Building a Strong Foundation: 3 Systems for Small Business Success
Does your brain always feel full? If you're stuck in "chaos mode" and feel like you have no time to be the CEO, you're not failing — you just need a solid foundation.
In this video, I break down the three key systems that every small business owner needs to create a scaffolding for their work. We're not talking about rigid, robotic rules. We're talking about systems that create flexibility, clarity, and the space you need to finally work in your zone of genius.
I cover:
✔️ Client Relationship Management (CRM): How to create a kick-ass, professional client experience that runs on autopilot (and stop wondering, "Did I send that contract?").
✔️ Project Management: How to build a "home base for your business" so you can stop shuffling papers and know exactly what to work on every day.
✔️ Marketing Systems: A simple 3-part framework to help people find you, nurture them, and become clients.
To help you get started, I created a free resource: The Calm CEO Starter Pack. It includes a guided video workshop, a journaling tool to find your vision of simplicity, and a 25% discount on my toolkits.
► Grab your free Calm CEO Starter Pack here: https://www.calibratedconcepts.com/freebies
Thanks for watching! Don't forget to comment and let me know which of the three systems you're focusing on first.
Transcript below!
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00:00 Does your brain always feel full? Do you feel like your business is stuck in chaos mode? That you have no time to be the CEO?
00:09 Well, it's not your fault. you're not failing, it's probably just because you are missing a foundation. Hello, I'm Ellie McBride.
00:22 I am the founder and CEO of Calibrated Concepts. And in this video, I'm breaking down three key systems that every small business owner needs to create a foundation and a scaffolding around their business so that they have more time, energy, sanity, and create more space to work in their zonas and so
00:43 that you can create more space. To finally work in your zone of genius, we're going to cover client relationship management softwares, also known as CRMs, project management tools and why they're so fricking important and a marketing system that works for your business.
01:09 Where did I put that file syndrome? And just that really unclear feeling of like, what the frick is happening next in my business?
01:20 Always running that kind of hamster wheel leads to imposter syndrome and burnout. systems isn't about rigidity and it's not about being a robot.
01:31 It's about creating flexibility and that scaffolding so that you really can unleash your creativity and work in your day zone or genius as much as possible.
01:42 Systems are what makes clients and buyers say, wow, it was so easy to work with you. So before we jump in, I want to say that I have a free tool for this.
01:54 It is called the Calm CEO Starter Pack, and it's got a short guided workshop, to help you figure out what how to use these systems in your business.
02:06 It's got a guided journaling tool so that you can figure out what your ideal vision of a simple business is And it's got a really good discount code for you.
02:16 I'll talk about that more at the end, but for now, let's dive into your very first system. That is a CRM.
02:23 A CRM is your home-based CRM. It's for all of your client information. It is the single most important thing to build key relationships in your business.
02:33 It solves all kinds of pain points from, did I send that contract? Where am I at with this invoice? Did I follow up with that key supplier?
02:43 Has that form gone out? Do I have all the data I need from that client? Um, and so, so much more.
02:50 It allows you to have automated processes to handhold your clients, suppliers, um, big buyers all along the steps. All the way from that first point of contact when they say, hey, I'm interested in this, all the way through onboarding, contracts, invoices, questionnaires, follow-up, getting those test
03:12 results. Testimonials, reviews, And it creates a really professional and kick-ass client experience that people can trust. There are, a lot of really good tools for this.
03:23 I use Dubsado and a lot of my clients would use Dubsado, but there's also HoneyBook, 17Hat, some people would even use Notion or Airtable for these things.
03:30 Uhm, and then there's industry-specific ones. So right now I'm working with two different clients. One of them is a realtor and we're using an industry-specific realty, uh, realtor CRM.
03:42 and I'm also working with a therapy practice who we are using a bespoke CRM for them as well. And that means that both of them will have the ability to handhold their clients, make sure that every follow-up happens at the right time, and that all forms, contracts, and everything are really easily trackable
04:02 . But, and they get all the features they need for their industry as well. So, A pro tip for this is that a lot of these tools have templates natively inside the apps, inside their websites.
04:16 However, they also have other ones all over the internet. Loads of creators, including myself, make templates and tools for these and that just save you loads and loads of time and help you stop staring at a blank page and feel so overwhelmed and setting it up for to your business.
04:31 All right, system number two. If a CRM is the home base for your clients, then a project management software is the home base for your business, for the behind the scenes, for the things that make your business tick.
04:46 So this is for your own businesses, admin, client projects you're managing, um, ideas you're having, tasks for your team. It's where you take those resources.
04:55 Those big core ideas that you want to do, those goals you're doing and break them down into little bits, um, outsource bits, create, we're going to get into this, but I get so excited about project management tools because it helps you to know what you need to do in your business every time you sit down
05:13 at your computer or your phone or anything like that. You literally can see any given day, this is what I need to do.
05:19 that's going on. to move the needle and stop doing those teeny tiny paper shuffling tasks that make you just feel busy, um, well, not actually getting shit done.
05:29 So things that, features I love is the inbox, um, being able to, like I said, see what's happening at any given moment in your business and what you need to do.
05:38 But it's also things like being able to set recurring tasks, being able to add in standard operating procedures or tutorial videos for you and your team, being able to add in in-depth checklists so that you never drop a ball.
05:51 For example, we have one of those in my team where we have a website checklist and so every single thing we need to do on a website is done.
05:59 Create loads of templates so that you can duplicate tasks or projects or boards and that can be used over and over and over again.
06:07 In your business, every time you have a new client project or every time you, um, want to create a specific type of content, it is magic making.
06:18 So the tools that I recommend to do this are Asana. That's the one my team and I, they have a really robust free plan.
06:29 You can also use Trello, ClickUp, if you have already. Really robust team, like if you're managing a big size team and you're growing rapidly, ClickUp is a monster of a tool that is going to be able to help you power through.
06:43 Trello is really, really simple. Monday is a really loved tool. And again, you can even use Notion for things like this.
06:51 And there's templates out there for these things too. So, Your project management tool is the thing that helps you create clear action, right?
07:04 You know exactly what you're doing each day and you're pushing towards your goals. The final system that I want to talk about is your marketing system.
07:14 It's how people find you, get nurtured by you, and become a client. So we're going to work from the big one.
07:23 You need an outreach platform. This is where people find you. They know you exist. This is a party. It's where you're meeting new people and you only need one, really.
07:34 You can do multiple, but you need one that you do really freaking well. It could be a YouTube channel. It could be a social media channel or platform.
07:45 Really, it's about getting out there and meeting new people. It could be networking. Uhm, it's just whatever fits your energy and you're really good at.
07:53 The goal of that platform is to bring people back to your website and your email list. A digital home base.
08:06 It should have the key of your messaging, all of your offers. It should make people feel seen and help move that needle forward.
08:13 Get them to take that next step with you. That next step could be buying something small or using the third component of your marketing tool, which is your email list.
08:24 This is such a key thing for people to have. Uhm, it's a website and your email list are platforms you own.
08:32 You can move the content from one to another so you can download your email list at any given time and change providers.
08:37 Um, but having an email list means you're meeting people where they're at on social media. Um, especially you can miss people because maybe they're not online at the same time or the algorithm is not favoring whatever type of content you're posting.
08:52 You're creating at that time. And in an email, you end up in their inbox and you just wait there until they're ready to open it up.
09:00 It's really hard to miss people. And if you're creating good emails that people want to open, you're going to most of the time have people actually open that email.
09:09 It allows you to spend time with people to nurture them and sell to them on a frequent recurring basis without necessarily being too salesy and pushy.
09:19 Tools I recommend for this are Flowdesk, ConvertKit, and MailerLite. And that's it. That is your three major systems. Um, I know it feels like a lot maybe, but here's the thing.
09:33 You don't have to do it all at once. Building out these systems and more in my business has taken years, um, to really start.
09:41 You fine tune them, which is why I do this to help people and why even when I build it out for a client, it's usually taking a few weeks to get it really right.
09:50 Um, so your first step is to get a clear vision and to figure out why your business feels so chaotic and what next steps you need to create.
10:01 s- If you're just getting started with this, I have a really good free resource for you. It's called the Calm CEO Starter Pack.
10:08 And it includes three of my favorite resources that I've ever put together. The first is a video workshop where I walk you through these types of systems.
10:16 Some's in your business. The pitfalls I see, resources to get started out on the right foot, and a way forward in making it so that you're, again, not facing blank page syndrome.
10:28 I also provide you with a short guided journaling practice. This helps you to visualize what your business will look like on the other side of simplicity.
10:38 When you've done all this work, and you, can find what simplicity looks like for your business. And I ask you questions like, what does a simple business look like for you?
10:48 What does a calm business look like for you? And it's a really iterative journaling practice that helps you to get really clear on what that could look like for your business and how to make it happen.
10:59 And then, I have a 25% discount to any toolkit in my shop. I have a lot of really good, good toolkits, um, that help you with these systems that I've talked about.
11:08 So I have Asana Project templates ready to go for you and how to install them. Um, I have CRM scripts and templates.
11:16 I have so much more in there that will help you free up time and just get started on the right foot.
11:22 And again, help you avoid that blank page syndrome feeling that you have to start from scratch, like you don't know how to do it.
11:28 And most, These tools have video tutorials on how to get going. So that's me. Uh, go ahead and comment on which of these three systems you're starting first, whether that be your marketing system, your CRM system, or your project management system, and go ahead and sign up for the ComSEO starter pack
11:46 . And if you found this at all useful, please like, share, or subscribe. What are any of these actions makes a big, difference in my business and for small creators like me.
11:55 Thanks. Have a good day. ..
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Inside the Calm CEO Starter Pack:
I'll walk you through the most common tech and system mistakes I see in a short video workshop
You’ll find your unique version of a simple business with a guided journaling session.
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