT WITH THE HOST

ABOUT THE HOST

Steve moved to Sweden in 2015 and transformed how he ran his businesses - switching to a fully remote model. A former NHS doctor with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support. 

This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙 In this episode, I share how finally hitting a lifelong revenue target left me feeling more lost and disconnected than ever and how that low point forced me to completely rewrite my definition of success. I walk you through the moment I realised I’d been chasing the wrong goals, why tying your self‑worth to shifting revenue milestones quietly erodes your joy, and how I landed on three new metrics that now drive every decision I make: presence, purpose, and peace.

You’ll hear the story of living next to ski slopes for years without using them, how blocking out ski Fridays became a radical act of freedom, and why leaders so often use free time to do even more work and how to break that exhausting cycle.

I explain how I’ve reframed systems, outsourcing and AI, not as tools to squeeze out more productivity, but as ways to create time, energy, and emotional bandwidth. Enabling me and my team to enjoy the lives we’re building. I share a simple future‑self visualisation exercise you can use to realign your goals today so you can live with more presence, purpose, and peace.

If you’re an entrepreneur, business owner or leader who’s hit the numbers but still feels something’s missing, this episode is for you.

KEY TAKEAWAYS

💡 Redefine Success Beyond Revenue: Hitting financial goals alone can leave founders feeling empty. That doesn´t happen when you build definitions of success around presence, purpose, and peace.  

💡 Create Freedom Before You “Earn” It: Stop deferring joy to some future milestone; constrain your calendar now, make room for the things you really want in your life.  

💡 Design Work Around Life, Not Vice Versa: Systems, outsourcing and AI should first create time and energy to enjoy the things in life that are important to you. Don´t use them to simply create more time to grind.

💡 The Ripple Effect Is Real: When leaders live more intentionally, their teams, families and clients benefit from a calmer, more purposeful version of them. 

BEST MOMENTS

01:00 - 💬 “That helped me reframe what success means, and by doing so, start feeling successful in the moment, start actually enjoying life.” 

08:36 - 💬 “They would spend all their time doing new business development stuff because they hadn't actually broken out of the self-worth being linked directly to the success of their business; that is a fundamental shift that I had to make.”

10:00 - 💬 “To live with freedom, you have to create from freedom.”

13:24 - 💬 “I then went into my diary and cleared out every single Friday for the entire ski season.” 

TIMESTAMPED OVERVIEW

00:00 Intro: Redefining success and happiness 

04:02 Finding presence, purpose, and peace  

06:27 Freedom now, not later  

09:09 Breaking the link between self-worth and business success

12:11 Future vision and personal goals 

17:54 Living with intention and balance

19:50 The future‑self exercise & next steps 

VALUABLE RESOURCES

Join our private, focused, and supportive community designed for freedom-driven entrepreneurs at https://join.sys.academy/ 

LINKS TO CONNECT WITH THE HOST

ABOUT THE HOST

Steve moved to Sweden in 2015 and transformed how he ran his businesses - switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙 In this episode, I share the exact content production system that’s kept my podcast going out every single week for five years, despite pneumonia, sick kids, holidays, and my own ADHD and dyslexia. I walk you through how I stripped my role down to the parts only I can do, then used process mapping, a virtual assistant, AI, and simple project management to handle everything else. An approach that works for any kind of content you need to deliver to a schedule.

You’ll hear how I built up a bank of episodes, moved to recording in batches, and mapped the whole thing into a clear pipeline so publishing happens whether or not I feel motivated. If you’re a business owner or leader who struggles with consistency but has no shortage of ideas, this will show you how to turn your creative chaos into a dependable content machine that runs without relying on your willpower.

KEY TAKEAWAYS

💡 Systems Beat Willpower: Consistency is not about being disciplined; it comes from a clear process that maps out what you need to do yourself, then delegates the rest of the tasks to the right people. 

💡 Map Out Your Process First: Identify the tasks needed to produce each piece of content, then note down every step in order.

💡 Delegate Intelligently: Strip your role back to the things only you can do and delegate the other steps to assistants, AI, and automation.  

💡 Lean on Content Banking and Batch Production: Record or write your content ahead of schedule and do it in batches. This improves the quality and makes you more efficient.

💡 Track Progress Through a Visible Pipeline: Use a project management tool like Asana to track each episode, post, or article from idea to promotion so nothing depends on memory.

BEST MOMENTS

00:32 - 💬 “Consistency has nothing to do with willpower; it has nothing to do with grinding away or having grit to be able to force through and get things done and stress out about it.”

10:09 - 💬 “That's why when I'm on holiday, the podcast still goes out.”

14:22 - 💬 “Having this copywriting engine in place means that now I'm doing five minutes of work, if that, per episode when it comes to all of the social media stuff. Whereas it used to take me a couple of hours.”

15:32 - 💬 “The one skill to take away from this is to actually learn how to map out your process using a simple process map.”

TIMESTAMPED OVERVIEW

00:00 Intro: Maintaining content consistency

05:04 Streamlining Processes with AI and Automation

10:03 Content banking and batch production  

13:30 Using AI for planning and promotion  

16:58 Process Maps and Task Manager Pipelines

VALUABLE RESOURCES

Get free access to our DIDACT Framework for quickly capturing the HOW of tasks and delegating them effectively at https://sys.academy/guides

LINKS TO CONNECT WITH THE HOST

ABOUT THE HOST

Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙 In this episode, I share how we’ve built a simple AI‑driven feedback loop that quietly improves our email open and click‑through rates every single week. Instead of dumping data into spreadsheets and planning to look at it later, we now use AI to analyse hundreds of emails, spot what actually works for our audience, and then feed those insights straight back into the tools that write our future subject lines.

You’ll hear how we turned my VA’s hard‑won intuition into reusable guidelines, how we wired AI reports directly into our copywriting system, and why I still insist on human review before anything goes out. If you want AI to act more like a smart marketing manager and less like another to‑do list, this is for you.

KEY TAKEAWAYS

💡 Turn Dormant Data into Decisions: Don’t let your open‑rate spreadsheets gather dust; use AI to surface patterns and recommendations you can actually act on to improve how your emails perform.  

💡 Make AI Your Subject Line Coach: Let AI compare hundreds of your own emails to reveal which structures, hooks, and topics your audience really clicks on. Tapping into this information to create better subjects is key for improving opening rates.  

💡 Capture That Tribal Knowledge Using AI and Playbooks: Bottle the intuition of those people who consistently nail subject lines by feeding their know-how into your AI and shared playbooks. When you do, your whole team will easily and reliably produce great results.  

💡 Close the Loop Weekly: Feed each week’s results back into your subject‑line data sheet so every send gets smarter.

BEST MOMENTS

00:25 - 💬 “This is one of those rare occasions where AI actually worked and gave us a result without hours of frustration.” 

04:15 - 💬 “What really matters is not, ‘Are your emails written to a very good standard?’ It’s, ‘Do people actually open the emails that you write?’”  

05:56 - 💬 “The email subject is arguably as important, if not more important, than the body of the email.”  

07:49 - 💬 “Every time we have either good or bad email, that information is passed to this data sheet, which is then using the source to create the new emails.”  

TIMESTAMPED OVERVIEW

00:00 Intro: Using AI for Business Insights 

02:26 Using AI to Analyse Email Performance

07:42 Building a Self-Improving AI Feedback Loop

09:56 Why Humans Still Matter in an AI Workflow

VALUABLE RESOURCES

You can put what you have learned in this episode to work immediately and check out Claude. Download my recommended tools at https://sys.academy/tools⁠ and join our paid community at https://join.sys.academy

LINKS TO CONNECT WITH THE HOST

ABOUT THE HOST

Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙 In this episode, I share how I’m using Claude to turn all kinds of messy business data - emails, spreadsheets, meeting notes, marketing stats, even staff timesheets into clear, practical reports that tell me exactly where my business is stuck and what to fix first.

I’ll walk you through real examples: how I used AI to quickly understand the real impact of my work with a client to use during a sales call, how we built a live marketing dashboard that actually guides our campaigns, and how we analysed revenue, retention, SEO and team workload to uncover hidden bottlenecks and low‑value tasks. You’ll hear why the real game‑changer isn’t “clever prompts” but building clean, connected data that your AI can tap into on demand. 

If you want to make better decisions, stop guessing where your time and money should go, and use AI as a practical ops and strategy tool in your business, this episode is for you.

KEY TAKEAWAYS

💡 Build Dashboards that Drive Action, Not Just Charts: Use AI to transform scattered marketing and operations data into simple, interactive dashboards that highlight trends, flag issues early, and suggest concrete next steps for you and your team.

💡 Let AI Call Out Your Blind Spots: When you combine website, sales, revenue, and client data, Claude hands you a blunt, prioritised view of where you must focus next.  

💡 Use Claude to Audit How Your Team Spends Time: Feeding in timesheets, task boards, and meeting notes reveals recurring bottlenecks and low‑value work you can redesign or ditch.  

💡 Build One Living Knowledge Base: Clean, centralised, non‑duplicated data is what makes every future Claude-generated report faster, smarter, and always current. Give the AI you decide to use read-only access to your raw data.

BEST MOMENTS

01:07 - 💬 “Claude is starting to revolutionise the way that I coach, I sell, and I actually work in my business.” 

07:30 - 💬 “What it produced was this incredibly detailed, incredibly insightful report of the current state of my business - my retention rates, my sales stats, all the stuff that should drive where I should focus on next was just laid in front of me in black and white.”

10:20 - 💬 “It also identified some tasks that it thought weren't particularly valuable for us. We can then look at those and decide whether or not we're going to ditch them or otherwise.”

10:46 - 💬 “Claude is only as good as the data you give it.”

13:00 - 💬 “Duplication is evil - you have to absolutely avoid this.”

TIMESTAMPED OVERVIEW

00:00 Intro: Using Claude for client reports

04:38 Improving marketing analysis using Claude

08:13 Identifying business efficiencies with AI

11:00 Creating a clean, up-to-date database for AI to use

VALUABLE RESOURCES

You can put what you have learned in this episode to work immediately and check out Claude. Download my recommended tools at https://sys.academy/tools⁠ and join our paid community at https://join.sys.academy

LINKS TO CONNECT WITH THE HOST

ABOUT THE HOST

Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

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