44. BTS - How I created space in my business without losing productivity

I'm pulling back the curtain on the BTS of running an online business.

This week, I’m sharing everything from the accidental podcast bloopers that never made the cut, to the world of client management. 

In this episode, I cover:
✨ The not-so-glamorous side of podcasting: What really happens behind the scenes (and why it’s okay to mess up).
✨ Client drama. We’ve all been there. Let’s talk about it.
✨ Tips and tricks for managing your time, sanity, and that one client who always seems to have a crisis.
✨ A sneak peek into my process: From episode planning to the final edit.

📲 Connect with me for more intentional business growth tips, links below! ⬇️

Thank you for being a part of the Soulpreneur Scaling Stories community!

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🎧 Podcast produced and edited with love by @FerAssists 🩵

Transcript

[00:00:00] Andrea Elibero: Andrea here, your host and passionate business coach and scaling strategist for Soulful Service Providers and Coaches. Welcome to another episode of Soulpreneur Scaling Stories. Have you ever wanted to look behind the curtain of your fellow entrepreneur's business to see what actually went into scaling it?

[00:00:22] Well, you are in for a treat because that's exactly what we are doing here. In each episode, we will be uncovering the truth behind the lessons and the stories behind what it truly takes for sole preneurs to scale their businesses intentionally. I'm hoping that their stories will help you to unlock the true potential of your business so you can create your own soulful, abundant and aligned laptop lifestyle through intentional scaling.

[00:00:46] So whether you're just starting out on your scaling journey or you're a seasoned entrepreneur seeking inspiration, this episode has something incredible in store for you. Are you ready to rise, grow and create? Create a business that fully supports your dream life. Well, let's [00:01:00] dive in before we begin.

[00:01:02] Make sure to hit that subscribe buttons. You never miss an empowering episode filled with real stories and soulful insights.

[00:01:11] Hello friends. Welcome to solopreneur scaling stories today. I want to do really fun behind the scenes. Cause I feel like this is one of my favorite types of episodes for other people. I love when other people share how they run their business, what's going on in their backend, all of those things. So. Today. I want to chat about how I created space in my business without losing productivity. And I'm going to share another behind the scenes is that my, one of my dogs has been very whiny today. 

[00:01:43] So I said, I'm going to give them some treats or some things to chew on. So they'll be quiet. And now this is all I hear in the background. So if you hear background noise, just know my dogs are having an amazing time. Chewing on things. Okay. So back to business. Okay. So in my [00:02:00] business, basically, I kind of have two, sometimes three businesses. 

[00:02:04] I'm certified online business manager. And intentional growth coach for surf soulful service providers. I have so many ideas. I'm a generator in human design. I'm multi-passionate. I want to do all of the things. But I'm also introverted. I also need rest and recharge time. It also takes space for me to create, to bring out those creative juices for my marketing. 

[00:02:29] I am not a woman who functions well with five calls in a row and has all this energy afterwards. So how do I get all of these things done? How do I have a podcast or this YouTube? Coaching clients have OBM clients. You know, how do I do all of these things? Well, The number one thing that I would tell all of my clients to do, if they are struggling with this is to get clear on. They're non-negotiables. What are the things that you have to get [00:03:00] done? Can your business either that day, that week, whatever. 

[00:03:03] So for instance, and these are the things you have to do, right? So for instance, for me, My daily, daily marketing non-negotiables are post something on threads, do some engagement and Instagram stories. This is, I do these every day without fail. It's part of my routine, like amazing. And then for my clients, Every day I am. There are certain times of the day or certain Blockwood barriers, but I am not in and out of Voxer, slack, you know, communications, email, these things. 

[00:03:32] I have set times where I do these. So I'm taking care of my clients and I'm doing some sort of marketing every single day. Non-negotiable. So, how do I support myself in doing these things? So. Here are the tools that I do to create space while still being productive and do lots and lots of things. Number one is my Google calendar. So we all know all that time blocking. I [00:04:00] live by time-blocking. 

[00:04:01] If it is not in my calendar. I don't know, it doesn't exist. It doesn't exist. So everything is color coded. I have personal things. I have work things. Everything. So even little things like, oh, reviewing the applications to be a guest on my podcast. This is in my calendar as a weekly recurring task. I have, usually I have around one or two. OBM clients and I ha there are really based. 

[00:04:25] And so I have their time scheduled in as a recurring task on my calendar. So even if maybe I'm not doing it, like. You know, something comes up that day. I'm moving it. You know, so I'm moving it to the next day. So in this way, I know what I'm doing. I'm not, I don't have to spend time thinking about what do I have to do today. And then that brings me to my schedule. So I made a schedule for myself that has been working really well. For instance. 

[00:04:52] So this is what I do weekly. Mondays is my sacred content creation day. I have no calls on Mondays. My day is focused [00:05:00] on content creation. Mainly my weekly email. And some social media posts. I do this a little side note because I used to do on Fridays and then I found out. I found for myself that my Fridays, I was tired. And I wasn't able to, it was harder. 

[00:05:18] So then I shifted things around to make it on Mondays. Tuesdays and Wednesdays are my call days. So client calls, podcast interviews for my own podcast. Coaching calls client work as well. So I try not to do sometimes, but on Mondays I don't do very much client work Tuesdays and Wednesdays is very client work, focused, call focused, all the things. 

[00:05:41] Those are like my on days. Thursdays. This is where I have my own coaching. This is where I have space for client work and space for doing another social media post. If I don't have enough time for content creation to do all that on Monday. Fridays are my CEO admin days. [00:06:00] So if I'm creating something new, if I'm showing up doing some sort of training, if I want to update my, you know, create a sales page for something, whatever. This is what I'm doing on Fridays. 

[00:06:10] If I'm applying for podcasts for bundles, like whatever I'm doing, admin stuff. Fridays. So.

[00:06:17] Not only so somethings around this. So having this type of schedule, it gives me so much clarity. I don't get like, these are my days. They're very focused as well as you can tell there's a couple of days I have to be on, on, on the other days are more flexible, but there are themes. 

[00:06:33] I can get these things done. If something isn't able to get done, I can move it around, but it's all in my calendar. And that takes so much mental energy. Away from me, right. So that's the Google calendar. Second piece, our calls. So not only did I limit my calls to Tuesdays and Wednesdays, I also limited the number of calls that somebody from the outside can book in with me per day. I have lived the [00:07:00] life. Of having an open call schedule. Multiple days of the week. 

[00:07:04] I have also lived the life of having some. Multiple calls. Being able to be booked on the same day. This is not a life that I'm able to live. I can not show up as my best self. If I am doing multiple podcasts interviews in one day, I applaud you. If this is your jam. Amazing. It is not mine. And I can hear what you're thinking, and this includes by the way they include that discovery calls. So I don't have my calendars open for discovery calls every day of the week. So maybe you're thinking like, aren't you nervous, you're going to lose clients. 

[00:07:36] If you only have two calls, is, you know, if you're, if like they can't just schedule a discovery call, like whatever day. Absolutely not. I've never lost a client for this reason. I've never had somebody say, oh, I can't work with you because your calendar is not wide open. You know, absolutely not. And by the way, if somebody can't make, you know, that time, then they reach out and say, oh, I can't do it. 

[00:07:55] And you know, we find a time that works for both of us. Like not a big deal plus. [00:08:00] If somebody is questioning this, which nobody ever has. If I told them that I do this, so that way I have my schedule. Set up so I can show up as my best self I can serve at my highest level. That's why I'm limiting these calls. 

[00:08:14] Who's going to argue with that. And that's literally, literally the reason that I do it. And if somebody is not at all about that life, then. They're not my ideal client to begin with. Right. So that's great. We did yourself out. So. The point is that. These general rules that I have. Increase my productivity. They increase my focus time and they keep me from burning out. If I had just had somebody could put calls whenever I would not have the guaranteed focused time that I have now. Right. 

[00:08:52] So this is really important. And I see this, especially the call thing. I see that so much with my clients, you know, with [00:09:00] my service provider clients. Cause you want to be there. You want to answer. You know, questions. If there's things going on, you want to be able to slack really quick. Things are rarely an emergency rarely, oftentimes, and by the way, this also takes, uh, communication with your clients, right? 

[00:09:17] So you don't have to. I could just do these things and not tell people about it. You can tell them why. If you say, okay, I'm going to meet, you know, checking slack in these times or, um, slack is there. I might not respond right away. And this is why, or maybe, you know, if. Uh, I'll put an emoji that says, okay, I saw your message or something or this, you know, I saw it and then I'll respond back later in the day because I really want to have time to focus and great. Ideal clients, your clients that work well with you will respect that. You know, because they should understand that. 

[00:09:49] Honestly, they should have these boundaries set up for themselves. So, and it's interesting too, because when you have these conversations with your clients, The.

[00:09:58] I've had clients who [00:10:00] have. Told me. He was said, oh, well, I sent emails that, you know, this like random time. I don't expect you to get back. 

[00:10:06] Or I send all my slack messages at five o'clock in the morning when I get up and do this, don't worry about it. That's just when my brain is working, I don't expect you to respond back right away. Right. So having these open, calm, open communication really allows you to understand how each other works and allows you to, to then be able to communicate effectively like any type of relationship. 

[00:10:25] And then you don't have all of these worries, all of these thoughts, oh boy, I have to respond right away or this and that, you know? So. Do what you need to do set these boundaries so you can be productive and communicate with your clients about it. Okay. So the next piece of this is click up. My friend. 

[00:10:43] So I have. Listen, I am certified online business manager. I am a systems girly. I have a system for everything. There is not a thing that happens in my business that I don't have a system for. And that I just have to remember, oh my gosh. Like if I had [00:11:00] to remember to do all of these things, I would, I would not be able to do it. It takes so much brain space. To be able to, to have to remember things. And. I have terrible memory. To begin with. So I would rather use my brain for more important things. And use tools to support me. Four. All of this other stuff. 

[00:11:25] So for example, I have this podcast, right. I have a podcast with guests. And there's many steps to this. It is not just how you show up in your record and great. There are many steps. There are emails that have to go out. You know, to the guests before and after there's an application they're sending, they're sending headshots. 

[00:11:44] They're, you know, there's like, there's so many steps to it. I'm sending them an email with all of the info so they can promote the podcast episode. They, you know, we're connecting we're, there's obviously there's podcast management work that has to happen. It goes on a website. It gets put on social media, it gets marketed in all these [00:12:00] different places. 

[00:12:00] There are many steps to having a podcast. I love this. Platform. I love it. So. When I started my podcast, I also created a detailed process and system. Everything lives in, click up. There are recurring due dates. There are there's information. There are templated emails. There are templated Canva things. 

[00:12:26] There are links all over the place. Anybody at any time can step in. And do this process and not have to remember. Thing. I have never once. Had. A guest that I didn't send them. You know the information afterwards, I've never once had a guest. Where they didn't know they were left in the dark and didn't know what was going on. 

[00:12:51] Never once. Everything lives in, click up. Everything is recorded. I don't have to think about it. I just get to have the fun part [00:13:00] and show up and do this. And record and talk to you guys and hopefully provide you with a lot of interesting things, information in value. So in addition to that,

[00:13:11] I have lots of other systems in there as well. 

[00:13:13] I have a system for collaborating with other people. I have her following up with them for applying, for knowing where I am in the process. I didn't always have the system by the way. And it was harder. You know, it was okay, wait, I applied for this thing. What am I talking about again? What did I say? 

[00:13:28] I was going to do. And with the system in there, all the information is there and I don't have to worry about it. And this allows me to do things so much faster. It allows me to be on top of everything and allows me to not drop the ball and allows me to have space. I have a system for re-purposing my content. 

[00:13:46] Literally everything. 

[00:13:47] I, if there is a way that I can make something easier so I can have more space, I am going to do it right, because I am not here on this earth to do all of these things into worry about, you know, what's going [00:14:00] on and run around. Like a chicken with my head cut off. I'm not there for that life. I'm here for a flowy life. And to have a flowy life of ease. These are the things that I have put in place for myself to allow that for me, 

[00:14:14] Okay. And then the last piece of all of this is team. So, like I said, at the beginning of this, I am somebody who loves to do all of the things. I also know that to do all of the things. I need to focus and I need to have help. I don't want to do all of these things and do them. You know, sometimes he or something like, I don't like all Willy nilly in terribly. 

[00:14:37] No, I could not live. I couldn't exist without my views or podcast manager. No. No, no. So. 

[00:14:44] Long with the team in order to have a team that actually functions well. As the business owner and listen, a lot of you guys will think. Car on teams, right? But that doesn't mean that you also can not have your own team. That doesn't mean [00:15:00] that as part of growing your business, you're not going to have somebody that's helping you. 

[00:15:04] So all of the things that, you know, from being on your client's teams, You take those and apply them to yourself, all the things you wish your client did. So you get to create. An amazing team and support them in ways that you wished that you would've been supported with your clients. So this is what I love about starting out, like being a VA, being an OBM and now having this coaching business and having people on my team is that I know what it's like on the other side. 

[00:15:30] So I do everything I can to make sure that my team has support or the help that they need. They're happy that people. You know, like they have everything they need ahead of time. So there's not all these fires. All of this, this is a different podcast episode, but basically. Clear instructions. SOP is due dates. They can do almost everything in my business without me all, most. This is how I can be on Pinterest. This is how I can be on Instagram, how I can be on threads, how I can have a podcast, I can be on YouTube, et cetera, [00:16:00] et cetera, because I have clear processes. 

[00:16:02] I have clear systems. I have my main content focus. Right. So I have, for me, my main focus is my weekly email, a couple of Instagram posts and this podcast, that's my job. Then these things. Is a simple repurposing system. To be able to be spread across platforms. And just a side note, I didn't do this all at once. I did this. 

[00:16:28] Step-by-step. I did this, you know, I kind of added things on. And that Pinterest and YouTube are almost brand new, just like as of the time of this recording, a couple of months old. So. 

[00:16:40] All of these things, right? So if we take it all together, We have a little. Um, we have my non-negotiables. I know exactly what I'm doing. I have created a time blocked calendar that best supports me. I have a limited calls to where I can show up best across the board. And I have [00:17:00] systems for all the things, and I have a team to support me. So you don't need every single one of these things, right? 

[00:17:07] Depending on where you are in your business. A number of them. Yes. But I did all of this because one I'm semi in St and Love's systems and tomb, because I know myself. I know that I need space to be creative. I know that I can't write an email at this point. I did not have the practice to write an email in 30 minutes and be like, okay. 

[00:17:25] And have a BMS. I need space for that. And I want to show up and give it the best value that I can. So I needed to create that space. I also want space to go do yoga, to go take care of myself, to eat well, right. To live my life, to go take midday, walks on the beach with my dogs. Like all of these things. Two. Do the things that give me the freedom. That high crave as to why I started this business in the first place. 

[00:17:51] This is why I put all of these things in place, because this what gives me this life. 

[00:17:59] [00:18:00] Nice to support me. I need things to support me because my memory is automating. And I love to do all the things. So I put things in place to support that for me. And what can you do? The very best thing you can do for yourself? Take the time to be intentional. Sit down. Think about, okay. If you look at yourself, what do you need? Personally. To allow yourself to have your balance. How do you create more balance? 

[00:18:28] How do you serve your clients at the highest level while at the same time, having space to grow your business? And having space to breathe. This is the first step is to really kind of do an audit and see what am I doing? Where am I spending my time? And. How can I do all this more intentionally? So this might look different from what I need. 

[00:18:49] Right. But it all starts with this intentionality. So I invite you this week to do this audit, to do an audit of your time. See where you need support, see what you can do. [00:19:00] How can you create more space while still being productive? Maybe the first step is you're limiting your call days. Maybe you can move that one client call. 

[00:19:06] You have to another day and you block off one whole day. For doing your CEO stuff, or maybe that day you're focusing on. You know, client work. What are the things that you're dying to do that you haven't been able to do? Because you quote unquote, haven't had time. Maybe there's some systems you can put in place. And once you make those systems, you feel so relieved. From. Having to think, having to remember. All right. 

[00:19:32] Maybe you organize your calendar a bit. Maybe you think you step in and into that space. 

[00:19:38] And maybe some of these strict deadlines and things don't work for you and you need a bit more flowy. So maybe you have milestones instead. So maybe, you know, K this week or this month, these are my goals. And you work that way. Whatever it is that you need. I first invite you to figure out what it is. To figure out how to create more space. [00:20:00] While still being productive. 

[00:20:03] And if you want to chat about it, I am so happy to do that, please. Like reach out in DME on Instagram. My link will be in the show notes, but it is at soulful business coach Andrea, and I'm so happy to connect with you. So I hope that you hearing the BTS of how I run my business and while the things that I have in place. To allow me to do lots of things while still having space and being productive. And potentially hearing my dog. In the background. And hopefully that was not too distracting. 

[00:20:34] And.

[00:20:35] I don't know I'm using for you. Um, so I hope that was really helpful for you. And I look forward to. He see you guys on the next episode.

[00:20:45] Thank you so much for joining us today. I really hope you found inspiration and insights from today's episode. You know, scaling your business intentionally and from the inside out is a [00:21:00] transformational process, but I'm here to support you every step of the way. Head on over to dancingleafsolutions. com slash resources for free tools to help you do just that.

[00:21:10] And thank you again for being a part of the Soulpreneur Scaling Stories community, your presence and dedication to growth, inspiring me every day.