Episode 123
123. What Happens When You Hire Me as Your Systems Strategist
Ever wondered what really happens when you hire a systems strategist for your business and life? In this episode, I break down my exact process, the phases we go through together, and how having someone focused on strategy (not just tech setup) frees up your time and gives you clarity. If you're feeling weighed down by messy workflows and craving more structure so your business can run smoothly, even when you’re offline, this episode is for you.
Key Takeaways:
- Understand the four phases I use to streamline your business systems
- Learn how strategy-first workflows lead to more time freedom and an elevated client experience
- Find out how a systems strategist can give you peace of mind and empower you to tweak your own workflows
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Ways I Can Serve You
- Harmony Systems Sprint: A VIP Week where I’ll set up an automated workflow for your client experience— from inquiry to offboarding. And after your VIP Week, you still have 2 weeks of support!
- Workflow Work Session: If you want a clear, streamlined workflow, my Workflow Work Session is a perfect fit. This session is tech-agnostic, meaning we’ll map out your process in a way that works for you, no matter what CRM (or lack of CRM) you use. You’ll walk away with a customized workflow blueprint that you can implement in any tool.
- Harmony, No Hustle Private Podcast: Are you tired of trying to juggle your business and family life, only to feel like you're constantly dropping the ball. It's time to say goodbye to the impossible balancing act and embrace something better. Work-life harmony. I created the private podcast Harmony, No Hustle just for moms like you. It's your go-to, faith based resource for practical tips and actionable strategies to help you integrate your work with your family life. So you can thrive in both without sacrificing either.
- Join Email Community: In this community, you can expect to get email notes from me that focus on all things business systems including processes, client experience and automation. I also believe life systems are important too, so I’ll be sharing content related to home management, self care and more. Plus I’ll give you an inside look into my journey of navigating entrepreneurship as a Christian mom.
List of Favorite Business Tools
- Dubsado (Client Management): Get 20% off your 1st year or month
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- Showit (Website Builder): Get one month free
- Captivate (Podcast Host): 7 day free trial
- ClickUp (Project Management)
- Castmagic (Content AI Tool)
- Komodo Decks (Screensharing & SOP Creation)
- Descript (Recording & Editing)
Some of the links above may be affiliate links, which means I may earn a commission if you purchase through them, at no extra cost to you. I only recommend products and services I truly believe in and think will be valuable to you.
Connect With Phylicia
Transcript
Hey, friends.
Speaker A:So today I'm going to talk about what it's like to work with a system strategist and what you can expect when you hire me.
Speaker A:Now, if you are kind of new to my community, you may or may not know that in the online space, I serve as a life and business system strategist.
Speaker A:But what does a system strategist actually do?
Speaker A:And what is it like to work with one?
Speaker A:So back in episode 100, I talked about what a system strategist does and how to know if you need to hire one.
Speaker A:So I will link that in the show notes and show description.
Speaker A:But basically what a system strategist does is we map out, we organize and optimize your processes and your workflow so that everything runs more smoothly, more efficiently behind the scenes.
Speaker A:And when I say efficient, I mean like having little to no waste.
Speaker A:Okay?
Speaker A:And so for me, since I'm a license and business system strategist, this can be systems for your business, or this can be systems for your life.
Speaker A:I also talked about in episode 100 how a system strategist is different from an OBM or va.
Speaker A:I also gave you some key signs that you might need a system strategist and also the benefits of hiring a system strategist.
Speaker A:So again, I will link episode 100 so you can go back and get all of those details if you need it.
Speaker A:So when you work with a system strategist, though, it's not just somebody that's setting up tech for you.
Speaker A:We are strategists.
Speaker A:Okay?
Speaker A:So strategy comes first.
Speaker A:We are mapping out what your workflows look like from start to finish, thinking ahead about those things, and then we implement the tech that supports the system.
Speaker A:So as an example, I had a nonprofit client who was launching a new program, and they wanted a way to save time with their applications and the onboarding of the students for this particular program.
Speaker A:So we discussed their needs, we discussed their goals, and developed a strategy and a workflow.
Speaker A:Then from there, I identified what tools would work best for their needs.
Speaker A:And we ended up using a mix of tools.
Speaker A:They were already using Campaign Monitor as their email marketing tool.
Speaker A:So we stuck with that.
Speaker A:I had set up their Dubsado for a separate project before, so we just had to create some.
Speaker A:Some new assets in Dubsado.
Speaker A:And then we also implemented the use of Zapier and easy texting because they wanted to do some text messaging.
Speaker A:And then I set up their actual workflows.
Speaker A:Okay.
Speaker A:So that essentially is what it's like to work with me, right?
Speaker A:There's different phases.
Speaker A:And so I'll kind of go through and break them down.
Speaker A:I already kind of mentioned them in my example, but I'll break them down so they can be a little bit more clear.
Speaker A:So the first phase is discovery.
Speaker A:And in this phase, this is where I am asking the questions, pinpointing exactly what you need with your systems, with your workflow that we are attempting to build.
Speaker A:So this is like assessment and understanding the need.
Speaker A:Okay, so that's what's happening in the discover phase, then it's design.
Speaker A:So after I know what the goals are, after I know what the existing challenges are, then from there I can design or plan out, map out a streamlined, efficient, just beautiful workflow that fits your business model, it fits your client journey.
Speaker A:Right.
Speaker A:And also, again, your personal capacity.
Speaker A:I take that into consideration when I work with my clients.
Speaker A:And so every piece of the entire system is mapped out.
Speaker A:Again, if you are new to me, you may not know how I define a system, but for me, a system is not the software.
Speaker A:The system is your processes, your tools and your people and your unique integration of those three things that creates your system.
Speaker A:Okay.
Speaker A:And so I'm.
Speaker A:I'm mapping out from start to finish what your workflow is going to look like, again based on your business model, your client journey and your capacity.
Speaker A:Okay.
Speaker A:After design, then there's development.
Speaker A:Okay.
Speaker A:So in this phase, this is where I'm actually building the system.
Speaker A:You can think of it as translating what we have mapped out in the design phase, translating that into your tools and into automations.
Speaker A:Okay, so we're going into Dubsado, we're going into Zapier, we're going into ConvertKit, Flow, Desk, or whatever tools you are using, and we are building those.
Speaker A:Well, I am building up the workflows in those tools.
Speaker A:Okay?
Speaker A:And then everything is set up, everything is customized to your needs or what we have talked about.
Speaker A:And then I am also testing what has been set up to make sure that it is working properly and that it makes sense for how you work for your rhythms.
Speaker A:Okay.
Speaker A:After development, there is deliver.
Speaker A:And so finally, this last phase is where I deliver the final workflows, the final setup to you and I deliver support to you.
Speaker A:So you'll get training either for you or if you have a team training for your team, you'll always get tutorials.
Speaker A:Like, if we're thinking about my Harmony System Sprint, there's two weeks of support following the delivery of the completed workflow and tutorials are included with that because I want you to always be empowered with the information that you need to be able to tweak your system if necessary.
Speaker A:Right.
Speaker A:And so you walk away with a system that works for you, that makes sense for you and your business.
Speaker A:So that is what my process looks like when I'm working with clients.
Speaker A:Discover, design, develop, deliver.
Speaker A:And I love alliteration.
Speaker A:So, you know, had to put that in there as well.
Speaker A:So a couple of months ago, it might have been longer at this point.
Speaker A:I took a personality test, and I may or may not have mentioned it on the podcast.
Speaker A:I took a personality test and the results came back that my personality type was INTJ architect.
Speaker A:Okay.
Speaker A:And as I read the results of this personality test, I was astonished because I was like, yes, that is so me.
Speaker A:Okay, so I want to read a little bit of the personality results so you can get an idea just of how I am wired and then how that translates into how I work.
Speaker A:I'm literally just going to read some of the results verbatim.
Speaker A:It says, as an INTJ architect, you possess a rare combination of vision and pragmatism.
Speaker A:Um, so pragmatism.
Speaker A:Let me pause here.
Speaker A:A pragmatic approach to something is when you emphasize, like, common sense, efficiency, facts, instead of just like relying on theory and abstract ideas and principles.
Speaker A:Okay, um, so I'm going to continue on.
Speaker A:It says your analytical mind constantly seeks to understand the world around you.
Speaker A:Driven by an insatiable curiosity and a desire to improve systems and ideas, you approach life with a strategic mindset, always looking several steps ahead and planning for various contingencies.
Speaker A:Pause.
Speaker A:Okay, as I was reading this, I'm like, this is exactly how I work.
Speaker A:Exactly how I work.
Speaker A:Okay, let me continue.
Speaker A:It says your pursuit of knowledge and improvement is relentless.
Speaker A:You have high standards for yourself and others, always striving for efficiency and effectiveness in all areas of life.
Speaker A:Okay?
Speaker A:So what this means is that I am wired to do the work that I do with system strategy.
Speaker A:Okay?
Speaker A:I am wired to see patterns.
Speaker A:I'm wired to connect the dots and design workflows that are logical, that make sense, that are scalable, but also that are simple to manage.
Speaker A:Right?
Speaker A:So one of my clients that I was working with, we had.
Speaker A:I forget the exact reason why, but we needed a workaround for something.
Speaker A:And I did my research, of course, and I figured out a workaround, a couple of workarounds, but there was one that just seemed a little bit too complicated, especially for the capacity and the.
Speaker A:The desire of my client to not be too involved with the tech.
Speaker A:Right?
Speaker A:And so I decided not to present that as an option.
Speaker A:Right?
Speaker A:Because I always want to keep things as simple as possible for the client.
Speaker A:Okay?
Speaker A:Now what this also means is that I constantly am looking for ways to streamline, to automate, to simplify.
Speaker A:And this is not just in business, this is not just with clients, it's in my personal life as well.
Speaker A:So I'm just wired this way.
Speaker A:All right?
Speaker A:So if you decide to work with me, what you get from this, the benefit of this, of working with me, someone who is an intj, is that you get clarity, right?
Speaker A:You'll truly understand how the back end of your business works, how your client journey works, and why it's structured the way that it is.
Speaker A:You get time freedom because you are going to be spending less time fiddling around.
Speaker A:I feel like that's becoming one of my favorite phrases right now.
Speaker A:You'll spend less time fiddling around in software and chasing your task, and you'll have more time to focus on your family, growing your business, focusing on your clients.
Speaker A:Okay.
Speaker A:Or doing whatever it is that you desire to do with your time.
Speaker A:You will also have an elevated client experience.
Speaker A:Okay?
Speaker A:Every client touch point from your inquiry all the way through to your off boarding, it will feel smooth, it will feel professional, it will feel thoughtful.
Speaker A:Another one of my clients, we set up a podcast guest workflow for her and she was getting compliments from her guests about her workflow because it was smooth, because it was professional, because it was thoughtful.
Speaker A:Okay?
Speaker A:And you'll also just have peace of mind knowing that things are being taken care of, things are happening behind the scenes, even when you are offline, even when you are playing with your kids, you might be cooking dinner, you might be on vacation, you might be with a client, things are still being taken care of, okay?
Speaker A:So if you're in a place where you are feeling like you're ready for your business to feel a little bit lighter, you are ready for more structure when it comes to your client experience.
Speaker A:Then I would love to invite you to apply for the Harmony Systems Sprint.
Speaker A:Okay?
Speaker A:It's a long week, intensive where we map out, we build, and I'm saying we, we do map out.
Speaker A:And then I build your workflows from inquiry to offboarding, so you can have that elevated client experience, so that you can have that time freedom, so that you can have that clarity, that structure, that peace of mind.
Speaker A:Okay?
Speaker A:The link is in the show notes and show description.
Speaker A:Or if you just have any questions and you're wondering if it's the right fit for you, just go ahead, send me a DM and let's chat about your business.
Speaker A:Also, if you have other questions about what it's like working with me, just message me.
Speaker A:We can ch about it.
Speaker A:Thanks so much for tuning in.
Speaker A:With grace and gratitude.
Speaker A:I'll see you in the next episode.
Speaker A:Hey friend.
Speaker A:I'm so glad you tuned in today.
Speaker A:Before you go, will you take a moment to leave a review?
Speaker A:Leaving a review ensures other mompreneurs like you can find this show and get the insights and strategies they need to create harmony between their business and home life.
Speaker A:I appreciate you so much.
Speaker A:With grace and gratitude, see you in the next episode.
