How To Elevate Your Operations And Become Unstuck And Empowered

Feeling overwhelmed by endless tasks and deadlines? 

Imagine transforming your business operations into a streamlined machine that supports your lifestyle. This episode is all about harnessing the power of the right tech tools and systems to regain control, with the Power in Motion Framework at the heart of our discussion. 

Hear my personal journey from chaos to clarity, and learn how setting a clear, measurable 90-day goal can be a game-changer for your operations. We'll explore how the right tech tools can act as your steadfast assistants, automating mundane tasks and giving you back precious time to focus on family, clients, and personal ambitions.

Ready to shake off that feeling of being stuck? Tune in and let's build a business that supports the life you envision.

3:36 - Why you need to focus on one clear, measurable goal for the next 90 days to transform your approach and create real progress in your business

5:36: The importance of choosing the right tech tools intentionally to save time, streamline your business, and free you up to focus on what truly matters

9:01 - Overcome tech tool challenges by embracing the learning curve and using step-by-step how-to videos, like those in The MY-T Society, to save time and hit the ground running

12:16 - How underutilizing features can cost you time and money and what you should do instead

References Mentioned In This Episode:

Episode 176 - How to Transform Your Business and Boost Team Productivity with monday.com

*Check out monday.com

Join the MY-T Society Membership

Chat with me about a B.O.O.S.T. Day

*This is an affiliate link. If you decide to purchase through this link, I may earn a small commission at no extra cost to you. I only recommend products and services that I personally use and trust to add value to your business journey.

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Resources Mentioned In This Episode:

Check Out The MY-T Society Membership

Listen to My Free Audio Masterclass

Schedule a 20 Minute Chat with Me

Let’s connect online:

Follow Me On Instagram: @the_shannonbaker

Chapters

• 3:36 Why you need to focus on one clear, measurable goal for the next 90 days to transform your approach and create real progress in your business
• 5:36 The importance of choosing the right tech tools intentionally to save time, streamline your business, and free you up to focus on what truly matters
• 9:01 Overcome tech tool challenges by embracing the learning curve and using step-by-step how-to videos, like those in The MY-T Society, to save time and hit the ground running
• 12:16 How underutilizing features can cost you time and money and what you should do instead

Transcript

Speaker 1: 0:00

Are tech tools making your business run smoother or just stressing you out? Today we're breaking down the first two steps of my Power in Motion framework to show you how to pick the right tools and organize your operations. Stick around for practical tips and real life examples to help you cut through the overwhelm, save time and create a business that works for you, not the other way around. Welcome to the Mind your Time podcast. I'm Shannon Baker, your coffee-loving host and business strategist. Each week, I will share practical insights and bold strategies for six-figure entrepreneurs looking to clean up their back office and create streamlined systems. The weekly episodes will help you take control of your time, scale your business and create success on your own terms. So grab your cup of coffee or your favorite beverage and let's dive into today's topic. Let me ask you this have you ever started planning a simple family getaway, only to be completely overwhelmed by your never-ending to-do list? Well, that was me a few years ago. I had reached a point in my business where things were finally taking off and, instead of celebrating, I was drowning in tasks, emails, scheduling, client follow-ups, all while working a day job. I was so busy trying to keep up that I couldn't even enjoy the success that I had worked so hard for. Then, one day, I missed the client deadline because their email was buried in my inbox. That's when I knew something had to change. I was done letting my business run me instead of the other way around. So I sat down and I started thinking about how I could make things work for me. And there is so much advice out there about how to start your business, how to get clients, da, da, da, da da, but no one tells you about the importance of systems or how to set them up so that your business doesn't take over your life. I quickly realized that I needed something else to give me back my time, or at least control of my time, while keeping things running efficiently, especially when I was working during the day or just completely unavailable because I was spending time with my family. Guess what it was. That is when I discovered the power of documented processes and the importance of tech tools for automation. Those two things combined didn't just save my sanity. They gave me space to focus on what mattered my family, my clients and my goals. They allowed me to step into the driver's seat and create a business that worked for me.

Speaker 1: 2:58

Does any of that sound familiar to you. Are you constantly juggling tasks, feeling like there aren't enough hours in the day? Maybe you're chasing money instead of creating the business that you dreamed of, one that runs efficiently without you and grows sustainably? Well, if that's the case, it's time for you to take a step back and start with the first step of my power in motion framework. You need to pick one goal, and if this is you, you're not alone, but I'm here to tell you it doesn't have to stay this way.

Speaker 1: 3:36

So today, we're going to talk about how you can reclaim your time, build a business that supports your desired lifestyle, and start using the right tech tools to create space for what matters most to you. Specifically, we're going to dive into the first steps of my power and motion framework. We're going to break down each and talk about how it can transform the way you run your business. So, step one, pick one goal. I've talked about this before, but, yes, we're going to talk about it again. This is all about narrowing your focus. One clear, measurable goal for the next 90 days can totally transform your approach and improve your results, for example, when I was planning to leave my day job instead of saying I just wanted to grow my business. I focused on a very specific outcome. Bottom line is make it very clear that clarity leads to real progress.

Speaker 1: 4:35

Now let's talk about the second step. You definitely have to organize your operations Now. I know the tech tools can feel overwhelming, especially when this isn't your strong suit. Technology is not your friend, and definitely when you're already stressed out and you don't know where to start. Maybe you've tried a tool or two or more and you got stuck and you just thought well, you know what, this just isn't worth it. Or maybe you've got tools just sitting there collecting dust because you're not sure how to use them and you don't have time to figure it out. Well, guess what, my friend? Let me start by saying you're not the problem. But the problem is that you're trying to force tools to fit your business without first figuring out what you actually need them to do. That's why the organize your operations step in the Power In Motion framework is so critical. This is where taking time to evaluate your tech tools before you sign up becomes essential.

Speaker 1: 5:36

Tech tools are powerful, but only when they're chosen intentionally and used effectively. So let's cut through the noise and get clear on how you can pick the right tools and make sure that they work for you, because newsflash tech tools should help you do three things Save time, streamline your business and free you up to focus on what really matters. Now let's break that down a bit. First, how does it save you time? Well, tech tools are like having an assistant who never sleeps. Imagine cutting out the endless back and forth emails to schedule meetings, or having follow-up emails sent automatically after someone submits their contact information through your website. That's time you get to spend on something that actually grows your business, or even just enjoying the time that you have to take a deep breath and enjoy a cup of coffee. What would it feel like to wake up and know that things have already been handled for you? Time is your most valuable resource, my friend, and tools help you maximize it, and they are so much worth their weight in gold.

Speaker 1: 6:54

Now, second, tech tools make your business run more efficiently. Think of them as quiet partners that are working in the background. They reduce errors, they automate repetitive tasks and they keep your business functioning even when you're not working. And when you are working, you can focus on the things that require your attention and not have to worry about the rest. So tools like online schedulers, automated workflows or project management tools can be integrated into your processes to create systems that don't need you to micromanage them processes to create systems that don't need you to micromanage them. Third, and most importantly, tech tools free you up to focus on what really matters. So, whether that's nurturing your clients, creating new offers or spending uninterrupted and fully present time with your family, the right systems give you back control. I mean, think about it. How much time have you spent doing things that feel urgent but aren't actually important? Tech tools allow you to shift your energy toward the things that align with your bigger goals. So, whether that's growing your business, connecting with loved ones or even carving time out for yourself, they will help. I mean, what would it look like if your work felt purposeful instead of just busy? That's the kind of freedom that tech tools can create when they're working for you. And here's a bonus they also improve communication in your business.

Speaker 1: 8:27

Whether you're managing clients or working with a team, tech tools help everyone stay connected and on the same page. Take Mondaycom, for example. It's not just about tracking tasks or managing projects and deadlines. It's about creating a centralized hub where updates happen in real time. Now, if you want to know more about how Mondaycom can transform your business and your team, check out my episode on how to transform your business and boost team productivity with Mondaycom. I'm going to put a link to that in the show notes.

Speaker 1: 9:01

Now let's be real. Using tech tools isn't always smooth sailing. I mean, there are challenges, but none of them are deal breakers. First, there will always be a learning curve. Yes, it can feel frustrating at first, but in the long run, it's worth it. That's why I create how-to videos for my clients after we get a process in place, and members of the Mighty Society have a resource vault full of how-to videos. And these aren't just fluff videos. They're step-by-step guides to help you hit the ground running without spending hours searching Google or YouTube for just the right video. Krista Hutchins, a member of the Mighty Society, summed it up perfectly. This is what she had to say.

Speaker 2: 9:51

The Mighty Society is a great resource for anyone who's just starting to build out the systems in their business. I love that the videos are stripped down to just what you need to know to get started, so you can save hours of Googling and YouTubing. When I first joined, I started looking around a little bit inside the membership, but mostly I was able to go straight to what I was looking for because it was so easy to navigate. I could find just what I need when I needed it.

Speaker 1: 10:24

Now, if you want to learn more about the Mighty Society membership, feel free to check it out at theshannonbakercom forward slash membership. Now let's talk about the second challenge, that's tool overload. There are so many options that it's easy to fall into the trap of subscribing to tools that you don't need. Not to mention, if you're like me, you'll sign up for a free trial that expires before you even get to use the tool and then worse, sometimes you forget to cancel and you end up paying for a tool that you don't need or you don't like. So how can you avoid this? Well, you need to start by determining what's essential for you. So answer these questions what's essential for you? So answer these questions what specific outcome do you need? Will this tool grow with your business, because you don't want to have to start over in the future, and are there specific features that you need? And then, what features are just nice to have? The answers to those questions are vital before you make a decision to use a tool. Now. The third challenge is cost, and I'm not just talking about money, I'm talking about time. That's why you need to evaluate your tech tools thoroughly. Will the time you spend learning and using the tool save you time or make you money in the long run? Will you need to hire someone to set it up for you or train you to use all of its features? And if you have a team, do they already know how to use the tool that you're considering, or will they have to learn it too? These are just a few of the considerations that you need to think through in your process. Here's a perfect example of what happens when you don't evaluate carefully.

Speaker 1: 12:16

A perfect example of what happens when you don't evaluate carefully. One of my clients was using Mondaycom to manage their team and track tasks, but they weren't maximizing the full potential of what was built into the system already. Because of that, all the features available weren't implemented, and then they decided to start using a more expensive tool that has a very steep learning curve. Meanwhile, one of their key processes was completely manual and was eating up so many hours every week. So once we started reviewing their processes and identified how they wanted things to work, I started implementing automations that were already built into mondaycom to streamline multiple processes, and now several processes run on their own. There's no more manual data entry, which is faster, more efficient and more accurate. These changes freed them up to focus on growing their business instead of being tied down with these administrative tasks that could be automated. So let's recap the key takeaways, because this is where the transformation really happens.

Speaker 1: 13:36

First, you need to start by picking one goal. That's the foundational step in the Power in Motion framework. Focus on one clear, measurable goal for the next 90 days. This focus creates momentum and lays the groundwork for everything else that you do in your business. Next, remember that tech tools save time by automating repetitive tasks and giving you back your most valuable resource.

Speaker 1: 14:02

Imagine waking up to find that follow-up emails, appointment scheduling and even some of your client communications have already been handled, all without you having to lift a finger. That is time you can reinvest in growing your business, nurturing relationships or simply catching your breath and enjoying life. Second, tech tools make your business run more efficiently, and this isn't just about saving a few minutes here and there every now and then. It's about creating systems that work even when you're not. No more wondering if something fell through the cracks, no more putting out fires or manually tracking every little detail in your business. Instead, you will be operating like a pro. You'll have streamlined workflows and they will keep everything moving forward without you. Third, and most importantly, they free you up to focus on what really matters.

Speaker 1: 14:58

What would it look like if your work felt purposeful instead of just busy? That's the kind of freedom that tech tools can create, when you use the right tools and they're working for you. And don't forget about communication and collaboration. Tools like mondaycom is not just about task management. It's about creating an environment where your business, your team, your clients, they're connected, they're informed and everyone's on the same page. So let me ask you this what would it look like if your business worked for you instead of the other way around? And what if you had the time you needed to focus on the big picture instead of being caught up in the weeds every day? What if you could finally step away from your business knowing it was still run like clockwork? Here's the bottom line your business should work for you, not the other way around.

Speaker 1: 15:59

And if you've been feeling overwhelmed, stuck in the weeds, or you feel like you're spinning your wheels trying to keep everything running, now is the time for you to make a change. The right systems and tools are not just nice to have. They're the key to freeing yourself up from the chaos and finally running a business that supports the life you want. So if you're ready to take charge and organize your business and get your systems in place, the BizOps checklist is the first step you need to take. In less than two minutes, you will get the clarity you need to identify what you need to focus on and what systems you need to create to support your goals so you can be successful. Download it today. It's quick, easy, it's fillable and it will help you cut through the overwhelm. So here's your challenge Once you've completed the BizOps checklist, choose one actionable step to improve your operations.

Speaker 1: 16:56

That's whether it's setting up a new tool, automating something or mapping out a process. Small wins build momentum and you will be amazed at how much clarity and confidence this one step can bring. Now, if you're ready to go even further, join the Mighty Society membership. You will get access to so many resources and guidance to help you implement the Power in Motion framework. It's designed to help you tackle your systems at your own pace, with the support you need from yours truly. Or if you're looking for a done-for-you solution, you can book a boost day with me and just one day we can get pieces of a system in place, your tools integrated, and that will start contributing to a business that works for you, not the other way around.

Speaker 1: 17:48

The spots are limited, so don't wait. Click the link to everything I talked about. All the links are in the show notes. Let's build a business that supports your life and your goals. So what's your next move? Let's make it happen together.

Speaker 1: 18:04

Thank you for tuning in this week. Remember, just listening to this episode will not get you better results, so I challenge you to break the mold and take action today. If you're unsure where to start, book a call with me to get your questions answered about the Mighty Society membership or anything else that I mentioned. A link to my calendar is in the show notes. Not ready to take that step yet? No problem, be sure to connect with me on Instagram, at the underscore Shannon Baker. You can ask me your questions there, or let me know that you enjoyed the episode by taking a screenshot, sharing it and tagging me.

Speaker 1: 18:44

Now, if you haven't already grabbed my free audio masterclass, why don't you just start there? It's a great first step to assess your back office on your own, and this masterclass provides valuable insights and practical steps to help you organize your processes, reduce chaos and improve efficiency. Go to theshannonbakercom forward slash audio masterclass Now, if you haven't left a review for the podcast yet, please do so. I would love to hear from you, and it's an easy way to show some love to the podcast and help me reach more small business owners who are ready to defy the status quo. I can't wait to hear from you. So until next time, keep calm and streamline.