The 4 Systems You Need For Your Coaching Business

“Work from anywhere; you just need a laptop!” I really hope this trend of making it feel like starting an online business is so easy, you just need a laptop dies soon. It’s simple, but it’s not easy, and with all of the information readily available, it’s hard to figure out exactly what it is that you need. If you’re starting an online service-based business (coaching, consulting, done-for-you services, etc.), then there really are only four systems or processes you need to start or grow an online business. I will outline them below, but first, you need to self-identify where you’re at in your online business journey.

One of my mentors teaches that there are 5 Phases of the Entrepreneur:

1. Dreamer
2. Starter
3. Doer
4. Scaler
5. Visioner

I love looking at it this way because it easily shows us that we typically work with Starters and Doers who want to become Scalers. Occasionally we’ll work with Dreamers who are all in and want to skip a few steps, but for the most part, our clients have already started a business or have at least validated their offer and are eager to scale.

If you’re starting out as a Dreamer or Starter, I have a really simple list of the tools you need for a new or growing online service-based business (assuming you already have the laptop).

The Four Best Systems & tools for Coaching Businesses

Website

So many business coaches and “gurus,” say you don’t need a website when you’re just starting out, and it’s true, you don’t. You can send emails, you can network, and you can rely on word-of-mouth, but I strongly believe that a website should come earlier rather than later. Why?

• It puts everything in one place. Your information, your offer, and your packages are all in one easy-to-reference place.
• A simple website just needs three pages: Home, About, & Work With Me. That’s it. Add a blog if you plan on creating additional content, but those three pages are all you need to start with. And no, you don’t need a contact page. Put a simple scheduler on your Work With Me page & move on. The only ones filling out generic contact forms are spammers and non-ideal clients looking for freebies.
• It’s 2022. Everything is online, and people expect your business to be there as well. Simple as that.

💡: If you decide to start out with a simple site builder like Wix or Squarespace, have it be a goal of yours to move to WordPress as soon as possible or as soon as you start a blog. The SEO is far superior & it will grow with you better.

Scheduling Tool

As mentioned above, do not use a generic contact form when what you really want is for someone to schedule a consultation or a free session. Contact forms create more work for you & the potential client. You can use Calendly, which is free, or Acuity, which is the best.

What I love about Acuity:

• Seamlessly syncs with my multiple Google calendars.
• I’ve never had a time zone issue as I have with Calendly.
• Super easy for even the least tech-savvy clients to use
• It will generate a new Zoom link for each meeting, so when you have back-to-back meetings, there isn’t a chance of your next client hopping into your current session.
• Works great right out of the box but is also extremely customizable to your needs.
• Works for both online businesses and in-person businesses.
• Integrates with Facebook & Instagram, ConvertKit, Google Analytics, Zoom, and more.
• Takes payments, sends intake forms, and so much more.
• Their Powerhouse plan includes HIPAA Compliance if you need it.

Email Marketing

I will always recommend ConvertKit for anyone in phases 1 – 4. I love simple, and ConvertKit is straightforward, simple, and affordable. ConvertKit:

• Has excellent customer support.
• Is constantly improving their already excellent experience.
• Is intuitive and pretty.
• Integrates with almost everything.
• Has a free plan for those just starting out who don’t need automations.
• Have nice landing pages, so you don’t need to purchase LeadPages just yet.
• Works beautifully with WordPress.
• Now tracks purchases and more.

Task Manager

If you know me, you know that project management is a core strength of mine, and I love to put systems in place with an excellent project management tool such as ClickUp. However, I don’t recommend that as the right tool for phases 1 – 2 because it can overwhelm you unnecessarily. For stage 1, you can use your Reminders app or the free version of Todoist. Stage 2 may want to stick with Todoist or move up to Asana or ClickUp, with our systems expertise.

If you’re planning on getting to the Scale phase pretty quickly, though, an expert ClickUp setup may be just what you need. You can hire us to create a custom ClickUp experience that is rooted in simplicity or you can download my free ClickUp for Starters Guide to get you started.

Whatever you choose, here’s what’s great about both Asana & ClickUp:

• It gets you into the delegation mindset. Even if you don’t have a team yet, you can start looking at your tasks more objectively and identify what can eventually be delegated to a VA or other contractor.
• You can divide your tasks into departments or main business categories. Some common departments we see are:
  • Executive (finances, big picture planning, goals, etc.)
  • Admin (invoicing, day-to-day tasks, etc.)
  • Operations (all of your standard operating procedures)
  • Content (blog posts, podcast episodes, youtube videos, social media, etc.)
  • Marketing (affiliates, your content delivery, social media posts, ads, etc.)
  • Clients (track progress, tasks, deliverables, conversations, etc.)
• It gives you a Home Base. My rule is that everything originates in ClickUp. This gives me one clear point of truth, and I don’t have to search for things because it’s all linked in ClickUp.
• You’ll feel like an organized badass before you actually are one.

These are the best tools for online service-based businesses

Sure, there are tons out there to choose from, but these are simple, professional, and hands-down the best and easiest systems and tools to use.

Do you agree or disagree? Leave me a comment 👩‍💻 and we can talk about it!