Standard Operating Procedure Template For Systemizing Your Business

In this episode Ralph Quintero and I break down the process of systemizing your business, and share a standard operating procedure template that you can use to systemize your business.

Systemize Your Business With This Standard Operating Procedure Template – Episode Highlights:

  1. How to break down complex procedures into documented systems that you can hand over and delegate.
  2. An SOP template that you can use to start systemizing your business – today!
  3. Online tools you can use to both document your business, and manage your projects.
  4. Recommended books and resources about systemization and standard operating procedures.
  5. A free Standard Operating Procedure template for you to use to start systemizing your own business!

Businessman jumping over the mountains

We Want To Help You!

My cohost on today’s show, Ralph Quintero, has helped some of the world’s biggest brands improve their systems and become more scalable, efficient, and successful.

Today, Ralph and I want to offer our help to the listeners of the Inspiring Innovation podcast:

We would like to help you take the first step toward systemizing your entrepreneurial business. It will be 100% free of charge, and it is our gift to you for listening to the show (as well as a great way to celebrate the show reaching episode 80!)

All you have to do in order for us to help you take your business to the next step is this:

  1. Share this post on your favorite social media
  2. Leave a comment below saying what excites you the most about systemizing your business
  3. Email me at [email protected] and tell me: What is the most complicated, most time-consuming, or most annoying task that you have? What task would love to systemize and get off of your shoulders? (Even if you don’t believe it’s possible!)

We will choose a listener from the emails and help him – live on the show – to kickstart his systemization project (or take it one step further, if the project already started!)

Benefits Of Standard Operating Procedures

By having SOP’s in place, you drastically improve the agility of your business; New employees can get started immediately, with very little training – if any. You can hire less qualified personnel (equals: less expensive, and easier to find), while maintaining a consistent level of quality in your tasks.

Dictionary definition of a process

Even if you are the only employee in the business, having an SOP in place will free your mind from remembering technical details, and free you to spend more effort and thought on the business rather than in the business.

An extra benefit for the entrepreneurs amongst you, is that SOP’s are easy to be copied between different businesses and ventures, so the return on the work you will put in when writing them once will be far greater.

What Processes Can Be Systemized Into Standard Operating Procedures?

Considering the fact that everything that happens in McDonald’s is a result of the system – from offering you an apple pie while you order, to how the tomatoes and lettuce are organized inside the bun – almost anything can be systemized.

When it comes to entrepreneurship and online businesses, you will commonly be looking at things such as:

  • Social media tasks (sharing stuff on social media, handling inbound social media, handling outbound social media, etc.)
  • Handling incoming calls, emails, and inquiries
  • Finding and researching potential leads, customers, podcast interviewees, JV opportunities, etc.
  • Streamlining webinars – from taking care of the technical part and the set up, and all the way to scripting it and having someone else run the entire show
  • Handling service/support calls & emails
  • Creating and reproducing content
  • Creating graphics and other creative
  • Search engine optimization and planning
  • Technical management; buying domains, setting up WordPress sites, uploading files, updating plug-ins, managing settings, etc.
  • And much, much more

What about more complicated processes?

Icon of man confused when looking at a complicated process

As Ralph Quintero explained in today’s episode, some processes require “exploratory procedures”. Unpredictable by nature, they are quite hard to break down to a yes-no algorithm. So what can you do about it?

First, you reduce the “before” and “after” around those exploratory procedures to the minimum by systemizing as much as possible of what needs to happen around those procedures. Remember, an 85% systemized and documented procedure is far better than 0%! 

Another way to look at it, was suggested by James Schramko on a previous episode: Many times when something can’t be systemized, he noted, it is because the input going into the process is unpredictable and inconsistent. In such cases, putting a system in place that will make the input more structured, consistent, and predictable will often allow to get rid of the “exploratory procedure” and create a seamless process.

An example for this is podcast editing. I previously was unable to systematize the post-production of my podcast. Editing the show required making decisions of what to cut and what to leave in, decisions that only I could make. This meant that only I could edit my own show, which was (of course) a terrible waste of time.

James suggested that the problem does not truly rely in the complexity of editing, but rather in the inconsistent structure of my raw recordings. By applying a new planning & outlining procedure into my podcasting process, and defining an episode structure –  episodes became predictable and consistent, and editing them finally became delegation-able!

A post it saying "Simplify"

Ask yourself: what complicated process am I struggling with, that would have been a lot easier if what comes into that process was more consistent? Then put a system in place for that input, before trying to systemize the exploratory procedure!

How To Create Standard Operating Procedures (SOP) That Work?

An operating procedure’s quality is measured by:

  • How detailed it is – is all the information that’s required to complete the task included in each step?
  • Simplicity – is the standard operating procedure written in a clear, understandable, step-by-step manner?
  • Actionable – are the actions required clear? Could a 15 years old read and act upon the steps?
  • Measurable – are the expected results/deliverables of the procedure clear?

Other factors determining the success of the SOP include:

Relevance – is the SOP up to date? Standard operating procedures should be living documents, not carved in stone. This is much easier to achieve in this day and age with the many online tools available at our disposal, some of which are reviewed at the end of this post.

Usability – is the SOP formatted in a way helpful to completing the tasks?
For instance, for a technical procedure that is to be completed inside a specific piece of software; does the SOP includes screenshots that help the assignee follow the steps? If appropriate, is the SOP in video or audio format? Is it formatted in a way that’s easy to follow when actually conducting the task?

My Standard Operating Procedure Template

I try to create an SOP for every task that repeats itself in my business more than once.

The format below encapsulates everything that needs to be known about a task, in order to complete it successfully. It is a combination of what has been working in my business and what has been working in Ralph’s businesses.

You can download it as a printable PDF/editable Word document here: Download The Standard Operating Procedure Template [It’s FREE!](Remember to adjust the template to fit the needs of you, and your business.)

Hand with red marker pen and check list box

Task title

Each task has a short title encapsulating what the task is about. Note: Keep it short. The title doesn’t need to encapsulate the “how” or the “why”.

To clarify this, I’ll give you an example: Let’s say that I have a task of defining the title, description, subtitle, and release date of a podcast episode. In Inspiring Innovation, we call this “defining the episode’s metadata”… So this task will be titled “Episode Metadata”, not “define title and description for episode”!

Similarly, the task of taking the show notes I wrote and creating a WordPress post out of them isn’t titled “copy show notes from Google Drive and paste them in WordPress in a new post and stylize it”, but rather “Create WordPress post”.

Task owner

For every task, even before it is assigned, is is known and defined in advance what type of employee will run the task. This is defined by the task owner, and examples are: project manager, audio editor, transcriber, graphic editor, admin, etc.

This allows any manager (in my case, Julie or me) to assign a task when it is to be completed to an appropriate employee, without reading through the entire workflow and figuring out time and time again, “who’s this for? who can do this?”

It also allows everyone on our virtual team to search for open and unassigned tasks relevant to their role, assign it to themselves and get going automatically, instead of us needing to manage those assignments manually.

I mentioned on some previous episodes that we are using Asana to manage our systems and projects. Since Asana doesn’t have a “task owner” field (only an “assignee” – which is a specific person, not a role) I thought I’d mention how we handle this field:

We achieve this by adding tags to the task. For instance, we would add the tag #transcriber to mark the task as owned by the transcriber role. We begin owner tags with a ‘#’ to differentiate the tag from other tags (such as @pendingApproval, using the @ to mark a ‘task status’ tag).

Task Timing

Every task needs to take place in a specific timing – activated either by a specific trigger, or by a predefined frequency.

For instance, the “Create WordPress post” task I mentioned earlier, is triggered by the completion of the “write show notes” task. But our task for blocking IP addresses of people that are trying to hack into our systems, titled “Block Offending IP’s”, is a task that takes place every morning, or in other words – is activated by frequency, in this case “daily” – without any other external trigger.

Task assignee

Since we use Asana, our SOP’s and tasks live in the same place, together. The SOP is saved in a template project, that we duplicate upon need. For instance, as I shared in this post, all the tasks for creating a podcast episode from start to finish exist in a template project that we duplicate every week for that week’s episode.

So our SOP’s become the actual tasks that are assigned to people on my team to work on. Meaning, it’s not a separate operational manual, but actually becomes a living task. This adds another field to my SOP, that wasn’t relevant when operating procedures were kept separately from task management systems: the assignee.

The assignee is the specific person, not role, who is in charge of completing this instance of this task (even if some steps of this task are to be completed by someone other than the assignee, the assignee holds full responsibility for the successful and timely completion of the task).

Task due date

Just like with “task assignee”, since all our SOP’s become tasks in Asana, every task has a due date. This is, of course, the last possible/acceptable date by which this task is to be completed.

The assignees are empowered to complete their tasks as early as possible, obviously!

Task notes

The task notes are used to quickly describe the context of the task; what is this about? what is this for? For example:

“This task is about creating a shareable image that we can post on our social media accounts to promote our latest post”

The notes section is crucial both for the assignee and for the manager.  For the assignee, it orients them before they begin a task. For the manager, is allows quick and easy management of tasks, as it saves them from reading the entire workflow to find out what the task is.

Without a good “notes” section, you’ll find that the task “titles” become very lengthy!

Expected deliverables/results

This field functions as “the bottom line” of the task’s definition. It describes, as clearly as possible, what are the expected results of completing this task successfully, or what deliverable files/products should the assignee end up with.

For example:

“Expected results: a new post is created inside WordPress, including the show notes I wrote, proofread, stylized, tagged, and with pictures”

Another example could be:

“Expected deliverables: Excel spreadsheet attached to this task including the results of the SEO keyword research”

Having the “expected deliverables/results” field is useful both for providing a view of the endgame to the assignee, allowing them to quickly make sure they haven’t missed anything before submitting the task, as well as for the manager – who gets a quick birds-eye view over the endpoints of the task.

Estimated duration

This field is something new that I am implementing. The sole purpose is to give a ballpark both for the manager and to the assignee of how long this task should take. This allows assignees to know if the task is taking too long – and ask for help, as well as helps the manager spot inefficient employees – without needing to understand the task itself.

The reason I am adding this to my documentation and standard operating procedures is that after one of my employees resigned, I had to take on some of his tasks. I quickly found that tasks that took him an entire day, took me 75% less.

How easy it would’ve been to spot this, if my original SOP template included this field? How much time and money could I have saved? A lot!!!

Workflow

OK, this is the meat 🙂 The workflow is the step-by-step, turn by turn, explanation of how to complete the task. This should be (as mentioned above in this post) as simplified and un-technical as possible.

A standard operating procedure / flow chard schema

While everything else determines the “context” of the task – who completes it? When is it to be completed? What should be the results of it? – This is the only part of the task actually explaining HOW the task is to be done.

This is the ingredient that creates the consistency and scalability that systems offer, and allows you to stop doing the technical work – and delegate it to someone else!

For example:

  1. Log in to MeronBareket.com WP account at http://www.meronbareket.com/mgmt . Use LastPass for login credentials
  2. Click on Posts
  3. Click “Add New”
  4. Insert following post data:
    1. Title: IIP – Draft
    2. Select Category: Podcast
    3. Copy “default code to place in every draft” from the bottom of this task, and paste it in the WordPress post
  5. Click “Save Draft”
  6. Once the page reloads, click on “Get Shortlink”. Post the shortlink in this task.
    10 … etc.

Task’s “IFTTT”

Just like every task should have “task’s timing”, defining what are the triggers that prompt the starting of the task, every task should have the endpoints defined as well. In other words: for every task, you should define what happens once the task is completed, whether successfully or with error? IFTTT, standing for “if this, then that”, is that endpoint definition.

This is where you define stuff like:

  • “if completed successfully, change task status to ‘pending approval'”
  • “if completed successfully, Mark task as complete”
  • “if you believe changes are to be made to the workflow, contact anyone from the managing team and discuss the issue”
  • “if you receive an error message, stop immediately and contact tech support / your supervisor”
  • etc.

Basically, IFTTT defined how a task “behaves” in your organizational world, and how it affects other tasks and people. You could define an IFTTT rule that upon completion of a task, the next task in line is assigned to someone specific (thus automating the “trigger” mechanism, instead of having project managers trigger all tasks manually).

Download the SOP template here

Download my standard operating procedure template by clicking here: Send Me THE SOP Template (PDF & Word)!.

You will be emailed a zip file containing both a printable PDF (for those that want to fill in the tasks by hand, or use the printout to draft procedures in staff meetings) as well as an editable Word file. It’s yours for free.

Tools For Creating Documentation And Standard Operating Procedures

Toolbox with tools. Skrewdriver, hammer, handsaw and wrench.

In the last part of today’s episode, Ralph and I discussed the different tools that can be used to easily manage the systemization and management of your business.

Recommended documentation tools:

  • Google Drive – creating your SOP documents in Google Drive allows you to easily share those documents would anyone around the world, as well as provide an online environment to edit and manage revisions, leave comments, and improve the systems.
  • Evernote – you can create a shared notebook, and save each SOP as a note. From this point on it pretty much behaves the same like managing in Google Drive.
  • ScreenFlow – every time I need to show an employee how a process is done, I can simply do it on my computer and have ScreenFlow record every single mouse click. This creates a video documentation of how the process is done. I could just as easily ask the employee to convert this to text SOP as well, and save precious time on writing it. The Windows alternative to ScreenFlow is Camtasia.
  • Jing or Skitch – both apps allow capturing and annotating screenshots, allowing you to capture screens showing where actions should be taken, parameters to be used, corrections that need to be made, etc. Jing also allows recording short videos, instead of splurging on ScreenFlow/Camtasia.
  • Skype + eCamm recorder/Pamela – Skype is an amazing collaboration tool. But if you are already spending the time on getting online with your employee, and showing them how to do something – why not have that call recorded and used at documentation for future employees? Both eCamm call recorder (for Mac) and Pamela recorder (for Windows) allow you to record Skype calls, including video and screen shares, with a flick of a button.
  • Internal WordPress site/internal wiki – both of these options provide another way to make your systems available to all of your employees via the Internet or your internal network at a central location, as well as providing editing and provisioning tools.

Recommended project management tools:

  1. Asana – Asana is currently my favorite tool. Used by several Fortune 100 companies and entrepreneurs alike, Asana provides a way to build and manage both your SOP’s and projects and tasks all seamlessly in one place. It’s incredibly robust but very agile and takes only minutes to learn. Oh, have I mentioned you get it full-featured for free for up to 15 users? 🙂
  2. Trello – a more visual project management tool then Asana. Ralph praised it in today’s episode. Like Asana, it provides an easy way to assign tasks and have conversations around them. Also like Asana – it’s free!
  3. Basecamp – one of the world’s most famous project management tools for small companies and entrepreneurs. It isn’t free, and in my opinion a lot less fun to use then the above two options, but does deserve being listed nonetheless.

SOP’s And Project Management Mentioned Resources:

In addition to the resources mentioned above, here are the other resources and books we covered in today’s episode,

I Need Your Help!

If you haven’t already, I would love if you could be awesome and take a minute to leave a quick rating and review of the podcast on iTunes by clicking on the link below. It’s the most amazing way to help the show grow and reach more people!

Leave a review for Meron’s podcast!

Affiliate Disclosure: Please note that some of the links above are affiliate links. There is no additional cost to you, and I will earn a commission if you decide to make a purchase.

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Getting Real & The E Myth Revisited

In this episode, Ralph Quintero and I dissect ‘The E Myth Revisited’ by Michael Gerber, and see how to apply lessons for the book to real life businesses.

Sometimes the universe throws you a curveball. This week was one of those times. With undeniable irony, right after my previous episode about the systems that drive Inspiring Innovation went live – my VA has announced her decision to resign.

Baseball pitcher throwing a ball

At first, I felt confident that the systems I previously shared with you will allow us to make the transition quick, smooth, and easy. However, an in-depth look revealed that those systems where built around specific people with specific skills, not around the processes that had to take place.

Having a system that depends on the specific abilities of a specific individual is still better than having no system – but not by much.

So I decided rebuild my systems – the smart way. I was obviously doing something wrong, but I wasn’t sure what, so I decided to go back to the book that started the systematization journey for so many of my colleagues and friends: “The E Myth, Revisited”.


The E-Myth Revisited: Why Most Small Businesses Don’t Work and What to Do About It

The E Myth Revisited: Episode Highlights

  • Why should you care about systemizing your business.
  • Key mistakes that I have made, and how can you avoid them
  • why the E Myth has forced me to reflect and remind myself of the true reasons behind starting my business.
  • Why until you find and define your primary aim your business will never have good systems that can replace you.
  • Why without systems you don’t have a business – but just a glorified job!

Today’s episode is the first in a series of two episodes documenting my transition to (hopefully) better and more scalable systems, following ‘The E Myth Revisited’, as well as advice from my close friend, business mentor, and cohost for these episodes: Ralph Quintro.

It turns out that (like anything else in life), when it comes to building a strong, robust business, understanding where things usually go wrong can prove to be quite helpful in making them go “right”.

So without further adieu, let’s get started… and tackle the elephant in the room:

Why Do Small Businesses Fail?

According to the revisited version of The E Myth, released on October 2004, over 400,000 small businesses in the US close their doors every single year. Considering the current state of economics, and the fact that 10 years after the book has been published, the failure rate hasn’t changed too much – this number is probably higher today than ever.

Hand of drowning businessman

According to Michael Gerber, the author of ‘The E Myth’, most entrepreneurs held a technical job before they set to launch their own business. I had one, and chances are you had one too.

Whether you were an:

  • IT professional
  • graphic designer
  • a salesperson
  • a plumber
  • an accountant
  • a doctor
  • a nurse…

…Or a teacher, engineer, hairdresser, or anything else – chances are you are doing something technical, and that you were damn good at doing that.

But while you were great at what you did, something wasn’t right.

Maybe you hated your job, your colleagues, your boss, your customers, your hours, your dress code, the commute, or anything else about the job. Whatever it was, one bright day, something snapped inside of you. “I’m not carrying on with this shit anymore!”, you found yourself shouting (probably inside your own head).

man with steam coming out of his ears

That moment right there (recognize yourself in that picture?) is what Michael Gerber (the author) calls “the entrepreneurial seizure”. According to Gerber, this is the real reason why most people decide to start their own business and become entrepreneurs.

Oddly, this is also the number one reason why most people fail at creating an amazing business.

Most of us start a business simple as a legal way to kill our boss and get him out of our lives.  So, we usually take the technical things that we already know how to do well, and build an entire business around those things. According to Gerber, most entrepreneurs and small business owners end up recreating their job, just without the part that pissed them off.

But here’s the problem with this approach: a business isn’t just about the technical work that needs to get done. A business also requires us to complete managerial tasks and take care of stuff that is perhaps out of our “technical comfort zone”, like:

  1. Sales
  2. Marketing
  3. Managing employees
  4. Customer support
  5. Financing…

… And a lot more.

As Gerber puts it:

“rather than [knowing the technical work] being [your] greatest single asset … [It] becomes [your] greatest single liability”.

ball and chain holding leg of businessman

By taking the technical job that you did for someone else, and creating your own business around it… You have successfully cloned both your job, as well as tens of other tasks that other people (even if you disliked them) used to do.

Many new entrepreneurs say to this: “I know, but I can do that job better, too”. And perhaps they’re right. But more often than not – the technical job in a new business takes so much of their time, that they never reach all the things that they can do better than others.

It’s impossible for one man to do all the technical work as well as the managerial and entrepreneurial work. There is no way to do everything, and like anything else in life, something has to break.

an Hourglass running our

Bottom line is that most entrepreneurs default to do only the technical work, neglecting everything else… because they don’t have the time to do it. 

The result? An entrepreneur working around the clock in his business, instead of ever working on his business. And so, he can never truly break free, and the business becomes more limiting and consuming than the job he once ran away from. Overworked, under slept, tired, frustrated, and in worse case – in debt.

The REAL Problem With The E-Myth (The Entrepreneur Myth)

We all know the entrepreneur myth. We grew up on it. Hell, I promote it on this show:

The single individual, whom surmounted all of his powers and against all odds, struggles, hardships, and forces of nature – made it to the top. 

How? Well that’s the mythical part of the story.

dirty soldier faceThe mythical entrepreneur who won against all odds.

 The myth tells us that the success is achieved with cutting edge innovation, a burning passion and desire to succeed, and many, many hours of burning the midnight oil. The myth holds the hard work of the individual as the most sacred, and while all mentioned above IS REQUIRED, what’s missing here is working on the right things, and doing so at the right time.

What Are The “Right Things” That Entrepreneurs Should Work On?

  • Building a business that serves a need of your customer… rather than your need of getting rid of your boss.
  • Building a business that’s scalable and can carry on providing consistent experience to your customers as it grows.
  • Building a business that provides you with the lifestyle you dreamed of when you left the 9 to 5 job… rather than a business where you always need to put in twice as many hours as you ever did in corporate!
  • Building a business that frees you to pursue the things that matter most to you… instead of repeating the technical tasks time after time, project after project, to no end.

The only way to achieve these things, which according to ‘The E-Myth’ are the true benefits of entrepreneurship, is to awaken parts of your personality that might have been dormant for a long, long time.

Waking Up Your Dormant Entrepreneur

According to Gerber, when it comes to business, there are three different people that live inside of us at any given moment. In order to understand who these people are, and why they live in our brain rent-free, let’s start with an example (taken from the book):

Fat Guy VS. Skinny Guy

Imagine every single time in your life where you decided to go on a diet, get back to shape, or start running. What were you doing a second before that idea flashed through your mind?

Personally, I get the urge to take better care of my health and of what I eat when I find myself stuffing another Snickers bar down my pie hole while watching Sunday night football.

Someone watching TV with crisps and cola in room
“Jesus Christ, this is the most I ever weighed in my entire life! I get breathless just from walking up the hill when coming back from the supermarket! I really need to get my shit together!!!”
, a voice says inside my head.

You know what I’m talking about, right?…

…That voice is skinny guy.

Man fitness model

Skinny guy is all about health, fitness, vegetables, yoga, and all things that revolve around… well, being skinny. Skinny guy is the voice in our head that makes us go to the sports shop and buy a new pair of running shoes, running clothes, heartbeat monitors, and whatever other accessory that will start collecting dust in our cupboard pretty soon.

But before our new running accessories get some wear and tear, we usually wake up one morning to find that someone else in charge: fat guy.

Fat guy doesn’t like running. Fat guy doesn’t like the gym. Fat guy doesn’t like cold weather, or hot weather, or any weather for that matter. What fat guy wants, is to stay in bed, or maybe crawl to the sofa and watch some TV while eating nachos.

 Couch Potato Eats Popcorn

And as long as fat guy is back in charge, you return to your previous habits (those that woke up skinny guy to begin with).

Do you recognize the struggle between skinny guy and fat guy? Most people do. Since only one of them can be in charge at a given moment, one’s fitness rises and falls on the ability to balance the two.

So what does all this have to do with entrepreneurship? 

In ‘The E Myth’, Gerber explains that just like the never-ending battle between skinny guy and fat guy, when it comes to business we have three different people trying (and failing) to get along together inside our brain:

artwork of technician with tools

The Technician

The technician is the business persona that most of us recognize most easily. As already hinted in this post, the technician is the one that’s getting things done.

The technician does the “actual” work. He’s the part in us that believe that, “if something needs to be done well, then only I can do it.”. And he’s the voice inside our head forever reminding us to “get back to work”.

Only lives in the presence, the technician doesn’t bother himself with neither the past nor the future… he just wants to clear his to-do list!

Beautiful woman with thoughtful look

The Entrepreneur

The entrepreneur lives in the future. It’s the part in us that gets excited about opportunities and “how things can turn out”. It’s the part that asks, “wouldn’t it be great if…?”. It’s the part of us that gets hooked on ideas and envisions the marvelous business we could build out of them, and the impact that would have on our lives.

The entrepreneur is always wondering how things could be made better, but has no regards to the past or present. He lives in the future and spends no effort dealing with the problems that are currently “on the table”.

Give the entrepreneur total control, and you’ll find yourself working at daydreaming rather than anything else 😉

Warehouse manager checking his inventory in a large warehouse

The Manager

The manager is the part in us that likes order. When you find yourself shopping for boxes at home depot, and later rearranging your entire garage into those boxes… you know the manager guy inside you took control.  The manager is the part in you that gets excited by the concept of using a label maker (don’t be ashamed, I love my label maker!).

If the technician lives in the present, and the entrepreneur in the future, you could say the manager lives in the past. He is in charge of reflecting, analyzing, and making sure things would go better the next time. In a way, he’s always cleaning up after the entrepreneur.

Come to think of it, without the entrepreneur, the manager will have nothing to do. And without the manager, the technician doesn’t know what to do, and when to do it. And finally – without a technician, nothing would ever truly get done.

Looking at it this way, it’s pretty obvious that you need all three of them in order to create a successful business. But just like Skinny Guy VS Fat Guy, only one of these personas can be in charge at a given moment. So the problem becomes balancing the three.

Since most of us are used to being “the technician” in our 9 to 5 career, we usually let him take control of everything, not leaving room for the other two. BIG MISTAKE.

As you can see, as long as the technician is running our business we will always be stuck on the hamster wheel.

The technician inside us will never build systems for other technicians to follow and replace him, because, “who has time for that?”. And so… Most entrepreneurs struggle with building a business that lets them grow and break free.

Woman businesswoman with giant alarm clock

Does Your Business Need To Change?

According to the book, I would say there are three major reasons for you to decide to change your business, and they are:

  1. Financial reasons
    • Is the business making enough money to cover the bills?
    • Is the business making enough money to grow?
    • Is the business making enough money to create the lifestyle you dream dull when you started it?
  2. Freedom reasons
    • Has the business become nothing more than a glorified job?
    • Is the lifestyle that the business provides you actually worse than what you had in the old days of the 9 to 5?
    • Do you have less vacation days than ever, and spend any waking moment thinking about your business?
    • Is the business unable to function without you?
  3. Life aim reasons
    • Is the business helping you achieve your life aim goals?
    • Is it creating the change you envisioned, both in your life, your family’s life, and in the lives of your customers?
    • Does it look and behave like what you wanted it to?

If you answered “no” to any of the above, you, just like me, could benefit from today’s episode, as well as from reading ‘The E Myth’

Scroll to the top of the page and click “play” to listen to today’s episode – you will find out how to move forward from this point and towards creating change. Or come back in a few days for part two of my The E Myth review!

Until part two… Be amazing,
Meron

P.S. What did you think about today’s post/episode? Agree? Disagree? Leave your thoughts in the comments section below… I’d love to know 🙂

Mentioned Resources:

I Need Your Help!

If you haven’t already, I would love if you could be awesome and take a minute to leave a quick rating and review of the podcast on iTunes by clicking on the link below. It’s the most amazing way to help the show grow and reach more people!

Leave a review for Meron’s podcast!

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Photo credits: A drowning man’s hand – © Elenathewise – Fotolia.com.  Mad man – © olly – Fotolia.com.

IIP078: Chris Brogan On How To Become The Owner Of Your Life

Episode Highlights:

  • Why you cannot (ever) be the owner of your business – before you are the owner of your life
  • How to get over your fears, doubts and excuses, and why failures are so crucial for our success
  • The one and only thing you need to focus on if you want to create a freedom in life through building a business around what you’re passionate about

Today’s Guest

Chris Brogan

Bravery had rewarded me a lot better than operating from fear.Chris Brogan

Do you have a driving passion, whether it’s podcasting, writing, blogging, teaching, Photoshop, graphics, miniature trains, or anything else – but can’t seem to turn that into a thriving business?

Is your 9-5 job putting food on the table, but you’re not enjoying it (to say the least…)? Are your friends telling you that, “that’s just the way things are”?

If you struggle with finding work-life balance that will allow you to become the owner of the business that you want, and you find yourself running from the 9-5 to your errands and obligations, feeling that you don’t even have full control over your own world…

…The implications are that you’re always working in the business and not on your business. That you’re not doing the work that you want to be doing.

What you need is a solid plan to drive growth, become the owner of your life, and to get to the next level…

And to create this plan,we are joined today by no other than Chris Brogan!

Chris runs a professional development company called Owner Media Group.

Through the past several years, he run a marketing consulting group and worked with a lot of really big companies (like Google, Microsoft and Coca-Cola). At the same time, he experienced working with people at different parts of their journey of choosing to own their life and put together a business that they wanted to run as a part of that.

And so, what he enjoyed most along the way was the opportunity to speak to people about what does or what doesn’t work in making business.

“So along the way, I’ve just been working on unearthing the right mix of principles and guidance to help people really own the game that they most want to win, which of course would be their own.”, he explains.

Here’s our interview. By the way, you can listen to it in audio format by scrolling to the top and clicking ‘Play’ 🙂

Owning Your Life VS. Owning Your Business

MB: Chris, on your website, you say you can’t own your business until you own your life. What does it mean to become the owner of your life, and how is it different from being the owner of your business?

own your life

CB: Well, let’s think about it for just a minute. I’ll back it up to why that could be a challenge. So imagine…

CB: I had a really interesting conversation with a woman who wanted some help with her fitness and health. She said, “Here I am, I’ve gone from a very large company to a very small company and I’ve gone from everyone taking my call to me really having to work to get a meeting with someone as head of sales of this very small company.”

CB: She said, “When they see me, they see an overweight woman; they see a very heavy woman.”

CB: She says, “I think that they are wondering how could I possibly keep my commitments to them if I can’t even keep my commitments to myself. So if I can’t honor myself, how could I possibly honor what I say I’m going to do for them and their business?”

CB: I never heard anything like this, but it makes great sense. So the idea of owning your life is really making and keeping commitments to yourself, staying disciplined.

CB: The word ‘discipline’ essentially means a daily honoring of those things you’re committed to and say that you value and that you wanna do. For instance, people would tell me, “Yeah, I’m trying to get healthy,” and then they’ll skip going to the gym for a week.

CB: Well, those two things can’t be true. One of those things is inaccurate. You either aren’t trying to get healthy or you would’ve found some way to get to the gym.

CB: So one part of owning your life is removing excuses from your life. That doesn’t mean that you’re not going to fail, but you’re never going to allow an excuse to be a reason for failure.

MB: So, for instance, if I decide to lose weight and I don’t go outside running because there is a terrible heatwave and it’s too hot to run … if I was being the owner of my own life I would be fixing it by finding something to do inside, instead of just saying, “Well, it was a super hot day. Gonna try again tomorrow”?

CB: Exactly. You would do something in your flat; you would adjust your calories for the day so that at least you weren’t eating as much as you normally would, so that you can have some deficit of calories there.

CB: And I would like to say that I think it does relate to entrepreneurship because all the tools and drills and skills that we learn in balancing our lives out — in a making our lives work — is what we need as an entrepreneur.

CB: Entrepreneurs make and fill the gap between needs and what we are capable of doing. So, if you can increase your capabilities and you become able to fulfill the gaps in your own life, that’s gonna translate into confidence in your capability to fulfill gaps for other people as well.

CB: I’ve been able to bring many of the lessons that I’ve learned in reclaiming my health to bear on what’s going on in business experiences as well. I learned how to sell better by learning how to work better at the gym.

CB: Things even as simple as getting enough rest; a lot of entrepreneurs think that it’s very cool or it’s part of the lifestyle to not sleep. But I find that well-rested makes me smarter than most of the other people at the table, who find themselves clever.

The War For Ownership – Overcoming Fear

struggles and fears

MB: What are some of the battles you feel you lost in this war to claim ownership?

CB: That’s a very good question. First off, I think that entrepreneurs (or people who aspire to be entrepreneurs) have this belief, that once you attain some level of success, then you never ever get below that level again — and it’s just not true.

CB: All life is in flux all the time. Your financial wealth and your health can go up and down quite a lot; the market that you’re working in maybe can change dramatically, especially when I’m involved in (sort of) technology and business-type markets where fluctuations are part of the game.

CB: Some of the battles I’ve lost are…

CB: I’m not a big fan of doing research. I’m a big fan of trusting that the community that I’ve surrounded myself with and that I have the honor to serve is indicating what they say they need.

CB: Sometimes, I followed the lead into something where I’ve made the offering that I felt that they asked for and they didn’t want it. And so, I spent a lot of money chasing a lot of mistakes early on.

CB: I think the other thing I did wrong is following one of my legend/hero-types, Sir Richard Branson. He has four hundred companies, and in my mind, I thought I can run more than a few companies. But what he also has is thousands and thousands of staff, so that he can really lay out a vision and then know that everyone else will run with it.

CB: I have a very small staff, and my hands are on most everything that I do. So I found that like a lot of people, I felt like I could multitask even in the kinds of businesses I ran, which caused a lot of failure as well.

CB: So I would say that if there’s any kind of big theme to all the different things that I’ve tried, any time that I worked out of fear — let’s say fear of losing money or fear of not making enough revenue for instance — everything collapsed in a bad way.

CB: Every time I operate out of courage, even if I’m still afraid, but I just put more of my energy towards courage, then everything kind of works a lot better. Bravery has rewarded me a lot better than operating from fear.

Creating A New Plan

MB: One of the first books that people go to, to learn how to create not only a great business, but the entrepreneurial lifestyle is the 4-Hour Workweek.

MB: On your interview with my good friend, Jared Easley on Starve The Doubts, you mentioned that the 4-Hour Workweek is a bigger fairytale than Cinderella. What do you think was left out?

work system

CB: I would say that what Tim Ferris wrote is accurate and appropriate. I would say that what we pick up from that book becomes the base-line of the fairytale; People read the wrong lessons and run with the wrong parts of the book, and don’t really sink all the way through the ideas that are required to understand how to make the system happen.

CB: What we most need to do is: when we think we’re going to run our own business, we misunderstand and think that busy equals good. We think that hustle, just random hustle, equals good. We somehow think that throwing away all our systems is a good plan.

CB: Maybe we need to remove some systems, but we need some basic systems in place; Let’s say I’m in Boston and I wanna visit, Abu Dhabi in the United Arab Emirates. Well, I have to figure out a few things:

CB: I would have to figure out an airplane ride or two, or where I’m going to stay. Do I need some money? What’s the currency there? I probably need to know some customs. So, there’s a lot of things that have to go in place.

CB: A lot of times, for some reason, when people get entrepreneurial, they go no further than buying the website, setting up WordPress, and saying “I’m a business!” I find that’s exactly backwards.

CB: Entrepreneurs don’t build something and try to drag people over to it. Entrepreneurs fill a need that already exists, and make sure that the people that have that need can find this solution.

CB: So I think that probably the biggest first step is: knowing where you want to go, and starting immediately on what systems am I going to need to make that work.

The Only 1st Step An Entrepreneur Needs

MB: So what’s the first destination aspiring entrepreneurs need to figure how to get to, and how will they get started with creating a plan to get there?

highway

CB: They need to answer a very, very simple question: How does my passion serve somebody else?

CB: So what separates the artist who lives in his parents’ basement and maybe has to work a grocery store job to make any cash, from the artist who thrives and serves the community is that one of them thinks with the community in mind. This goes opposite of how many creative people think.

CB: They think, “I shall be creative and everyone will love my work.” And to an extent, that’s true. You do have to bring something to it.

CB: People have to see themselves or see something that resonates with themselves in your work or the work is of no value to them. That’s where a lot of creative and entrepreneurial people get something wrong.

CB: So the very first question after one decides that they’re going to go their own way, is how does this serve somebody else?

CB: For instance, when Jared Easley does Starve The Doubts, he says, “I think that there are other ways to make a job and make a business.” So one of the things he did was launch with some friends the Podcast Movement.

CB: He figured, “If I make up a gathering, which would get other like-minded people who want to understand how podcasting can improve their business together, then that’s a good way to make it work.”

CB: I find that there are other ways to make money. But one of the ways that we can make money in a way that keeps our passion alive is to find the people that we can serve with this passion.

CB: For instance, if someone wants to be a professional sports-player, it’s a little difficult because, you have to find a team. There’s a set of rules. It’s a job not unlike any other job to do that kind of work.

CB: It’s just the same as working at Best Buy, only you wear different clothes or something. But, when we truly want to get out of basic system jobs, then we have to actually redefine a marketplace first and foremost.

CB: If there’s no marketplace, there’s no market. If there’s no community around that marketplace, then there’s no way to get the word out.

CB: So we really need to understand that. Then, perhaps from there, we can create content that drives some awareness into the community and invite some small amount of them to participate in that marketplace.

Kicking Fear In The Face

MB: If someone is thinking, “I previously attempted with entrepreneurship and I failed. I’m not sure I can do this.” What do you say to them?

facing failure

CB: Ah, my goodness. I mean, you failed at other things in your life. Why did you not stop then? You are walking, and you probably failed many times as a baby, and yet I see people walking everywhere. I don’t see everyone laying on the ground –– so we must have succeeded after many attempts.

CB: Lots of people fail, and I think that you have to fall in love with failure. You have to embrace failure because on the other side of every failure is the right way to do it and you’ll succeed.

Putting A Plan Into Action With Help From Chris Brogan

MB: If people want to learn more about it, and get more step-by-step guidance and support from you, Chris, where can they find it?

CB: Probably the easiest is to go to chrisbrogan.com and maybe start with my newsletter, which is different than most people’s. It comes out every Sunday. Not only do you get some kind of advice or idea that’s fresh and not only exist on the newsletter — I don’t re-purpose my blog or anything, but you can hit reply and talk directly to me.

CB: You have direct access to me, which gives me the opportunity to serve people better.

Action Steps

If you could tweet Chris Brogan (@chrisbrogan) and just thank him for spending twenty minutes with us today, that will be absolutely superb. You can do that real quick by clicking here

After that, go ahead to chrisbrogan.com, check out his blog and newsletter.

You are amazing, and I will see you next Thursday.
Meron

Mentioned Resources

I Need Your Help!

If you haven’t already, I would love if you could be awesome and take a minute to leave a quick rating and review of the podcast on iTunes by clicking on the link below. It’s the most amazing way to help the show grow and reach more people!

Leave a review for Meron’s podcast!

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Making a Podcast: The 30 Tools & Resources That We Use Every Week

Behind The Scenes Of Making a Podcast – Episode Highlights:

  • The 30 tools & resources that we use every week to systemize the Inspiring Innovation Podcast
  • The system behind Inspiring Innovation – the actions we take, step by step, to go from “We should have James Schramko on the show”, to a released episode

I get asked very often what resources we use on Inspiring Innovation for creating our episodes, editing and post production, social media, and for managing all of our tasks and projects.

I feel it’s time for a behind-the-scenes look – where I will walk you step by step through all the steps included in our episode creation process. Basically, you’re about to see everything that happens from the second an Inspiring Innovation Podcast episode is created, to it being released, downloaded, and being played in your earbuds.

Setting Up The Podcast Interview

The first step, when we set up a podcast episode, is obviously to get an interviewee.

I often get pitched by people who want to be on the Inspiring Innovation Show. We also work with several media agents that pitch interviewees to us.

haro help a reporter out

We use resources like HARO (Help A Reporter Out), where people can pitch themselves to the Inspiring Innovation Show. But let’s pretend that for this episode that we’re talking about – I wanna get a real big name on the show.

While most people have a contact form on their website (and that’ll be the first place I would go to pitch for an interview), there are plenty who don’t.

So how do you contact these people?

And let’s say they do have a contact form on the site, but it goest to their VA or their gatekeeper…and you can’t get past them?

In these occasions, I will retreat to one of my secret weapons, which is called Rapportive.

Rapportive

rapportive

Rapportive is an add-on (or an extension) that you install for Gmail.

Once installed, whenever you start typing an email to someone and you put in theur email address, Rapportive will find and display their information inside the Gmail window:

Where do they live? What state? What country? What is their Twitter account? What is their LinkedIn account? What is their Facebook account? What do they look like?

Yes, it even pulls up a photo. It’s that cool!

Now, it doesn’t work for all emails in the world, but it works for a great percentage of them.

How I use Rapportive on a day-to-day basis:

  1. When I write a reply to an email, Rapportive will pull up their photo and personal details.

    This allows me to reply with a much more personal touch – because now I know what the person I’m emailing looks like, where they work, and where are they from.

    If you’ve received an email from me and wondered, “how the heck did he know I’m in Austin?!”… Rapportive is my secret 🙂

  2. But much more jedi-like, I’ve used this to find the emails of some really big entrepreneurs.

    How? I open Gmail, and click “Compose”. The I guess an email address based on the name of the target interviewee. If Rapportive updates and shows his personal details – I know I found his personal address. If Rapportive shows nothing, I try other variations ([email protected], [email protected], [email protected], etc. etc.). It doesn’t always work, but it works often enough! 🙂

In any case, wether I pitch someone, or someone pitches himself to me – the next step is to schedule the interview.

ScheduleOnce

scheduleonce

I was first introduced to this by Antonio Centeno from Real Men Real Style. It was love on first sight, and I since referred many of my friends to this service (including John Dumas, who now uses this tool to schedule all of his interviews!).

With ScheduleOnce, you define your blocks of availability – which times of which days are you willing to have interviews on. Then it integrates with your actual Google calendar. So everything that is already scheduled in your calendar is blocked out.

The available times that are left in the intersection between the times that you defined and the times when you don’t have any meetings in your calendars, are the times that ScheduleOnce will show to your guest when he comes to schedule an interview.

The cool thing is, that no matter where you are and where they are around the world – ScheduleOnce will only show them your actual availability in THEIR Timezone.

No more timezone miscalculations, no more confusion, and no more time
wasted! Your interviewee will just select the time that they want and — BAM — an appointment is added in their Google calendar to your Google calendar and you’re all set for an interview.

SWEET!

IFTTT and Asana

Previously discussed last week on my episode with Erin Smith, IFTTT (which stands for “If This Then That”) is a tool that allows you to define that if a specific trigger happens (example: you receive an email confirming an interview), then a specific action is automatically taken.

ifttt

So I have a trigger saying, if I receive a message from ScheduleOnce to my email saying that a podcast interview has been scheduled, then I have a task is created for me in Asana (the project management software that we use), with all the details of the interview:

  • When is it going to happen?
  • The name of the interviewee.
  • His Skype details
  • Etc.

This task is very simple: Create a project for this episode.

asana

Now, as I said, Asana is the project management system that we use. Once IFTTT creates a task in Asana, the next day – when I wake up and check out my “to-do” for the day – I will see this task saying “Create a Project for this interview”.

So I will click on my template “IIP episode” project, that has all the tasks that need to happen from the second the interview is scheduled to the second it released on iTunes or Stitcher (or whatever app you’re using to tune in with), including who’s in charge of each step — is it me, is it Rose (my VA) or is it the interviewee — and deadlines.

In one click I duplicate our template project, copy the details IFTTT forwarded, update the deadlines according to the actual interview date and the planned release date — and the project is ready to go.

From this moment on, me and my team will basically follow the Asana project, one task after the other, until the episode is ready. We don’t need to think about anything. We don’t need to plan anything. It’s all there, pre-planned and actionable.

If you think about it, the only manual action I needed to take to make all this possible, was pitching for the interview – because once the pitch was accepted, I send my ScheduleOnce link, they schedule, IFTTT automatically creates a task to set up the project in Asana, and from there onwards – everything is streamlined.

Here’s a screenshot showing a part of our Asana project template:

Asana project template - producing an IIP episode

Preparing For The Interview (& Making The Podcast Much Better!)

Background Research

Looking at my podcast episode project template above, you’ll see that the first step is defined for my VA and it’s called, “send interview briefing.”

So my VA will see this task and send my interviewee an interview briefing (based on a template that we have), that explains the format of the interview, what kind of questions are you gonna be asked, and some legal stuff.

The next day, again – as you can see in the screenshot above – she will send an email requesting them for a high resolution profile photo that we can use in the Inspiring Innovation Magazine and in the podcast show notes.

Then, she will conduct background research about the interviewee. We have a complete checklist for how we research an interviewee before he comes on the show, and she will simply start working through that.

Once she’s done with the background research, I will be triggered with a task of outlining the interview.

4MAT and SPIN Framework

Once I read the background research, I go ahead and outline the interview.

These days, I use two frameworks for my outlining, both recommended to my by James Schramko.

James Shramko, Internet Entrepreneur

First, I outline the interview using the 4MAT framework – breaking the interview down to 4 sections WHY (are we talking about this), WHAT (is the story / are we talking about), HOW (will you do it) and WHAT IF (answering questions).

For the WHY section, I actually dig deeper using another framework James has recommended, called SPIN. SPIN stands for Situation, Problem, Implication and Need, and was developed by Neil Rackham.

I use SPIN to describe (at the beginning of the episode) today’s subject – why we are talking about it, and why should you listen.

spin selling by neil rackham

How? It’s quite simple.

I take a piece of paper and write:

  • Situation:
  • Problem:
  • Implications:
  • Need:

Then, next to each letter, I add some bullet points that I want to remember to talk about.

For example, for my interview with Erin Smith last week, where we discussed monetization, my SPIN was:

  • Situation:
    • You are an entrepreneur
    • / side hustler
    • / aspiring entrepreneur
  • Problem:
    • You have ideas, maybe even some products, but aren’t sure how to monetize well
  • Implications:
    • You cannot leave the 9-5
    • You cannot create the business of freedom that you want
    • You’re feeling stuck
  • Need:
    • A step by step plan on how to take an idea and turn it into a prosperous business.

As I mentioned, 4MAT includes WHY, WHAT, HOW, WHAT IF, and the SPIN framework covers my “WHY” for the episode. Then I’m left with making a few notes for:

  • WHAT
    What is the story? Here I add a few bullet points of interesting facts and important milestones from the background research I’ve read
  • HOW
    This is for the stage in the interview where I try to get a step by step action plan from my interviewee once we covered their background story. I write down all the points that are important for me to make sure my interviewee covers.
  • WHAT IF?
    This is for any questions I might have about the outlined process. Usually I leave this empty, and fill it in with the questions that pop into my head while the interviewee is talking (instead of interrupting him)

This entire outlining process takes me 15 minutes or less, can be done on a post-it notes, and makes the interview well structured and effective. Implementing this outline step has saved my 2-4 editing hours per episode!

Recording The Podcast Interview

Skype, eCamm Call Recorder (Mac) and Pamela Call Recorder (Windows)

When the day of the interview comes, I prepare all my gear. And yes, I have a task in Asana called “Prepare Gear” which has a checklist of all the knobs I need to turn!

Then, I conduct the interview, following the SPIN and 4MAT outline that I’ve made.

ecamm

Even though we use professional podcasting gear, I still have (on my Mac) installed eCamm Call Recorder for Skype that records the Skype call on the computer itself – just in case our digital recorder fails, and gives me an extra backup.

eCamm Call Recorder is what I recommend all of my students who are getting started as the best Skype recording software. If you are on Windows, you might want to be looking into Pamela Skype Recorder.

pamela call recorder

Once the interview has been recorded, I will take the raw file as it is and upload it into a task in Asana called “Upload Raw Interview.” (pretty self descriptive, huh?).

Once I upload the file, Asana will notify Rose automatically, and she in turn will listen to the entire raw episode, making a list of all the resources that were mentioned. That’s the “mentioned resources” list that you will find in all of my episodes.

Podcast Post Production: Creating Good Episodes and Great Show Notes

Google Keyword Planner, Market Samurai and Moonsy

Once Rose completes the mentioned resources section, the next task she has in our template is keyword research. She uses Google Keyword Planner and Market Samurai for that.

market-samurai

We use Market Samurai to find and choose the keywords that we actually have a good shot of ranking highly for.

If you don’t want to splurge on Market Samurai, you can do some of the research for free using a tool called Moonsy Domain Authority. It will let you know how authoritative are other websites that you are going to compete against for a given keyword.

(Of course, Domain Authority is only one of many SEO factors, but I thought you’d like to know about Moonsy 🙂 )

At the end of this process, Rose will post on Asana the results of her keyword research – the main keyword we will be targeting with this episode, as well as the long-tail or satellite keywords that are relevant.

All this is done so we can maximize the organic traffic that Google will give us for this podcast episode.

Audacity and Adobe Audition

Audacity

While Rose does her part, I will start editing the interview itself, using Audacity.

I used to use Adobe Audition, and I would say that it is a much better piece of software and it’s a lot more fun to use than Audacity. But Adobe wanted me to pay over $2400 for using it (instead of the US price which is $19 a month), so I went back to Audacity.

Adobe Audition

With the right plugins, Audacity can actually create some great sound even though it’s 100% free. And if you want to use Audacity to its full potential, check out PodcastIncubator.com – and I will be happy to show you how 🙂

Once I edit the interview, I sit down and define two episode titles.

Why two?

  1. First title is the title that will show on the podcast feed (in iTunes, Stitcher, etc.). This title has to be intriguing and make you want to listen to the show.
  2. Second title is the title that will show on our WordPress site. This title has to be optimized for SEO in order to increase the organic reach of the show.

Evernote

Evernote

Once I have the title and the general concept, I will sit down and outline the show notes for the episode:

I will define my sections, titles, subtitles, and add some bullet points for the key points I want to cover. I write this outline in Evernote, and you’ll see why in a second!

Here’s the thing:

I hate blogging.

I don’t enjoy writing.

In fact, when I have a task like “sit down and write”, I procrastinate on it like it’s nobody’s business.

When Srini Rao challenged me to write every day for 15 minutes first thing in the morning, those were the most un-productive days I have ever… ever had. It turns out that not liking to write poses a real problem for a blogger.

One day, my mentor from Australia said, “Just outline and then record yourself talking through the outline, and have your VA transcribe that.” So I thought, “Sure, sounds legit! Let’s try that.”

It didn’t work.

I would write the outline and then try to record in front of the computer. The whole situation was so awkward that I would just get stuck and quit.

Then, Julie pointed out that when my mobile phone rings, I start walking with it while on the call – whether it’s around the house, outside the garden or a 5-mile walk.

I ALWAYS walk when I talk on the phone. So Julie asked, “Why don’t you try that for your show notes?”

And THAT works BEAUTIFULLY for me!

So I outline on Evernote, take my iPhone (remember to charge it!) walk outside, open up the note, tap on the first section, click the record icon, and just start talking. Not from a dictation state of mind, but from a conversation one.

Then I finish a section, click stop, scroll down the note, read the key points, click on the next sub-section, and record again. Rinse and repeat… and 45 minutes later – I have a 2,500 words post done!

I get back home, click on share button, send the link it generates to Rose, my VA, and For me, the writing is DONE.

Rose will take the audio notes, transcribe them, patch them up, and convert them into show notes. She will fix my grammar, break stuff into shorter paragraphs, adds bolds and italics and make everything look nice and sharp.

Ginger

Ginger

We also use Ginger Grammar Check, which is a free online service that does an amazing work in checking your grammar. It puts me to shame very often 🙂

Unsplash, Deposit Photos and Fotolia

We love having photos in our posts, and Rose has 3 resources that she uses for Inspiring Innovation:

The first one is Unsplash. It’s a website that has beautiful photos that you can use 100% free. It doesn’t have search functionality; it’s not perfect, but it has beautiful photos that you can use right away without any Signup or anything.

DepositPhotosFotolia

If we can’t find suitable photos on Unsplash, we try DepositPhotos and Fotolia.

Libsyn

So far, we have an episode recorded and edited, we have show notes done, and all that’s left is uploading the MP3 file.

Libsyn

I export the file from Audcity, convert it to MP3 and add the tagging (the title, the description, the artwork — all of that) using iTunes and then upload it to our podcast hosting, which is Libsyn. There I copy in the show notes that Rose has created, and voilà – the episode is ready!

Canva

In order to great sharable artwork to promote the episode on social media, I go to Canva.com.

Canva

Canva is my graphic design tool of choice. It’s free and amazing. It comes with great templates for any type of graphics you’ll need online and allows literally anybody to become a genius graphic designer.

I simply LOVE it.

I also use Canva for episodes that include a lead magnet (like the one we had last week). I create both the download image and the graphic for the pop-up window (the opt-in window) within minutes with this tool.

List Building Through Podcasting

I often have downloadable PDFs as part of my episodes, and they double as lead magnets for my list.

I create these lead magnets the same way I’d create the show notes; I outline in Evernote, go for a walk , record it, get it transcribed and edited, and then create a PDF out of it.

iBooks Author

iBooks Author

To create the PDF, I will either throw copy the text into Google Drive and export as PDF, or if I’m feeling artistic, I’ll use iBooks Author (Mac only, sorry Windows people!), which creates a drop-dead-gorgeous-looking PDF document for me to give away.

MailChimp and LeadPages

I use MailChimp as our mailing list provider.

MailChimp

The good thing about MailChimp is that you can start for 100% free. We used to use AWeber and I don’t have enough words how much a despise it. I strongly recommend that you start with MailChimp.

To deliver the lead magnet itself, as well as the opt-in form that works from within the show notes, I use LeadPages, and more specifically, a feature called LeadBoxes.

LeadPages logo

LeadBoxes are that pop-up box that pops up and asks for your email address when you click on a link to download one of our PDF resources.

When you fill-in the email and click “Download now”, LeadBoxes will add your email to the Inspiring Innovation mailing list on MailChimp, and then deliver the PDF you requested right away to your inbox.

Nifty 🙂

Spreading The Word

dlvr.it

After all this, Rose goes through all the information we have (keywords, final show notes, etc.) and creates a suggested social media swipe file — basically create a list of suggested tweets and Facebook status messages.

I will go over them (again, there’s a task in Asana reminding me to do that!), tweak them, and approve for scheduling.

Once I do that, she will take that swipe file and schedule it via dlvr.it – our social media scheduling tool.

dlvr.it

The good thing about dlvr.it (and what made me pick it in the first place), besides allowing us to schedule all of our outgoing tweets, is that it also allows us to automatically tweet about new blog posts and new podcast episodes of anybody we want.

Automatically tweeting about new episodes of market leaders and friends is a great way to keep yourself on the top of their mind as someone who’s always looking to support their brand.

(To be honest, usually dlvr.it will pick up on their new episodes and tweet about it from my account even before they have a chance to tweet about it from theirs! So my tweet is almost always the first one they see. You could imagine the impact it has!)

Gmail Canned Responses and Boomerang

With all the social media scheduled on dlvr.it, we are almost done with an episode. The only thing left is to let my interviewee know that the episode is live.

While I want them to get an email from me once the episodes is live, I actually write the email to the interviewee ahead of time.

Boomerang

I have a template that I wrote and use through Gmail Canned Response and then I use another add-on called Boomerang, which allows me to schedule an email to be sent from Gmail on a later date. I simply set it and forget it!

Podcast Social Bookmarking

Finally, Rose will do social bookmarking on sites like Bibsonomy, Bitly, Delicious, Digg, Diigo, Reddit, StumbleUpon, Folkd, Jumptags, Newsvine and Technorati.

And that’s how we make an Inspiring Innovation Podcast episode!

Your Thoughts?

I would truly appreciate if you could leave me a comment, letting me know if this was helpful or if you’d like me to review in the future some of other tools that I use on a day-to-day basis.

Just leave your comment below.

I Need Your Help!

If you haven’t already, I would love if you could be awesome and take a minute to leave a quick rating and review of the podcast on iTunes by clicking on the link below. It’s the most amazing way to help the show grow and reach more people!

Leave a review for Meron’s podcast!

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IIP076: These 3 Steps Created A 6 Figure Business In 9 Months!

Note: click here to download “3 Foundational Steps For Creating A 6 Figure Business” PDF Now

Episode Highlights: Creating A 6 Figures Business

  • The three most important steps in breaking free from corporate and the 9-5 and creating your freedom business
  • The number one thing to remember when starting to monetize your business
  • Networking events that don’t suck
  • Why you’ll never be an overnight success (just like nobody else ever was!)
  • The most important trait you could develop to become a successful entrepreneur
  • The 3 foundational steps every successful entrepreneur takes, and every failing entrepreneurs misses

Today’s Guest

Erin Smith

Erin Smith, founder of ‘The Starters Club’, knows a thing or two about starting successful businesses from scratch; In her early twenties, just getting started in corporate America, she realized that the only way to create true wealth and freedom is through being the owner – and not the employee.

She didn’t feel she was ready to own a business yet, so she decided to focus on becoming an owner in the realm of real estate. She did quite well, and bought her first home when she was only 22. After a few years, she decided to give business a shot – and started a pet-sitting company.

With no background (besides the background that Google could offer her), she got started. Within just a few years it grew to a 6-figure income, 12 employees business. BOOM!

A bit later, after burning out, she sold that business.

Her next business reached 6 figures within its first 9 months, and right there Erin found her passion and talent for starting successful businesses.

When people kept telling Erin how amazing her success is, she replied, “You can do it too,”. When enough people answered, “I wouldn’t know where to start.” – she saw the need, and decided to provide the one thing she never had when she got started in business — mentorship, directions, and guidance.

‘The Starters Club’ was born, and today it offers various resources that teach the steps, tools and strategies entrepreneurs need to follow in order to create a successful business – quicker and easier, and without figuring things out alone.

In today’s show, she lays out the 3 pillars, or foundational steps, that have been the secret sauce behind her meteoric success.

3 Steps For Creating A 6 Figure Business

Before I give you the 3 major steps that Erin outlined in the interview, I have a few caveats:

It Isn’t Going To Be Easy

While there has never been a time in history where it was easier and cheaper to start a business, it doesn’t make it easy. You need to put in the hours and you need to do the work. No one, and no system, will ever replace doing the right things, and doing them NOW.

Erin worked incredibly hard to create her businesses. Whether it was working into the night, early in the mornings, or during what her friends and family might have considered “free time,” – she did it all, and her dedication and determination is behind her success.

No One Is An Over Night Success

success arrow up

No success story has ever been a true overnight success. The greatest entrepreneurs that we are inspired by, and sometimes awed by, didn’t just “come out of nowhere” and start making 5 and 6-figure incomes a month.

Think about it. Nobody has heard about Pat Flynn, Chris Ducker or Rand Fishkin when they just got started and were side-hustling and making ends meet. They became famous when their beard fruit.

Any exponential growth success story has a background of slow, step-by-step and frustrating linear growth, which brings me to the next point…

You Got To Start Somewhere

You got to start somewhere, and there will never be a better place to start than where you are right now.

Sir Richard Branson started somewhere. Bill Gates started somewhere. Steve Jobs started somewhere. They were all nobodies when they got started.

If you have no aspirations to create the greatest tech company in the world, become the richest man on the planet, or launch the biggest software company — you’re in luck! Your job will be much easier than theirs! 🙂

“Every master was once a disaster” says my good friend John Dumas in every chance he has. Dumas has a very good reason; Only 2 years ago, nobody knew who he was. Today he’s the face of podcasting, and runs a $2M business.

Bottom line, wherever you are right now in life — you are perfectly positioned to start. Stop waiting for the perfect moment and make it happen!

With this out of the way, let’s get started with Erin’s steps.

To make it super easy for you to consume today’s episode, I created a free PDF that summarizes everything we talked about. You can download it by clicking on the icon right here:

Click here to download the “3 Foundational Steps For Creating A 6 Figure Business” PDF

Once you download the PDF, scroll to the top of the post and listen to today’s episode. You won’t regret it – Erin has an amazing story and many,many fantastic lessons, tips and tactics to share.

Once you’re done – please consider leaving a comment below and let us know how we did 🙂

Other Mentioned Resources:

I Need Your Help!

If you haven’t already, I would love if you could be awesome and take a minute to leave a quick rating and review of the podcast on iTunes by clicking on the link below. It’s the most amazing way to help the show grow and reach more people!

Leave a review for Meron’s podcast!

Affiliate Disclosure: Please note that some of the links above are affiliate links. There is no additional cost to you, and I will earn a commission if you decide to make a purchase.

Don’t Miss an Episode! Subscribe Below:

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  • Subscribe with Feedly
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  • Subscribe with SubToMe
Using something else? Copy this address:
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