Systemize Your Success

🎙 Today, I’m joined by Mark Aylward—entrepreneur turned business coach—who helps people rediscover their purpose and create meaningful work. We discuss self-accountability, alignment, and having honest conversations with yourself to move beyond dissatisfaction. Plus, Mark shares his free “Find Your True Purpose” workbook to help high-performing men regain confidence.

Success isn’t a destination—it’s an ongoing journey of growth and clarity. Tune in and take the first step toward redefining success on your own terms.

KEY TAKEAWAYS

💡 Self-Reflection and Accountability: Recognising the need for an honest conversation with oneself is crucial for personal growth. Allocating quiet time to reflect on one's values, desires, and motivations can lead to greater clarity and alignment in life.

💡Embrace Change and Take Baby Steps: Change can be daunting, but starting with small, manageable steps is essential. Engaging in practices like meditation, visualisation, or breathwork can help individuals ease into new routines and foster personal development.

💡The Importance of Forgiveness: Self-forgiveness is vital when facing setbacks or challenges. Acknowledging that everyone has off days and allowing oneself to move past mistakes can help maintain momentum in personal growth.

BEST MOMENTS

10:42 - 💬 “If you haven't got a guiding star, if you haven't got a reason why, or even understand, asking yourself those questions, then it can be a bit difficult to keep going.” —  Steve

29:34 - 💬 “If you have a set of rules, and you go, OK, if I live by those rules, then I am fully aligned. Then it just becomes a function of, OK, I'm going to do this now. Is that aligned with my rules? Yes or no? If it's not, don't do it.” —  Mark

35:25 - 💬 “That's what success looks like to me, the ability to help as many people as possible move from a place that's not satisfying to a place where they're perhaps also serving the world.” —  Mark

TIMESTAMPED OVERVIEW

00:00 Exploring Success and Purpose

02:21 Introducing Mark Aylward

08:27 Finding Your True Purpose: Beyond the Paycheck

10:55 How to Access Free Resources

15:33 The Journey to Self-Improvement

19:34 Stepping Out of Your Comfort Zone

25:28 Taking Back Control of Your Life

VALUABLE RESOURCES

Our Trusted Tools, Apps, and Services (For Go High Level (GHL) Affiliate Link): https://sys.academy/tools

LINKS TO CONNECT WITH THE GUEST

Website: https://www.7pillarsglobal.com/join

LinkedIn: https://www.linkedin.com/in/aylwardmark/

YouTube: https://www.youtube.com/@maylward

ABOUT THE GUEST

Mark Aylward is an entrepreneur and business growth strategist with 30+ years of experience. He helps business owners and high-level professionals build freedom-focused businesses through his “7 Pillars” framework. He's also a podcast host, speaker, and mentor focused on simplifying structures and moving from high effort to high leverage.

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 sit down with Lasada Pippen—a former computer engineer who traded coding for coaching and has since become a powerful motivational speaker.

Lasada shares his journey of leaving behind a stable engineering career to follow his true calling, along with the lessons he’s learned about living with purpose, presence, and freedom.

We also dive into his C4 framework for powerful communication—clarity, conciseness, compelling delivery, and confidence—so you can learn how to connect more effectively in any setting.

KEY TAKEAWAYS

💡 Identify Obstacles and Opportunities: To move forward, it's essential to identify first the obstacles that are holding you back and the opportunities that lie ahead. Understanding both is crucial for making informed decisions.

💡 Make a Decision and Commit: Once you've identified your goals and fears, the next step is to make a firm decision to pursue your desired path. This involves "burning the boats," or eliminating any options to retreat, which helps maintain focus and commitment.

💡 Live with Purpose: Success is defined as living a life of purpose rather than mere existence. Engaging in activities that you love, are good at, and would do for free can lead to a more fulfilling life.

BEST MOMENTS

03:19 - 💬 “I want to make sure that I pursued everything that I believe I was supposed to have and pursued everything that I thought was worth going after.” — Lasada

03:39 - 💬 “I inspire people to be their absolute best and to believe that they can do anything that they feel that they should have in life.” — Lasada

04:56 - 💬 “Whatever level we are at in the world, in business, in life, in success, there's always the next level to attain to, and there's some barrier that's holding us back from getting there.” — Steve

32:08 - 💬 “It has to have clear communication. Nobody should leave a conversation asking, 'Mm-mm, I wonder what they meant by this particular phrase'. ” — Lasada

TIMESTAMPED OVERVIEW

00:00 “Maximal Impact: Break Comfort Zones”

11:24 “Embracing Change: A New Path”

19:24 “Creating a Culture of Trust and Purpose in Leadership”

29:28 “The C4 Communication Framework”

VALUABLE RESOURCES

Lasada Pippen Coaching: https://www.lasadapippen.com/coaching

LINKS TO CONNECT WITH THE GUEST

Website: https://www.lasadapippen.com/home

LinkedIn: https://www.linkedin.com/in/lasada-pippen-keynote

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

ABOUT THE GUEST

Lasada “LP” Pippen is a former computer engineer turned powerhouse keynote & motivational team building speaker who helps organisations & professionals break barriers and elevate their impact. He channels inspiring storytelling to ignite purpose, perseverance, and dynamic results. His signature keynote, The Climb, equips audiences with the mindset and tools to rise higher—personally and professionally.

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 dive into the sometimes frustrating but absolutely essential world of Two-Factor Authentication (2FA). I share a true story from one of my coaching clients, whose email got hacked while they were on holiday—a reminder of just how disruptive (and even legally risky) weak security can be. I break down what 2FA is, how it actually works, and offer simple, practical steps for setting it up on different platforms, with a strong focus on email and password managers. By the end, you’ll be inspired to run a quick security check on your own accounts and switch on 2FA wherever possible—helping you stay safer online and giving you greater peace of mind.

KEY TAKEAWAYS

💡 Importance of Two-Factor Authentication (2FA): Implementing 2FA is crucial for securing email accounts and other sensitive applications, as it adds an extra layer of protection against unauthorised access.

💡 Simple Setup Process: Setting up 2FA is straightforward, especially on platforms like Google. Users can enable it through their account settings, and businesses can enforce it for employees using Google Workspace.

💡 Risks of Not Using 2FA: Without 2FA, businesses are at significant risk of email hacks, which can lead to phishing attacks and potential legal implications if clients are affected.

💡 Regular Audits and Checks: It's essential for business owners to regularly audit who has access to sensitive information and ensure that 2FA is enabled on all critical accounts, including personal ones.

💡 Encouragement to Share Knowledge: Sharing the importance of 2FA with others, including non-business owners, can help protect more individuals from phishing attacks and enhance overall security in the digital landscape.

BEST MOMENTS

01:40 - 💬 “It is so simple to do this, but yet so many business owners are at huge risk because they don't put some simple steps into place.”

04:57 - 💬 “It may be a little bit annoying having to do this, but if you look at the consequence of not having this, of getting your accounts hacked...it's not only embarrassing but potentially, I imagine, you could also have some legal implications as well. ”

07:25 - 💬 “Please make sure that those people also use 2FA to protect their business and stop all these horrible phishing things going off and actually causing mayhem in the world.”

TIMESTAMPED OVERVIEW

00:00 Importance of two-factor authentication (2FA) for business security.

01:24 Client's email account got hacked, causing business issues.

02:17 2FA adds an extra layer of security to your accounts.

03:20 Enforce 2FA for all employees in Google Workspace.

07:09 Ensure 2FA is enabled on all personal and business accounts.

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 an inspiring story about my client, Sarah—someone whose struggles will feel familiar to many entrepreneurs trying to lead their teams. I explain how shifting from being a ‘people manager’ to a ‘systems manager’ can make a huge difference, helping teams become more productive, motivated, and satisfied at work. 

KEY TAKEAWAYS

💡Shift from People Management to Systems Management: Transitioning from being solely a people manager to a systems manager can significantly enhance team productivity and motivation.

💡Documenting Systems is Essential: Every business has systems, whether formally documented or not. Creating clear, standardised processes helps team members understand their roles and responsibilities, reducing confusion and increasing efficiency.

💡Encourage Problem-Solving: Implementing systems allows team members to become better problem solvers. Providing guidance on how to approach challenges and escalate issues fosters independence and confidence within the team.

💡Focus on Personal Development: By freeing up time from managing tasks, leaders can concentrate on coaching and developing their team members as individuals. This personal attention can lead to higher job satisfaction and improved performance.

💡 Positive Feedback and Recognition: Establishing clear systems enables managers to provide consistent positive feedback, which boosts morale and encourages a culture of excellence.

BEST MOMENTS

01:35 - 💬 “Every business has systems, whether you like it or not, or even know it or not.”

04:00 - 💬 “Your team will benefit from more personal growth because you're actually attending to their needs as an individual rather than as a worker or a cog in the whole system.”

05:09 - 💬 “Is it a people problem or is it actually that I haven't told them what they need to do, how to do it well,  what good looks like, how to know done is done, and give them a way of actually overcoming the challenges they're going to meet along the way.”

TIMESTAMPED OVERVIEW

00:00 Standardise Processes for Business Efficiency

05:23 Implementing Problem-Solving Systems

07:16 Identify if issues are people problems or systems problems.

VALUABLE RESOURCES

Systemize Your Success Academy: 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/

🎙 What happens when key team members move on, and how do you make sure your business doesn’t skip a beat? Steve walks you through his simple four-step process—planning ahead, uncovering the knowledge and capacity already in your team, systemising it all, and rolling out new systems in a way that your people actually support. 

KEY TAKEAWAYS

💡 Importance of Systemisation: Establishing formalised systems in a business is crucial to ensure continuity and efficiency, especially when key individuals leave. This helps maintain high service levels and reduces the owner's involvement in day-to-day operations.

💡 Four-Stage Process: The systemisation process consists of four main stages: Planning, Capacity and Knowledge Identification, Implementation, and Launch. Each stage is essential for successfully documenting and standardising business processes.

💡 Capacity Assessment: Assess the existing team's capacity and skills to implement the systemisation process. If necessary, hire a dedicated systems implementer to ensure the project receives the attention it needs without disrupting daily operations.

BEST MOMENTS

[05:40] The importance of planning - 💬 “Failing to plan in this example is planning to fail.”

[06:01] Initial successes maintain motivation during systemisation - 💬 “We need early wins. We need quick wins. We need wins that actually feel good to you at the beginning of this process.”

[11:26] The potential pitfalls of not having dedicated resources - 💬 “If you rely on the people who are doing the work to do all these things for you, you're probably going to get disappointed.”

[15:10] Techniques for managing recurring processes in a business - 💬 “The perfect process pipelines technique is used for pretty much any system within the business where it's a recurring process.”

[24:12] Promoting the benefits of systemisation - 💬 “If we can actually get people on board with the idea of systemisation, of using systems, and do it from a position of benefits rather than fear, then I think it's a much better way of doing it.”

TIMESTAMPED OVERVIEW

00:00 Empowering Teams for Business Success

03:58 Four-Step Systemisation Process

10:59 “Effective Systemisation Strategies”

18:58 Business Visibility Through Process Pipelines

22:22 Effective Delegation Through Role Definition

24:03 Systemisation Process for Business Success

VALUABLE RESOURCES

Systemize Your Success Academy: https://join.sys.academy/

Our Best Guides, Frameworks, and Templates—For our DIDACT Method Framework: https://sys.academy/guides

Links to previous episodes mentioned:

Core Revenue Flow: My Journey to Maximizing Profitability Using the Core Revenue Flow Framework

Perfect Process Pipelines: From Chaos to Clarity: How Perfect Process Pipelines Transformed My Business Operations

Business Outsourcing: How I Stopped Doing Everything Myself—and Outsourced to My First Virtual Assistant

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.

🎙 Feeling buried under endless admin and wondering how you’ll ever grow your business? In this episode of Systemize Your Success, I reveal how solopreneurs and small business owners can escape the overwhelm by outsourcing smarter and building simple yet powerful systems. 

If you’ve ever wished you had more time to focus on the work that really moves the needle, this episode is your blueprint.

KEY TAKEAWAYS

💡 Spot the Time-Wasters: Track what you actually do each day and flag the tasks that drain your time. Those are the first jobs to delegate.

💡 Build Your Systemisation Plan: Write down the tasks you repeat daily, weekly, or monthly—and note how long each one takes. This makes it crystal clear what can be passed on to an assistant.

💡 Hire with Purpose: Don’t just hire “help.” Match tasks to skillsets and personality traits so you bring on the right person who thrives where you need support most.

💡 Train Once, Use Forever: Use screen recordings to capture your processes in action. These simple videos become your training library—saving you hours of one-on-one explanations.

💡 Make it Visual: Set up a task board using tools like Asana or Trello. Organise jobs by frequency and link your training videos so your assistant knows exactly what to do, when to do it, and how to get it right.

BEST MOMENTS

[02:26] How freedom turns into a trap for entrepreneurs  - 💬 “After all, that's why they started their business, to have freedom, but they found that business has now taken away that freedom.”

[04:09] Start systemising early (without overcomplicating it) - 💬 “I think the earlier you can do this, the better. Because we're not here talking about, OK, we're going to create a complex system that maps out our entire sales process.”

[07:36] Delegation done right, every time - 💬 “We need a really structured way to do this to make sure that when we offload stuff, it's done right first time, every time, and you're confident that is happening.”

[15:31] The simple formula for hiring your first assistant - 💬 “Doing this simple process, planning a little bit ahead, recording some videos, and then putting them onto a task board is how you can make this experience of hiring your first assistant work like an absolute dream and get you that result you want of freeing your time.”

TIMESTAMPED OVERVIEW

00:00 “Why You Need an Assistant”

06:35 Effective Delegation Process Steps

09:16 Task Delegation Strategy Guide

11:12 Streamlined Hiring for Task Delegation

15:25 “Streamline Hiring with Sys Academy”

VALUABLE RESOURCES

Systemize Your Success Academy: https://join.sys.academy/

For ScreenPal—Our Trusted Tools, Apps, and Services: https://sys.academy/tools

Free access to our flagship RECRUIT RIGHT Framework: http://bit.ly/sys-10

Free access to our flagship DIDACT Framework: https://bit.ly/sys-006 

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 dive into the crucial topic of taking genuine time off as a business owner. While currently on holiday with my family in Manchester, I share my personal experiences and the six key techniques and systems I've implemented over the years to ensure I can truly disconnect from work and enjoy quality time with my loved ones. Join me as I offer practical advice to help you achieve the freedom you desire in your business.

KEY TAKEAWAYS

💡 Consistent Marketing Systems: Establish a reliable system for marketing activities to ensure that your business continues to engage with clients even when you're on holiday. This can include scheduling content in advance or delegating tasks to team members.

💡 Effective Communication Management: Utilise a communications manager to filter and manage incoming messages across various platforms. This allows you to disconnect from your business while ensuring that urgent matters are escalated appropriately.

💡 Client Support Systems: Create a comprehensive FAQ and knowledge base for clients to access information independently. This reduces the need for direct communication and allows clients to find answers to their questions without your immediate involvement.

💡 Sales Management Automation: Implement systems that allow for the nurturing of leads and onboarding of new clients without your direct oversight. This can include decision trees and automated processes that guide potential clients through the sales journey.

💡 Proactive Time Management: Plan your schedule well in advance to avoid stress during holiday periods. Identify times of the year when you want to take time off and ensure that your business activities are aligned with those periods to maintain a healthy work-life balance.

BEST MOMENTS

00:07 - 💬 “Do you disconnect entirely from your business so you can focus on your family, so you reconnect with them? Or are you actually worried half the time about what your staff are up to or what your clients are thinking?”

07:54 - 💬 “I let my clients know that I'm going to go on holiday and I'm very open and transparent about it. And I let them know how to contact the team in my absence.”

10:13 - 💬 “I set things up and make sure they feel supported, even when I'm not actually there.”

17:05 - 💬 “It's all these things in place. It's having good systems. It's having a marketing system. It's having a sales progression system.”

TIMESTAMPED OVERVIEW

00:00 Systemise Marketing for Consistency

04:26 Effective FAQ and Sales Management

06:49 Automating Tasks With Decision Trees

11:29 Balancing Work and Family Timing

13:18 “Balancing Work While on Leave”

17:42 Disconnecting for True Relaxation

VALUABLE RESOURCES

Our Best Guides, Frameworks, and Templates—For Our DIDACT Method Framework: https://sys.academy/guides

Systemize Your Success Academy: 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.

🎙 In this episode of Systemize Your Success, I share a real-life experience from our business as we welcomed a new marketing assistant. Join me as I explore how to navigate the hiring process, reduce stress, and empower new hires to take ownership of their roles while enhancing our overall systems. I emphasise that it’s okay for processes to be a work in progress and that bringing in new team members can actually provide valuable opportunities for improvement. 

KEY TAKEAWAYS

💡 Delegation Doesn't Have to Be Perfect: When hiring a new team member, it's important to recognise that the tasks being handed over may not be fully polished or documented. Accepting this reality can help reduce stress and facilitate a smoother transition.

💡 Support During Transition is Crucial: New hires may require hands-on support and guidance as they take on their responsibilities. Engaging in real-time conversations and providing immediate feedback can help them acclimate and feel more confident in their roles.

💡 Encourage Ownership and Improvement: Allowing new team members to take on tasks that are still in development can foster a sense of ownership. This encourages them to make improvements and feel more invested in the processes they are working on.

💡 Identify Opportunities for Process Improvement: When handing over tasks, it's a chance to evaluate existing processes. If a new hire struggles to complete a task independently, it indicates that the process may need refinement for clarity and efficiency.

💡 Communicate Expectations Early: It's essential to have discussions about delegation and task handover well before a new hire starts. Setting clear expectations can help existing team members understand their role in the transition and alleviate any pressure they may feel about needing to have everything ready.

BEST MOMENTS

00:01 - 💬 “When you make the decision to hire somebody new, it's typically because you have too much going on in the business.”

02:14 - 💬 “I want my team to focus on areas that they feel are their zone of genius. I want people to love the work they do. So wherever I can, I try to create roles that fit their personality, their strengths, and avoid them having to do work which lies in their areas of weakness.”

05:51 - 💬 “Holding back because you feel it's not quite polished enough is actually counterproductive.”

10:40 - 💬 “Often when we create guides or processes or documentation for our tasks, we forget how much we know. We forget all the stuff that we've spent years or decades on actually developing and learning.”

TIMESTAMPED OVERVIEW

00:00 “Effective Transitioning for New Hires”

06:38 “Embrace Imperfection When Delegating”

08:46 Empowering New Hires through Collaboration

VALUABLE RESOURCES

Our Best Guides, Frameworks, and Templates—For Our DIDACT Method Framework: 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.

🎙 In this episode, I share a transformative journey I undertook with one of my clients, whom I'll refer to as John. John was overwhelmed by the demands of his clients, constantly interrupted by calls and messages, which left him struggling to find time for deep work. I discuss the strategies we implemented to help him set clear boundaries while still providing exceptional service. 

KEY TAKEAWAYS

💡 Balancing Availability and Deep Work: Service-based business owners often struggle to provide high levels of client availability without sacrificing their ability to focus on deep work. It's essential to set boundaries to manage client expectations while still being responsive.

💡Implementing a Call Answering Service: Transitioning to a call answering service can help filter urgent calls from non-urgent ones, allowing business owners to focus on their work without constant interruptions. This service can also set clear expectations for when clients can expect a callback.

💡 Using Separate Communication Channels: Establishing a dedicated communication channel, such as Slack or a separate WhatsApp for urgent matters, can help business owners avoid distractions from non-urgent emails and messages, ensuring they only see what requires immediate attention.

💡 Email Management: Having an assistant manage emails can significantly reduce distractions. By filtering and prioritising emails, business owners can focus on essential tasks and avoid getting bogged down by less critical communications.

💡 Setting Clear Expectations: Clearly communicating response times and availability to clients helps manage their expectations. By informing clients about when they can expect a response, business owners can maintain high service levels while protecting their time for deep work.

BEST MOMENTS

00:01 - 💬 “If you run a service-based business and you want to stand out with your availability to your clients, that you are there to help them when they need it and respond in a really timely fashion to the problems that might come up...it can be really hard to get the balance right.”

02:11 - 💬 “He didn't have the headspace or the time set aside during the week because he was too open and available. Now he was really struggling with this because he wanted to have the highest level of availability for his clients so they felt supported.”

08:13 - 💬 “If you explain to your clients, this is my communication policy, this is the timescale I'm going to get back to you...if you set those clear expectations, people know what to expect.”

TIMESTAMPED OVERVIEW

00:00 Balancing Client Access and Work Efficiency

06:13 Streamline Notifications; Delegate Email Management

07:12 Efficient Task and Time Management

VALUABLE RESOURCES

To access our Internal Communications Policy, go to: 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.

🎙 In this episode, I dive into the often chaotic experience of onboarding new team members and share the advanced onboarding process I've developed over the years.  I reflect on my journey from a disorganised onboarding approach to a streamlined, documented process that ensures new hires have everything they need from day one. 

Join me as I walk you through the steps to make your onboarding experience smooth and effective, ultimately leading to a more engaged and productive team.

KEY TAKEAWAYS

💡 Advanced Onboarding Process: Developing a structured onboarding process with over 40 individual tasks can significantly streamline the integration of new team members, reducing stress for both the new hire and existing staff.

💡 Pre-Hiring Preparation: Start preparing for a new hire before the recruitment process begins by documenting necessary access, software licenses, and permissions. This proactive approach helps ensure a smoother onboarding experience.

💡 Standardisation and Flexibility: Creating a standardised onboarding process allows for consistency across different roles while still being flexible enough to accommodate specific needs for each position.

💡 Documentation is Key: Keeping detailed records of access log sheets and onboarding procedures enables team members to handle the onboarding process independently.

💡 Seamless Experience for New Hires: Ensuring that new employees have all the necessary tools, access, and training from day one fosters a positive impression of the company, increasing the likelihood of long-term retention. 

BEST MOMENTS

00:01 - 💬 “When us small business owners decide to hire a new person for our team, it's typically because we're at capacity or over capacity.”

00:59 - 💬 “Our Advanced Onboarding is a process I developed since day one of my business, and I'm continually iteratively improving it. It's how we've just onboarded our latest team member. And despite us not having an operations manager at the moment, our team was able to pull together and complete all the activities in time for this person to start work.”

08:44 - 💬 “By having that time before we start hiring and start thinking about this stuff, it means that we're preparing ahead of schedule."

10:46 - 💬 “If we can get that feeling inside of us from day one, the chance of them actually sticking around is going to be far higher, and that for you as a business owner is absolutely priceless.”

14:19 - 💬 “The key to making this work seamlessly is understanding how all of your apps integrate together, how each of those needs to be set up, when they need to be set up, how to train people on doing them.”

VALUABLE RESOURCES

Systemize Your Success Academy: 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.