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Systems Saved Me

This is the Systems Saved Me Podcast, where we help business owners navigate their way to success through systems. If you want an action­packed podcast with step by step chatter from a variety of industries, this is the show for you! I’m Jordan Gill, Head Honcho at Personalized Procedures, a business operations agency for overwhelmed entrepreneurs. Listen in every Monday for a shiny new episode!
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Apr 24, 2017

This episode is brought to you by The Kolada Group.

Today, I’m talking about interns.

 

Topics: 

  • (:30) Intro
  • (1:23) Value of interns
  • (5:12) Jordan’s interns
  • (6:45) Training and experience
  • (9:22) Let them be the experts they are
  • (11:33) Opportunity for you and them
  • (13:20) Jordan’s intern mini-course
  • (14:12) Wrap up

 

Quote of the Week:

“For me, it’s very important they understand that they are the expert. I’m coming to them with the training, with the process, and with the business they’re essentially going to play with. What they’re coming with is the actual implementation, as well as the expertise.” - Jordan

 

Resources:

www.impactwithinterns.com

Apr 17, 2017

This episode is brought to you by The Kolada Group.

Today, I’m talking about hiring with ease. My guest is Ashley Ryan, who founded Her Smart Marketing, a consulting agency mainly for female entrepreneurs.

Topics:

  • (1:03) Introducing Ashley
  • (4:28) Why hiring is important
  • (5:04) Before the hiring process
  • (6:32) Phase 1
  • (9:41) Phase 2
  • (14:20) Phase 3
  • (16:28) Probation Period
  • (18:08) Ashley’s One Thing
  • (19:04) Best financial investment
  • (20:19) Worst financial investment
  • (22:16) Finding Ashley

Quotes of the Week:

“The reality of any situation is you have to work with people. You have to learn how to hire. You have to learn how to be a leader. If you don’t, you will be in trouble..;[and] you won’t grow your business. Period.”– Ashley

Resources:

www.hersmartmarketing.com
www.hersmartmarketing.com/hire
www.facebook.com/ladyashley

Apr 10, 2017

This episode is brought to you by The Kolada Group.

Today, I’m talking about planning a great user experience. My guest is Ed Troxell, who founded Ed Troxell Creative and Stupid Easy, where he helps to streamline start-ups and small businesses by helping them implement processes and systems to help make their lives easier.

Topics:

  • (1:04) Introducing Ed
  • (2:01) Business before systems
  • (2:57) Motivation for organization
  • (3:30) Step One: organization
  • (6:15) Step Two: design
  • (10:21) Step Three: testing and feedback
  • (14:34) Valuing user experience
  • (17:35) Best financial investment
  • (18:36) Worst financial investment
  • (19:44) Finding Ed

Quotes of the Week:

“Look at feedback as your strengths and opportunities. Don’t look at them as failures and wins.”–Ed

“A happy customer starts with you and what you’re willing to put out there.” - Ed

Resources:

www.edtroxellcreative.com
www.stupideasy.com

Facebook: Ed Troxell Creative

Book Recommendation: Value Proposition and Design

Apr 3, 2017

This episode is brought to you by The Kolada Group.

Today, I’m talking about how to hire based on results and not responsibilities.

Topics:

  • (:30) Intro
  • (1:04) Jordan’s way to hire
  • (1:53) Example of result expectations
  • (2:51) Be specific with results
  • (3:50) Why it’s powerful
  • (4:31) Example #2
  • (6:20) Accountability and tracking
  • (7:37) Avoid being the bottleneck
  • (9:41) Results over responsibilities

Quotes of the Week: "Find out how you can track the responsibilities and that turns into a result. Let [your team] know... if it does not get done, it is on [them]." -Jordan

Mar 27, 2017

This episode is brought to you by The Kolada Group.

Today, I’m talking about how to set up successful mindset habits. My guest is Jereshia Hawk, who is the founder of the Goal Getter Group, which helps women who work a 9-5 build a business on the side.

Topics:

  • (1:07) Introducing Jereshia
  • (2:36) Before she created the Hawk Hustle
  • (4:55) For the sake of personal health
  • (7:41) Creating the Hawk Hustle
  • (9:51) Stopping stress
  • (13:43) Meditation and clearing mind
  • (17:24) Higher quality life – C3 principle
  • (23:14) Best financial investment
  • (24:06) Worst financial investment
  • (25:04) Finding Jereshia

Quotes of the Week:

“It’s all about training your mindset, wanting to become more self-aware of how you tick, how you operate and really what are your unique strengths and how can you authentically operate within that.” - Jereshia

Resources:
 
www.jereshiahawk.com
 
Social Media:
Jereshia Hawk
Goal Getter Group
Mar 20, 2017

This episode is brought to you by The Kolada Group.

Today, I’m talking about sales funnels. My guest is Stephanie Nickolich, who teaches entrepreneurs how to create sales funnels and passive revenue.

Topics:

  • (1:08) Introducing Stephanie
  • (2:26) Before the first sales funnel
  • (6:07) Fear led to change
  • (7:21) The sales funnel system
  • (11:49) Pricing
  • (12:22) Converting clients
  • (15:24) Small, valuable opt-ins
  • (18:10) Levels
  • (20:07) Recommendations
  • (23:44) Best financial investment
  • (24:33) Worst financial investment: falling for guarantees
  • (26:57) Finding Stephanie

Quotes of the Week:

“[Sales funnels] are truly where your freedom awaits” - Stephanie

“When you put up a sales funnel, and specifically when you’re using systems to monitor your results, you can see exactly what’s working and what’s not. You have complete control over getting the result you desire.” - Stephanie

Resources:
 
www.stephanienickolich.com
Facebook: Stephanie Nickolich
Mar 13, 2017

This episode is brought to you by The Kolada Group.

Today, I’m talking about what the biggest bottleneck in your business is.

Topics:

  • (:30) Intro
  • (1:09) You are the bottleneck
  • (3:32) Define roles
  • (4:34) Create checklists
  • (5:50) Avoid being the bottleneck
  • (6:51) Manage without micromanaging
  • (8:08) Stop stopping the momentum
  • (8:46) Look at your own team structure

Quote of the Week:

"How to not be the bottleneck of your business is to clearly define your role and your teams’ roles with accountable opportunities." Jordan 

"It’s on you as the business owner to manage the projects... However, there is a way to manage them without you having to micromanage." Jordan

Mar 6, 2017

This episode is brought to you by The Kolada Group.

Today, I’m talking about bullet journaling. My guest is Malle Rydzik, a business strategist and coach to creative entrepreneurs, specifically those transitioning from solopreneurs to CEOs.

Topics:

  • (1:05) Introducing Mallie
  • (2:09) Before bullet journaling
  • (3:24) Giving it a try
  • (4:21) Mallie’s bullet journaling basics
  • (6:39) When new items come up
  • (7:43) Symbols
  • (8:13) To-done list
  • (9:41) The case for paper over digital
  • (11:21) Paper tracking
  • (14:03) Customer relationship management
  • (14:41) The big takeaway
  • (15:17) Best financial investment
  • (16:18) Worst financial investment
  • (17:36) Finding Mallie

Quote of the Week:

“It sounds like this big huge giant system... but the important thing is learning what the system is and then adapting it to what works for you.” - Mallie

Resources:
 
www.mallierydzik.com
Social Media - @mallierydzik

 

Feb 27, 2017

This episode is brought to you by The Kolada Group.

Today, I’m talking about how to extend the lifetime of a client. My guest is Kristen Baker, who is a business coach with expertise in the sales mindset.

Topics:

  • (1:06) Introducing Kristen
  • (4:05) Business before systems
  • (7:16) Ideal clients
  • (9:46) 8-Step process
  • (18:12) Specific goals
  • (20:50) Best financial investment
  • (23:03) Worst financial investment
  • (25:43) Every investment has value
  • (29:53) Finding Kristen

Quote of the Week:

“People make their expertise a little too narrow. If it’s something you’re passionate about learning and growing in, then you should always have more to offer your client”– Kristen

Resources:
 
 
 
Feb 20, 2017

This episode is brought to you by Personalized Procedures.

Today, I’m talking about how business owners are the best at making excuses.

Topics:

  • (:30) Intro
  • (1:05) Making up excuses for ourselves
  • (2:35) Instagram example
  • (4:20) Podcast example
  • (4:57) Pushing through excuses
  • (6:32) What if?
  • (7:42) Look at context
  • (8:11) Make it happen
  • (10:16) Stop the excuses - be daring!

Quote of the Week: "If we fell into every excuse that comes up in our mind, then none of us would be doing anything." - Jordan

Feb 13, 2017

This episode is brought to you by The Kolada Group.

Today, I’m talking about finding and working with contractors. My guest is Porsche Williams, who is the founder of The Prototype.

Topics:

  • (1:04) Introducing Porsche
  • (3:12) Business before systems
  • (5:18) Need for efficiency
  • (8:23) The process
  • (11:17) Interest meetings
  • (14:13) The vetting process
  • (17:54) Other organizational tools
  • (23:11) Best financial investment
  • (26:44) Worst financial investment: joining course too soon
  • (28:31) Finding Porsche

Quote of the Week:

“I have a skill-set in this and I’ve been doing this for years... so if a system isn’t in place, let me create it.” - Porsche

Resources:

www.theprototype.net
Facebook: The Prototype Life
Instagram: @theprototypelife
Twitter: @theprototypelif

Feb 6, 2017
This episode is brought to you by The Kolada Group.
 
Today, I’m talking about client workflow. My guests are Jamie, who is the founder and CEO of Your Hot Copy, and Erin, who is their Director of Operations.
 
Topics:
(1:14) Who are Jamie and Erin?
(2:52) Same process, new systems
(5:38) Addition of Erin
(8:55) The shift to Teamwork
(12:15) Checks and balances
(14:03) Project management workflow
(15:25) The difference
(18:02) Best financial investment
(18:52) Worst financial investment
(20:53) Finding Jamie and Erin
 
Quotes of the Week:
“Client accountability is everything...because they’re also busy business owners.”
- Jamie
 
Resources:
Instagram: @yourhotcopy
Jan 30, 2017

This episode is brought to you by The Kolada Group.

Today, I’m talking about second-guessing yourself.

Topics:

  • (1:10) Intro
  • (2:07) Example of Jordan’s second-guessing
  • (5:05) Lesson learned
  • (5:53) Jordan going with her gut
  • (10:33) Do a ‘gut check’
  • (11:17) Trust your feelings more than others’

Quote of the Week:

"You always have your best intention more than anyone else.͟"
- Jordan

Jan 23, 2017

This episode is brought to you by The Kolada Group.

Today, I’m talking about managing Google spreadsheets. My guest is Jen Glantz, who founded Bridesmaid for Hire.

Topics:

  • (1:06) Introducing Jen
  • (3:07) Business before Google spreadsheets
  • (4:27) Overwhelming mess
  • (5:18) The process in Google spreadsheets
  • (7:27) Jen’ s tabs
  • (9:26) Individual client spreadsheet
  • (11:20) Jen’s paper to-do list
  • (12:55) Best financial investment
  • (14:17) Worst financial investment: costly little things

Quotes of the Week:

“I call Google spreadsheets ‘living documents’ because it’s ever-changing and there is a collaborative experience with it.” - Jordan

“I left my notebook somewhere and there went my to-do list. That is when I told myself ‘ you need to have a better system’ . So now I use my Google spreadsheet as my to-do list...and it allows me to stay accountable.” - Jen

Resources:

www.jenglantz.com
Social Media: @JenGlantz

Jan 16, 2017

This episode is brought to you by The Kolada Group.

Today, I’m talking about bookkeeping. My guest is Danetha Doe, who is an accountant for mom-preneurs.

Topics:

  • (1:24) Introducing Danetha
  • (2:20) Past financial management issues
  • (4:57) What led to Danetha’s current business structure
  • (8:20) YOU have to care about your finances
  • (9:23) Why people come to Danetha
  • (11:41) Step 1: organize
    • (12:53) Danetha’s recommendations for personal and business finances
    • (14:02) Step 2: daily routine
    • (16:07) Step 3: weekly bookkeeping date
  • (19:39) Financial freedom is a journey
  • (20:39) It’s easy!
  • (21:28) Danetha’s best financial investment
  • (23:27) Worst financial investment: expensive schooling

Quotes of the Week:

“I didn’t realize that there is seasonality with business – there are times of the year when you make money and times of the year when money is a little bit tighter.”– Danetha

“No one cares more about your money than you do. It’s like going to the dentist. Yes, they care about your teeth, but you need to be the one who is doing the daily crushing and flossing. Same with your finances – you are ultimately the best person to make those decisions for you and your finances.”– Danetha

“Waiting for tax season to look at your finances is like waiting until after you’ve gotten your report card to then study for the exams.” - Danetha

Resources:

http://www.danethadoe.com/ 

Jan 9, 2017

This episode is brought to you by Personalized Procedures.

Today, I’m talking about setting systems, not goals.

Topics:

  • (:30) Intro
  • (1:07) Plans v. goals
  • (4:44) Tools of Titans quote
  • (6:42) Using system to inevitably succeed
  • (9:39) Why this is beneficial
  • (10:56) Jordan’s planned systems:
    • (11:10) 1. Podcasting 
    • (12:08) 2. Speaking
    • (13:32) 3. Outsourcing
  •  (16:48) Recap

Quote of the Week: 

"Losers have goals. Winners have systems." - Tim Ferris, Tools of Titans

Dec 19, 2016

This episode is brought to you by Personalized Procedures. Today, I’m talking about perfectionism.

Topics:

  • (:31) Intro
  • (1:12) Perfectionism is a form of procrastination
  • (4:07) Reframing perspective
  • (7:15) Weighing the cost
  • (10:11) Visibility
  • (11:15) Problems and breakdowns
  • (12:56) Recap of Season 1

Quotes of the Week:

“Perfectionism is a form of procrastination.”– Tim Ferriss, Tools of Titans ͞Problems and breakdowns are not proof that you should quit. They’re evidence of growth and improvement."
-Jordan Gill

Dec 12, 2016
This episode is brought to you by Personalized Procedures.
 
Today, I’m talking about maximizing Google Drive. My guest is Brooke Saxon-Spencer, who runs the magazine Belong, which is designed for creatives and entrepreneurs.
 
Topics:
  • (1:04) Introducing Brooke
  • (2:30) Before systems
  • (6:27) The need for professionalism
  • (12:00) Using systems for other channels
  • (15:05) Knowing everything has a place
  • (18:18) Creating the process
  • (21:50) Naming devices
  • (23:56) Brooke’s best financial investment
  • (29:12) Worst financial investment: missed investments
  • (31:02) The legal side
  • (32:54) Finding Brooke
 
Quote of the Week:
 
“Knowing that something that everyone has access to costs you nothing and will enable you to put a process in place and you can track things and people can get things when they need to is just fantastic.”
- Brooke
 
Resources:
www.belong-mag.com
https://www.instagram.com/belongmag/
https://twitter.com/belongmag
 
Dec 5, 2016

This episode is brought to you by Personalized Procedures.

Today, I’m talking about Facebook ads. My guest is Tara Zirker, who runs Sunbeam Communications, a marketing and advertising company.

Topics:

  • (1:06) Introducing Tara
  • (2:56) Before systems
  • (9:26) Tara’s inspiration and process
  • (12:52) Creating the command center spreadsheet
  • (16:57) Being transparent and having systems
  • (24:41) How to organize ads
  • (32:46) Tara’s best financial investment
  • (34:02) Worst financial investment: too many people
  • (35:47) Where to find Tara

Quote of the Week:

“Whatever you do, for any entrepreneur out there, whatever your product is, you’re always going to be refining that product/service. It’s making sure there’s a system to it... Once you systematize - your services, your offerings, your products - your growth just skyrockets.”– Tara

Resources:

www.sunbeamcommunications.com
https://www.facebook.com/tara.m.zirker
https://www.instagram.com/tarazirker/

 

Nov 28, 2016
This episode is brought to you by Personalized Procedures.
 
Today, I’m talking about expectations impacting the quality of your relationships.
 
Topics:
  • (0:30) Intro
  • (1:09) Accurately expressing expectations and demonstrating boundaries
  • (3:05) Personal example of failing to do both
  • (5:53) Benefit of expectations and boundaries
  • (7:46) What are your expectations and boundaries?
  • (9:40) Getting yourself to a good place
  • (10:28) Negative and positive effects
Quote of the Week:
 
“[Expectations and boundaries] are protective. They are not to hurt anybody else. They are not to make me inaccessible to other people. They are genuinely to protect my worth and how I work.”
- Jordan
Nov 21, 2016
 
This episode is brought to you by Personalized Procedures.
 
Today, I’m talking about the course creation process in Trello.
 
My guest is Lindsay Padilla, who works with clients to help them turn their one-on-one work into courses.
 

Topics:

  • (1:01) Introducing Lindsay
  • (4:27) Business before Trello
  • (7:01) What influenced the process
  • (9:00) The steps
  • (20:11) Best financial investment
  • (23:52) Worst financial investment: lessons learned
  • (25:48) Curbing course addiction
  • (30:20) Quality over quantity
  • (31:55) Where to find Lindsay
Quote of the Week:
 
“The content creation is one piece, but the other piece is the teaching and the delivery and coming up with unique activities... that is something that is missing in
your typical courses online right now.”
- Lindsay
 
Nov 14, 2016

This episode is brought to you by Personalized Procedures.

Today, I’m talking about sales page designs. My guest is Melissa Burkheimer, who creates sales pages for people’s product launches, live events and high-end coaching programs.

Topics:

  • (1:01) Introducing Melissa
  • (1:57) Melissa’s system
  • (2:14) Before systems
  • (3:53) What drove Melissa to a system
  • (5:07) The steps
  • (10:02) Following a timeline
  • (12:40) Melissa’s best financial investment
  • (14:08) Worst financial investment: course overload
  • (15:24) Finding Melissa

Quote of the Week:

“You gotta stay in your zone of genius.”– Jordan Gill

Resources:

www.meilssaburkheimer.com
www.melissaburkheimerstudio.com
https://www.instagram.com/melissaburkheimer/
https://www.facebook.com/MelissaBurkheimer/

 

Nov 7, 2016
This episode is brought to you by Personalized Procedures.
 
Today, I’m talking about how knowing yourself first is the key to successful systems.
 
Topics:
  • (0:30) Intro
  • (1:15) Get More Done Giveaway
  • (2:48) Your systems vs. someone else’s
  • (5:27) Five preferences for YOUR systems
  • (5:40) Schedule Preferences
  • (8:20) System Preferences
  • (9:44) Social Preferences
  • (11:44) Timing Preferences
  • (14:27) Offline and Online Preferences
Quote of the Week:
 
“[My systems are] taking myself into consideration and setting myself up for success.”
- Jordan
 
Resources:
 
www.priorityva.com
www.getmoredonegiveaway.com
 
 
Nov 1, 2016

This episode is brought to you by Personalized Procedures.

Today, I’m talking about partnerships and collaborations. This is the first duel-guest episode, featuring Bri and Thais, who are the accidental business partners that founded Amplify.

Topics:

  • (1:14) Introducing Bri and Thais
  • (3:05) Business before systems
  • (4:46) Getting serious about business
  • (5:50) Being equally committed and always communicating
  • (8:08) System-making process: having the right conversations
  • (12:27) Asana
  • (14:00) Weekly CEO meeting
  • (15:50) Valuing communication: having the tough talks
  • (19:05) Best financial investment
  • (22:51) Worst investment: expanding to new cities

Quote of the Week:

“If we’re not fully in sync, then our business falters.”–Thais

“When you’re in partnership with another person, It’s never going to be rainbows and unicorns all day every day, but the important thing is not what happens, it’s how the two of you come together.” - Bri

Resources:
 
http://www.theamplifycollective.com
https://twitter.com/TheAmplifyCo
https://www.instagram.com/theamplifyco/
https://itunes.apple.com/us/podcast/be-amplified/id1113670828
 
 
 
Oct 24, 2016

This episode is brought to you by Personalized Procedures.

Today, I’m talking about monthly goal-tracking systems.

My guest is Maura Chamness, a product stylist and brand photographer who created her own system that works wonders.

Topics:

  • (1:04) Introducing Maura
  • (2:00) Life before the monthly goal tracker
  • (3:43) Maura’s make or break time
  • (4:40) The Spreadsheet
  • (16:23) Maura’s best financial investment
  • (18:58) Maura’s worst investment: course hoarding

Quote of the Week:

“It’s like my dashboard. I check in with it every day. I keep it on the corner of my desk and it really helps me stay focused on all the one million pieces of things I need to be doing. But it’s here on one page, so we can handle it.”– Maura Chamness

Resources:

http://www.maurachamness.com/
Maura's Instagram
Maura's Personal Facebook
Maura's Photography Facebook 

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