What You'll Learn In this quick intro you’ll discover what systems are, what to systemise and how to prioritise your systems to save the most time and money to set up your fitness business.
Why is This Important? Systems help you to create a better experience for your clients and save you time and your business so that you can get more bang for your buck and more time for things that are important to you.
If, like me, you were working two jobs and trying to find time to build a personal training business, you’re probably thinking of ways to systemise things to get some time back and give your clients the best possible experience.
In this systems course, we’re going to learn exactly what business systems are and what you can and can’t systemise.
Then we’ll outline a proven process to help you prioritise your business systems so you can find which tasks need the most urgent attention.
Let’s get straight to it!
What are Business Systems?
In the context of a personal trainer business, they are any tasks or processes in your business that you repeat over and over again.
It’s a task or process that you either do at the same time or in the same way.
The easiest example of a business system is an email autoresponder sequence that introduces your business to new prospects and build rapport over a series of emails.
Other systems might include automated invoicing, client on boarding or even something as specific as a consultation can be somewhat systemised.
What You Can Systemise?
When it comes to building systems, trainers often look for ways that they can spend less time with clients, like auto-responses to new leads and payment buttons in the wrong place.
To me, this is literally the opposite of what systems are for.
Well designed systems will give you MORE time with your clients, more time to create amazing experiences, more time to build a team and more time with friends and family.
Don't just take my word for it. The widely-cited study by The Rockefeller Corporation shows exactly why customers leave a business – 82% of customers will leave because they think you do not care about them. Your clients want to be treated as individuals. That want to feel like their business matters to you and that you care.
If you’re trying to build systems so that you don’t have to work, you’re in the wrong place.
If you want to maximise the efficiency of your personal training business, read on.
Deciding What to Systemise
Make a list of at least 10 tasks that you either really suck at, bore you to tears or that someone else could easily do for you. To make this easy, we’ve created some categories for you:
Accounting, Cashflow and Bookkeeping
Client Management, Workflow
Website Design and Maintenance
Social Media Marketing
For each category, pick a few tasks that you generally do often and write them down. The more the better.
Next up, sort all of your tasks by how much time they take you. To do this, rank each task with a number from one to ten.
The tasks that take the longest time get a 10 and the tasks that take the least amount of time are 1.
Now it’s time to sort tasks by how important they are. This one is a bit more tricky because it can be difficult to define what’s important and what isn’t.
For me, client facing jobs are always the most important tasks. Without happy clients, you have no business.
So ask yourself, which tasks have the greatest impact on the quality of the clients experience?
Again, the most important tasks are ranked 10 while the least important tasks are ranked 1.
Now add up the two rankings from each task. For example, if you had a social media task that ranked a 6 in time and a 5 on importance, the score of that task is 11 (6+5).
Once you’ve scored all of your tasks, you should be able to clearly see which tasks require the most urgency.
Of course, you’re going to find that some tasks may not be able to be systemised right now because of financial restraints, but that’s the beauty of this process. Once you free up time on the tasks you can systemise, you can make more money to pay someone to help you with the tasks you couldn’t previously afford.