5 Signs you've lost control of your business systems

Systems. They're what makes your business run... they're also one of the easy pain and stressor points for entrepreneurs. Knowing what systems to use in your business is key... but that doesn't make it any easier when faced with an overwhelming decision. Here are 5 signs you've lost control of your business systems.


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1. You have to use multiple payment processors.

Having some way for people to pay you is, without a doubt, one of the most important parts of being in business. After all, if people can’t pay you, then how are you ever going to run a successful business online?

There are a lot of options for payment processors online, the three most common being Stripe, Paypal, and Square. Chances are, a lot of your customers will be used to using paypal, but chances are also really high that you’re going to run into a ton of trouble when you start making money - such as paypal holding money from 60 days when you’re starting out or up to 180 days with little to no warning.

Not exactly what you want in a payment processor. A large part of being in business is holding firm boundaries. You don’t want a payment processor that feels like it can reach directly into your pockets without warning and keep money from you. 

That’s why we like Stripe. It’s simple, it’s straightforward, and it’s no fuss. A payment comes in, and 5-7 business days later, it appears in your account. You can charge your clients in full or on a payment plan using stripe, and you can integrate it with Squarespace, Woocommerce, and almost any payment system. Just because your clients may be used to seeing that Paypal button doesn’t mean that you have to provide that service. You are in control of the systems that you use for your business.

Be a leader, not a follower. 

But even if you do use Paypal, use Paypal consistently. Don’t use Stripe sometimes, Paypal consistently, and Square other times. First of all, this looks sketchy - why do you need multiple payment processors - but it also makes it more difficult for your accountant, your OBM/VA, and the rest of your team to keep track of what’s happening.

Consistency is king.

2. You have to find workarounds for everything

This is a good sign that your systems have gotten the better of you: You have to find workarounds for everything. You can’t have your clients book appointments and pay for their packages in the same place? 

Okay, so now you have to send them a separate invoice, and you have to open up this other program to make that happen. 

Oh! And now your client needs to sign your contract - so you open up another program to edit that and upload it over here to your workaround because you don’t want to use something that’s all in one. 

Okay, now that doesn’t integrate with your e-mail service provider so you have to go and add them in under your clients segment and… ooph. You get the drift.

Your systems should work FOR you, not against you. You want to make your life easier and not harder, so selecting systems that may be a bit more costly but have built in integrations, allows you to minimize the number of tasks involved in onboarding, etc. is what you’re going to need.


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3. You’re still DIYing everything.

If you’re DIYing everything, you’re wasting time and money - the two worst things to lose.

There are so many systems that you can use to automate your processes so that all you have to do is create templates, draft e-mails, and get a lawyer to draft up your contracts one time, and then you can push one or two buttons and the whole thing deploys on its own, as if by magic.

DIYing may seem cost effective, but it’s not.

Let’s break it down this way:

Your hourly rate is 200$ an hour. 

You need 5 clients per month to hit your sales target.

You know that your close rate is 10%, which means that you need to get on the phone with 50 people for you to sign those five clients. That’s probably 50 hours of calls alone.

Nevermind actually being on the phone with clients.

If every time you sign a client you have to:
-Manually edit all the information in their contract (15 minutes)
-Send it to them (5 minutes)
-Add their payment into your spreadsheet (5 minutes)
-Add their information to your payment processor (5 minutes)
-Add their information to your e-mail system (5 minutes)
-E-mail them again with your welcome packet and to figure out what time will work for both of you for your weekly session (15 minutes including back and forth)
-Add everything to your datebook (5 minutes)

You’re looking at an hour PER CLIENT.

That’s 5 hours that you could be talking to people and getting more clients that you’re not spending on clients, you’re spending it on menial tasks that aren’t worth 200$.

And even if you’re outsourcing it to a VA, isn’t there SOMETHING you can have them do that’s a better use of their time?

4. You’re using your systems because a VA, a friend, or a coach recommended them to you.

Finding systems that work for YOUR specific business requires research. Just because Calendly is the right scheduler for someone else, it doesn’t mean that YOU should use Calendly.

Your business isn’t going to look like anyone else’s business. No one has the same long term goals, plans, or way of seeing and thinking about the world as you. Some people like more customization in their systems, others don’t.

If you want to send out e-mails with high deliverability and rich content? You’re probably going to want to check out Convertkit. Want a lot of fancy bells and whistles with really stylized e-mails, a ton of templates, and color customizations? Convertkit’s not the right option for you, then.

You have to see what’s going to fit your specific needs and make decisions based off of that and NOT based off of some arbitrary recommendation. Recommendations are important, because they give you a place to start, but you have to know what’s right for you in your specific business. Until you figure that out, you’re going to want to tear your hair out.

5. You’re avoiding doing work or launching because you get stressed by your systems.

Chances are, if you’re guilty of 1-4 in any capacity, you probably get an overwhelming feeling of dread every single time you have to actually touch your tech or your systems, and overwhelm is one of the key reasons why people don’t get more done in their business. 

Because overwhelm is really the root cause behind a series of excuses.

“I don’t have time.”
“I’m already making enough money.”
“I want to tweak that product more before I put it out there.”
Etc.

Your systems shouldn’t be stressful, period. End of story. They should be one of the simplest parts of your business because when done correctly, they run most of your business for you on autopilot. 


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