Having one's affairs in order so as to deal with them efficiently.
That's the definition of organized...
On a scale of 1-10, how organized do you feel?
Now, on a scale of 1-10, how much space and automation are your organization systems creating for you?
Ah-ha. Gotcha didn't I?
Just because we have the newest apps, pretty lists, a color-coded calendar... doesn't mean we are ACTUALLY organized does it?
Are you using these systems daily? Are all of the newest and coolest tools working for your or are they over-complicating your life and creating inefficiency?
I think it's time to SIMPLIFY the organization tools we use and ensure that every-single-system is doing the following:
1) Creating more efficiency
2) Opening up more space (i.e. automation)
3) Helping us define which actives are income producing or brand building
4) Simple and easy to implement and use, daily
5) Seamlessly integrate into the programs we already use
How does that feel?
Are you ready to nix all the stuff that is overcomplicating your business and life?
Me too, sis.
Here are the most recently organization hacks I've discovered and guess what? They check all of the boxes above.
Winner Winnaaaaa chicken dinner.
Mmmmm chicken. Sorry.... not sorry.
Ready? Good. Let's get it.
Love and light,
P.S. If you enjoy this episode, be sure to share a screenshot in your IG stories! I will shout you out on my stories! Yeahhh!!!!!
Full transcription available at the bottom of this blog post.
to win this life-chaning trio, sis!
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FULL EPISODE TRANSCRIPTION:
It's that time. Let's talk about organization. And I want to share with you some of my top organization hacks I've recently implemented into my business that have made a massive difference in just automating space and time and getting more stuff done. So here we go. This is episode number 65 organization hacks for entrepreneurs.
What's up mama boss. Welcome back to The Mompreneur Mastermind Show. I'm Stefanie Gass, success strategist and passive income queen creator. If you're ready to step into your God led potential, create profit from your passions and capture the success that is already yours. This podcast was made for you as always. You can find out more and connect with me over at stefaniegass.com. So grab that cup of coffee or fill up that glass of wine. And let's dig in to today's show.
Let's dig in to the review of the week. This review is five stars. It's titled refreshingly educational by Charlie sheet listing to Stephanie. On my way to and from work has become one of my favorite parts of the day. Her upbeat messages are educational and positive. And leave me thinking that I too can be a successful working mama. I appreciate her thoughtfully worded presentations that strike just the right tone. Not overbearing, not sweet, not promising the moon and stars. Just honest. I've taken away several nuggets of wisdom. I have been incorporating into my own business. I'm glad I didn't catch her podcast from the beginning right away, because now I can binge listen to all of the past episodes. Thank you Stef, for a great listening experience. Thank you, Charlie. I appreciate you. I'm excited that you found me and I hope that this podcast continues to inspire and encourage you every single day.
And Hey girlfriend, let me tell ya, have you ever thought about starting your own podcast? I am truly blown away at the impact it's made on my business. I've been able to scale 100 times faster than I ever did when I was focused on Facebook, Instagram posts, hashtag strategy, even video. And I know that audio is the wave of the future. It's growing by over 30% every single year. And I can personally attest to what it's not only done for my brand, but also my bank account. Our revenue is up over 98% and it's only been seven months of podcasting. So if you're looking for a way to explode your platform, grow your business and scale in a way that's going to create more rapport and trust. I want you to consider what it would look like for you to start a podcast. Start with my free quiz to see if podcasting might be right for you.
Go to podcast, quiz dot G R the number eight.com that's podcast, quiz dot G R eight. The number eight.com. Okay. Who's ready to get organized. Right? So let me tell you what happened for me in about the past 45 days. I have become so much more organized and I really think it started with a new hire. I hired a podcast publicist who was going to focus on getting me on other podcasts and work on my PR in essence. And so when she stepped onto the team, I was almost forced to organize my life for not only her sanity, but also mine. And look, I resisted some of these organization hacks for so long because it was just me and yes, I had a few people that I was outsourcing to, but nobody that was fully on my team inside my calendar, booking things, corresponding with clients for me.
And I really had to create a system that was going to organize all of this for her, so that she wasn't constantly emailing me for availability. And she was able to take on this role in a fully automated way. Okay. So I want to go through these five things that I've been able to organize in the last 45 days, because it's been a game changer. And I think that you can implement some of these things in your own business just to feel like, Hmm. Like, look at me, go like I'm organized, watch me work. Okay. So number one, number one, and I know this one's going to be controversial coming from me because I'm so hardcore into the paper planners. And look, I resisted an online calendar, so hard sister, but I had to implement a scheduling software in order to manage all of the interviews.
All of the new consultation calls that I had coming in and a paper planner was no longer working because I had to correspond with people back and forth. So here's what I implemented Calendly. Kay. And I've tried both acuity and Calendly, and I will tell you that Calendly is my favorite times a million. Okay. Lifesaver. Now I did invest in the paid plan because I had three types of appointments that I needed to create. So I set up Calendly and I have first appointment is people that are coming on my show. The second appointment is four consultation calls. He's a 15 minute increments and third are bookings for me to be on other people's shows, public relations in essence. Okay. And so what's so beautiful about this scheduling software. Is that inside of the booking? Not only does it tell people the instructions for what's next, right?
Like let's say the zoom link where we're meeting. I also have links for them to go and get all of my information, my headshots, and it also sends an automated email with the zoom instructions and it populates my outlook calendar. So it's crazy because I'm able to use this digital calendar for all of my appointments. And then I only use it for that. I have not shifted to an automated calendar because I don't want to do that. I still want to be proactive with my day, but I've completely automated the booking and appointment process for my business. So I'm able to then take those appointments and come on over to my planner and just copy them into my paper planner. Okay. So Calendly, if you have any type of appointments in your business, anything, if you're making appointments more than once or twice a week, you must implement Calendly.
You can do the free plan and get one appointment type, or you can invest in the paid plan and have as many as you like, you can add team members so that they can see your calendar and all of that. So that was number one. Number two, I created workflows and templates for common emails. Okay. We were sending the same pitch email in essence for me to get on people's shows, but it was like I was drafting these emails or trying to, what did I say last time? And, Oh, that was good. I said that good last time. But now I'm really busy. So I'm just going to send like two sentences and it was kind of all over the place. So what I did when we created this new position is I created a workflow for her telling her, okay, when we pitch somebody, when I say hi, I'd like to be on your show.
This is the email we send. And I drafted that entire email, how I wanted it to go to everyone. And the only thing that changes is their name. Right? And then I say, okay, step two, a one week later, you send a followup and here's the email that you're going to send. And it's a drafted email. She can copy paste. So if you're going to say the same thing, things over and over again, create a workflow even for yourself because it saves so much time. I could go in there and copy paste that if I wanted to run that process, also let's say something happened. And I had someone else take over that position in the future. I don't have to recreate because it's not a training. It's a workflow. Someone else can take that and implement it. Or if she goes on vacation, which she did last week, I can take over that process.
So it was super clear. I also created a workflow for her, for people that were coming on to my show, right? So we send them this email. And then a couple of days later, we make sure they filled out the information form for guests. We make sure we've received the headshot. We make sure X, Y, Z. So all of these things are created just in a simple word document. And the templates for the common emails are in that same word document. Okay. And then here's number three. This is organization hack. Number three. I moved everything that she needs. Those workflows, those common emails into a Google share drive. Why? Because you don't want to email each other back forth every time somebody makes a change. And if I want to go and update my workflow, or let's say, I think of a better ending sentence to that one email, I go into the Google ShareDrive I changed the sentence, and then it's there, it's in a shared folder so that she can now receive it without me having to email her a new file.
Every time I make a change. So if you have anyone on your team and even if you don't, if you think you will ever in the next 12 months, have someone joining you, whether it's a virtual assistant, whether it's a full-on position, get things set up now to where you're really organized. And Google share is great, because if she wants to go into our tracking template, we have a tracking template for all of these processes. She can go in update the Excel file, which is in Google. And I can now go in and see, Oh, we do have recording instructions for that, or, Oh, we're still missing an outline for this. So if you have a Google share, don't have a Google share drive, get one, one day, you will have a team and you will think me 1 million times over also the benefit of this is you can access all of your important files from anywhere.
Let's say I went on vacation and I don't want to bring my laptop, but I have an important thing coming up. I need to check it. I can then log into my Google share, drive, and access my files from anywhere. So this is really a cool thing that you can do to just make sure that you have accessibility from anywhere. All right. Okay. Here's number four, new organization hack. I built custom pages, landing pages for my guests using the landing page software that I already have within get response, which I've talked about immensely. I love it. So most landing page builders give you unlimited pages that you can build, right? So you can create pretty custom pages for almost anything in your business, product sales, your freebies and calendar bookings, all the things, right? Like you can even embed Google forms into these pages. So instead of emailing our potential guests that I want to come onto my show, I have a landing page built.
And so they go to this one link and it has all the steps. Step one, book, a recording time with staff, they click the button, it takes them to Calendly. They book the link. When they book the time they receive the instructions. Here's your zoom room. Here is what I need from you, et cetera, et cetera. It automatically populates my zoom calendar. So I know that meeting exists. It automatically updates my outlook calendar. So I know when this interview is going to take place, then it goes, step two, fill out the interview form that we need from you prior to the actual recording. And so this is all on one landing page. The beauty of that is the girl on my team does not have to email them back and forth and track it all. She just says, here's the link? Do your booking, and then do your interview form.
And then the beauty of that is the rest of it's automated, right? So they book all of that stuff is auto filled and scheduled for us. Then when they go and fill out the form, which is organization hack number five, okay. It saves for me. And I get an email alert that the form has been completed. So it's just more simple and it's just more beautifully packaged. The presentation is really great. And it's going to save you time and energy, because if you can take things outside of your inbox and all that back and forth, you save money on outsourcing. You save time. If you're doing all of that yourself, and it just stays more clear. Once we had five interviews happening a week and I'm on five people shows that, imagine that back and forth. Do we have this? I dunno, do we? Right?
So if you can create a system where it's one place to go look and it's, it's really taken care of on the backend, you're going to save so much time and space. So that brings me to number five, my fifth organization hack, which is Google forms. Any guest or interview fills out a Google form, which is totally free to set up. You guys just go into your Google search bar, see Google, like rules, the world, go into your Google search bar and search for Google forms and set up a form for any type of information capture that you need. I was able to set up not only one for the guests coming on my show, but also the request for people to be on my show. So the beauty of this is I can ask all the questions I need upfront. They can even add a file to the Google form and upload their headshot.
It's all in one place. So when I log in, I can see, Oh, I have five new Google requests. Five new forms have been filled out for people requesting to be on my show. And I know to look in one place instead of digging through my email, who wanted to be on the show, you know, it's time to book a new guest. Oh, well I have no idea because it gets buried. It doesn't get buried in Google forms. Absolutely love that. It's one of my favorite hacks and I gave my new hire access to all the Google forms so she can dig in there and go and update all of the tracking as well. So really cool. You can also give people just a view link. So if we're sending something to someone, we can use the share button and then say, send them the link to view, or if I'm sending it to my podcast publicist, I could send her the link to edit.
For example, if we're both going to be using that form. So I want you to think about how can you start to create some of these organization hacks in your own business? Can you create some type of automated scheduling system using if you're still doing this on your own, through correspondence and email, there's an easier way to do it. And believe me, I resisted that so hard, like I said, but it's been such a life changer. And then how can you create workflows? How can you save email templates that you're constantly recreating, even if it's a baseline template and you still have to tweak it, it will still save you so much time. How can you then create maybe custom landing pages for systems that you want to have a user experience? Because most likely you're already using landing page software. So use those landing pages for any and everything you possibly want to look like a website.
And it's just super simple drag and drop, populate that in there and automate that process. And also, how can you create and use Google forms and Google share drives to get stuff out of your inbox and onto a platform where more than one person can edit update, and it can be accessed from anywhere now, before I leave you, I have two bonus organization hacks for you. Woo, woo, woo. Okay. Number one, back up everything twice, if you can. What I use is an external hard drive and I back up my computer once a month. I don't care what you do. You have got something on that computer that if you lost it, it would be detrimental to your business. So to stay organized and to be sure that nothing ever gets lost or broken, or it's only existing in one place, back it up sister friend, all right, back it up, back it up.
I use that external hard drive. I also use the cloud. All my photos go into Google photos. You can set that up automatically on your phone. So you've got everything being backed up. It's just a safety measure and it keeps you way more organized because again, you can access the most important things for more than one place bonus hack. Number two, I organized my phone apps into folders by the most used. Now, the only reason I did this is I just got a new phone, but I'm going to tell you anyway, because it has truly helped save me when it comes to organization and focus time. So I moved all of the social media apps to my very last page of my phone. So if I'm going in there, I would have to scroll all the way to the third page of my home screen, click the social media app folder and open that app.
So this will hopefully keep you from mindless scrolling, all of that non intention time that we really have to avoid as mompreneurs and as women with small bursts of activity time, it needs to be non interrupted and then created a folder for all my kids' games. So that's got its own folder. And then the most used for me is on the home screen. So this allows me to have quicker access to the that I need. I also made sure to put all my Bible apps and things like that on the homepage. I turned off all notifications as well. If you guys have heard me talk about this, so I get zero notifications. I don't get a notification. When I get a new email, I don't get a notification when someone messages me on social media, right? I want to decide when I tackle my inbox, I want to decide when I go into Instagram.
So all notifications are off. Everything is categorized into folders, and then only the things that I need are on the homepage. Calendar calculator, all my health apps, my religion apps, the phone, the texting, and the little internet button, whenever you call that. So that was your bonus hack. So I hope that these helped you. I'm telling you they've made a massive shift in my business. And the beauty too is I have systems now set up as we continue to grow my business. As we add more team members over the next couple of years, I will have already perfected all of these automation systems and know that it's going to be seamless when we onboard someone. And if we had to replace someone or if I ever had to step in and take over these processes, there are workflows in place to make that easy for me.
So hopefully these organization hacks will help you as much as they have me. I want to leave you with encouragement today, sister, friend, that regardless of how overworked overwhelmed and frustrated you find yourself, you know, there's an answer for this. I pray that if it's time to outsource that you take that leap, that you've recognized that you do have the financial abundance that you need to do anything you need to do, and you just have to get resourceful and you have to pray on it. And you have to create that option in your heart for it to come to fruition. I pray that you recognize that you have the power over every single hour in your day, and you can create intentional time blocks for whatever it is that needs to get done. I pray that you believe in yourself hard enough, long enough to become the success story that you are called to be. I'm cheering for you. I believe in you more than, you know, as always love and light, Stef.
Lots of fancy unused education. Podcast Coach, Clarity Coach, & Top #25 Ranked Podcast Host for Christian Entrepreneurs.