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You are now tuned in to the mom CEO suite podcast.

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I'm your host, Felicia, wife, mom, and

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entrepreneur. In this podcast, I'll be sharing my mompreneur

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journey along with strategies that will help you build your online

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business operations in a sustainable way. The goal is

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to help you build a business that fits into your lifestyle as a mom who

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values putting family first. We will also hear the

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experiences and expertise of other moms with service

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based businesses. You'll get a peek into our journeys so you'll

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know that you aren't alone. Motherhood gets hard.

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Entrepreneurship gets hard. But together we can

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do hard things. Welcome to the suite.

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Hey, Fran. Welcome to another episode. Thank you so much for being here. So

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today I want to get into six ways.

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To organize and automate your business.

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And I'm going to break this up into two different parts. So first I'm

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going to talk about three ways that you can organize. And then I'm going to

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talk about three ways that you can automate. But why is this even

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important? Right? The whole point of this organization and

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automation. Is so that you, as a busy mom in business,

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you can maximize your time. Right? we're

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already kind of strapped for time between trying to run the

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business, managing things in the household, taking care of

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the children. Right. And so we don't want

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to waste time. In our business getting

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lost in the chaos and the messiness of an organization And then when

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we automate, we're able to save time because we're not

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manually, you know, performing specific tasks in our

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business. And so this is all about saving time for you

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as a busy mom in business. Okay. So the first thing let's talk

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about organizing. The first. Area that you

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can organize with the first way that you can organize is

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by creating a business hub. And

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when I say business hub, this is just like an area.

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This can be in your project management tool. I have mine and click up,

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you know, you can do it in a Sinai Trello, wherever you can just have

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a Google doc, but this is a business hub that really

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houses. All of your important business

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information and links. And so based on what your

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business is, you can decide what you actually put in there.

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Um, you know, if you have landing pages for all of your

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offers, you can put them in this hub. You know, if you

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have links to your social media

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accounts, You can put them in this hub, just so things are.

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Easily accessible. And when you need them,

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you know where to go to find them. And you're not scrolling

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through a bunch of different random folders. Or you're not

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scrolling through., a bunch of links.

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trying to remember what the link for something is. You

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go to your hub, you find the category that you're looking for and

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you grab the information that you need. Okay. So the hub that I

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have, actually, I'm a part of a, uh, like operational

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membership called the workflow studio. but she

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has lots of templates. And so in

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my. Hub. There's a category for

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sales and landing page. There's social media, um,

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appointment schedulers, lead magnets, affiliates, website links, client

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links. So whatever makes sense for you and your business, whatever those things

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are that you always are needing to grab. The

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information you want to create categories for that.

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Okay. The next, uh, area or the next way that you

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can organize is by having a press

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folder. Okay, this is super helpful.

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If you are participating in things like.

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bundles summits. If you are pitching yourself to be

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a guest on podcast, if you are doing guest blogging,

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any type of collaboration, this press folder will

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come in handy. And what you're putting in the press folder.

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Are your Bibles, so you can have different versions of your

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bio, like a short bio along by yo.

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Um, you can have. Your approved

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photos that people can use in promotional materials.

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You just have that all in the folder instead of again, If

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somebody asks you for this information, instead of having to

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scroll through all of the downloads on your computer, or,

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you know, trying to find the most recent version of your bio,

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it's already just in one place is in this press folder.

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And you can just send the link to that folder, to someone.

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Um, if they request your information, Or you

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can actually have this as a page on your website.

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And this will save you lots of time. Okay. Um,

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the next area that you can organize. Are your

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SLPs. Or a standard operating procedures.

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And you guys have heard me talk about SLPs here on the podcast.

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And so if you are in a place where you're needing to jumpstart,

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getting your SLPs created, you definitely want to check out

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my simple SLP toolkit that will be linked in the show

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description. But when it comes to your SLPs,

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Um, you definitely want to have some type of database and

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my database again, I use click up to kind of as my business

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up, like a mix between click up and, um,

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Google drive. And so.

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With my SLPs. Let me see if I can actually pull it up

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here. I have like there's a master list

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and. the master lists kind of just has all

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of the SLPs in one place. And then there's

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different categories and subcategories. It lists

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out. Um, Like the due date for when it

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needs to be updated. The last time it was updated who the

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process owner is, and then links to the actual like

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SOP document. And if you have any other

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accompanying, um, You know,

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documentation or support like video or screenshots or anything like

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that. But if I am. You know,

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looking for a particular SOP in the business, I know to come

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to the SOP master list, right? So instead of

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them just kind of, again, being in a bunch of different random places,

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your SLPs are in one central location is easily

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accessible and this is going to be super important. when you are.

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beginning to, or you might already be delegating

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tasks. Hiring contractors, hiring employees,

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having SLPs and having them organized in a central location is

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going to be very important and helping you in

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saving and maximizing your time. All right. So

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those are the areas that you can organize.

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and this wasn't on my list, but one of the things that I did recently,

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I organized by, um, My

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Google drive. And so again, this is

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another area that can get really cluttered really quickly,

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especially if you just create documents.

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And you forget to name them. I had a bunch of untitled documents.

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but it's really helpful if you create folders.

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For again, different categories based on the types of

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documents that you have creating different folders that

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will help just to keep your, your information. Just

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organized and in one place. So when it comes

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to automating. All right.

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There's tons of things that you can do. With automating

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your, your business, but I just want to talk about three quick

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things today. So number one now I

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know flow desk is super late to the party with this

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one. I use flow desk as my email marketing.

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Tool and they just, uh, released the

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feature. Not too long ago, link actions. So

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basically what link actions does is you

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can, uh, put a particular link in your email. And

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if someone clicks that link behind the scenes, specific

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actions can take place. So if somebody clicks a link, you can

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add them to a particular segment. the first time I

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used it, I, uh, announced.

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What was it? Oh, the prayer and connect call that I was

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thinking about doing. For moms and business. And

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so I sent an email to the list and I said, if you are

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interested, in this prayer and connect call, just click

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here. That's all you have to do. And once I

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decide what I'm going to do with this, you'll be the first to know.

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So what happened on the back end is that once they clicked Yvette

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particular link, There's an automation set up.

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Where their edit to a specific segment

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in my, um, email marketing. Uh, software.

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And so they didn't have to do anything once they clicked

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the link, though it redirected them. I created a page on my

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website. Um, which was a thank you page and,

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and then, I put the, podcast player on there.

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And so you can do this. For your

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business. If you already have people on your email list and you

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don't want them to. Have to sign up

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again, like fill out a form to sign up for something, right? This

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is reducing the friction.

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And getting a sale or a sign up. Okay. It's, it's

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less steps for, the people that's when your email list, all they have to

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do is click a button. You can add them to a particular segment

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or add them to a particular list and then redirect them

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to a thank you page. And you know, this could be, if you're having a

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webinar, Um, or, you know, you just have some

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other freebie. Or it's just some, something else of interest

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to them instead of having them sign up. Putting in their

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name, putting in their email address, they can just click a link. Okay.

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And then of course, you know, once someone is added to a particular segment in

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your email list, then from there, you can create a whole another set of

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workflows based on that segment. All right. So that's the first thing,

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link actions. If you want to try out flow desk.

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There will be a link in the show description. for you to receive

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50% off your first, uh, it's either your first

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month or your first year. but the details will be in the show description.

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The second way that you can automate in your business is to

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send. Automated surveys. And I

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included this one because. I've seen a

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lot of social media people. Forget this

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part in there. Client experience,

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right? You can, when you are off boarding your client, you

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can. just based on whenever their

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project date closes, you can set up some type of workflow.

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Or an automation that. However many days,

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right? Based on your preference, it could be three days. It could be a week.

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It could be the next day. Um, however many days after their

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project ends, you are sending them some type

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of survey or it could be. That it's included

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in the, um, you know, the final delivery email,

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or you can put this through. Wow. It doesn't have to be an offboarding. It

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could be. in the middle of the project at one of the,

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milestones. But you can

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automatically get feedback from people. You can embed that in your

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client experience. instead of just later on

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you know, six months after the project has ended going back

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and asking them for their feedback, right. You can just

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automatically include it. And receive the information, create a

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form. They can easily fill it out and you'll have that information when you

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need it. Okay. And then finally, I

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want to talk about Zapier.

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So Zapier, if you're not familiar, it is a.

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Tool. Um, so on my tool. That

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connects different apps to each other. And so.

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Through Zapier, you can connect things like Google drive and your

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email marketing software. Um, it's pretty much like if this, then

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that. So, for example, with the harmony private podcast,

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That is through, my podcast, host captivate.

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And so in order for people to actually get the emails,

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to get access to it and all of these things. Um,

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it's a paid product. So when people are paying through flow

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desk and so I have an automation set up through

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Zapier that says If somebody is added to this segment and the segment

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is attached to that particular paid product.

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Then add them to the, private

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podcast in captivate, and then that will trigger them to

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get access to the private podcast. Okay again.

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Instead of me having to manually see, oh, this person signed up or

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this person paid, let me go in and manually add them to

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the private podcast so they can listen. No, it's all automatically done

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through Zapier. And so there's tons, tons of things that you

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can do. through Zapier. I use it a lot. Um, connecting,

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dub cyto and click up. I use it a lot for my Podcast guests

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management workflow. I've talked about that already before previously here on the

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podcast. But as an example, what are some things that you

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can do? Um, with Zapier.

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So. Let's just say you are a service

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provider, you can do something like, when a new project

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is created in your CRM. Right. Or if a

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contract is signed in your CRM. Then you can create

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a task. In click up

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or whatever your project management tool is. Okay.

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And so for me, for example, in click up.

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There's also automations within click up. itself

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that if a task is created, then you can do something like apply

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a template to a particular task. When a task is created in a specific

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list. And one of the templates that I have is like a checklist

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for, my podcast production. So anytime I create a

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task for a new episode. The

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Ms. Checklist is automatically added. And so now I know

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for each episode, all the things that I need to do well, you can do

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the same thing for your clients, right? Once you get a new

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client, then you can have a checklist of all of the things that need to

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happen for that particular client and automatically apply

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that to the task in your project management tool.

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Okay. Um, And then you can

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take a step further if you really want to get advanced. And

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once that task is created in your project management tool.

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Thing, you can create a Google folder,

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right. And that is done through Zapier. So lots of

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connections, lots of things that you can do

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through that tool. And I would really encourage you to just sign

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up for a free. Um, a free plan there's

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limitations on the free. plan, but that's the plan that I'm using

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right now. And it does what I needed to do. There's a few

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things that I'm able to do. On the free plan.

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And so just go set up a free plan and test and play with things

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and see what the possibilities are. I know they've added like

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this AI feature. Where you can just kind of type in what you

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want to do, and it will create the zap.

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Uh, for you and then you can test it out.

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Just right there instead of you having to like already know what the

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zap is that you need to do. All right. So.

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Again, Just wanted to give you some quick ways that

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you can organize. Or automate your business.

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Um, with the ultimate goal of saving and

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maximizing your time. So just to do a quick, just to

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do a quick recap, if you want to organize. Um, you can create

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a biz hub. You can create a press folder. Or you can create

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SLPs. And if you want to automate. Some of the

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automations that you can implement are link actions,

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sending automated surveys or using Zapier to connect

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your different apps. So I would love to hear

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if you are doing any of these things. If so

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DME on Instagram, let me know what you're doing. And if not,

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I still want to hear from you. I want to know which ones are you.

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Most intrigued by which ones do you want to

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implement? Okay. So shoot me a message on Instagram.

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I look forward to hearing from you. And I will see you in the

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next episode. Thank you for listening to the Mom CEO

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Suite Podcast. If you enjoyed this episode, can you do us a

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favor? Leave a review on iTunes and share with other

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moms in business like you. Help us spread our message and empower

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others who are at this intersection of motherhood and

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entrepreneurship.