How to Scale Your Health and Wellness Business Using Systems and Processes

As a solopreneur or small enterprise proprietor within the well being and wellness trade, checking off every day’s seemingly countless duties—from lead technology to shopper onboarding to precise teaching to invoicing—is difficult sufficient; with the restricted time you may have, creating (or fine-tuning present) programs and processes is probably going on the backside of your precedence checklist.

And in addition to, aren’t programs and processes extra fitted to large-scale firms (assume: Google, McDonald’s, Amazon) with hundreds or tens of millions of workers? Reply: No. 

Programs and processes are helpful to all companies, irrespective of their measurement.

Accomplished proper, they might assist you step away from the trouble of day-to-day menial duties to concentrate on high-value actions that’ll quickly scale your enterprise and income.

On this article, study what programs and processes are, the precise advantages they could convey to your well being and wellness enterprise, and, most significantly, how, precisely, you need to go about constructing—and implementing—efficient, environment friendly programs and processes.

What Are “Programs and Processes”?

Whereas programs and processes are sometimes used interchangeably, they’re distinct ideas. To elaborate: A system is a set of processes, instruments, folks, and methods that work collectively to resolve an issue or obtain a enterprise aim.

Take, for example, your e mail advertising. Your system might appear like this:

  • Processes: Develop a content material calendar, draft emails, and create automated gross sales funnels.
  • Instruments: A content material calendar platform (e.g., Trello, CoSchedule, or Asana), phrase processor (e.g., Microsoft Phrase 365, Google Docs, or Apple Pages), e mail advertising service (e.g., ConvertKit, Drip, or Mailchimp)
  • Individuals: You (should you’re a solopreneur)
  • Methods: Your focus is on brief, scannable e mail content material to catch the reader’s consideration, so your key messages get learn and remembered.

However, processes check with all of the steps you’re taking to finish a activity. For instance, listed here are the steps it’s possible you’ll take to develop an e mail content material calendar:

  1. Analysis trending trade matters.
  2. Assessment generally requested questions from purchasers.
  3. Record eight e mail matters.
  4. Plug them into your content material calendar platform, together with their publishing dates.

Backside line? Any time you may have a specific method of doing issues in your enterprise (e.g., shopper outreach), that, in itself, is a system. And likelihood is, you in all probability have already got plenty of programs arrange and operating in your enterprise—with out even realizing it.

Advantages of Programs and Processes for Companies (When Accomplished Proper)

However this is the factor: Not all programs and processes assist your enterprise.

Extra particularly, some programs could also be pointless, counterproductive, overly costly, or too time-consuming—in the end that means you find yourself doing extra however with much less to point out for it. Consequently, you can ultimately end up burned out, overwhelmed, and exhausted.

Evaluate that to efficient, environment friendly programs that break down duties into documented, repeatable, step-by-step processes that assist you:

  • Enhance productiveness: With every little thing laid out, you don’t need to reinvent the wheel each time you want one thing carried out, serving to you do extra in much less time.
  • Ship a constant expertise: Say goodbye to forgetting about scheduling check-in classes with purchasers or gathering cost. Properly-documented programs and processes assist you to create constant experiences for all potential and present purchasers, driving shopper loyalty. 
  • Scale your enterprise: There may be typically a direct correlation between the variety of efficient, environment friendly programs operating in your enterprise to the period of time you need to spend on creating new services that cater to totally different buyer segments (e.g., branching into on-line private coaching as a Licensed Private Coach), so that you enhance your income.
  • Decrease labor prices: Prepared to begin hiring (or already operating a workforce)? Properly-documented programs and processes assist even new workers hit the bottom operating as they’ve a set, unambiguous method of doing issues. This implies you’ll spend much less time (and cash) coaching new workers, supervising their work, and requesting edits.

Methods to Create Programs and Processes That Work

To reiterate: When the proper programs are in place, you’ll enhance productiveness, scale back stress, be higher in a position to concentrate on revenue-generating work, and enhance revenue margins.

Now, the one query is: How precisely do you go about constructing probably the most streamlined, environment friendly, and efficient programs and processes based mostly on your enterprise objectives? There are 4 steps to it.

#1: Doc Every thing You Do

Step one is to doc all of the actions you do to run your enterprise.

This might embody duties you do recurrently (e.g., occurring shopper discovery calls, publishing weblog posts, sending out invoices) or a single exercise you assume you’ll possible repeat sooner or later (e.g., writing an e-book, providing free trials, or launching a brand new service providing).

Here is a tip: As a substitute of making an attempt to recall every little thing you do for your enterprise in a single sitting, go about your day as traditional for per week and make a remark of every little thing you do. This manner, you are much less prone to overlook one thing essential.

To assist add extra construction to your programs, think about categorizing your actions when it comes to enterprise features:

  • Operations: These are actions you do this handle your enterprise’s “inside workings.” Examples embody enterprise aim setting, e mail administration, and private web site upkeep.
  • Gross sales and advertising: These are actions you do to draw and convert purchasers. Examples embody content material advertising, automated gross sales funnels, and product launches.
  • Finance: Every thing to do with cash, together with invoicing purchasers, paying workers, and submitting taxes.

#2: Break Down Every Exercise

After getting a listing of actions (i.e., programs) your enterprise must perform, break down each in line with the method, instruments, and other people wanted to finish it from begin to end:

  • Course of: The step-by-step sequence of actions
  • Instruments: The required units, apps, or software program you employ
  • Individuals: The individual (or folks) answerable for every step of the method
  • Methods: The techniques, suggestions, or methods you employ

#3: Search for Methods to Enhance Your Programs

Earlier than you soar proper into overhauling each system in your enterprise, know this. You solely wish to rework a system if—and provided that—it gives you a big strategic benefit. In order you are evaluating potential tweaks, ask your self:

  • Will it present a direct worth to purchasers?
  • Will it make issues simpler and extra environment friendly for me (and my workforce)?
  • Will it scale back prices?
  • Will it enhance income and/or revenue margins?

When you aren’t going to hit a type of issues, you need to in all probability go away that system as is and focus your consideration elsewhere.

However as soon as you have recognized a enterprise system that is candidate for an overhaul, one of the crucial essential issues to do is decide the place you are ranging from (i.e., your baseline) and the place you hope to finish up.

That is the place key efficiency indicators (KPIs)—like income, bills, revenue margins, gross sales conversions, and different monetary ratios—are available in.

Methods to Enhance Your System

Then, with the specified outcomes or outcomes you need, use the next framework to brainstorm methods to enhance your system:

  1. Delete: What are you able to get rid of from the system as a result of the processes, instruments, folks, or methods are time-consuming, pointless, redundant, now not related, or unproductive? For instance, do you actually need to pay for a premium accounting instrument while you solely use its most elementary options (which you can simply get from one other free instrument)?
  2. Defer: Which features of the system might be useful however do not actually must be a part of the system proper now? For instance, upgrading to a pricier e mail advertising software program that enables you entry to options like pre-built automation workflows, cut up testing, efficiency experiences, and SMS push notifications might sound like a good suggestion, however you’re unlikely to see constructive (or dependable) outcomes with a small subscriber depend.
  3. Automate: What duties are you able to automate utilizing software program, apps, or different instruments? A 2017 McKinsey report on productiveness and automation suggests about 60% of all occupations have at the least 30% of constituent actions that might be automated. As an illustration, among the greatest private coaching apps and software program packages might help you handle administrative duties (e.g., shopper reserving), cost processing, and purchasers’ exercise packages—multi function centralized location.  
  4. Delegate: What duties forestall you from taking advantage of your time, power, expertise, and experience (e.g., chasing purchasers for cost)? What duties do you dislike doing (e.g., individually combing by suggestions types)? These are sometimes the duties you need to delegate or outsource to others (at any time when potential).
  5. Consolidate: Is it potential to consolidate your duties or batch them to be able to full them quicker? Combing by generally requested questions in your social media posts might assist offer you loads of concepts for potential weblog publish matters, for example. 

#4: Roll Out, Consider, and Refine

You’ve recognized a enterprise system that ought to be overhauled, outlined your best consequence, and developed a plan to enhance its processes. Now, it’s time to implement.

And whereas it might be tempting to assume “mission achieved” and pat your self on the again for a job effectively carried out, as soon as a brand new system is in place, you need to take time to guage it. In case you have a workforce, be certain they know your new enterprise course of is not set in stone and also you welcome sincere suggestions in regards to the adjustments.

You and your workforce (the place relevant) ought to take into consideration the next questions:

  • Did the brand new system clear up an issue or attain a aim?
  • How a lot enchancment may be attributed to the brand new system?
  • If there wasn’t any enchancment, what was the trigger? How are you going to treatment the state of affairs or maybe return to the way in which issues had been?

At any time when mandatory, return to the drafting board and proceed to tweak and refine your system.

And that is your first system overhaul. Now, do not forget to repeat the method with one other system:

  1. Assessment your checklist of potential enterprise programs.
  2. Choose one with the utmost potential (e.g., most vital influence in your revenue margins) and create the brand new system.
  3. Take a look at the system in your enterprise—and refine it to work out any bottlenecks, glitches, and hiccups.
  4. Repeat the method once more.

#5: Retailer Your Enterprise Programs Someplace Secure

At this level, you should have documented at the least a dozen programs that’ll assist your enterprise run like a well-oiled machine.

Think about should you misplaced them since you wrote them on random sticky notes and scraps of paper. Past losing your time, you can lose helpful info since you’ve forgotten your programs.

To forestall that catastrophe, you need to doc all programs—meaning all processes, instruments, folks, and methods—utilizing organized, well-designed instruments.

Examples embody Evernote, One Word, Google Drive, Asana, Trello, and Notion.

When you use multiple platform (e.g., you employ Asana to retailer your course of checklists), be sure you arrange one central reference level with hyperlinks to all different related documentation. Sure: Which means you need to think about using platforms that work effectively collectively.


Constructing the proper programs to help your enterprise may be extremely useful.

They assist you to run your operations easily and effectively, releasing up treasured time you can make investments elsewhere.

Whereas establishing new programs—and fine-tuning present ones—takes effort and time, it’s all value it when every little thing comes collectively to give you the results you want.


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