It’s no secret that becoming an Entrepreneur or a business owner is one of the best ways to get freedom in your life.
You don’t need to answer to any boss…
You don’t have to be stuck in the 9-5 grind…
You get to spend the extra time with your family and loved ones.
But unfortunately, the majority of entrepreneurs don’t get to enjoy such freedom.
Many end up being chained to their business, working 10 hour shifts, 6 days a week.
It’s funny because many of us became entrepreneurs to spend more time with our family, but we end up not having time to spend with them at all…
For the more experienced entrepreneurs out there, they know that the number one reason why most people are chained to their business is because they lack systems in their business.
If you watched a video on YouTube that Rusell Brunson posted on May 27, you’d know that it’s important to create systems to replace yourself in your business if you don’t want to be chained to it.
Despite that, many entrepreneurs actually fail to do so.
They often end up in either of 2 scenarios:
1. They free themselves from their business, but revenue and profit suffers because the company cannot function without them.
2. They end up not creating any system because they fear that they’ll lose their business if they’re not in it.
All of this resulted in them being stuck in their business.
The good news is, this doesn’t need to be the case for you.
And if you’re looking to gain complete freedom in your business this year without sacrificing growth and profits…
I have 3 steps that you can take.
(These 3 steps are how I help my clients to grow their online business without sacrificing their personal time and spend long hours grinding in their biz)
Step 1: Accelerating Your Critical Scaling Factors (CSFs)
Step 2: Automate Your Key Business Pillars
Step 3: Maximize & Optimize Your Team’s Performance
➡️ Step 1: Accelerating Your Critical Scaling Factors (CSFs)
Critical Scaling Factors are tasks that directly impact your goals.
For example, you have the goal of “I want my business to generate 7 figures a month consistently with 20% profit margins by December.”
What are some tasks that can directly impact that goal?
Coaching & Training Niche:
And many more.
As you can see, CSFs are tasks that directly impact your business’ growth and revenue.
So if you want to maintain the growth in your business while freeing yourself from it, you want to ensure that your team is often working and completing your CSFs.
➡️ Step 2: Automate Your Key Business Pillars
Key business pillars are operations that are crucial to help your business to survive and thrive, but don’t necessarily need you to be involved.
Some of these operations are:
Your customer service
As you can see, these operations are extremely important, but they are filled with tasks that are repeatable and can be delegated out (which is crucial if you want to free yourself from your business)
In our agency, we automate our client’s key business pillars by creating 4 systems.
Operational systems are all of your processes in your business, documented down into standard operating procedures (SOPs).
For example, customer service, you’ll have operational systems like:
– SOPs on how to use the CRM software
– Templates on how to reply to a customer if they ask a very typical question like where’s their product.
– SOPs on how quickly they should reply to a customer.
– SOPs and flowcharts on how to de-escalate a customer argument.
This is extremely important because SOPs serve as a guidance for your team to continue working on their tasks without constantly asking you how to do it.
This allows you to delegate smoothly and regain some freedom from your business.
Organizational systems are systems and structures for how your entire organization works together effectively.
Examples of organizational systems are:
And many more.
If you ever find that things get messy, chaotic, not sure what’s going on, have communication gaps, things are not being done on time, a lot of fire fighting…
It’s because of the lack of good organizational systems.
Just like the name says, these are systems made to observe what’s going on in your business.
We use them to gather data (because data is gold in our age) and to figure out how to use that data in the best way possible to improve performance so our clients can scale faster and easier.
These usually come in the form of reports, sheets, and statements… and trust me when I tell you that everything will change in your business once you know exactly how you’re doing on a daily, weekly and monthly basis.
It’s a game changer because you can go right to the source when there’s a problem, you know where to put extra energy, from where to cut resources, etc.
Examples of Observational Systems we created for our clients:
– Daily/Weekly marketing and store performance
– ROAS, CPA, Revenue, Adspend, Profits
– Performance from different traffic sources
– Ad campaign metrics and dashboard.
– Inventory control
– Stock management and projection
– Profit & Loss sheet that calculates down to the cent
– Product success rate for each product researcher
– Scorecard metrics
– P.A.C.E. Ratio to calculate how much time are they spending on important tasks and not so important tasks
And many many more.
Important note: Organizational systems are not systems built to micro-manage your team, but instead it’s quite the opposite.
Organizational systems are built to give you an aerial view on what’s happening in your business without you getting involved.
Ever felt that you are not sure what’s going on in your business after taking a 3 – 4 days break?
That’s a sign that you’re lacking proper organizational systems.
Which is why it’s extremely important to have organizational systems built as you automate your key business pillars.
Optimization Systems are systems that can help you optimize and improve your team’s performance, results and operations.
Optimization Systems are probably the most important but often neglected systems that every business owner needs.
When done right, it can help you to automatically create exponential growth.
Let me show you why…
As mentioned earlier, optimization systems help your team to improve your team’s performance.
Imagine if your team’s performance improves by 1% every day. This means that the results double every 72 days.
A great example of an optimization system is a built-in feedback loop or a metrics tracker to show how well your team or department is performing.
Customer Service – We track the customer service response rate: How fast are we replying to each ticket?
With the data, we’ll be able to come out with potential solutions to optimize and further improve the system.
Can we reply to each and every customer in a span of 30 minutes?
Can we then automate this by creating a system?
How will that help the company to achieve its goal?
Creatives: How many creatives, both videos and images, are we producing on a daily basis?
How many of them ended up being re-edited after going through the approval process
How many re-edits and approval was needed before launching the creatives?
Can we streamline the entire process and turn it from a 5 step process to a 3 step process so that we can launch more creations per product?
How will that help the company to achieve its goal?
From the results collected, we analyze and see which processes should be axed completely, require a major revamp or simply a few minor bottlenecks that need to be tweaked and removed.
We then set in place a system that allows us to consistently repeat this process of test running a process > collecting data > analyzing the results > making changes one by one > seeing if the changes made helped (or not).
We do this over and over until the process is hitting optimal results for the business.
While this process may sound very tedious and time-consuming, the end results will always pay itself many times over.
➡️ Step 3: Maximize & Optimize Your Team’s Performance
There are many ways to maximize and optimize your team’s performance, but here’s a few great ways to do so:
1. Create a culture of innovation, problem solving.
A common mistake that most people make when they create cultures in their business is that they forgot to include the culture of innovation and problem solving.
Encourage team members to think of solutions. Whenever they present you with a problem, get them to come to you with the solution as well.
As time progresses, you’ll see that the team members will have a heightened sense of responsibility and accomplishment especially when you apply their solution/suggestion.
2. Invest in great operation managers.
When you start to free yourself from your business, great operation managers will serve as your eyes and brains in the business, making sure that nothing goes wrong when you’re away.
A couple of traits that are commonly found in great managers:
System driven, solution oriented, great in analytics, able to empathize with people, and already have a couple of years experience in the industry you’re in.
(Observe these traits whenever you try to find an operation manager.)
3. Empower decision making.
Ensuring that your team members are able to make decisions, and most importantly, the right decisions by themselves is crucial when it comes to freeing yourself from the business.
A great way to create a decision making system is by building a flowchart. It allows your team member to make the right decision no matter what situation they are in.
Pro tip: Include SOPs in your flowchart to really ensure that they are able to operate by themselves.
4. Create feedback loops A great way to ensure that your team is constantly optimizing themselves, is to create feedback loops. A feedback loop that we use in our company is what we call a Performance Evaluation Feedback form whereby we get our team members to rate their own work and our managers will give them a rating as well.
From there they’ll hop on a call to discuss what they can improve on by using the SSK framework. Which stands for “start, stop, keep”.
What are activities that you should start doing?
What are activities that you should stop doing?
What are activities that you should keep doing?
Hope you found this post valuable.
Atomatic Agency specializes in streamlining, optimizing and automating systems and processes for eCommerce businesses (including dropshippers) to scale to their highest potential, as well as build and train our client’s team into a team of A+ players.
By doing so, our clients are able to achieve consistent revenue, and turn their business into a consistent cash cow with less effort, and in a short timer period.
Ready To Automate And Scale Your Business?
If you’re a 6 figure/month dropshipper that is serious about automating your business and scaling consistently, click on the button below to schedule a call with us.