🎙 In this episode, I sit down with Kirsten Graham, a direct competitor who also specialises in helping entrepreneurs to systemise their work and achieve freedom using virtual assistants and smart business systems. We compare our approaches, provide practical strategies and share hard-won lessons for hiring, onboarding and leading remote teams. I believe this is one of my best interviews in terms of value for you. You are listening to two passionate industry experts discuss, in depth, how they help people to create freedom in their businesses! KEY TAKEAWAYS 💡 Train Before You Trust: Kirsten hires people using the paid intern model. All hires are fully trained before they are trusted to work directly with clients.  💡 Stop Hiring on Hope: The “hire and hope” approach doesn´t work. Bringing someone on board without clear systems or expectations sets everyone up for frustration and failure. 💡 Be Careful with AI: Only adopt an AI solution if there’s a clear business case. Will it save time, generate revenue, or deliver meaningful value for your business? If you can’t answer “yes,” it’s best to skip the implementation. BEST MOMENTS 02:41 - 💬 “We really believe you lead people, you manage tasks - you manage tasks through systems and project management software.” — Kirsten 21:26 - 💬 “AI can help you. It's a tool. It shouldn't do your job for you.” — Kirsten  46:29 - 💬 “We have the same set of rules whether someone's based in the Philippines, South Africa, or they're in the UK, or Sweden, it doesn't matter to me.” — Steve TIMESTAMPED OVERVIEW 00:00 Streamlining Onboarding and Collaboration 07:16 Training VAs through a paid internship 10:15 Strong systems eliminate frustration 22:10 Where AI fits in 34:40 How systems set everyone up for success 49:00 The mindset shift from “hiring help” to “building assets” VALUABLE RESOURCES From Steve Day:  Free access to our flagship RECRUIT RIGHT FRAMEWORK Free access to our flagship DIDACT FRAMEWORK From Kirsten Graham: Double Your Income with a Marketing VA: https://outsourcingforbosses.com/ LINKS TO CONNECT WITH THE GUEST Website: https://sixfigurebusinesscoaching.com/ LinkedIn: https://www.linkedin.com/in/kirstengrahamsfbc/ YouTube: https://youtube.com/@sixfigurebusinesscoaching Facebook Page: https://www.facebook.com/SixFigureBusinessCoaching Facebook: https://www.facebook.com/kirsten.graham.3517 Instagram: https://www.instagram.com/sfbizcoaching/ ABOUT THE GUEST Kirsten Graham is the Co-CEO of Six Figure Business Coaching. She helps small business owners reclaim their time and increase visibility by using video marketing, podcast guesting, and smart outsourcing. She shows entrepreneurs how to build authority, attract quality leads, and put the right systems in place so they can grow their income without burning out. LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

🎙 In this episode, I reveal how every new hire presents a golden opportunity to refine and strengthen your business systems. I share what I’ve been doing this week with a new team member and how using their “fresh eyes” has helped me identify weak spots, improve our onboarding process, and reinforce a culture of continuous systems improvement. Whether you’re onboarding someone new or delegating a process to an existing employee, this episode shows you how to turn those moments into powerful catalysts for smoother operations, higher productivity, and stronger team engagement. KEY TAKEAWAYS 💡 Onboarding Is a Systems Improvement Goldmine: Every new employee sees your business from a fresh point of view. They easily spot the unclear instructions and process flaws your team has learned to work around and stopped noticing.  💡 Seek Immediate Feedback: Ask detailed questions in the moment, instead of weeks later. This uncovers the real causes of confusion, bottlenecks, or inefficiencies in your systems. 💡 Adopt a Non-Judgmental Mindset: Frame mistakes and misunderstandings as system flaws, not people problems. This builds trust, encourages openness, and turns new hires into your co-designers. From the start, you are priming them for continual improvement and efficiency. 💡 Document and Simplify: As you get feedback, refine your instructions step by step. Remove ambiguity until every action is crystal clear for anyone who joins you or takes on new tasks, in the future. BEST MOMENTS 01:30 - 💬 “ The impression people get of you as a business in their first few days and weeks can change the whole landscape about how they approach the work with you; how successful they are.”  05:27 - 💬 “ Take full responsibility for them not understanding exactly what you meant in the onboarding instructions.” 11:50 - 💬 “ If nothing else comes out of this, it means that I have now got this person into a mindset of systems improvement, of being part of the solution, not the problem.” 12:46 - 💬 “ Ask them the deep questions, ask them the feelings they had, figure out what went wrong, why they didn’t do it exactly the way you thought.” TIMESTAMPED OVERVIEW 00:00 Why onboarding is your best opportunity to improve systems 01:23 How first impressions shape employee engagement and retention 02:11 Using a new hire’s feedback to uncover hidden flaws 04:05 Turning onboarding mistakes into systems improvements 05:29 The power of empathy and responsibility in system design 08:16 Creating a culture of open feedback and continuous refinement 10:19 How clarity drives confidence, productivity, and loyalty VALUABLE RESOURCES Free access to our flagship RECRUIT RIGHT FRAMEWORK LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

🎙 Artificial Intelligence is here to stay, and I see it becoming as essential to small business owners as the internet itself. In this episode, I share a clear strategy for upskilling my existing team—not only to keep them competitive and relevant, but to help them become highly valuable, AI-focused experts who drive a systems-based, highly efficient business. By embracing and adopting AI in our daily practices, we can become more efficient, productive, and profitable. Listen now and learn how to upskill your team, stay ahead of the curve, and future-proof your business!  KEY TAKEAWAYS 💡AI Is Essential For Business Survival: Companies that embrace and adopt AI will become more efficient, productive, and profitable, giving them a massive competitive advantage over those that do not. 💡The Risk of Obsolescence: If staff members are not embracing and using AI in their daily practice, they risk becoming obsolete, as others can achieve the same work to a higher standard in a tenth of the time using AI. 💡Upskill to Stay Competitive: Instead of replacing team members, business owners should focus on upskilling their existing staff to become ‘AI-savvy employees’ who can use their expertise to apply AI to their existing roles. 💡Shift to an AI-Driven System: Encourage team members to think about how they can use AI to replace themselves in their current role, effectively transforming their job into a new role as an AI developer or maintenance person. BEST MOMENTS 00:36 - 💬 “ I don't believe that small business owners are having the conversations they need to with their staff about their training and learning about AI.”  00:49 - 💬 “If your staff members aren't embracing AI, if they're not using it in the daily practice, then they're going to be obsolete.” 06:28 - 💬 “ It's not about going out and hiring and training new people all the time. It's about moving your existing team into different roles where you feel their skillset and their aptitude would be applied more.” 11:49 - 💬 “I believe the motivation needs to come from them, from within. They need to see that if they don't do this for themselves, they will become irrelevant.” TIMESTAMPED OVERVIEW 00.00 The Growing Importance of AI 03:20 Encouraging Staff To Embrace AI 05:44 Benefits For Business Owners 06:45 The Future of Workplace Skills 08:55 AI as an Extension of Business Systems 10:00 “AI Opportunities and Systems Mindset” 11:29 “Empower Teams to Skill Up with AI” LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

🎙I share a wild anecdote about a live job candidate blatantly using AI to answer interview questions and dive into the new reality of recruitment. I explain how AI is changing the game, with some applicants attempting to cheat the system, and how you can fight back by becoming more “savvy”. I discuss my strategies, including the use of advanced software like ‘Teslify’ (which tracks mouse movements, second screens, and AI use) and my ‘RecruitRight’ hiring system. If you’re ready to learn how to use video interviews, objective assessment prompts, and avoid wasting time on ‘AI drones’ that will only create problems later on, make sure you don’t miss this one!  KEY TAKEAWAYS 💡The New Recruitment Challenge: Candidates are now blatantly using AI during live and recorded interviews to generate ‘slick’ answers, forcing recruiters to become much more vigilant. 💡The Danger of AI Cheating: Candidates who score highly by using AI often “fall flat” in live interviews and lack the necessary experience or expertise to solve problems and deal with exceptions once hired. 💡Leverage AI to Fight AI: You can use advanced software like ‘Teslify’ (which tracks mouse movements, screens, and AI use) or even basic tools like ‘Grammarly Pro’ and custom ‘ChatGPT’ prompts to detect and score AI-generated responses. BEST MOMENTS 00:09 - 💬 “In a live interview, an applicant was sitting typing the questions that she was being asked and then putting those into AI, and she was obviously reading off the screen what the AI was telling her to respond to the questions. This is the state of recruitment at the moment.” 16:36 - 💬 “We need to be savvy when we are now recruiting more than ever. I think if you're using a recruitment agent, I would be asking them very specific questions about how they are ensuring that the candidates they get through are not using AI.” 23:40 - 💬 “Make sure you always, always do live interviews and on those live interviews, ask the person not to touch their keyboard, ask them to look at the camera throughout, and ask them not to read anything off a screen.” TIMESTAMPED OVERVIEW 00:00 AI's Impact on Recruitment Integrity 05:53 Efficient Recruitment App for Hiring 09:29 AI-Enhanced Interview Assessments Challenges 11:48 AI Tool ‘Teslify’ Enhances Recruitment Process 14:35 AI-Enhanced Interview Evaluation 17:32 Recruitment Strategy: AI Assessment Tools 23:16 Be Mindful and Savvy when Hiring 24:10 “Authenticity Encourages Transparency” VALUABLE RESOURCES Free access to our flagship RECRUIT RIGHT FRAMEWORK LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

🎙 In this episode of Systemize Your Success, I sit down with Curtis McCullom, a transformational coach and expert in neuro-linguistic programming (NLP). Together, we explore the often-unseen mental blockages that can hinder personal and professional growth. Tune in to this episode of the podcast to hear the full conversation and discover practical strategies you can start applying today! KEY TAKEAWAYS 💡Acknowledge Your Challenges: Recognising and admitting that there are mental blockages or challenges is the first step towards personal growth and transformation. 💡Ask the Right Questions: Instead of focusing on “why” questions that reinforce negative beliefs, shift to “what” and “how” questions.  💡Clear Old Baggage Before New Growth: It's essential to release old behaviours and beliefs before trying to implement new ones. BEST MOMENTS 00:05 - 💬 “Those blind spots or those things that are just holding you back, that are self-sabotaging you without you even knowing.” —  Steve 18:06 - 💬 “A feeling is an emotion that wants to communicate with us and leave. The challenge is that most of us try to abort the communication.” —  Curtis 35:22 - 💬 “If I give you value, I deserve to have value given back to me in a form of something that's going to move my life forward.” —  Curtis TIMESTAMPED OVERVIEW 00:39 Introduction to Curtis McCullom 05:42 Reprogramming Mindsets for Growth 24:27 Alignment and Vision Before Action 28:04 Negative Money Programming Blocks Success 32:26 “Freedom vs. Wealth Conflict” 45:18 Neuroplasticity and Emotional Growth 49:27 “Episode Notes and Resources” VALUABLE RESOURCES The L.G.E.T. Mindset™: https://lget.bespokehumanpotentialcoaching.com/home From Anxious to Aligned: The Anxiety Reframe Kit: https://anxietyreframe.bespokehpc.com/home Discover & Align: 60-Minute Breakthrough: https://valuesdiscovery.bespokehpc.com/home LINKS TO CONNECT WITH THE GUEST Website: http://www.bespokehumanpotentialcoaching.com/ LinkedIn: https://www.linkedin.com/in/curtis-mccullom-transformational-coach/ YouTube: https://youtube.com/@curtismccullom Facebook Page: https://www.facebook.com/BespokeHumanPotential Facebook: https://www.facebook.com/curtis.mccullom.BHPC/ Instagram: https://www.instagram.com/curtis.mccullom/ Twitter: https://twitter.com/curtisBmccullom TikTok: https://tiktok.com/@curtismccullom ABOUT THE GUEST Curtis McCullom is a Human Potential Coach who helps small business owners and entrepreneurs eliminate the mindset blind spots holding them back—so they can unlock more income, confidence, and freedom. Using his LGET Mindset™ framework, he guides clients through powerful, lasting transformation. LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

🎙 Today, I’m joined by Mark Aylward—entrepreneur turned business coach—who helps people rediscover their purpose and create meaningful work. We discuss self-accountability, alignment, and having honest conversations with yourself to move beyond dissatisfaction. Plus, Mark shares his free “Find Your True Purpose” workbook to help high-performing men regain confidence. Success isn’t a destination—it’s an ongoing journey of growth and clarity. Tune in and take the first step toward redefining success on your own terms. KEY TAKEAWAYS 💡 Self-Reflection and Accountability: Recognising the need for an honest conversation with oneself is crucial for personal growth. Allocating quiet time to reflect on one's values, desires, and motivations can lead to greater clarity and alignment in life. 💡Embrace Change and Take Baby Steps: Change can be daunting, but starting with small, manageable steps is essential. Engaging in practices like meditation, visualisation, or breathwork can help individuals ease into new routines and foster personal development. 💡The Importance of Forgiveness: Self-forgiveness is vital when facing setbacks or challenges. Acknowledging that everyone has off days and allowing oneself to move past mistakes can help maintain momentum in personal growth. BEST MOMENTS 10:42 - 💬 “If you haven't got a guiding star, if you haven't got a reason why, or even understand, asking yourself those questions, then it can be a bit difficult to keep going.” —  Steve 29:34 - 💬 “If you have a set of rules, and you go, OK, if I live by those rules, then I am fully aligned. Then it just becomes a function of, OK, I'm going to do this now. Is that aligned with my rules? Yes or no? If it's not, don't do it.” —  Mark 35:25 - 💬 “That's what success looks like to me, the ability to help as many people as possible move from a place that's not satisfying to a place where they're perhaps also serving the world.” —  Mark TIMESTAMPED OVERVIEW 00:00 Exploring Success and Purpose 02:21 Introducing Mark Aylward 08:27 Finding Your True Purpose: Beyond the Paycheck 10:55 How to Access Free Resources 15:33 The Journey to Self-Improvement 19:34 Stepping Out of Your Comfort Zone 25:28 Taking Back Control of Your Life VALUABLE RESOURCES Our Trusted Tools, Apps, and Services (For Go High Level (GHL) Affiliate Link): https://sys.academy/tools LINKS TO CONNECT WITH THE GUEST Website: https://www.7pillarsglobal.com/join LinkedIn: https://www.linkedin.com/in/aylwardmark/ YouTube: https://www.youtube.com/@maylward ABOUT THE GUEST Mark Aylward is an entrepreneur and business growth strategist with 30+ years of experience. He helps business owners and high-level professionals build freedom-focused businesses through his “7 Pillars” framework. He's also a podcast host, speaker, and mentor focused on simplifying structures and moving from high effort to high leverage. LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

🎙 In this episode, I sit down with Lasada Pippen—a former computer engineer who traded coding for coaching and has since become a powerful motivational speaker. Lasada shares his journey of leaving behind a stable engineering career to follow his true calling, along with the lessons he’s learned about living with purpose, presence, and freedom. We also dive into his C4 framework for powerful communication—clarity, conciseness, compelling delivery, and confidence—so you can learn how to connect more effectively in any setting. KEY TAKEAWAYS 💡 Identify Obstacles and Opportunities: To move forward, it's essential to identify first the obstacles that are holding you back and the opportunities that lie ahead. Understanding both is crucial for making informed decisions. 💡 Make a Decision and Commit: Once you've identified your goals and fears, the next step is to make a firm decision to pursue your desired path. This involves "burning the boats," or eliminating any options to retreat, which helps maintain focus and commitment. 💡 Live with Purpose: Success is defined as living a life of purpose rather than mere existence. Engaging in activities that you love, are good at, and would do for free can lead to a more fulfilling life. BEST MOMENTS 03:19 - 💬 “I want to make sure that I pursued everything that I believe I was supposed to have and pursued everything that I thought was worth going after.” — Lasada 03:39 - 💬 “I inspire people to be their absolute best and to believe that they can do anything that they feel that they should have in life.” — Lasada 04:56 - 💬 “Whatever level we are at in the world, in business, in life, in success, there's always the next level to attain to, and there's some barrier that's holding us back from getting there.” — Steve 32:08 - 💬 “It has to have clear communication. Nobody should leave a conversation asking, 'Mm-mm, I wonder what they meant by this particular phrase'. ” — Lasada TIMESTAMPED OVERVIEW 00:00 “Maximal Impact: Break Comfort Zones” 11:24 “Embracing Change: A New Path” 19:24 “Creating a Culture of Trust and Purpose in Leadership” 29:28 “The C4 Communication Framework” VALUABLE RESOURCES Lasada Pippen Coaching: https://www.lasadapippen.com/coaching LINKS TO CONNECT WITH THE GUEST Website: https://www.lasadapippen.com/home LinkedIn: https://www.linkedin.com/in/lasada-pippen-keynote Instagram: https://www.instagram.com/lasadapippen/ ABOUT THE GUEST Lasada “LP” Pippen is a former computer engineer turned powerhouse keynote & motivational team building speaker who helps organisations & professionals break barriers and elevate their impact. He channels inspiring storytelling to ignite purpose, perseverance, and dynamic results. His signature keynote, The Climb, equips audiences with the mindset and tools to rise higher—personally and professionally. LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

🎙 In this episode, I dive into the sometimes frustrating but absolutely essential world of Two-Factor Authentication (2FA). I share a true story from one of my coaching clients, whose email got hacked while they were on holiday—a reminder of just how disruptive (and even legally risky) weak security can be. I break down what 2FA is, how it actually works, and offer simple, practical steps for setting it up on different platforms, with a strong focus on email and password managers. By the end, you’ll be inspired to run a quick security check on your own accounts and switch on 2FA wherever possible—helping you stay safer online and giving you greater peace of mind. KEY TAKEAWAYS 💡 Importance of Two-Factor Authentication (2FA): Implementing 2FA is crucial for securing email accounts and other sensitive applications, as it adds an extra layer of protection against unauthorised access. 💡 Simple Setup Process: Setting up 2FA is straightforward, especially on platforms like Google. Users can enable it through their account settings, and businesses can enforce it for employees using Google Workspace. 💡 Risks of Not Using 2FA: Without 2FA, businesses are at significant risk of email hacks, which can lead to phishing attacks and potential legal implications if clients are affected. 💡 Regular Audits and Checks: It's essential for business owners to regularly audit who has access to sensitive information and ensure that 2FA is enabled on all critical accounts, including personal ones. 💡 Encouragement to Share Knowledge: Sharing the importance of 2FA with others, including non-business owners, can help protect more individuals from phishing attacks and enhance overall security in the digital landscape. BEST MOMENTS 01:40 - 💬 “It is so simple to do this, but yet so many business owners are at huge risk because they don't put some simple steps into place.” 04:57 - 💬 “It may be a little bit annoying having to do this, but if you look at the consequence of not having this, of getting your accounts hacked...it's not only embarrassing but potentially, I imagine, you could also have some legal implications as well. ” 07:25 - 💬 “Please make sure that those people also use 2FA to protect their business and stop all these horrible phishing things going off and actually causing mayhem in the world.” TIMESTAMPED OVERVIEW 00:00 Importance of two-factor authentication (2FA) for business security. 01:24 Client's email account got hacked, causing business issues. 02:17 2FA adds an extra layer of security to your accounts. 03:20 Enforce 2FA for all employees in Google Workspace. 07:09 Ensure 2FA is enabled on all personal and business accounts. LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

🎙 In this episode, I share an inspiring story about my client, Sarah—someone whose struggles will feel familiar to many entrepreneurs trying to lead their teams. I explain how shifting from being a ‘people manager’ to a ‘systems manager’ can make a huge difference, helping teams become more productive, motivated, and satisfied at work.  KEY TAKEAWAYS 💡Shift from People Management to Systems Management: Transitioning from being solely a people manager to a systems manager can significantly enhance team productivity and motivation. 💡Documenting Systems is Essential: Every business has systems, whether formally documented or not. Creating clear, standardised processes helps team members understand their roles and responsibilities, reducing confusion and increasing efficiency. 💡Encourage Problem-Solving: Implementing systems allows team members to become better problem solvers. Providing guidance on how to approach challenges and escalate issues fosters independence and confidence within the team. 💡Focus on Personal Development: By freeing up time from managing tasks, leaders can concentrate on coaching and developing their team members as individuals. This personal attention can lead to higher job satisfaction and improved performance. 💡 Positive Feedback and Recognition: Establishing clear systems enables managers to provide consistent positive feedback, which boosts morale and encourages a culture of excellence. BEST MOMENTS 01:35 - 💬 “Every business has systems, whether you like it or not, or even know it or not.” 04:00 - 💬 “Your team will benefit from more personal growth because you're actually attending to their needs as an individual rather than as a worker or a cog in the whole system.” 05:09 - 💬 “Is it a people problem or is it actually that I haven't told them what they need to do, how to do it well,  what good looks like, how to know done is done, and give them a way of actually overcoming the challenges they're going to meet along the way.” TIMESTAMPED OVERVIEW 00:00 Standardise Processes for Business Efficiency 05:23 Implementing Problem-Solving Systems 07:16 Identify if issues are people problems or systems problems. VALUABLE RESOURCES Systemize Your Success Academy: https://join.sys.academy/ LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support. This Podcast has been brought to you by Disruptive Media. https://disruptivemedia.co.uk/

🎙 What happens when key team members move on, and how do you make sure your business doesn’t skip a beat? Steve walks you through his simple four-step process—planning ahead, uncovering the knowledge and capacity already in your team, systemising it all, and rolling out new systems in a way that your people actually support.  KEY TAKEAWAYS 💡 Importance of Systemisation: Establishing formalised systems in a business is crucial to ensure continuity and efficiency, especially when key individuals leave. This helps maintain high service levels and reduces the owner's involvement in day-to-day operations. 💡 Four-Stage Process: The systemisation process consists of four main stages: Planning, Capacity and Knowledge Identification, Implementation, and Launch. Each stage is essential for successfully documenting and standardising business processes. 💡 Capacity Assessment: Assess the existing team's capacity and skills to implement the systemisation process. If necessary, hire a dedicated systems implementer to ensure the project receives the attention it needs without disrupting daily operations. BEST MOMENTS [05:40] The importance of planning - 💬 “Failing to plan in this example is planning to fail.” [06:01] Initial successes maintain motivation during systemisation - 💬 “We need early wins. We need quick wins. We need wins that actually feel good to you at the beginning of this process.” [11:26] The potential pitfalls of not having dedicated resources - 💬 “If you rely on the people who are doing the work to do all these things for you, you're probably going to get disappointed.” [15:10] Techniques for managing recurring processes in a business - 💬 “The perfect process pipelines technique is used for pretty much any system within the business where it's a recurring process.” [24:12] Promoting the benefits of systemisation - 💬 “If we can actually get people on board with the idea of systemisation, of using systems, and do it from a position of benefits rather than fear, then I think it's a much better way of doing it.” TIMESTAMPED OVERVIEW 00:00 Empowering Teams for Business Success 03:58 Four-Step Systemisation Process 10:59 “Effective Systemisation Strategies” 18:58 Business Visibility Through Process Pipelines 22:22 Effective Delegation Through Role Definition 24:03 Systemisation Process for Business Success VALUABLE RESOURCES Systemize Your Success Academy: https://join.sys.academy/ Our Best Guides, Frameworks, and Templates—For our DIDACT Method Framework: https://sys.academy/guides Links to previous episodes mentioned: Core Revenue Flow: My Journey to Maximizing Profitability Using the Core Revenue Flow Framework Perfect Process Pipelines: From Chaos to Clarity: How Perfect Process Pipelines Transformed My Business Operations Business Outsourcing: How I Stopped Doing Everything Myself—and Outsourced to My First Virtual Assistant LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

🎙 Feeling buried under endless admin and wondering how you’ll ever grow your business? In this episode of Systemize Your Success, I reveal how solopreneurs and small business owners can escape the overwhelm by outsourcing smarter and building simple yet powerful systems.  If you’ve ever wished you had more time to focus on the work that really moves the needle, this episode is your blueprint. KEY TAKEAWAYS 💡 Spot the Time-Wasters: Track what you actually do each day and flag the tasks that drain your time. Those are the first jobs to delegate. 💡 Build Your Systemisation Plan: Write down the tasks you repeat daily, weekly, or monthly—and note how long each one takes. This makes it crystal clear what can be passed on to an assistant. 💡 Hire with Purpose: Don’t just hire “help.” Match tasks to skillsets and personality traits so you bring on the right person who thrives where you need support most. 💡 Train Once, Use Forever: Use screen recordings to capture your processes in action. These simple videos become your training library—saving you hours of one-on-one explanations. 💡 Make it Visual: Set up a task board using tools like Asana or Trello. Organise jobs by frequency and link your training videos so your assistant knows exactly what to do, when to do it, and how to get it right. BEST MOMENTS [02:26] How freedom turns into a trap for entrepreneurs  - 💬 “After all, that's why they started their business, to have freedom, but they found that business has now taken away that freedom.” [04:09] Start systemising early (without overcomplicating it) - 💬 “I think the earlier you can do this, the better. Because we're not here talking about, OK, we're going to create a complex system that maps out our entire sales process.” [07:36] Delegation done right, every time - 💬 “We need a really structured way to do this to make sure that when we offload stuff, it's done right first time, every time, and you're confident that is happening.” [15:31] The simple formula for hiring your first assistant - 💬 “Doing this simple process, planning a little bit ahead, recording some videos, and then putting them onto a task board is how you can make this experience of hiring your first assistant work like an absolute dream and get you that result you want of freeing your time.” TIMESTAMPED OVERVIEW 00:00 “Why You Need an Assistant” 06:35 Effective Delegation Process Steps 09:16 Task Delegation Strategy Guide 11:12 Streamlined Hiring for Task Delegation 15:25 “Streamline Hiring with Sys Academy” VALUABLE RESOURCES Systemize Your Success Academy: https://join.sys.academy/ For ScreenPal—Our Trusted Tools, Apps, and Services: https://sys.academy/tools Free access to our flagship RECRUIT RIGHT Framework: http://bit.ly/sys-10 Free access to our flagship DIDACT Framework: https://bit.ly/sys-006  LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support. This Podcast has been brought to you by Disruptive Media. https://disruptivemedia.co.uk/

🎙 In this episode, I dive into the crucial topic of taking genuine time off as a business owner. While currently on holiday with my family in Manchester, I share my personal experiences and the six key techniques and systems I've implemented over the years to ensure I can truly disconnect from work and enjoy quality time with my loved ones. Join me as I offer practical advice to help you achieve the freedom you desire in your business. KEY TAKEAWAYS 💡 Consistent Marketing Systems: Establish a reliable system for marketing activities to ensure that your business continues to engage with clients even when you're on holiday. This can include scheduling content in advance or delegating tasks to team members. 💡 Effective Communication Management: Utilise a communications manager to filter and manage incoming messages across various platforms. This allows you to disconnect from your business while ensuring that urgent matters are escalated appropriately. 💡 Client Support Systems: Create a comprehensive FAQ and knowledge base for clients to access information independently. This reduces the need for direct communication and allows clients to find answers to their questions without your immediate involvement. 💡 Sales Management Automation: Implement systems that allow for the nurturing of leads and onboarding of new clients without your direct oversight. This can include decision trees and automated processes that guide potential clients through the sales journey. 💡 Proactive Time Management: Plan your schedule well in advance to avoid stress during holiday periods. Identify times of the year when you want to take time off and ensure that your business activities are aligned with those periods to maintain a healthy work-life balance. BEST MOMENTS 00:07 - 💬 “Do you disconnect entirely from your business so you can focus on your family, so you reconnect with them? Or are you actually worried half the time about what your staff are up to or what your clients are thinking?” 07:54 - 💬 “I let my clients know that I'm going to go on holiday and I'm very open and transparent about it. And I let them know how to contact the team in my absence.” 10:13 - 💬 “I set things up and make sure they feel supported, even when I'm not actually there.” 17:05 - 💬 “It's all these things in place. It's having good systems. It's having a marketing system. It's having a sales progression system.” TIMESTAMPED OVERVIEW 00:00 Systemise Marketing for Consistency 04:26 Effective FAQ and Sales Management 06:49 Automating Tasks With Decision Trees 11:29 Balancing Work and Family Timing 13:18 “Balancing Work While on Leave” 17:42 Disconnecting for True Relaxation VALUABLE RESOURCES Our Best Guides, Frameworks, and Templates—For Our DIDACT Method Framework: https://sys.academy/guides Systemize Your Success Academy: https://join.sys.academy/ LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

🎙 In this episode of Systemize Your Success, I share a real-life experience from our business as we welcomed a new marketing assistant. Join me as I explore how to navigate the hiring process, reduce stress, and empower new hires to take ownership of their roles while enhancing our overall systems. I emphasise that it’s okay for processes to be a work in progress and that bringing in new team members can actually provide valuable opportunities for improvement.  KEY TAKEAWAYS 💡 Delegation Doesn't Have to Be Perfect: When hiring a new team member, it's important to recognise that the tasks being handed over may not be fully polished or documented. Accepting this reality can help reduce stress and facilitate a smoother transition. 💡 Support During Transition is Crucial: New hires may require hands-on support and guidance as they take on their responsibilities. Engaging in real-time conversations and providing immediate feedback can help them acclimate and feel more confident in their roles. 💡 Encourage Ownership and Improvement: Allowing new team members to take on tasks that are still in development can foster a sense of ownership. This encourages them to make improvements and feel more invested in the processes they are working on. 💡 Identify Opportunities for Process Improvement: When handing over tasks, it's a chance to evaluate existing processes. If a new hire struggles to complete a task independently, it indicates that the process may need refinement for clarity and efficiency. 💡 Communicate Expectations Early: It's essential to have discussions about delegation and task handover well before a new hire starts. Setting clear expectations can help existing team members understand their role in the transition and alleviate any pressure they may feel about needing to have everything ready. BEST MOMENTS 00:01 - 💬 “When you make the decision to hire somebody new, it's typically because you have too much going on in the business.” 02:14 - 💬 “I want my team to focus on areas that they feel are their zone of genius. I want people to love the work they do. So wherever I can, I try to create roles that fit their personality, their strengths, and avoid them having to do work which lies in their areas of weakness.” 05:51 - 💬 “Holding back because you feel it's not quite polished enough is actually counterproductive.” 10:40 - 💬 “Often when we create guides or processes or documentation for our tasks, we forget how much we know. We forget all the stuff that we've spent years or decades on actually developing and learning.” TIMESTAMPED OVERVIEW 00:00 “Effective Transitioning for New Hires” 06:38 “Embrace Imperfection When Delegating” 08:46 Empowering New Hires through Collaboration VALUABLE RESOURCES Our Best Guides, Frameworks, and Templates—For Our DIDACT Method Framework: https://sys.academy/guides LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

🎙 In this episode, I share a transformative journey I undertook with one of my clients, whom I'll refer to as John. John was overwhelmed by the demands of his clients, constantly interrupted by calls and messages, which left him struggling to find time for deep work. I discuss the strategies we implemented to help him set clear boundaries while still providing exceptional service.  KEY TAKEAWAYS 💡 Balancing Availability and Deep Work: Service-based business owners often struggle to provide high levels of client availability without sacrificing their ability to focus on deep work. It's essential to set boundaries to manage client expectations while still being responsive. 💡Implementing a Call Answering Service: Transitioning to a call answering service can help filter urgent calls from non-urgent ones, allowing business owners to focus on their work without constant interruptions. This service can also set clear expectations for when clients can expect a callback. 💡 Using Separate Communication Channels: Establishing a dedicated communication channel, such as Slack or a separate WhatsApp for urgent matters, can help business owners avoid distractions from non-urgent emails and messages, ensuring they only see what requires immediate attention. 💡 Email Management: Having an assistant manage emails can significantly reduce distractions. By filtering and prioritising emails, business owners can focus on essential tasks and avoid getting bogged down by less critical communications. 💡 Setting Clear Expectations: Clearly communicating response times and availability to clients helps manage their expectations. By informing clients about when they can expect a response, business owners can maintain high service levels while protecting their time for deep work. BEST MOMENTS 00:01 - 💬 “If you run a service-based business and you want to stand out with your availability to your clients, that you are there to help them when they need it and respond in a really timely fashion to the problems that might come up...it can be really hard to get the balance right.” 02:11 - 💬 “He didn't have the headspace or the time set aside during the week because he was too open and available. Now he was really struggling with this because he wanted to have the highest level of availability for his clients so they felt supported.” 08:13 - 💬 “If you explain to your clients, this is my communication policy, this is the timescale I'm going to get back to you...if you set those clear expectations, people know what to expect.” TIMESTAMPED OVERVIEW 00:00 Balancing Client Access and Work Efficiency 06:13 Streamline Notifications; Delegate Email Management 07:12 Efficient Task and Time Management VALUABLE RESOURCES To access our Internal Communications Policy, go to: https://sys.academy/guides LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

🎙 In this episode, I dive into the often chaotic experience of onboarding new team members and share the advanced onboarding process I've developed over the years.  I reflect on my journey from a disorganised onboarding approach to a streamlined, documented process that ensures new hires have everything they need from day one.  Join me as I walk you through the steps to make your onboarding experience smooth and effective, ultimately leading to a more engaged and productive team. KEY TAKEAWAYS 💡 Advanced Onboarding Process: Developing a structured onboarding process with over 40 individual tasks can significantly streamline the integration of new team members, reducing stress for both the new hire and existing staff. 💡 Pre-Hiring Preparation: Start preparing for a new hire before the recruitment process begins by documenting necessary access, software licenses, and permissions. This proactive approach helps ensure a smoother onboarding experience. 💡 Standardisation and Flexibility: Creating a standardised onboarding process allows for consistency across different roles while still being flexible enough to accommodate specific needs for each position. 💡 Documentation is Key: Keeping detailed records of access log sheets and onboarding procedures enables team members to handle the onboarding process independently. 💡 Seamless Experience for New Hires: Ensuring that new employees have all the necessary tools, access, and training from day one fosters a positive impression of the company, increasing the likelihood of long-term retention.  BEST MOMENTS 00:01 - 💬 “When us small business owners decide to hire a new person for our team, it's typically because we're at capacity or over capacity.” 00:59 - 💬 “Our Advanced Onboarding is a process I developed since day one of my business, and I'm continually iteratively improving it. It's how we've just onboarded our latest team member. And despite us not having an operations manager at the moment, our team was able to pull together and complete all the activities in time for this person to start work.” 08:44 - 💬 “By having that time before we start hiring and start thinking about this stuff, it means that we're preparing ahead of schedule." 10:46 - 💬 “If we can get that feeling inside of us from day one, the chance of them actually sticking around is going to be far higher, and that for you as a business owner is absolutely priceless.” 14:19 - 💬 “The key to making this work seamlessly is understanding how all of your apps integrate together, how each of those needs to be set up, when they need to be set up, how to train people on doing them.” VALUABLE RESOURCES Systemize Your Success Academy: https://join.sys.academy/ LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

🎙 In this episode, I dive into the importance of having a clear internal communication standards document for your business. I share my recent experience while on holiday, which highlighted the chaos that can ensue when communication protocols are unclear. I discuss the updates we've made to our communication standards, emphasising the need for succinct guidelines that eliminate confusion and streamline conversations.  You'll learn about the different channels we use for communication, how to document messages effectively, and the urgency levels we apply to ensure timely responses. KEY TAKEAWAYS 💡 Importance of Communication Standards: Establishing a written standard for internal communication is crucial to avoid chaos and ensure that conversations are organised and effective.  💡 Clear Guidelines for Escalation: The updated communication standards document outlines specific guidelines on how and when to escalate issues based on their urgency, ensuring that critical matters are addressed promptly while non-urgent issues can wait for appropriate meetings. 💡 Centralised Documentation: All messages related to tasks should be documented in a task management app (like Asana) to maintain a clear audit trail.  💡 Best Practices for Effective Communication: Key practices include using video or screen sharing for clarity, tagging recipients in task comments, providing direct links to relevant materials, and utilising the "Ideas Over Issues" framework to encourage proactive problem-solving. 💡 Checklist for Communication: A final checklist ensures that messages are documented correctly, recipients are notified through the right channels, and all relevant information is included.  BEST MOMENTS 00:01 - 💬 “When you don't use a written standard for how people should communicate within your business, it can lead to total chaos.” 03:18 - 💬 “We give very clear guidelines so there's no grey area, so people know exactly when and how to escalate about what urgency means.” 10:04 - 💬 “There are three levels of urgency we have here. So firstly, we have the critical stuff. This is like absolutely needs response, you know, within minutes or hours that same day, absolutely, definitely. And this is the kind of stuff that's maybe blocking really important work, or there are deadlines coming up that we need to you know, deliver on or it's client impact or something is like majorly wrong and it's absolutely critical.” 20:22 - 💬 “By doing those six things every single time, it means that all the communication within your business is far more efficient.” VALUABLE RESOURCES Our Best Guides, Frameworks, and Templates: https://sys.academy/guides LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

🎙 In this episode, I had the pleasure of welcoming back Annabel Kaye to dive deep into the complex world of AI and copyright. We explored the murky waters of ownership when it comes to content generated by AI, discussing who really holds the copyright—the entrepreneur, the AI, or the programmer behind the bot.  KEY TAKEAWAYS 💡 When using AI to generate content, the ownership of copyright can be ambiguous. If the content is entirely created by AI, it may not be owned by the user, as AI is not a legal entity. This raises questions about who holds the copyright. 💡 To establish copyright, there must be significant human input in the creation process. If a user merely makes minor edits to AI-generated content, they may not have sufficient input to claim copyright. 💡 Keeping detailed records of drafts and the creative process is crucial.  This documentation can serve as evidence of ownership and the extent of human contribution, which is essential in copyright disputes. 💡 When hiring virtual assistants or outsourcing work, it is vital to have clear agreements regarding data protection and copyright assignment. This includes ensuring that any work produced is stored properly and that sensitive data is handled securely. 💡 While AI can assist in content creation, it is not infallible. Users should implement checks and balances to verify the accuracy of AI-generated content, as AI can produce incorrect or misleading information. BEST MOMENTS 00:01 - 💬 "When you use AI to repurpose, create, or improve content, who owns the copyright for the work that's produced?" — Steve Day 02:05 - 💬 "The problem with AI and copyright for most entrepreneurs is most entrepreneurs have got very shaky grasp of copyright when it doesn't involve AI." — Annabel Kaye 04:55 - 💬 "If you are generating stuff 100% on bots, and it's part of your brand, it's part of your IP, it's part of your content, and someone else copies it, you can't say you can't use that stuff because you didn't own it." — Annabel Kaye 10:53 - 💬 "If you're doing stuff that's intellectually important, keep a record." — Annabel Kaye VALUABLE RESOURCES Our Trusted Tools, Apps, and Services (KoffeeKlatch Affiliate Link): https://sys.academy/tools LINKS TO CONNECT WITH THE GUEST Facebook: https://www.facebook.com/KoffeeKlatch ABOUT THE GUEST Annabel Kaye is the founder and director of KoffeeKlatch, which provides legal contracts and GDPR support for businesses that outsource to freelancers. With over 40 years of experience in employment law and HR consultancy, Annabel deeply understands the complexities of managing virtual teams and the legal frameworks that support them. LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

🎙 In this episode, I dive deep into my journey of overcoming the resistance I faced in attracting new clients to my coaching business. For years, I relied heavily on referrals, which felt comfortable, but I realised that my reluctance to put myself out there was holding me back.  I share how I took a step back to focus on refining my courses and creating a product I could truly be proud of, rather than just pushing for sales.  KEY TAKEAWAYS 💡 Resistance to Selling: Many entrepreneurs experience resistance when it comes to attracting new clients, often due to feelings of inadequacy about their offerings or fear of not being able to provide the same level of support to new clients as they do to existing ones. 💡 Importance of Product Quality: A key realisation is that the quality and presentation of the product or service being offered can significantly impact an entrepreneur's willingness to sell.  💡 Focus on Improvement: Instead of pushing for sales, it can be more beneficial to focus on improving the product or service.  💡 Trusting Your Instincts: Entrepreneurs should trust their instincts about their products and services. If something feels off or not good enough, it’s essential to address those concerns. 💡 Long-Term Vision Over Short-Term Gains: Building a product that one is proud of may take time and effort, but it can lead to more sustainable success.  BEST MOMENTS 00:09 - 💬 “When it comes to actually going out and finding new people and attracting them into my world, I find that there's a huge resistance and I really struggle with this. It's held me and my business back.” 05:13 - 💬 “I realised that I was embarrassed or I wasn't proud of how my courses were structured, how they were presented, how they were a little bit complicated. There wasn't a clear client journey for people to go through.” 13:15 - 💬 “If you're in this place of resistance, if something's not feeling right, go deep. Figure out what it is and trust yourself.” 14:13 - 💬 “Maybe it's not about selling more. Maybe it's about actually doubling down on building something you're proud to sell so it sells itself.” TIMESTAMPED OVERVIEW 00:00 Overcoming Client Acquisition Resistance 04:36 Business Growth Resistance Insight 08:14 Streamlining Services with AI Integration 12:49 Believe and Commit to Succeed 13:43 Sell What You Believe In LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

🎙 In this episode of Systemize Your Success, I share a real-life example that highlights the importance of effective communication within a team. I recount a situation where a staff member, despite doing the necessary checks on our e-commerce software, failed to communicate her findings clearly, which left me feeling frustrated and led to unnecessary extra work on my part.  I delve into how this experience reinforced the need for the ‘Ideas Over Issues’ Framework, which encourages team members to articulate problems, outline their thought processes, and seek input from others. By the end of our discussion, I was able to praise her for her initiative and use this as a teaching moment to emphasise the value of clear communication.  Join me as I explore how a simple shift in communication can transform perceptions and enhance productivity in the workplace. KEY TAKEAWAYS 💡 Importance of Communication: Effective communication is crucial in the workplace. A simple lack of communication can lead to misunderstandings about performance and initiative, as demonstrated in the example where a staff member failed to convey the steps they had taken. 💡 ‘Ideas Over Issues’ Framework: This framework encourages individuals to present problems along with their thought processes and the actions they have taken. By stating the issue, outlining the intended following action, and detailing what has already been done, it fosters more transparent communication and understanding. 💡 Recognising Initiative: Leaders should encourage employees to think beyond documented tasks and take initiative. When they do so, it can lead to positive outcomes, but they must communicate their efforts to avoid misinterpretation of their work. 💡 Feedback and Coaching: Providing constructive feedback and coaching can help improve employee performance. Reinforcing the use of frameworks like Ideas Over Issues can empower staff to communicate more effectively in the future. 💡 Time Management: Miscommunication can lead to unnecessary work and wasted time. By ensuring that team members communicate their actions and findings, managers can save time and focus on more critical tasks, ultimately enhancing productivity. BEST MOMENTS 02:22 - 💬 “It was not about this person underperforming. It was about a simple lack of communication that made it appear that they hadn't.” 05:27 - 💬 “That simple omission, as in not documenting what she'd done, meant that I got a negative feeling about it rather than a really positive feeling about it.” 06:32 - 💬 “The Ideas Over Issues framework is when we state the problem, state the intended next action, state what you've already done or thought about it, and then request any further input.” VALUABLE RESOURCES Our Best Guides, Frameworks, and Templates: https://sys.academy/guides LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

🎙 In this episode of Systemize Your Success, I share a powerful success story from my business journey, highlighting how I leveraged a fantastic course from Pat Flynn's Smart Passive Income to enhance my podcast. Faced with the challenge of limited time to implement new strategies, I delegated the task to my virtual assistant, who took the initiative to upskill and apply the knowledge gained from the course.    The results have been remarkable, with our podcast downloads nearly doubling in just a couple of months. I discuss the importance of outsourcing and delegation, and how empowering my team to take ownership of their learning has not only improved our podcast but also boosted my confidence in our content creation process.    Stick around to the end for a special link to access the framework my assistant developed, which can help you elevate your podcasting efforts! KEY TAKEAWAYS 💡 Outsourcing for Efficiency: Delegating tasks to virtual assistants or team members can free up time for business owners to focus on strategic activities, allowing them to implement knowledge gained from courses or resources without the burden of doing it all themselves. 💡 Utilising Existing Resources: Leveraging courses and training from trusted sources, such as industry leaders, can provide valuable insights and frameworks that can be directly applied to improve business operations, such as enhancing podcast performance. 💡 Continuous Improvement: Regularly auditing and assessing the effectiveness of implemented strategies is crucial. This not only helps in tracking progress but also reinforces the value of training and development efforts. 💡 Encouraging Staff Development: Investing in the training of team members not only enhances their skill sets but also increases their engagement and motivation, ultimately leading to better business outcomes. 💡 Measuring Impact: Creating reports to evaluate the results of implemented strategies helps in understanding the effectiveness of training and encourages team members to continue seeking improvement and innovation in their roles. BEST MOMENTS 00:11 - 💬 “The challenge that I face and most business owners I speak to face is not the lack of knowledge, it's the lack of time to implement that knowledge.” 03:48 - 💬 “And that is what delegation is all about. It's about getting other people to do the stuff that you really want to do, but just don't find the time to do.” 07:49 - 💬 “If you aren't currently struggling to get all the stuff you wish you could do in your business done, then find an influencer, find a course, a thought leader, find somebody who you know, like and trust already.” 09:04 - 💬 “Training is one of the most important ways for you to A, build up your skill set in your team and B, make sure that you are getting the biggest value you possibly can from those people.” TIMESTAMPED OVERVIEW 00:00 Podcast Improvement with Smart Passive Income 06:36 Outsourcing Content 07:17 Delegating Training for Business Growth 10:36 “Initiate Team Course Implementation” VALUABLE RESOURCES Our Best Guides, Frameworks, and Templates: https://sys.academy/guides LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve used to be a slave to his business, but moving to Sweden in 2015 forced him to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve has been investing in property since 2002, has a degree in computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants.   Most business owners feel overwhelmed because they don’t know how to create systems or get the right help.   Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start making more money.