page 2 The Organisation Bundle How to organise your business one system at a time Featured Expert: Natasha Vorompiova // SystemsRock.com The Organisation Bundle has been created by the wonderful Natasha Vorompiova. She is the go to gal for creating systems, getting organised and becoming productive and has helped countless entrepreneurs go from feeling swamped and overwhelmed to getting on top of everything. She has an amazing online program, which people rave about called Systematic Success, so if you re planning on taking your systems to another level definitely check it out. You can connect with Natasha over on her website www.systemsrock.com Welcome to The Organisation Bundle! In this bundle we re going to share with you powerful strategies to help you get organised and in control of your business by using Asana. I m so excited about this bundle because I know myself how important organisation in business is There have been so many times when I ve felt overwhelmed, out of control and totally unorganised while growing my businesses and I know I m not alone! This is one of the biggest challenges and frustrations entrepreneurs face, because let s be honest, we have so many things we have to do in order to grow our businesses it can be really hard to get in control of it all. For me, I got to the stage where I felt like everything was one big, jumbled mess, and at that moment I knew I had to do something about it. So I reached out to Natasha Vorompiova, our featured expert for this bundle, and asked her to help me straighten things out. With her help I was able to transform my business into a more organised, systemised, effective and efficient organisation! So in this bundle Natasha is going to teach you what she taught me: how to organise and systemise your business and leverage online tools, like Asana, to help you to do it effectively. Note: If you re already using another project management tool like Evernote and you love it, then stick with it. This bundle will still be helpful, because Natasha shows you how to create effective systems and processes, so you can just take what she shares and build it out in your preferred project management software. Here s what we re going to do together: We re going to start by mapping out the projects and tasks you have going on in your business, so we can see exactly what s going on. Then Natasha is going to show you how you can use Asana to organise and systemise these activities. She s also going to show you how to create 3 very important systems within your business and how you can manage those systems in Asana. Those systems include: email management, client intake & relationship building. And she s also going to share how you can manage your tasks effectively. Make sure you watch the videos that accompany the workbooks - Natasha s going to be taking you inside of her Asana, so you can see what you need to do. Now, I will leave you in the expert hands of Natasha to help you to get organised and systemised. I hope this transforms your business as much as it has transformed mine! Enjoy, Carrie xx
page 3 How to get your business organised & systemised Ever feel like you re running up a never-ending hill? Like there s just one thing after another with no end in sight? You re not alone! Here s why. When we re just starting out and laying the foundation of our businesses by assisting our first clients, we re busy, but there is a time and place for everything we do. But then things start to pick up we receive more inquiries for information, we bring in more and more clients, our range of offerings grows, and our audience increases. Now, every area of our business begins to demand more time and energy. In order to keep up, we have to scale our efforts. And that s our make-it-or-break-it moment. The problem is that we can t scale our businesses if we ve never formalized our procedures. Our half-formed systems start breaking down if we haven t. Things start snowballing and, after reaching the tipping point, get completely out of control. That s when we feel overwhelmed, burned out, and eternally tired. The good news? You don t have to let yourself get to that point. You can prevent this situation...right now! It s easier than you think. All you need is one simple free tool.
page 4 Getting Started with Asana Asana is the project and task management software of choice for many small business owners. There s so much to love about Asana The basic software is free You can collaborate with up to 15 people at no additional cost Setting up projects and tasks is straightforward The system notifies you of the items that are due There s a phone app that allows you to add tasks on the go However, this is just scratching the surface of Asana s capacities. Asana is much more than task and project management software. It can easily become your business management hub and an indispensable tool. More than that, it s a tool that can help you manage your business now and the future as your business grows. Before we dive into the specific systems you can set up, let s take some time to get to grips with what s going on in your business right now, so that when you come to use Asana you know exactly what tasks, projects and systems you need to create.
page 5 The Easy Way to Start Getting Organised & Creating Systems Here are 5 simple steps for getting started with turning your business into an organised, systemised machine. This is the same system I use with my clients. STEP 1: Create Your Business Map Although you could jump right into working on systematising a specific area of your business, I recommend that you start by creating your Business Map. Yes, it s an extra step, but it s a very important one. Regaining control of your business requires overseeing your business with the perspective of a true CEO. You need to clearly identify how all the elements of your company fit together, and, as your business grows and you delegate parts of it, you ll be able to turn your Business Map into an organizational chart. Your Business Map can be a list or chart. See the following page for an example...
you the ceo MARKETING SALES CLIENT MANAGEMENT ADMIN FINANCIAL Blogging Consulting Client scheduling Research Tracking expenses Direct Outreach (Evergreen) programs Privacy Policy Blogs to follow Bill payment Keep in Touch Info Products Contests Sharables Managing Bank Accounts Freebies Physical Products Testimonials Guest blogging Tax Returns Videos Group coaching Surveys Events to attend Bookkeeping Newsletters 1-on-1 coaching Questionnaires Experts to interview Reimbursements Webinars Delivery structures Be interviewed by Payment collection Contests Client support Website Client invoicing Interviews Client intake Upload/format posts E-mail Marketing Case Studies partnerships Joint Ventures Affiliates Referrals Social Media Instagram Pinterest Maintenance - updates Maintenance - backups Maintenance - installations SEO Google Analytics Miscellaneous Tasks Quarterly business reviews Updating calendar E-mail processing Google + Facebook Twitter
page 7 Let s take some time now to start building your map Below are some of the key areas of an online business. Start with applying those activities to your own business. Cross out the activities that aren t relevant for you and add any essential activities for your business that aren t on the list. Once you are done, I want you to pause and appreciate how much you are actually doing, possibly with only occasional help. Then, notice that your business is no longer a collection of fragmented images, as you will understand how the processes relate to one another and contribute to the bigger picture of your business. Now you can oversee your business with the perspective of a true CEO. To help you to create your map, take a few days to record business activities you engage in on a daily basis and then organize them into the categories below.
page 8 I. MARKETING 2. sales Activities: Blogging Direct outreach (bloggers, media, influencers, etc.) Keep in touch Newsletters Videos Consulting 1-on-1 coaching Group coaching Physical products Info products (Evergreen) programs Freebies Interviews Contests Webinars Case studies E-mail marketing Partnerships: Referrals Affiliates Joint ventures 3. client management Client scheduling Client intake Client support Service/product delivery structures Questionnaires Surveys Testimonials Privacy policy Social Media: Twitter Facebook Google+ Pinterest Instagram
page 9 4. financial Tracking expenses Client invoicing Payment collection Reimbursements Bookkeeping Tax returns Managing bank accounts Bill payment 5. administrative Research: Blogs to follow Valuable content to share Blogs on which to guest post Events to attend Experts to interview Experts to get interviewed by website: Website maintenance installations (e.g. new plugins) SEO Google Analytics miscellaneous tasks: E-mail processing Updating calendar Quarterly business performance reviews Team management Don t skip this step! You ll be amazed by how much clarity it will give you about the structure and future of your business.
page 10 STEP 2: Set Your Priorities Start by taking a close look at your list or chart. What parts of your business lack a systematised infrastructure? For instance, you might notice that launching is a regular part of your business, but you lack a streamlined process for it. Launching yet another service or product before you optimise the system is a recipe for disaster, so you d want to make systematising this part of your company a priority. Are there any holes that you ve been meaning to take care of forever but keep putting on the backburner? Legal and financial areas are often the ones that small business owners pretend don t exist. Prioritise the process of closing up these holes. Write down any parts of your business that you need to systemise... Next, pinpoint the parts of your business that are working harmoniously. What processes do you feel totally in control about?
page 11 What areas could run even without you? What runs like clockwork? Give yourself a pat on the back for these things!
page 12 How can you create systems for things that are sucking up your time and causing you to lose money? Where do you waste the most time? What tasks cause you to miss deadlines?
page 13 What areas of your business weigh heavily on you? Where do you feel that you are losing money? I realise that looking at your notes might feel a bit overwhelming. But don t let it stress you out. Seeing the list is part of the process. You ve got to establish the baseline. Only then can you identify opportunities for improvement and growth.
page 14 STEP 3: Create a List Now you know where your business needs some loving from you. After all, it s your baby. You ve got to take good care of it. The good news is that your business doesn t need to be fixed tomorrow. It s unrealistic you don t have time to make all the necessary improvements at once. But most importantly, there is no end point to get to. Building and perfecting a business is a process. You ve got to accept and embrace it. You ve got to guide your business just like you have to guide your child to learn and grow. At the same time, you have to surrender and let yourself be guided. You have to allow your child as well as your business to teach you lessons. So, let go of overnight perfection. Instead, create a list of what you need to do to optimise and build your systems and then keep it in Asana. For a step by step of how you can structure a business process refer to the Systems Bundle.
page 15 STEP 4: Commit to Baby Steps Are you ready to commit to growing a business that is your pride and joy? Come back to your systems-related to-do list on a regular basis. Got 15 minutes a week? Great! Spend it on your systems! Got 15 minutes a day? Even better! You don t need big blocks of time to make progress with your systems: Take 15 minutes to write down one of your current processes or record a video and give it to a Fiverr transcriptionist to transcribe. On the next day, detect any gaps in the process. Then, come up with ways of optimising the process. Last but not least... start implementing the new routine. Step by step, by step, by step. Pace yourself. I know you ll do great.
page 16 STEP 5: Enjoy Your New Business Operations Manual Does Business Operations Manual sound too corporate to you? What about calling it your Business Scrapbook? Call it whatever you like. Just make sure you enjoy and use it. Over time those steps you ve created will grow into workflows that will be easy to follow for you or new additions to your team. The fact that you keep them in a place accessible by others will allow your team members to find those process descriptions without bugging you. From the moment that those steps are clear and comprehensive, you will be able to ensure the brilliant performance of your team members time after time. I know that the thought of creating systems might have been weighing on you. But know that creating better structures for your business is totally within your reach. You can do it! Ready to get started with Asana? Hopefully by now you re already feeling more organised and you can see how you re going to turn your business into something incredibly efficient and effective. So now, let s take a look at how Asana can help you manage 3 MUST HAVE systems in your business. I ve created separate guides and videos for each system to help you with this. You can access them all from the bundle page. Start with watching the Asana Basics Video