Systemize Your Success

🎙 I like listening to business books while running or painting the fence, but I forget 90% of it, so can´t use it when I actually need it. But I’ve solved that problem. Today, I walk you through the simple, non‑technical AI framework I’ve built to turn years of audiobooks and other recordings into a structured, searchable learning library of summaries, frameworks, and quotes that I can access any time and plug straight into my business.

You’ll hear how I’m using tools like Whisper, Libation, Claude Agent Skills, and slash commands, plus an AI business brain, to not only remember what I’ve learned but have AI actively apply those ideas to my business. Including podcast outlines, content creation, and future decision‑making. If you’ve ever thought, I know I’ve read or heard the solution to this somewhere, but I can’t remember where to find it so I can refresh my knowledge, this episode is for you.  

KEY TAKEAWAYS

💡 The Problem With Audiobook Learning: Audiobooks and courses only pay off when you can find and apply what you heard to review it months or years down the line.

💡 Turning Audiobooks Into a Searchable Learning Library: Use tools like Libation and Whisper to transcribe, file and organise your audiobooks into a structured learning library. One that any AI tool can interrogate and pull knowledge from in a way that does not break copyright.

💡 Bake in Quality Control: Not everything you have read is accurate. Use AI to identify and flag weak evidence, missing references, and spot possible transcription errors. It won’t spot everything, but it will improve the quality of the information.

💡 Borrow the Format of the Best Content You Have Read: Use AI tools to automatically structure podcasts, content and projects using the best frameworks you’ve ever consumed. You will work more efficiently, attract more customers, and have better relationships with them and your team. 

BEST MOMENTS

02:15 - 💬 “Audiobooks are amazing at getting knowledge into your head… However, I only retain a fraction of it.” 

04:56 - 💬 “AI can read text really quickly. It has to turn audio into text before it can use it. So we want to do that stage first before we apply it to any other AI tools that we're going to use.”

11:46 - 💬 “I'm terrible at remembering details like that. So, this is for me heaven.”

21:02 - 💬 “AI can iterate instantly; you can ask for it to improve, it will make that improvement on the spot, and you get to use it there, and then no time lost.”

TIMESTAMPED OVERVIEW

00:00 Intro: Learning implementation struggles

08:26 Organising and transcribing audio files

10:44 Claude Skills and creating a searchable library

21:45 Creating reusable frameworks

VALUABLE RESOURCES

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 walk you through the 10-part Brand Voice document I use to train both AI and humans to write like me, so I’m not constantly rewriting emails, posts, and promos that just don’t sound like me. I show you how I turned years of trial‑and‑error with copywriters, coaches, and AI into a clear set of rules, examples, and banned phrases that keep content human, conversational, and on‑brand.

You’ll hear how I use content rules, my founder story, vision/values, ideal client briefs, and channel‑specific guidelines to create a single Brand Voice doc. A document that can be used with any AI or for human copywriters to get fast, high‑quality drafts that only need a very quick review before publishing.

If you lead a team or use AI anywhere in your marketing, this is the backbone that will stop you from sounding generic, robotic, or like every other person who operates in your industry or niche. 

⁠

KEY TAKEAWAYS

💡 Systemise Your On-Brand Content Creation: Every business can easily create a single, well‑built Brand Voice doc that enables AI and team members to draft any written text in your own unique voice, without you having to spend hours supervising. Someone just needs to quickly proofread it and maybe tweak it before publishing.

💡 Ban the Phrases You’d Never Say: Capture cringey, over‑polished lines and outlaw them so your writing sounds like a real conversation, not a corporate brochure. 

💡 Let Your Region Show Through (Lightly): Subtle regional cadence and expressions can make your brand feel more human. But it has to be a tone, not a costume. Don't sound like a stand-up comic, doing a poor impression. 

BEST MOMENTS

01:40 - 💬 “ Humans like speaking to humans, and the minute they pick up that they are speaking to an AI… they lose trust.” 

12:00 - 💬 “The read-it-aloud test is: Before any sentence ships, would Steve (I) actually say it aloud to a friend over a coffee? Is it the kind of line you'd only ever write down, never say? Then rewrite it.”

18:51 - 💬 “The long dash, and that is what AI always uses, and it's an absolute telltale sign something's being written by an AI.”

26:47 - 💬 “ It's probably the most powerful or useful standalone document out of all the ones that are in my brand kit.”

TIMESTAMPED OVERVIEW

00:00 Why most people can’t write in your voice  

03:48 Your brand document ecosystem   

10:57 The read‑it‑aloud test  

18:47 Banned phrases, plain language & AI tells

23:00 Sentence structure and truthfully telling your story

VALUABLE RESOURCES

If you’d like to see my full Brand Voice document, head to https://sys.academy/guides and download it. You’ll also get an invite next time we run the live Copywriting Engine workshop, where we’ll build out the rest of your brand kit together.

LINKS TO CONNECT WITH THE HOST

Podcast: https://www.systemizeyoursuccess.com

Website: https://systemsandoutsourcing.com/

Facebook Group: https://facebook.com/groups/systemsandoutsourcing/

LinkedIn: https://linkedin.com/company/systemsandoutsourcing/

Instagram: https://instagram.com/systems_and_outsourcing/

YouTube: https://youtube.com/@drsteveday42

TikTok: https://www.tiktok.com/@drsteveday42

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 why blindly jumping into AI, automation, or any new tech can actually increase your workload instead of reducing it, and how to avoid that trap. I walk you through the simple planning systems we use in my business: creating a clear business case and project vision, building a Personal Systemisation Plan to decide what to get off your plate first, and using effective delegation, documentation, and process mapping so AI (and humans) actually do what you want. 

You’ll hear how phase‑based project planning and testing work with real people before automating helps us ship useful improvements faster, avoid feature creep, and make sure AI really does give us more time back.

KEY TAKEAWAYS

💡 Don’t Let AI Create Extra Work: Without a clear strategy, plan and documenting progress, AI projects become shiny distractions that burn time and add to your workload instead of removing it.  

💡 Systemise Before You Tech‑ify: Use a Personal Systemisation Plan to capture what you do, prioritise high‑impact, low‑complexity tasks, and choose whether a human, automation, or AI is really the best next step. Before handing it over, be sure you have captured the process accurately.

💡 Delegate Like a Pro (to Humans and AI): Clear instructions, deliverables, and boundaries, backed up by solid documentation, are what make both team members and AI reliably perform the way you intend.  

💡 Avoid AI‑Driven Feature Creep - Work In Phases: Break AI and systems projects into small stages that each deliver real value, get them “over the line” and in use, then iterate. This avoids half‑finished monster projects that consume time but never pay you back.

BEST MOMENTS

03:01  - 💬 “AI can actually solve huge amounts of problems, but not without putting a huge amount of effort in upfront.”

04:18  - 💬 “The documentation of the system is as important as the planning of the system - both must happen before you build it.” 

16:22  - 💬 “We need to be really, really defined in the way we ask the AI to do something, just like you do with a human, just like you do before you plan an automation.”

17:17  - 💬 “If you don't map out what your automations are doing or what your AI is doing, people won't know when stuff is done by or whose responsibility it is.”

23:19 - 💬 “It's about actually having a systemized approach to reviewing what it is you're going to be working on next and making sure you follow that system.”

TIMESTAMPED OVERVIEW

00:00 Intro: Challenges in Implementing AI

07:30 Creating a Personal Systemisation Plan

10:01 Improving the assistant handover process

14:01 Avoiding AI memory overload

17:58 Importance of process mapping

19:09 Business growth through project planning

22:58 Planning and prioritising projects

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

Podcast: https://www.systemizeyoursuccess.com

Website: https://systemsandoutsourcing.com/

Facebook Group: https://facebook.com/groups/systemsandoutsourcing/

LinkedIn: https://linkedin.com/company/systemsandoutsourcing/

Instagram: https://instagram.com/systems_and_outsourcing/

YouTube: https://youtube.com/@drsteveday42

TikTok: https://www.tiktok.com/@drsteveday42

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 one CRM - GoHighLevel - ended up replacing a whole stack of disconnected tools in my business. What started as a hunt for a simple way to centralise text and WhatsApp messages so my team could handle client comms without relying on what was on my phone (WA/SMS) turned into a complete overhaul of our calendars, checkouts, e‑signatures, automations and more.

I walk you through how we consolidated tools like ActiveCampaign, Calendly, DocuSign, ThriveCart and a chunk of our Zapier automations into a single platform. You’ll hear about the pitfalls of juggling multiple apps, why owning your CRM account (not going through a reseller) is so critical, and how to plan a safe migration if you’re already on another system. If you want fewer subscriptions, cleaner client data and a team that can manage comms without you, this one’s for you.

KEY TAKEAWAYS

💡 Centralise Client Comms or Lose Out on Profit: If messages live across your phone, WhatsApp, email, and DMs, you will definitely miss things, and you can’t reliably delegate to your team.

💡 One CRM, Many Tools Replaced: Moving to GoHighLevel replaced separate tools for email, calendars, checkouts, e‑signatures, and a chunk of Zapier. As a result, it cut costs, reduced complexity, automated sharing of information internally and sped everything up.

💡 Design for Team Access: Building everything around your phone or inbox is a big mistake; it stops your team from running your comms for you.

💡 Own Your CRM, Avoid Fragile Deals: Lifetime offers from resellers are tempting, but you risk a lack of support, price hikes, and potentially losing access to your data if their business disappears.

💡 Treat Migration as a Strategic Reset: Use any CRM move to clean up your business data and processes. Cleanse lists, rethink segmentation, and rebuild automations properly, rather than copying past mistakes into your new comms system.

BEST MOMENTS

02:02  - 💬 “  I wanted a single place of reference that when I look at a particular client... I could see everything that was said to them by anyone in my team.” 

10:02 - 💬 “ (GoHighLevel) allowed me to simplify all of my apps across calendars, across my checkouts, across my communications, all into one place.”

35:38 - 💬 “  Moving from one CRM to another isn’t a small undertaking. You need to plan; you need to make sure that you're segmenting your audience properly.”

TIMESTAMPED OVERVIEW

00:00 Intro: Centralising client communication

03:42 What you can integrate in GoHighLevel

15:51 Custom objects and AI integration

27:52 Choosing the right CRM Software

VALUABLE RESOURCES

If you’re serious about simplifying your tech stack and centralising your client communications, don’t just take my word for it—go and play with the tool yourself. Check out GoHighLevel and get a 14-day free trial at ⁠https://sys.academy/tools⁠

LINKS TO CONNECT WITH THE HOST

Podcast: https://www.systemizeyoursuccess.com

Website: https://systemsandoutsourcing.com/

Facebook Group: https://facebook.com/groups/systemsandoutsourcing/

LinkedIn: https://linkedin.com/company/systemsandoutsourcing/

Instagram: https://instagram.com/systems_and_outsourcing/

YouTube: https://youtube.com/@drsteveday42

TikTok: https://www.tiktok.com/@drsteveday42

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 of Systemize Your Success, I sit down with Taylor Jean Anderson, a coach and systems strategist who helps people build online businesses around what they genuinely love to do. Most founders are drowning in tools and still doing low-value work. This episode is about flipping that.

When we use AI right, it enables us to be more human and approachable, not less so. We become able to focus on presence, purpose, and meaningful work. We cover using AI as a true thought partner, quickly building a “second brain” for your business that updates automatically, and drawing clear lines between what should be automated and what only you, as a human, can and should do.  

KEY TAKEAWAYS 

💡 Let AI Do the Robot Work, So You Can Do the Human Work: Most founders are drowning in tools and still doing low‑value work. You can flip that.

💡 Use AI as a Thought Partner, Not a Typist: When you teach AI your offers, goals, and worldview, it stops spitting out generic answers and starts challenging your thinking like a strategic business partner.  

💡 Don’t Systemise What Doesn’t Exist: Fancy workflows can’t fix unclear offers or missing foundations. Validate first, then build. Ask whether I need this yet? What business problem does this solve?

💡 Build a Second Brain from Your Own Data: Your coaching calls, sales calls, and content already hold the answers for your business. Use AI to mine your archive, find patterns and leverage what you already know. It is easier than you think and can be built to automatically update.

BEST MOMENTS 

02:57 - 💬 “When you utilise AI the correct way, it can actually make you more human.” — Taylor Jean Anderson

17:46 - 💬 “It's that ability to have that business partner you don't really want, but you need …. we can actually create an all-knowing business partner who has not got any ulterior motive other than for you to succeed” — Taylor Jean Anderson

32:30 - 💬 “I'm talking things into creation that previously would have been either very, very expensive, or taken too long.” — Dr Steve Day

TIMESTAMPED OVERVIEW

00:00 Intro: The “AI Overwhelm”

01:00 Use AI to achieve harmony in life

09:40 Building robust AI systems that work

26:53 AI tools that work right out of the box

VALUABLE RESOURCES

⁠For AI tools and other useful business app recommendations, go to https://sys.academy/tools

LINKS TO CONNECT WITH THE GUEST 

Website: https://royaltstudio.com/

Instagram: ⁠http://www.instagram.com/adaywithtaylorjean

ABOUT THE GUEST 

Taylor Jean is the owner of RoyalT Studio, where she helps business owners simplify marketing and sales with clear content, smart systems, and automation—including practical ways to use AI without losing your authentic voice. Her work blends strategy and intuitive leadership so growth feels sustainable, not overwhelming.

LINKS TO CONNECT WITH THE HOST

Podcast: https://www.systemizeyoursuccess.com

Website: https://systemsandoutsourcing.com/

Facebook Group: https://facebook.com/groups/systemsandoutsourcing/

LinkedIn: https://linkedin.com/company/systemsandoutsourcing/

Instagram: https://instagram.com/systems_and_outsourcing/

YouTube: https://youtube.com/@drsteveday42

TikTok: https://www.tiktok.com/@drsteveday42

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.

🎙 In this episode, I share how Claude has fundamentally changed the way I create and ship courses by turning a tangled mess of tools into a fully automated, end-to-end production line. I walk you through the stack of “skills” I’ve trained Claude to perform so far, including scraping all my course transcripts, generating logos, slides, handouts, and lock pages. As well as feeding everything into Circle and Descript. With all that in place, I have been able to create and deploy a brand-new course in under a week.

You’ll hear how this compound automation approach is letting me build an AI-powered brain for my business that is dramatically increasing how fast I am able to turn ideas into live, revenue-generating business resources and services.

KEY TAKEAWAYS

💡 Turn Claude into Your Execution Engine: Don’t just ask Claude questions; give it skills it can use repeatedly. Train it to do repeatable tasks, e.g. scraping, formatting, summarising, drafting, posting, and it will quietly run big chunks of your business while you stay focused on thinking and leading.

💡 Stack Small Skills Into Automated End‑to‑End Systems: The magic isn’t one clever prompt; it’s chaining lots of tiny Claude skills together so an entire workflow - content, ops, client delivery, sales and follow‑up can run from a single instruction.

💡 Feed Claude With Your Real Business Data and Processes: When you give Claude your transcripts, calls, documents, and templates, it stops being a generic chatbot and becomes a bespoke operator that understands how your business really runs.

💡 Let Claude Handle the “Faff,” Keep Humans for the Final 5%: Use Claude to do the clicking, copying, pasting, tagging, and drafting across your tools, then use your team to check the result and sign off before deployment.

BEST MOMENTS

00:01 - 💬 “ The outlook for my business, for my life, for getting stuff done has changed more dramatically in the past three weeks than any other time in my past 20 years in business.” 

05:27 - 💬 “Claude is giving me the power to share more, to be more productive, to be more valuable to my clients.”

07:18 - 💬 “I’m building something called an AI LMS, which is an amazing tool that can basically be the brain of your business.”

20:10 - 💬 “ Work with Claude is scary, but incredibly exciting… it can learn anything literally in seconds.”

TIMESTAMPED OVERVIEW

00:00 Intro: Exploring AI's current potential

03:50 How to use Claude skills

08:05 Building an AI brain for your business

15:44 Integrating AI in business workflow

VALUABLE RESOURCES

You can put what you have learned in this episode to work immediately - start systemising your success with 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

Podcast: https://www.systemizeyoursuccess.com

Website: https://systemsandoutsourcing.com/

Facebook Group: https://facebook.com/groups/systemsandoutsourcing/

LinkedIn: https://linkedin.com/company/systemsandoutsourcing/

Instagram: https://instagram.com/systems_and_outsourcing/

YouTube: https://youtube.com/@drsteveday42

TikTok: https://www.tiktok.com/@drsteveday42

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 single shift that completely changed how I use AI - creating a clear, detailed Brand Voice Guidelines document so AI can write in “my” voice, not a generic AI-sounding one. I walk you through how I went from clunky, obviously AI emails to polished copy that sounds like the best version of me, while still being fast to produce and genuinely on-brand.

You’ll hear how I built my guidelines using examples of my own writing plus writers I admire, how I keep a live “exclusion list” of clichéd phrases, and how I use tools like Claude projects, Claude Code, and linked Google Docs so every AI project pulls from a single source of truth. If you want AI-written content that feels human, consistent, and undetectable as AI across emails, sales pages, and courses - this is for you.

⁠

KEY TAKEAWAYS

💡 Train AI in “Your” Brand Voice: Creating decent Brand Voice Guidelines enables you to quickly turn rambling voice notes into polished copy. Polished emails and marketing that actually sound like you wrote them.

💡 Create and Maintain One Source of Truth: Keep your guidelines as a single, central document that every AI writing project references. Include an exclusion list to stop AI from using cliches or phrases that don't sound like you and ensure it writes in an inclusive way.

💡 Use AI To Smooth Out Your Ups And Downs: A strong brand voice file lets AI keep your tone and quality steady, so your audience experiences consistent, confident communication even on bad days when your energy, focus, or mood fluctuates.

💡 Use Projects, Not One-Off Chats: Set up projects so you don’t have to re-upload your guidelines every time you start a new piece of content.

BEST MOMENTS

01:19  - 💬 “   Brand. Voice Guidelines are a document or set of documents that you share with the AI before you start writing any copy for any of your marketing, emails, or web pages.” 

04:12  - 💬 “  Brand Voice Guidelines have transformed the speed at which I can produce content and also the quality of that content.”

08:35  - 💬 “   It (AI) can edit and do stuff on the fly while you're working with it, so it can be a self-correcting, iterative process that actually gets better and gets more intelligent, so to speak, as you are working with it.”

14:04  - 💬 “  Set up Brand Voice Guidelines, and it will transform the speed, quality, and ease of creating all of your content, forevermore.”

TIMESTAMPED OVERVIEW

00:00 Intro: AI helps articulate thoughts

03:49 Improving content with Brand Guidelines

07:34 Using AI to update branding

10:14 Why I switched to Claude

13:24 Creating effective Brand Voice Guidelines

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

Podcast: https://www.systemizeyoursuccess.com

Website: https://systemsandoutsourcing.com/

Facebook Group: https://facebook.com/groups/systemsandoutsourcing/

LinkedIn: https://linkedin.com/company/systemsandoutsourcing/

Instagram: https://instagram.com/systems_and_outsourcing/

YouTube: https://youtube.com/@drsteveday42

TikTok: https://www.tiktok.com/@drsteveday42

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 open up about the very real FOMO and identity crisis I’ve been wrestling with as AI explodes across the business world. I share the sleepless nights, the technical headaches of getting Claude Code and task‑running agents to work within tools like Asana, and the uncomfortable question of whether I should rip up my existing business and go “AI‑first” from scratch.  

You’ll hear why I*didn’t sack my team, how I’m instead building a human‑friendly interface between staff and AI, and why delegation, systems, and clear communication are now more critical than ever. If you’re a business owner who feels both excited and overwhelmed by AI -  and you’re wondering how to move forward without blowing up everything that’s already working - this one’s for you.  

KEY TAKEAWAYS

💡 Tame AI FOMO Before It Derails You: You can´t afford to ignore AI, but you also don’t want to blow up a working business just because others are sprinting ahead with AI. Instead of reacting to the hype and giving in to FOMO, make calm, deliberate decisions.

💡 Adopt AI in Bite‑Sized, Relevant Steps: Measure how far you’ve already come, then pick the next practical use case for your business instead of chasing every shiny AI possibility.  

💡 Make AI Work Through Familiar Workflows: Design simple, human‑friendly interfaces, e.g. task boards, so your team can “delegate to AI” without needing to become technical.  

💡 Manage AI Like a Team Member: Set goals, boundaries, permissions, and feedback loops for your AI agents just as you would for humans, so they’re powerful but safe and aligned with your culture.  Without human oversight, AI can easily go off in the wrong direction.

💡 Don’t Build in Isolation: Plug into communities, open‑source tools, and experienced guides so you can shortcut the hard technical work and avoid trying to figure AI out alone. 

BEST MOMENTS

00:04  - 💬 “  The AI FOMO epidemic is rampant in the business world right now.” 

03:52  - 💬 “  The AI agent is going away, doing them and then reporting back, just like a human would.”

07:35  - 💬 “   We sometimes lose sight of how far we've come. We focus on the goal that's in front of us, and that goal never, ever can be reached.”

16:52  - 💬 “   AI is not a silver bullet. It's not like, hey, AI, go run my business, and then off it goes and runs your business.”

21: 32  - 💬 “   We can't just plug AI into this. It's got to be an interaction between the AI and the humans.”

TIMESTAMPED OVERVIEW

00:00 Intro: Facing AI challenges and realisations

05:18 Managing staff access and training

07:41 The gap and the gain philosophy

12:27 Discussing AI tools and resources

15:02 Using AI to Enhance Business

16:32 Training and guiding new employees

21:23 Deciding on technology solutions

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

Podcast: https://www.systemizeyoursuccess.com

Website: https://systemsandoutsourcing.com/

Facebook Group: https://facebook.com/groups/systemsandoutsourcing/

LinkedIn: https://linkedin.com/company/systemsandoutsourcing/

Instagram: https://instagram.com/systems_and_outsourcing/

YouTube: https://youtube.com/@drsteveday42

TikTok: https://www.tiktok.com/@drsteveday42

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’ve taken the chaos of managing dozens of DNS records, SSL certificates, and email settings across multiple providers for my websites. I simplified it all into one, non‑techie‑friendly dashboard using Cloudflare. I walk you through how I now spin up subdomains, connect tools like my CRM, and handle DKIM and DNS changes in minutes instead of hours – often with one‑click integrations.

You’ll hear how Cloudflare has saved me hundreds of pounds a year on SSL, dramatically improved my sites’ speed and security, and virtually eliminated the stress of “I’ve broken the website” moments. If you’re an entrepreneur or business owner who hates technical faff but needs reliable, fast, secure websites, this will show you a simple way to centralise and systemise all your DNS and domain management.

KEY TAKEAWAYS

💡 Centralise All Your DNS: Save time and reduce stress by pointing all of your domains’ nameservers to Cloudflare. All your DNS changes can be made in one simple, consistent dashboard, instead of having to remember how to do it across several hosting panels.

💡 Security and Potential For Cost Savings: Cloudflare bundles free SSL, DDoS protection, proxy-based IP masking, and other security tools that many hosts charge for, meaning there is the potential to both harden your sites and reduce recurring costs each year.

💡 Website Speed Improvements Directly Impacts Sales: Faster load times via Cloudflare’s CDN and caching reduce friction for visitors, which meaningfully boosts conversions and revenue.

BEST MOMENTS

00:24  - 💬 “  I  have no affiliation with them, but I want to share it today, because it is awesome.” 

06:34  - 💬 “  You only have one login and one dashboard to deal with. That is absolutely priceless.”

10:45  - 💬 “  The website loads faster, and you get more sales as a result.”

11:43  - 💬 “   It will take you less than five minutes to put a website from where it currently is onto here.”

TIMESTAMPED OVERVIEW

00:00 Intro: Using Cloudflare for website management

01:00 Simplification and time saving

06:30 Cost savings and security

10:49 Performance and reliability enhancements

VALUABLE RESOURCES

Go to sys.academy/tools to check out how amazing Cloudflare is yourself - also check out other cool tools and apps that we use and recommend.

LINKS TO CONNECT WITH THE HOST

Podcast: https://www.systemizeyoursuccess.com

Website: https://systemsandoutsourcing.com/

Facebook Group: https://facebook.com/groups/systemsandoutsourcing/

LinkedIn: https://linkedin.com/company/systemsandoutsourcing/

Instagram: https://instagram.com/systems_and_outsourcing/

YouTube: https://youtube.com/@drsteveday42

TikTok: https://www.tiktok.com/@drsteveday42

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 why I’m no longer excited about replacing whole teams with AI and instead, focus on building AI‑augmented teams that get better results, faster, without blowing the payroll budget. I’ll walk you through how I “hire and train” AI like a new team member using Standard Operating Procedures (SOPs), templates, and examples, and why treating AI like a search engine is the fastest way to get mediocre outcomes.

You’ll hear why I’ve moved my own workflows from ChatGPT to Claude, how I’m using projects, skills, and autonomous agents to amplify what my existing team can do, and a simple first experiment you can run today with one role or process. If you want to turn your current staff into an AI‑powered, higher‑level team instead of trying to replace them, this episode is for you.

KEY TAKEAWAYS

💡 Stop Chasing Full Replacement of Your Team With AI: For most businesses, particularly small businesses, an AI‑augmented team beats the fantasy of firing everyone and letting AI run the show.  

💡 Train AI Like a New Hire: The more SOPs, examples, and context you give your AI, the more consistent, on‑brand work it can deliver without you.  

💡 Pick ONE Core AI Platform: Go deep on a single tool and master it. Explore and be persistent. Understand its strengths, limits, and integrations. Only use other AI tools if your chosen platform fails for certain tasks.

💡 Make Your Team the AI Owners, Not the Victims: When your team helps design and direct how AI is used, it stops feeling like a threat and becomes a tool that enables them to escape the grind and lean into higher‑value work that quickly moves the needle. 

💡 Start Today, With One Process: Get one of your team members to choose a single role or task, upload everything into a project, and let your team member and AI co‑design a better workflow. Do this with each team member.

BEST MOMENTS

02:06  - 💬 “   (With AI) the opportunities of possibilities are massive, but so is that learning curve and that is putting off a lot of people.” 

05:44 - 💬 “  I'm now dedicated to learning Claude and mastering it and only using other tools if Claude fails.”

13:08  - 💬 “  The future is not AI or humans. The future is AI augmented by humans.”

13:15 - 💬 “  We get far more done at a far higher level than we could ever think was possible before, without having to blow our budgets on amazing consultants and stuff.”

TIMESTAMPED OVERVIEW

00:00 Into: Training AI for consistency

02:20 Use AI to support - not replace

05:19 Exploring different AI tools

09:28 Human AI collaboration

VALUABLE RESOURCES

Get free access to our DIDACT Framework—here's the link to our best Guides, Frameworks, and Templates: https://sys.academy/guides 

LINKS TO CONNECT WITH THE HOST

Podcast: https://www.systemizeyoursuccess.com

Website: https://systemsandoutsourcing.com/

Facebook Group: https://facebook.com/groups/systemsandoutsourcing/

LinkedIn: https://linkedin.com/company/systemsandoutsourcing/

Instagram: https://instagram.com/systems_and_outsourcing/

YouTube: https://youtube.com/@drsteveday42

TikTok: https://www.tiktok.com/@drsteveday42

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/