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Have you ever tried to go out of town for a few days or a week or on vacation, enjoy a trip, and then you're sitting there stressed out about work, maybe not like in the beginning, but somewhere in the middle, you're checking your emails, you're kind of starting to get a little anticipation builds up or I need to respond to this, maybe you have service maybe don't have service, things are happening and you're getting stressed out while you're trying to enjoy yourself.
So many business owners ice try to do these types of things, and then take their work with them on vacation. And the reason why I can go on vacation multiple times a year and not have to worry about these type of things is simply because I built processes and systems in place. So other people can do this without me, I've seen so many different business owners try to go out of town for a few days, maybe even a week, they get injured, somebody gets hurt somebody's sick, they have to get out of their business and go handle something, or maybe they just want to enjoy themselves.
And they can't fully do either of those, because they're tied up into the daily stuff in their business, even when they're gone. Maybe they can go like a day or two. But when they try to go a week, it just seems almost impossible. And they start getting anxiety, because they still have so many things that they need to do that they haven't built processes around, and they haven't delegated. And they haven't built systems to ensure that the quality is still kept in, or maybe they feel that these activities, they're the only ones that can do these, nobody else can do it.
It's just there are too many things, they're the only one that knows about it. And so they're the only ones that can do it. And this is one of the reasons why we get so stressed out as a business owner, is because we can't do we can't step away from our business. And it still fully runs itself for a week, at least a week or you know, a few days or a week or two a month without you. Or if it does, things go downhill, things start breaking. Because there's a difference of Yes, I could step out of my business for three days. But then yet you have 200 emails that no nobody was responded to. Cuz things happened, nobody handled them, there's a difference of that.
And there's a difference of going like a week or two. With things not happening, stuff falling not being done, lead gen not happening vs you stepping out. In all of those things, we're continuing on with that same quality, before you even left, there was a huge difference. So please don't mistake those two. So if you're not there yet, you will need to build processes in your business processes are the only reason I'm able to not have to be stressed out as a business owner, I have a cleaning company and it fully runs itself. I don't have to do barely anything in that company.
Because I've built KPI’s, processes, and systems in place to work, I don't have to be there. I mean, yes, as a business owner, you will always have those high-level tasks that you will always do. Unless you eventually delegate those we'll still always have to manage those people, or not necessarily managed, but check-in and have those leadership meetings and in how the system's built. So that quality is kept at every level to that next person. So let's dive into where to start when it's that crazy, and you need to figure out what should you turn into a process first. So I always like to start with customer service. And that could be emails, SMS, payroll, billing, call-outs, like all of these things, whatever that kind of falls into for you. But those are the most chaotic things in a business. And I always recommend starting there.
Building processes around that. So that you could be focusing on money-generating activities like ads, content creation and brand awareness and looking at the KPI’s leadership meetings, and making sure that your team's motivated and everything's on track. But you can't do that, if you're swarming inside of all these little tedious $2 tasks, that you could be outsourcing to a VA. After you build systems and processes around all of that, then I recommend looking at what your zone of genius is, and what's still weighing you down. And the things that are still weighing you down.
I recommend outsourcing are things that you just like really try to avoid building processes and systems so you could again, delegate those. And you could stay in your zone of genius if that's what you love to do. Otherwise, you could start building your thought process and all of that down into a process that you could eventually delegate. The thing that ties a lot of people up is that they have they're keeping track of so many things in their head, especially that solopreneur or the old school way of doing business where you didn't have a lot of systems in place and it was usually paper and pencil and it's hard with that because you can only remember but so much. And then you've never had any of these systems, and then it just makes it so much harder.
So if you're at that point, it's really kind of getting your thought process out. We deal with tech, we deal with managing hiring ads, we manage over $500,000 in hiring ads on a regular basis. And in order for us to do that, I had to sit there and say, Okay, well, this is my thought process on hiring ads, right? And I had to break it down into what are the questions I asked myself, at this stage? What are the questions I asked myself at this stage? And if it's a yes, then what do I do? Is there another question I asked, and then building that into a process, out of all the questions that you ask yourself on, doing your process that you've been doing yourself for a long time, and just kind of putting it into a process, and then you could hand it out to somebody, if it needs an approval step, you could add in an approval step.
But that is the first thing, your first step towards getting you less stressed, and clearing your mind clearing your head and just creating that sense of peace in your business so that you can back out. So there are three ways that I like to build a process three different ways that I like to build up. So first, I like to ask myself, does my team already know how to do this? So I have an easy process, that if they already know how to do it, I just, they will go in there, and they'll click, run the process. And then they'll follow all the prompts on my, my brain on how we created it. And actually, our customers get all of these templates that we have all of the process templates on how to create one, these three different ones, three different ways that I use it, and they get access to all of this as well, too. And, like over another 144, or something of our processes, but I love these three, these are like my favorites, right?
So if my team knows how to do this process already, then I'm going to run that process so they can go ahead and build that out. The second one is if they don't know how to do that, then I'll ask myself, okay, how long is this process, if it's a short process, I would say short meaning like under 15 minutes, and it's doesn't have too many crazy steps. So since me, we double tech, it can get kind of crazy. So if it's too crazy, then we'll go on to another one. But if it's under 15 minutes, it's not too crazy. I'll just record a loom video, I'll put it into a different process that my team can now watch that video, screenshot different pictures, and that in that whole entire video tutorial. And they'll say click here, click here, and they'll turn it into a process. And at the end of it, it'll be submitted for review, I'll review it. And if it's good, I'll approve it.
And if it's not, I'll record a loom video on my feedback. And I'll click deny or reject. And I'll include the live video so they can go back and revise it and send it back. The third way I like to build a process is if basically my team doesn't know it, and it's a longer process, then this is something that I probably need to really build out. And this probably is really an intricate or important process. So at this point, I'm going to build the outline. And I like to think of the outline as like all the tasks that need to get done. And then I will build the categories after I build the outline. Right. So it's basically just breaking it up into like, before phase during phase after or phase 123 Or you could break it into segments. Then I will start to film the video for each and everyone for the outline. And then I can put in any resources that are needed if there are any templates, Excel sheets, links, resources, documents, call scrubs, like whatever it is, and then I'll attach that underneath each section.
And if it's really, really crazy, I may have my team go back in as well and watch those videos and kind of break it down another step further if needed, but I typically don't need to at that point. I like to keep them simple and easy. But once you have processes built in place over time, because it's something it does take time You'll start to see how much freedom you'll start to have and how systematically things could start happening in your business without you.