How to Scale Your Health and Wellness Business Using Systems and Processes

As a solopreneur or small enterprise proprietor within the well being and wellness trade, checking off every day’s seemingly countless duties—from lead technology to shopper onboarding to precise teaching to invoicing—is difficult sufficient; with the restricted time you’ve got, creating (or fine-tuning current) techniques and processes is probably going on the backside of your precedence listing.

And in addition to, aren’t techniques and processes extra suited to large-scale corporations (assume: Google, McDonald’s, Amazon) with hundreds or tens of millions of staff? Answer: No. 

Systems and processes are priceless to all companies, irrespective of their measurement.

Done proper, they might provide help to step away from the effort of day-to-day menial duties to deal with high-value actions that’ll quickly scale your online business and income.

In this text, study what techniques and processes are, the particular advantages they could carry to your well being and wellness enterprise, and, most significantly, how, precisely, you must go about constructing—and implementing—efficient, environment friendly techniques and processes.

Learn what it takes to become a Health & Wellness Coach!

What Are “Systems and Processes”?

While techniques and processes are sometimes used interchangeably, they’re distinct ideas. To elaborate: A system is a set of processes, instruments, folks, and methods that work collectively to clear up an issue or obtain a enterprise purpose.

Take, as an example, your email marketing. Your system could appear like this:

  • Processes: Develop a content material calendar, draft emails, and create automated gross sales funnels.
  • Tools: A content material calendar platform (e.g., Trello, CoSchedule, or Asana), phrase processor (e.g., Microsoft Word 365, Google Docs, or Apple Pages), e-mail advertising and marketing service (e.g., ConvertKit, Drip, or Mailchimp)
  • People: You (in case you’re a solopreneur)
  • Strategies: Your focus is on quick, scannable e-mail content material to catch the reader’s consideration, so your key messages get learn and remembered.

On the opposite hand, processes refer to all of the steps you’re taking to full a job. For instance, listed here are the steps you could take to develop an e-mail content material calendar:

  1. Research trending trade matters.
  2. Review generally requested questions from shoppers.
  3. List eight e-mail matters.
  4. Plug them into your content material calendar platform, together with their publishing dates.

Bottom line? Any time you’ve got a selected manner of doing issues in your online business (e.g., shopper outreach), that, in itself, is a system. And likelihood is, you most likely have already got a lot of techniques arrange and working in your online business—with out even realizing it.

Benefits of Systems and Processes for Businesses (When Done Right)

But here is the factor: Not all techniques and processes assist your online business.

More particularly, some techniques could also be pointless, counterproductive, overly costly, or too time-consuming—in the end that means you find yourself doing extra however with much less to present for it. As a outcome, you could possibly finally end up burned out, overwhelmed, and exhausted.

Compare that to efficient, environment friendly techniques that break down duties into documented, repeatable, step-by-step processes that provide help to:

  • Improve productiveness: With all the things laid out, you don’t have to reinvent the wheel each time you want one thing finished, serving to you do extra in much less time.
  • Deliver a constant expertise: Say goodbye to forgetting about scheduling check-in sessions with shoppers or accumulating cost. Well-documented techniques and processes permit you to create constant experiences for all potential and current shoppers, driving shopper loyalty. 
  • Scale your online business: There is commonly a direct correlation between the variety of efficient, environment friendly techniques working in your online business to the period of time you’ve got to spend on creating new merchandise and companies that cater to totally different buyer segments (e.g., branching into online personal training as a Certified Personal Trainer), so that you improve your income.
  • Lower labor prices: Ready to begin hiring (or already working a staff)? Well-documented techniques and processes assist even new staff hit the bottom working as they’ve a set, unambiguous manner of doing issues. This means you’ll spend much less time (and cash) coaching new staff, supervising their work, and requesting edits.

How to Create Systems and Processes That Work

To reiterate: When the appropriate techniques are in place, you’ll enhance productiveness, cut back stress, be higher ready to deal with revenue-generating work, and improve revenue margins.

Now, the one query is: How precisely do you go about constructing probably the most streamlined, environment friendly, and efficient techniques and processes primarily based on your online business objectives? There are 4 steps to it.

#1: Document Everything You Do

The first step is to doc all of the actions you do to run your online business.

This might embody duties you do usually (e.g., happening shopper discovery calls, publishing weblog posts, sending out invoices) or a single exercise you assume you’ll probably repeat sooner or later (e.g., writing an e-book, providing free trials, or launching a brand new service providing).

Here’s a tip: Instead of attempting to recall all the things you do for your online business in a single sitting, go about your day as standard for every week and make a remark of all the things you do. This manner, you are much less probably to overlook one thing vital.

To assist add extra construction to your techniques, contemplate categorizing your actions by way of enterprise capabilities:

  • Operations: These are actions you try this handle your online business’s “inner workings.” Examples embody enterprise purpose setting, e-mail administration, and private web site upkeep.
  • Sales and advertising and marketing: These are actions you do to appeal to and convert shoppers. Examples embody content marketing, automated gross sales funnels, and product launches.
  • Finance: Everything to do with cash, together with invoicing shoppers, paying staff, and filing taxes.

#2: Break Down Each Activity

Once you’ve got a listing of actions (i.e., techniques) your online business wants to operate, break down each in accordance to the method, instruments, and folks wanted to full it from begin to end:

  • Process: The step-by-step sequence of actions
  • Tools: The required gadgets, apps, or software program you utilize
  • People: The particular person (or folks) in command of every step of the method
  • Strategies: The techniques, suggestions, or methods you utilize

#3: Look for Ways to Improve Your Systems

Before you bounce proper into overhauling each system in your online business, know this. You solely need to remodel a system if—and provided that—it provides you with a major strategic benefit. So as you are evaluating potential tweaks, ask your self:

  • Will it present a direct worth to shoppers?
  • Will it make issues simpler and extra environment friendly for me (and my staff)?
  • Will it cut back prices?
  • Will it improve income and/or revenue margins?

If you aren’t going to hit a kind of issues, you must most likely go away that system as is and focus your consideration elsewhere.

But as soon as you’ve got recognized a enterprise system that is an excellent candidate for an overhaul, one of the vital vital issues to do is decide the place you are ranging from (i.e., your baseline) and the place you hope to find yourself.

This is the place key efficiency indicators (KPIs)—like income, bills, revenue margins, gross sales conversions, and different monetary ratios—are available.

How to Improve Your System

Then, with the specified outcomes or outcomes you need, use the next framework to brainstorm methods to enhance your system:

  1. Delete: What are you able to eradicate from the system as a result of the processes, instruments, folks, or methods are time-consuming, pointless, redundant, now not related, or unproductive? For instance, do you really want to pay for a premium accounting device while you solely use its most simple options (which you could possibly simply get from one other free device)?
  2. Defer: Which points of the system may very well be useful however do not actually need to be a part of the system proper now? For instance, upgrading to a pricier e-mail advertising and marketing software program that enables you entry to options like pre-built automation workflows, break up testing, efficiency stories, and SMS push notifications could sound like a good suggestion, however you’re unlikely to see optimistic (or dependable) outcomes with a small subscriber rely.
  3. Automate: What duties are you able to automate utilizing software program, apps, or different instruments? A 2017 McKinsey report on productiveness and automation suggests about 60% of all occupations have at the very least 30% of constituent actions that may very well be automated. For occasion, a few of the best personal training apps and software programs may help you handle administrative duties (e.g., shopper reserving), cost processing, and shoppers’ exercise packages—multi functional centralized location.  
  4. Delegate: What duties forestall you from benefiting from your time, vitality, expertise, and experience (e.g., chasing shoppers for cost)? What duties do you dislike doing (e.g., individually combing by suggestions varieties)? These are sometimes the duties you must delegate or outsource to others (every time doable).
  5. Consolidate: Is it doable to consolidate your duties or batch them so that you could full them sooner? Combing by generally requested questions in your social media posts might assist offer you loads of concepts for potential weblog publish matters, as an example. 

#4: Roll Out, Evaluate, and Refine

You’ve recognized a enterprise system that ought to be overhauled, outlined your best final result, and developed a plan to enhance its processes. Now, it’s time to implement.

And whereas it might be tempting to assume “mission accomplished” and pat your self on the again for a job properly finished, as soon as a brand new system is in place, you must take time to consider it. If you’ve got a staff, make certain they know your new enterprise course of is not set in stone and you welcome trustworthy suggestions concerning the adjustments.

You and your staff (the place relevant) ought to take into consideration the next questions:

  • Did the brand new system clear up an issue or attain a purpose?
  • How a lot enchancment could be attributed to the brand new system?
  • If there wasn’t any enchancment, what was the trigger? How are you able to treatment the state of affairs or maybe return to the way in which issues have been?

Whenever vital, return to the drafting board and proceed to tweak and refine your system.

And that is your first system overhaul. Now, remember to repeat the method with one other system:

  1. Review your listing of potential enterprise techniques.
  2. Select one with the utmost potential (e.g., most vital impression in your revenue margins) and create the brand new system.
  3. Test the system in your online business—and refine it to work out any bottlenecks, glitches, and hiccups.
  4. Repeat the method once more.

#5: Store Your Business Systems Somewhere Safe

At this level, you should have documented at the very least a dozen techniques that’ll assist your online business run like a well-oiled machine.

Imagine in case you misplaced them since you wrote them on random sticky notes and scraps of paper. Beyond losing your time, you could possibly lose priceless info since you’ve forgotten your techniques.

To forestall that catastrophe, you must doc all techniques—meaning all processes, instruments, folks, and methods—utilizing organized, well-designed instruments.

Examples embody Evernote, One Note, Google Drive, Asana, Trello, and Notion.

If you utilize a couple of platform (e.g., you utilize Asana to retailer your course of checklists), ensure you arrange one central reference level with hyperlinks to all different related documentation. Yes: That means you must think about using platforms that work properly collectively.


Building the appropriate techniques to help your online business could be extremely useful.

They permit you to run your operations easily and effectively, liberating up valuable time you could possibly make investments elsewhere.

While establishing new techniques—and fine-tuning current ones—takes time and effort, it’s all value it when all the things comes collectively to give you the results you want.


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