Systemize Your Success Podcast

🎙In this episode, I introduce a game-changing free AI speech-to-text app that’s designed to save you hours each year. If you’re someone who prefers talking over typing or wants to work more efficiently, you’ll find this episode packed with practical insights. I share real-world examples of how this tool transforms daily tasks—like collaborating with team members or managing emails—turning minutes saved each day into a whopping 40+ hours a year. Whether you want to boost productivity, reduce mental clutter, or simply reclaim time for what matters most, this episode gives you the inside scoop on a tool that truly delivers on its promise. KEY TAKEAWAYS 💡Talk Instead of Typing to Think Faster and Lead Better: Talking instead of typing lets you capture ideas in real time, stay in flow, and hand your team clear, structured outputs without spending hours at the keyboard. 💡Instantly Add Voice Input to Any Workflow: Typeless brings high‑quality voice‑to‑text capability to any app – even tools like Asana that don’t have built‑in dictation. 💡Tiny Time Wins Compound Big: Shaving just a few seconds off each message by talking instead of typing quickly becomes 10 minutes a day, which adds up to over 40 hours a year you get back for leading, thinking and growing the business. BEST MOMENTS 00:36 - 💬 “I quite enjoy typing, but it's slow. I like to get stuff out of my brain without having to structure it and think about it.” 01:19 - 💬 “Sometimes it's lost in translation, sometimes I miss bits because I'm sort of trying to type and think at the same time - this app sort of gets rid of all of those hassles.” 02:00 - 💬 “I save a few seconds each and every time I do this - every 10 minutes you save each day adds up to 40 hours over the course of a year.” TIMESTAMPED OVERVIEW 00.00 Intro: “Streamlined Voice-to-Text Productivity” 01:00 Why talk instead of type 02:30 Get started with the AI Speech-to-Text App for free VALUABLE RESOURCES Ready to swap slow typing for fast, clear voice‑to‑text in any app?  Get a $5 credit for Typeless Pro, use my link from https://sys.academy/tools 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/

🎙Documenting what you do in an operation manual (OM) or SOP is fundamentally the easiest way to ensure somebody else reliably gets stuff done in your business, without your involvement. The challenge is that most small businesses have literally hundreds of tasks which need to be documented, and that itself can become quite overwhelming and quite disjointed, disorganised, and messy.  If you're not careful, before long, you can be in a total pickle as to what has been documented, what has not and what needs to be reviewed, etc. So, having a simple system to manage the creation and updating of your Operation Manuals, your Standard Operating Procedures (SOPs), or whatever you call them in your business, is essential.  Today, I talk about how we do this in our business. It's super simple to set up - by the end of this episode, you'll be able to create something similar. KEY TAKEAWAYS 💡Updating Process Documentation Cannot be Avoided: Documenting and updating your Operation Manuals and Standard Operating Procedures never ends. As technology, regulations, and customer needs change, how your business does things also has to change; otherwise, you become inefficient. 💡Use an Operations Manual (OM) Pipeline to Free Yourself from Admin: You and your team's key experts need to focus on the work that actually makes money and drives innovation in your business. An efficient OM Pipeline ensures you don't get caught up in admin tasks. 💡Make the System Teach Itself: Use a single OM Pipeline Task Template that explains every step so even a new hire can run the process without hand‑holding. I explain exactly how I use a task manager app to do that. BEST MOMENTS 02:26 - 💬 “This is a job or task that's never going to end. As long as my business exists, as long as technology doesn't stop, which it won't do, then the way that we actually do the work in our business is going to keep changing.”  03:42 - 💬 “This process is about freeing you as the business owner and also your key staff to keep focusing on doing the high-value work, the work that actually generates either revenue or innovation in your company.” 09:00 - 💬 “This means it doesn't interrupt work. It's not lost and then forgotten about, and it's also put into place. So, when the operation manual creator has time to create this, they can go away and do it.” TIMESTAMPED OVERVIEW 00:00 Intro: “Managing Operation Manuals or SOPs” 03:42 How to build an Operations Manual Pipeline 07:02 The Perfect Process Pipeline Methodology 11:32 Operation Manual Creation and Update Process VALUABLE RESOURCES Join Our Community at https://join.sys.academy/ and start building a business that actually works for you! Also, get free access to our DIDACT Framework now—here's the link to 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. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙 If they were giving out awards for procrastination and avoidance of admin tasks, I would win hands down, out of pretty much anybody I know. Whether it's chasing people up, responding to emails, checking my messages, or just basically doing those admin things that just back up and just annoy the hell outta you. That is where I really, really struggle. That was until I did one thing, which I am going to share with you today. Something that has been totally transformative. It's super simple and requires no advanced techniques, apps, or technology. This simple technique will help you, as a business owner, be far more productive. Especially if you're like me and you've either got ADHD, or you just struggle with getting that annoying admin stuff done. This simple framework has totally transformed the way I approach admin. It holds me accountable for doing it, but it is my team that actually makes it happen.  KEY TAKEAWAYS 💡Turn Inbox Avoidance and Guilt into a Daily Win: Assign someone to handle your inbox. Every day, do a  15‑minute comms check‑in with them to cover anything that requires a decision. This quickly stops the constant background stress of ignored emails and messages. 💡Stay Accountable and Productive: Responding to emails, etc., is still ultimately your responsibility. However, someone else can easily respond to the routine things that don´t require a direct decision from you. They can assist with the rest and help keep you accountable. 💡 Build a Unified Inbox System: Combine human review, appropriate AI, a well-trained and fully enabled VA with a short daily meeting, to turn your comms admin into one simple, repeatable process. Use Steve´s free guide to get it done. BEST MOMENTS 02:12 - 💬 “What I did was simple, but it has transformed the amount of stuff I actually get done.”  04:09 - 💬 “I no longer feel this ever-increasing amount of stress from things just building up and building up and my task list getting longer and longer.” 04:46 - 💬 “I'm pulled back in, if I've got somebody there to keep me accountable, somebody is actually forcing me to basically focus on what I should be doing, I can be highly productive.” TIMESTAMPED OVERVIEW 00:00 Intro: “Conquering Admin Procrastination” 01:40 Leverage VAs and Automation 02:30 15 Minutes Focused Comms Meetings 04:19 Unified Inbox Management System VALUABLE RESOURCES Get free access to our Unified Inbox Management System Framework now—here's the link to 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. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙 This morning, I spent a couple of hours automating a task that takes about an hour a week to do. That means going forward, we're gonna save about 50 hours a year. That's pretty cool. However, my reflection on this was not so good. Why was I the one who A, spotted this needed to be done, and B, ended up doing the automation myself? It's something I fall back into sometimes. And what I wanna talk about today is the frameworks I have put in place that should be working in my business. That needed a bit of reminding with my staff. I wanna explain what that framework is, how you can implement it in your business to ensure that your team are optimizing their tasks. And also, how to use events like this as opportunities to reinforce great behaviours and install a culture of continual improvement and systemisation within your business. KEY TAKEAWAYS 💡 Stop Being the Only Optimizer: If you’re the one spotting and fixing broken processes, your growth is capped. As the leader, your real job is to build a team and culture where everyone is always looking for better, faster, simpler ways to work. 💡 Optimize with EASE™: Get your team using a simple lens for every recurring task – Eliminate, Automate, Streamline, Enable. Ask: Do we need this? Can a robot do it? How can we make it smoother? And how do we document it so others can run it without me? 💡 Use a Simple Rule for Automation: If a task takes more than 1 hour a week, which is 50 hours a year, it’s highly likely to be worth automating. Even a few hours invested to build the automation usually pays back quickly and then keeps paying off, year after year. 💡 Make Improvement a Habit, Not a One-Off: Every month, use the EASE™ technique to optimize at least one task on your team’s board so everyone regularly reviews their own work, eliminates low‑value tasks, and finds automation and streamlining opportunities. BEST MOMENTS 04:13 - 💬 “If those people (you delegate to) aren't really mindful of what they're doing, and asking if there are opportunities for this to be either eliminated, automated or streamlined, they can end up just doing things like a robot.”  10:24 - 💬 “I've got to be sure that actually, it's not just cheap and easier and more effective just to get a human to do it, and it's not automating for the sake of automating.”  12:56 - 💬 “We eliminate, we automatically streamline, and we enable, and you can get your own copy of this so you can implement this in your business.” TIMESTAMPED OVERVIEW 00:00 “Empowering Teams for Optimization” 06:04 “Streamlining Repetitive Tasks” 08:49 “Eliminate, Automate, Leverage AI” 11:13 “Optimizing Tasks Through Automation” VALUABLE RESOURCES Get free access to our Optimize With EASE™ Framework now—here's the link to 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. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙Today, I interview Andee Hart, the host of She Sells Differently and an ethical sales coach with 17 years of experience working in corporate sales and running her own businesses. Her approach is service-driven, starting every sales conversation not with “How am I going to close this deal?” but with “How can I help this person?” Then, the sale becomes effortless and enjoyable—a real win-win. KEY TAKEAWAYS  💡 Sell from A Place of Service: Sales get easy when the goal of every conversation is to understand and help the person in front of you, rather than “close the deal.”  💡 Only Work with the Right Clients: Saying “no” to clients that are a poor fit for what you offer protects your energy, avoids disappointment for them, builds trust, referrals, and your long‑term reputation. 💡 Launch Early: Perfectionism stalls growth. Put viable offers into the world, label them honestly as beta or founder’s rounds, and ask for structured feedback. That real‑world input is what takes a 60% product to 100% faster than building in isolation. 💡 Design Culture That Rewards Integrity: Whether in a big sales team or a small business, when rewards and recognition favour long-term customer success rather than this month’s quota, your team naturally chooses right‑fit, ethical solutions. BEST MOMENTS  06:27 - 💬 “It’s not asking for money, it’s providing them with value.” — Andee Hart 13:22 - 💬 “Face-to-face selling is very different from written communication - your messaging matters even more.” — Andee Hart 25:31 - 💬 “Only accept the right clients into your business - every wrong client you accept is a massive drain on energy, resources, and time.” — Steve Day TIMESTAMPED OVERVIEW 00:00 Intro: “Authentic, Service-Oriented Selling Insights” 04:02 Overcoming Sales Discomfort 17:30 Automating Sales Processes 32:34 Sales Culture 41:36 Launching and Improving Products VALUABLE RESOURCES  Andee Hart’s List of Sales Tools for Entrepreneurs: https://andeehart.com/salestools LINKS TO CONNECT WITH THE GUEST  Instagram: https://www.instagram.com/andeehart/ LinkedIn: https://www.linkedin.com/in/andeehart/ Hart Design Co Instagram Page: https://www.instagram.com/hartdesignco/ ABOUT THE GUEST  Andee Hart is an energetic entrepreneur, sales strategist, and host of the She Sells Differently podcast. After turning her candle-making side hustle, Hart Design Co., into a thriving wholesale and retail business, she left her corporate sales career to pursue entrepreneurship full-time. Today, Andee empowers entrepreneurs to overcome sales anxiety and grow their businesses with integrity, grace, and confidence 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.

🎙 If you're considering hiring a remote worker from the Philippines, or you already have a Filipino team, this episode is a must-listen. I interview Nicolas Bivero, who’s spent over a decade helping companies build teams in the Philippines. I’m also a long‑time advocate—my entire team is based there. We dig into the real‑world pros and cons of Filipino remote teams: the cultural differences you need to adapt to, and how those differences can become a huge advantage for your business. If you want to get more from your Filipino team, or you’re wondering how this could work in your company, keep listening to hear exactly how we make this work in practice. KEY TAKEAWAYS  💡 Treat Remote Hires as Core Team Members, Not Cheap Labour: If you see Filipino hires as “warm bodies” to throw tasks at, you’ll fail. Treat them as a true extension of your core team with proper onboarding, involvement, and long-term investment, and they repay you with commitment, quality, and stability. 💡 Lean into Cultural Strengths—and Manage the Gaps: Filipinos’ warmth, empathy and team-first mindset make them brilliant for customer-facing and collaborative roles. But that same desire to please can mean they say “yes” when they should push back. As a leader, you must explicitly invite disagreement, make it safe to say “no,” and coach for direct communication. 💡 Use Global Talent to Fill Dream Roles: Because Filipino talent is more affordable and more readily available, you can create roles you’d never have the budget for if you only hired in your local country. Use remote hires to accelerate growth. BEST MOMENTS  15:30 - 💬 “If you go in there with the mindset of 'we're going to do this the German way,’ you're going to fail.” — Nicolas 29:30 - 💬 “There are massive cost benefits for hiring from the Philippines, because the cost of living is significantly lower than in many countries.” — Steve 34:42 - 💬 “In Germany, there are half a million people retiring every year. There are not enough young people coming in to actually replace all those roles.” — Nicolas TIMESTAMPED OVERVIEW 00:00 Hiring Remote Workers 15:41 Adapting to Cultural Differences 29:00 Filling Skill Gaps Affordably VALUABLE RESOURCES  Our flagship Recruit Right Framework: https://sys.academy/guides LINKS TO CONNECT WITH THE GUEST  Website: https://penbrothers.com/ LinkedIn: ⁠https://www.linkedin.com/in/nicolasbivero/ ABOUT THE GUEST  Over the last 10 years,  Penbrothers has been built in the Philippines with the mission to help start-ups and SME drive growth, reduce operational costs, and optimise staffing efficiency. Penbrothers achieves this by building tailored remote teams and aligning the recruitment process to the needs of each client. By building teams in the Philippines, our clients leverage the deep, highly skilled labour pool, enabling them to scale smarter and improve their bottom line. 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 Dr Carrie Graham, who has a PhD in adult and workplace learning. We share a similar mission: helping business owners reduce stress by getting what’s in their heads into the heads of their team so they can do the work effectively and efficiently. Carrie brings an academic and highly practical approach to building training that actually works—engaging people so they complete it, understand it, and implement it. This isn’t about boring PowerPoints; it’s the opposite - it’s about using stories and smart instructional design. KEY TAKEAWAYS  💡 Design Training Around Real People: Stop building training to cover everything in your head. Focus on who’s doing the work – their job, opinion and how they have to work and live their lives. This gets their attention—what you teach lands fully, is remembered and drives better performance. 💡 Build Confidence, Not Just Knowledge: Information isn’t enough. Use small wins, feedback, and reviews to move people from “I understand this” to “I’m confidently doing it.” 💡 Use Questions and Silence as Tools: Ask better questions, then shut up. The quiet moments are where people process, connect dots, and ask for clarification. 💡 Use the Right Stories So Lessons Stick: People remember what they learn when the story feels like their world - relatable stories tie emotion to ideas, so they stick and get applied. BEST MOMENTS 00:40 - 💬 “How to communicate in a way that engages people, so they actually do the training and then implement it because they've understood it .” — Steve Day 07:09 - 💬 “When you make the content about the user, you've automatically grabbed their attention.” — Dr Carrie Graham 09:39 - 💬 “Once they get it, the goal is to not stop - help them apply … build their confidence.” — Dr Carrie Graham 42:05 - 💬 “Document everything - every step that you take. ” — Dr Carrie Graham 58:39 - 💬 “Success to me is a point when I have peace… peace of mind and peace about the work that I'm doing and the people that I'm helping, and peace in my home, so I can be my true self.” — Dr Carrie Graham TIMESTAMPED OVERVIEW 00:00 Intro—Organizational Training and Culture Expert 05:30 Tailoring training to your audience 35:38 The ERA method 50:43 “Effective Training Boosts Productivity” VALUABLE RESOURCES Dr Carrie Graham's Training Assessment: https://www.drcarriegraham.com/take-training-assessment-quiz LINKS TO CONNECT WITH THE GUEST LinkedIn: https://www.linkedin.com/in/drcarriegraham/ YouTube: ⁠https://www.youtube.com/@drcarriegraham ABOUT THE GUEST Dr Carrie Graham has spent 25+ years helping small business owners build high-performing teams without corporate-sized budgets—her ERA Training Method has delivered 90% improvement in training outcomes for entrepreneurs who need results fast. 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/

🎙 Today I’m taking you behind the scenes to share our formula for creating high‑performance job titles and opening paragraphs that actually get clicked. It’s based on a detailed analysis of over 60 job postings that generated 22,000 clicks over three years. We’ve posted more than 200 ads over eight years, but this three‑year window is where we’ve got solid stats. As you can see, I’ve had a lot of practice and now have the data that shows this job ad writing formula actually works. Today, I’m going to walk you through how we created this formula and exactly what it is, so you can start using it. Including how we used ChatGPT to run the statistical analysis that turned our guesswork into something genuinely useful for us, our clients, and you.  KEY TAKEAWAYS 💡 Write From Human to Human, Not Corporate to Crowd: The best-performing ads have titles and especially opening paragraphs written “from human to human.” They are warm, conversational, and clearly from a real person to one individual, not a faceless corporation. 💡 Use a Simple, Energetic Title Formula:  High-performing titles combine an attention-grabbing hook, a clear role name, tangible benefits, and a quick credibility cue, all delivered with energy and urgency. 💡 Lead With What They Want, Not What You Want: Ads that focus on what the candidate wants - benefits, purpose, belonging – consistently beat ads that simply list what the company needs or demands from them. 💡 Picture One Ideal Person When You Write: Imagine one ideal person whom you want to attract and write directly to them. That naturally pulls your tone, structure, and content in the right direction. BEST MOMENTS 03:40 - 💬 “With AI, it can be so much quicker, much more insightful, and you can actually have a conversation and get the AI to do some analysis based on whatever you want.” 09:28 - 💬 “Recruitment—it´s just marketing.”  13:38 - 💬 “Job seekers don't owe you their time, so you have to earn it fast.” 19:19 - 💬 “It's super important that the first line, or a couple of lines of that job advert, are written with intent, not just left to be whatever a HR manual says you should put into a job advert. This is like real estate, prime real estate for your advert.” 29:25 - 💬 “The job advert that speaks to the person in terms of what they want rather than what you want as the company will win every single time.” TIMESTAMPED OVERVIEW 00:00 “Job Posting Success Formula” 03:31 “AI-Powered Real-Time Insights” 07:00 Job Ad Click-Through Analysis 10:25 “Human-Centred Job Post Introductions” 18:29 “Effective Job Ad Writing Formula” 20:44 “Human Touch in Greetings” 26:56 “Targeted Writing for Hiring” 29:38 “Speak Human to Win Talent” VALUABLE RESOURCES Our Best Guides, Frameworks, and Templates—For Our Job Advert Formula: 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. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙Deciding where to put my effort into systems, automation, or AI is a critical decision as a small business owner. With limited time, energy, and team capacity, I’ve definitely gone down the wrong path before and spent months improving systems that didn’t give me the return I hoped for. My clients often tell me they’re struggling with the same thing: they know they need better systems, but they don’t know which one to fix first. In this episode, I share a simple five-point scoring system that helps you objectively compare your most important revenue-generating systems. I’ll walk you through the five metrics, show how they combine into a clear impact score, and use a real client example so you can confidently decide where to focus your systemisation, automation, and AI efforts next. KEY TAKEAWAYS  💡Quickly Identify Your Highest Impact Systems: Instead of guessing what to fix next, use Steve´s simple Autopilot Index to compare your core revenue systems and see, clearly, which one to improve first to generate the biggest ROI.  💡 Spot and Address Dangerous Key‑Person Dependencies: Learn to identify systems or processes that live solely in the head of one employee and how to put in place documentation, etc., to ensure that you are not left vulnerable should they suddenly leave. 💡 Track Progress Towards an Autopilot Business: The Autopilot Index enables you to see how “autonomous” each system actually is, right now. As well as providing a practical, monitorable target so you can move each system from improvised or manual towards optimised and largely self‑running.  💡Aim for Optimised, Not Perfect: You don’t need 100% automation. Making 80% of your processes clear and not dependent on the founder or a key individual is good enough to put most of your business on autopilot and give you back your time. BEST MOMENTS 03:14 - 💬 “This will give you a list of maybe five to seven critical systems that allow you to generate money within your business. Now the challenge is, which of those to focus on first?”  14:46  - 💬 “Certain parts of my business are totally automated. So, therefore, I can give those 100% - I don't have to look at those again, unless something critical changes.” 16:51 - 💬 “That's like the highest level of key person dependency - There is no fallback plan because no one else knows how to do it.” TIMESTAMPED OVERVIEW 00:00 Autopilot Index Scoring System Overview 05:54 “Key Person Dependency Impact” 08:06 “Short vs. Long-Term Goals” 13:04 “Building Sustained Sales Systems” 17:23 Business System Optimisation Insights 20:34 “Autopilot Index for Optimisation” VALUABLE RESOURCES SYS 153: My Journey to Maximising Profitability Using the Core Revenue Flow 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. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙 Today, I want to talk about one of the most overlooked yet critical roles in creating a business that is truly sustainable, scalable and ultimately saleable. If you're trying to build a business to give you more freedom or to live with more presence, purpose, and peace, this episode is an absolute must-listen. Please stick around to the end, because I want to walk through the entire position agreement for this role and give specifics about what you should be looking for in the type of person, but also what their key core responsibilities or key results areas should be, and the kind of metrics that you can actually use to evaluate their performance.  Finding the right person for this role is the first step, but they also need a process for creating the systems in your business. I'll cover that in a future episode. So please do hit subscribe to make sure you don't miss that. KEY TAKEAWAYS  💡 Design Your Business for Autopilot: Don’t aim to “work harder;” aim to build an Autopilot Architect role that designs the systems, automations, and AI so your business runs without you piloting every action. 💡 Turn Chaos into a Click‑and‑Run Machine: Your Autopilot Architect’s core job is to capture how work really happens, turn it into simple, documented workflows, then drive team adoption so the business runs smoothly without you as the bottleneck and adapt it all to new tools, systems, regulations and norms as they emerge. 💡 Hire for Mindset, Not Job Title: You won’t find “Autopilot Architect” on a CV; look instead for someone who loves process mapping, is curious about how things work, communicates clearly, and takes ownership of continuous improvement. BEST MOMENTS  01:26 - 💬 “ Business owners don't have time to spend documenting everything, creating fancy process maps, putting it into task management software and creating operation manuals.”  08:49 - 💬 “This role, the autopilot architect, is absolutely critical to every other part of the business.” 16:45 - 💬 “ Make sure they (automation documents) are totally understandable by anybody looking at them, regardless of whether that person had any involvement in building it in the first place.” TIMESTAMPED OVERVIEW 00:00 Intro: “Autopilot Architect: Business Systems” 02:55 The impact an Autopilot Architect has on a business  10:27 Responsibilities 18:42 Core competencies and skills VALUABLE RESOURCES Get a copy of my Autopilot Architect Position Agreement here: 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. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙Phenomenal leaders of great companies inspire those around them to take action. Today's episode with Jevon Wooden is all about that. We discuss how small business owners can step into the kind of leadership that motivates their teams, attracts the right clients, keeps them energised instead of burning out, and builds a business that serves them today and creates impact for generations to come. Jevon is an Army veteran. He's also the recipient of a Bronze Star. He's the author of two great business books and is an inspirational leader with great stories to tell. I believe you will genuinely enjoy listening to today's interview as much as I did recording it. KEY TAKEAWAYS   💡 Shift From Operator to Leader: Your business won’t scale if you stay the doer of everything. Stepping into leadership means focusing on vision, strategy, and revenue-generating work, not getting involved in every task. 💡 Use Systems to Free Yourself Up: Applying a simple filter - what to delegate, delete, delay, and automate - helps you build a business that runs through systems and people, not your personal heroics.  💡 Empower Your Workforce: People work best when they go beyond completing tasks and grow into confident owners of their role. To get there, define what “failure” really means, give them a safe box to experiment in, consistently remind them of their strengths, review regularly and treat every error as an opportunity to improve. BEST MOMENTS  05:57 - 💬 “One of the hardest shifts I think is actually transitioning from the person that's making it all happen, the person's doing it all, to actually being the leader of the business.” — Steve Day 17:44 - 💬 “I want you to operate as your best self - you can't do that if you are always fearful of making a mistake.” — Jevon Wooden 25:35 - 💬 “People confuse being busy with being purposeful. When you get busy, you burn out. If you're purposeful, you can continue to go, go, go .” — Jevon Wooden 28:16 - 💬 “ Storytelling is literally everything to me - People remember stories, they don't remember facts - Facts tell, but stories sell.” — Jevon Wooden TIMESTAMPED OVERVIEW 00:00: Intro: “ New Lease on Life” 06:37: Delegate, delete, automate 18:39: Vision, ikigai, avoid burnout 27:12: Leveraging storytelling VALUABLE RESOURCES Our Best Guides, Frameworks, and Templates—For Our flagship DIDACT Framework: https://sys.academy/guides LINKS TO CONNECT WITH THE GUEST Website: https://brightmindcg.com ⁠Jevon’s Linktree: ⁠https://linktr.ee/jevonspeaks ABOUT THE GUEST  Jevon Wooden is a sought-after speaker and business coach who has helped hundreds of small business owners design a life and business they don't need a vacation from. His insights have been featured in major publications like Forbes, Fast Company, and Entrepreneur. 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/

🎙I loved chatting with fellow systems and productivity coach Barry Cryan. When two industry experts independently come up with similar strategies to help people, you can be sure that they work in practice. Barry, who is the CEO and founder of Do More Better, shares his best insights. Today, you will learn how to get more done without relying on quick-fix hacks that don´t take you far. Barry explains how real mindset shifts build the skills you need to achieve momentum and sustain it, regardless of the type of business you run. Don’t miss his closing takeaway - it’s one of the best I’ve heard and something I stand by 100%. KEY TAKEAWAYS  💡 Clarify Success and Work Backwards: Get specific about what you want—then reverse engineer the steps and systems to make it real. 💡 Use Systems to Beat Overwhelm: Don’t rely on willpower. Offload mental clutter and decision fatigue into trustworthy routines and external “second brains.” 💡Filter the Noise and Empower Others: When you stop being constantly available and put systems in place, your team or clients learn to solve more for themselves—fostering their growth while winning back your own time. Filter the noise from your life. 💡 Don’t Wait: Lasting success comes from acting like your 10.0 version today. Empower yourself and those around you to thrive, right now. BEST MOMENTS  00:26 - 💬 “When you hear two industry experts saying we've both independently come up with similar strategies. It shows you that this stuff actually works.” — Steve Day 05:37 - 💬 “It's amazing what systems and structures will do for us. We can get significantly more out of ourselves.” — Barry Cryan 25:41 - 💬 “It doesn't matter what the business is. There is a better way - you can do it. And sometimes little simple changes make the biggest difference.” — Barry Cryan TIMESTAMPED OVERVIEW 00:00 Intro: Productivity Insights with Barry Cryan 05:51 Clarity and specificity 15:41 Mindset and personal growth 26:03 How to improve focus VALUABLE RESOURCES Our Best Guides, Frameworks, and Templates—For Our flagship DIDACT Framework: https://sys.academy/guides LINKS TO CONNECT WITH THE GUEST Website: https://www.barrycryan.com/ Instagram: https://www.instagram.com/cryanbarry/ ABOUT THE GUEST Barry Cryan is a High Performance Productivity Coach serving 6- and 7-figure entrepreneurs. His LinkedIn tagline: “Helping founders scale faster & work less” — hinting at the ethos of optimising productivity, not just pushing harder. He blends a personal story of burnout, health struggles, and transformation with coaching credentials. 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/

🎙AI is transforming how we work in our business, but the journey hasn’t always been smooth. We’ve faced plenty of challenges and found that, in some cases, trying to use AI to boost efficiency has actually made some tasks take longer than before. Recently, I had a major mindset shift when I discovered a blind spot that had been preventing both my team and me from fully benefiting from AI. Today, I want to share this realisation with you—because it might be the bottleneck that’s also holding your team back from quicker, better results with AI. KEY TAKEAWAYS  💡Let Go to Move Forward: Trust both your people and your AI. Think of AI as a new team member, train it well and support it by giving it what it needs and retraining until it gets things right. Set the rules, then let it do its thing and watch your free time and results increase. 💡 Learn as You Launch: Deploy new tools or team members quickly, collect feedback, and keep tuning. You only discover what works by doing - waiting gets you nowhere. 💡 Fail Fast, Fix Faster: If something or someone isn’t working out, don’t prolong the pain. Make necessary changes based on experience and keep improving your system. 💡 Let the Numbers Lead: Judge success using real metrics, e.g. email open rates or website traffic, stop being led by your gut feelings. The numbers don´t lie. BEST MOMENTS  04:12 - 💬 “ When we're creating AI agents to do work, it's just the same as delegating. The same fears, the same reservations, the same micromanagement behaviours can actually get into play, here.”  08:15 - 💬 “The challenge for my marketing assistant, now, is that she's not allowed to review anything that the AI does. She's got to delegate properly and let the AI do its thing.” 12:07  - 💬 “I sacked the old GPT. I literally just deleted it, just like you would, if you sack a member of staff…and created a new GPT to solve that problem.” 14:28  - 💬 “This will be a continuous iterative improvement, going forward.” TIMESTAMPED OVERVIEW 00.00 Intro: AI Mindset Shift Challenges 01:41 Why AI can become a time suck – the error most businesses make. 05:38 Treat AI like a new employee – delegate, monitor and retrain. 10:15 Checking results and tweaking. 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/

🎙Today's episode is about designing a life and a business that gives you true freedom. It's about creating assets, wealth and the stability that allows you to have the life you want. I connect with Julie Talbot, a true digital nomad and founder of Brick by Brick Property Group. She is a mentor and coach who helps people create businesses that offer true freedom. Julie shares how her business enables her, her kids and her husband to explore the world and experience living on every continent This episode will help you reimagine what’s possible and start building a life and business that gives you more freedom, flexibility, and purpose than you can imagine. KEY TAKEAWAYS  💡Rethink Your Path to Freedom: You don’t have to wait for financial freedom before pursuing time or location freedom. 💡Leverage Technology for Freedom: Embrace the tools, processes, tech and business models, e.g. AI and automation, that enable you to manage your business from anywhere and free up more time for what matters.  💡Align with Your Superpowers: Double down on your unique strengths and passions; when your business aligns with what makes you come alive, you’ll find greater motivation and success. BEST MOMENTS  04:31 - 💬 “I am mentoring and guiding people who want to run a property business, but with location freedom baked in from the start.” — Julie Talbot 22.42 - 💬 “ We can live in the way that we want to, if we choose to, if we choose to design our lives that way.” — Julie Talbot 35:45  - 💬 “Figure out what you actually want from the business, what will make you happy, what you're actually good at, what you're going to stick at, and which type of business  fits that, not the other way around.” — Steve Day TIMESTAMPED OVERVIEW 00:00 Intro: “Designing a Life of Freedom” 03:34 Running a property business remotely. 15:23 Living a nomadic lifestyle with kids. 33:15 Aligning your business with your passion 46:03 The Freedom and Success Mindset VALUABLE RESOURCES  From Dr Steve Day: Free access to our Recruit Right Hiring and DIDACT Frameworks here: https://sys.academy/guides From Julie Talbot: 3 Steps to Location Freedom: ⁠https://bit.ly/3simplestepstofreedom⁠ LINKS TO CONNECT WITH THE GUEST Instagram: https://www.instagram.com/julierosetalbot/ Facebook: https://www.facebook.com/julie.talbot.359 ABOUT THE GUEST Julie is an active UK property investor, strategist, and freedom seeker, reshaping how to grow and manage a UK property business by putting time and location freedom first. With a background in business design and process management, Julie helps expats and nomads make strategic choices that unlock time and location freedom so that they can scale or manage their UK property ventures, from wherever they are or want to be in the world.  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/

🎙Letting people go or sacking people is pretty rubbish as a business owner. It can make you feel terrible inside. It does for me anyway. And today I want to talk about the latest time I´ve had to let somebody go, the reasons behind that decision, and how, actually, I feel pretty good about it, even though it was literally just two minutes ago that I did it.  I thought I'd record this episode while it's on my mind. I'm in the moment, so I can share what I'm feeling right now, how this has changed dramatically from previous times that I've had to let people go, and what I feel going forward—this has taught me about hiring and firing.  KEY TAKEAWAYS  💡 Don´t Be Afraid to Let People Go Quickly: Use each new employee´s probation period properly. Review performance objectively and, even if you like them personally, don’t hang on to anyone who isn’t the right fit. Delaying tough decisions makes things harder for everyone. 💡 Prepare Well and Be Upfront: Think through what you’re going to say. Be honest, clear, and kind when sharing the news, and explain why they do not meet your business's needs. This helps everyone know where they stand and shows respect for the person, while enabling you to keep your business moving forward. 💡 Right Person, Right Role: Strong skills and a good attitude matter, but so does matching expertise to job requirements. Hire for the role you need filled now, don´t compromise and inadvertently hire someone with potential who needs lots of training up. 💡 Learn From the Experience: Every time you have to let someone go, whether that is at the end of their probationary period or later, pause and review why things did not work out. Use what you learn to change how you hire and run things in the future. BEST MOMENTS  00:01 - 💬 “ Letting people go or sacking people is pretty rubbish. As a business owner, it can make you feel terrible inside. It does for me anyway.”  02:24  - 💬 “I´ve learned that hanging on to people just because you like them isn't a good recipe for running a business, and what happens is it eventually just starts eroding away at you as a leader.” 10:11 - 💬 “ Do it quickly, do it fairly, do it concisely, don't drag it out, or just hang on for a few weeks hoping for the best.” TIMESTAMPED OVERVIEW 00:00 Managing the emotional aspect of letting someone go 03:33 Preparing, being clear and showing respect 06:11 Explaining your decision 09:08 Recruiting in a way that minimises the need to sack people 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 of Systemize Your Success, I sit down with Jeff Tilley from muncly.com. He helps people to implement CRMs for sales and customer service and is a true expert in his field.  If you’re thinking about using a CRM or wondering what else you should be doing with your CRM, then listen to this episode before you invest and avoid making the common mistakes Jeff outlines. We also discuss AI, how it's affecting the workforce, the myths, the hype, the scaremongering and what we're seeing day to day on the work floor.  KEY TAKEAWAYS  💡Strategic Planning Precedes Automation: Before adopting digital tools, clarify what you want to achieve. A thoughtful plan rooted in your business goals helps prevent wasted time and buying systems you don´t need yet. 💡A CRM Won´t Automatically Solve Problems: A CRM is a smart, centralised contact and communication hub that helps your business manage and nurture customer relationships at scale - but it’s only valuable if you have the right processes and people to use it. 💡Don’t Overlook Simple, Effective Tools: Sometimes the best productivity systems are low-tech, e.g., notebooks and voice recorders are powerful for capturing ideas, reflection, and organising your work. BEST MOMENTS  10:19 - 💬 “You have to invest your time to educate yourself. And you can save a bit of your time by hiring somebody like me.” — Jeff Tilley 20:04 - 💬 “There are many good apps out there …. picking them for the right reasons, with a very clear intention and plan of what you hope to get out of it, that is more important than the actual app itself.” — Steve Day 46:03 - 💬 “I use a CRM because it has lots of these other apps which I was already using, and it allowed me to consolidate them into a single platform.” — Steve Day TIMESTAMPED OVERVIEW 07:04 Planning is essential when introducing tech 17:55 The challenges of implementing CRMs and tech 20:02 Debate about the role of AI 42:30 When to use a CRM 53:03 Defining success LINKS TO CONNECT WITH THE GUEST Website: ⁠https://muncly.com/ LinkedIn: https://www.linkedin.com/in/jtihonov/ YouTube: https://www.youtube.com/@tilley_live/ ABOUT THE GUEST Jeff is the Founder and CEO of Muncly, described as a boutique Salesforce consultancy helping small and medium-sized businesses streamline their processes through tailored CRM and automation solutions. Jeff combines sales, tech, and systems-thinking to offer clients structured workflows, process documentation, and efficiently implemented technology—precisely the kind of systems-driven delegation mindset your audience appreciates. 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 reveal the single most powerful question you can ask your team to transform day-to-day problems into lasting systems and always up-to-date solutions. I share how a simple query from my comms assistant about a client subscription turned into a brilliant opportunity to create a permanent, self-updating knowledgebase - a resource that saves time, prevents repeated issues, and empowers staff to think like system builders.  If you want your team to stop bringing you problems and start bringing you solutions, this episode will show you how to shift their mindset, and yours, toward true systems thinking. KEY TAKEAWAYS  💡The One Question That Changes Everything: Asking “What do we need to put in place, so you never have to ask me this question again?” develops staff into proactive problem-solvers, future-proofs your business and improves efficiency. 💡Create Living Knowledge Bases: Every time a question arises, build or add to an existing resource, e.g. an internal FAQ database that captures the solution and answer everyone can reference in the future. Build a system so it never has to be asked again. 💡System Thinking = Freedom: When your team takes ownership of system creation, you reclaim time, reduce bottlenecks, and free yourself to focus on your visionary work. 💡Embed Ownership Into Roles: Assign responsibility for maintaining and updating these resources within position agreements and task matrices to ensure long-term consistency and future-proof the system resource. BEST MOMENTS 02:46 - 💬 “ I don't want to be somebody who is giving answers to questions. I want somebody who is there to solve big problems… I want to be the person who is leading the business and being the visionary.”  06:10 - 💬 “Can you see how amazing it would be if you sat in a meeting and someone came to you like that? They’re not bringing you the problem - they’re bringing you the solution.” 06:55 - 💬 “ That is a proper systems way of thinking. It's not about constraining people into systems. It's about empowering people.” 11:29 - 💬 “ We've created this incredible future-proofing system that covers every scenario that exists today, but also that may exist in the future, i.e. new products and services.” TIMESTAMPED OVERVIEW 00:00 The Challenge and the Question That Solves It 04:20 Training Staff in Systems Thinking  06:29 Creating a Culture of Problem-Solving 07:40 Equipping Staff to Create Value 09:29 Future Proofing Your Systems 11:48 Conclusion VALUABLE RESOURCES For our ‘Ideas Over Issues Framework’, here's Our Best Guides, Frameworks, and Templates: 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. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙As a small business owner you are always juggling multiple roles whilst leading a tiny team, so you can’t just step back and hope someone else picks up the slack - there isn’t anyone!. In this episode, I share clear frameworks you can start using today to build a strong team that is resourceful and confident enough to do more than just go through the motions and complete their to-do lists.  If you want to stop being the person your staff runs to with every problem and turn them into people who spot issues early and come to you quickly with suggested solutions, this episode is for you. KEY TAKEAWAYS 💡Leadership Starts with Self-Reflection: The performance of your staff often mirrors your ability to lead. Recognising where your own systems, expectations, or communication may be at fault is the first step to creating meaningful change. 💡Go Beyond the To-Do List: Real progress happens when you make time for growth, encourage your team to bring solutions to you rather than problems and support them in keeping up with the latest innovations. 💡Trust, Confidence & Feedback: Regular 1 on 1 meetings are gold. They open up honest communication and build mutual trust; this empowers people to constructively push back when they see something going wrong and take the initiative. 💡The Power of Frameworks: Tools like the Default Diary, Ideas Over Issues, and Task Matrix provide structure, clarity, and consistency. People think independently and prioritise effectively. 💡Creating Momentum For Projects: Breaking big projects into clear, phased milestones creates momentum, measurable wins, and keeps your team motivated and productive. BEST MOMENTS 00:01 - 💬 “ Small business owners need every single person in our team to perform as A players. We haven't got room for slack.”  08:19 - 💬 “They (my staff) need somebody to lead them, not just to lead the business forward.” 13:50 - 💬 “ Basic admin stuff, do it when you're in that carb coma after lunch. Let the mornings be free for the creative, the powerful, the inspiring work.” 24:21 - 💬 “ Trust works both ways. We need to trust them when they push back.” TIMESTAMPED OVERVIEW 00.00 Balancing your multiple roles with leadership 11:10 Tried and tested management frameworks 18:10 The most effective project management framework 24:15 How to build trust and confidence through one-on-one meetings 31:04 Creating continuous improvement VALUABLE RESOURCES For our ‘Ideas Over Issues Framework’ and ‘Communication and Escalation Policy’, here's Our Best Guides, Frameworks, and Templates: 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. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙 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.