Systemize Your Success Podcast

🎙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.

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

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

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

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

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

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

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

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

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

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

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

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