What Are Systems Anyway?

Today, we're talking about the basics of systems. Starting from square one. If you keep hearing people say you need “systems” in your business, but you’re not really sure what they’re talking about, stick around! 

Why Do I Need Systems?

Before we dive in, let’s talk about why you’re actually here. My guess is that your business is growing, and it sometimes (or always) feels a little messy. Your thoughts and attention are scattered, you’re spending more time working on your business that you want to be, and you’re afraid something important is going to “break” behind the scenes.

Systems are the solution. And as you’ll find out, they don’t just help you. They also created a smoother and more professional experience for your clients.

When you have a system in place, no matter what you’re using it for, it tells you a few key things:

• What needs to be done
• When to do it
• In what order
• What tools you need

You'll have everything that you need to implement that process in one place. And, ideally, some of that process is delegated or automated. 

So when your mind starts to wander, you can remind yourself, “Oh, I already have this system in place. This information is in a safe place. I don't need to go down this rabbit hole right now. I can come back to what I'm actually wanting to focus on in this moment.”

Here are a few big reasons for why I recommend creating, and using, systems. 

Save your energy

You can significantly reduce your mental load by not getting stuck going over and over ideas or trying to remember what you’ve already done. You can be more present and focused on your current work.

You aren’t trying to recreate the wheel every time you create a new freebie, run a workshop, onboard or offboard a client, or create a new module for your membership.

Save your time

Systems can make you more efficient because your tasks, files, and tools are all in one place that you can refer to again and again. Plus, repeatable processes make delegation and automation easier and more effective. 

Automated systems can be set up once and then do the work for you in the background with minimal maintenance.

Create an even better experience for your clients

The more organized you are, the better you are able to support your clients. You and your clients will benefit when you present yourself as a super reliable and organized person. Someone who really has their act together and who knows exactly how to help them. 

When your systems are in place you’ve got many of your essential tasks covered. You're not worried about forgetting something important because you know it's taken care of. You're reducing that mental load so that you can actually be present and feel less overwhelmed when you're not working. 

System = Process + Tools

Write that down! Now, let’s break it down just a little bit further.

Your process is what you’re going to do and when you’re going to do it. It’s all the steps that you take. You're also going to have a timeline or deadlines attached to those steps. 

Your tools are any equipment or software that you need to implement the steps in your process.

Here are a few of my favorite systems for course creators, along with factors to consider when creating your own systems.

Bringing in New Leads

Your lead magnet funnel is the key system to adding new subscribers to your email list. Through this system, you offer a free resource in exchange for someone’s email address. Some key components include a landing page, opt-in form, delivery email, tagging automation, and nurture email sequence. 

My favorite tool for this is, of course, Kajabi. You can keep all of the parts of your email growth system inside the same platform, with all the pieces connected and working together smoothly. 

Selling Your Course or Membership

Your sales system may have multiple stages from your potential client booking a discovery call or consultation with you to collecting payment and inviting them in. Once someone is ready to buy from you, you want to make it as simple as possible. This can be achieved with a clear, streamlined sales page, checkout, confirmation, and delivery. 

You can build your sales page, checkout, email, and even several types of products inside Kajabi. If you offer discovery calls, you’ll also want a scheduling app, like Calendly or Acuity, and a videoconferencing platform, like Zoom.

Onboarding New Clients

Once someone purchases your course or joins your membership, there are few key things that need to happen:

1. You welcome them and reassure them that they made a great choice and you’ll take great care of them.
2. You get any information you need to be able to serve them.
3. They get any information they need to get the most out of the program.

A custom thank you page with a personalized message (or even a short video) can go a long way in making a great first impression with your new customer. 

Communication is also key in these early days. Make sure they receive clear instructions right away about how they can access their new course or membership and where to start. This can be done through email, as well as in the course portal itself.

If you need specific information from a new client beyond their name and email address, you can collect these in a form either at checkout or as a part of the onboarding process.

When I build Kajabi sales funnels for my own clients, we always talk about their onboarding process to be sure that the 3 goals above are met and that it’s an enjoyable experience for everyone involved.

Creating Content for Members

From time to time, you’ll want to add new modules, lessons, or resources to your course or membership. Having a written system in place to walk you through the steps ensures that next month, you won’t have to be figuring out, “How did I do this last time?”

When I deliver a new course or membership setup, my clients not only get a video walkthrough of their new portal, I also include detailed instructions for basic maintenance. The step-by-step of how to keep using the system for years to come without all the confusion and wasted energy.

This applies to your blog or podcast, too, if you have one (and yes, you can house them in Kajabi!).

Getting Started with Kajabi Systems

Now you know the benefits of having systems and how they are going to support you, your clients, and your family - while saving you time and energy. The next step is to identify where you need a system most. 

What are you building?

Your email list?

Your next paid offer?

A course or membership?

If you’re ready to create something new, but you don’t want the tech headaches of building it piece by piece, I’m here to help. 

Book a free call with me, and we’ll talk about your goals and how you can launch your next freebie or paid product with personalized support that keeps you worry-free.