Stress, frustration, overwhelm: These are systems flags from your business asking for renewed attention on a bottleneck or inefficiency. In my case, it was repeating myself for the fourth time in as many months to different team members in answering the same small email-related process question. This is no one person’s fault (other than mine!).
My aha moment: a strategy for training the system to get smarter first, then teaching the team how to better leverage that system, which makes their life and work easier and more frictionless too!
🌟 3 Key Takeaways
Create a Manager Manual and separate Email Guide
Save links to email guide entries in TextExpander
Using filters in Gmail (or workflows in HelpScout): Automatically label incoming email messages with the short-link to the Email Guide process entry. Here’s what my v1 looks like.
📝 Permission
Stop repeating yourself! That’s a sure sign that the business area is ripe for systems reinvention.
✅ Do (or Delegate) This Next
Start an Email Guide with your most common decisions and process questions.
📘 Books Mentioned
🔗 Resources Mentioned
Shared Inbox CRM: HelpScout
Voice Messaging App: SpeakPipe
Transcription Software: Descript
Knowledge Base App: TextExpander
Project Management Software: Notion
Related Podcast Episodes: 086: The Cyrano Strategy for Delegating Important Comms
❤️ Enjoying the show? The best way to thank us is by leaving a rating or review. Consider becoming a podcast BFF and you’ll get access to a monthly Q&A call with Jenny, a private feed, and access to a community forum with fellow Heart-Based Business Owners.
🎧 Make sure you’re subscribed wherever you listen to podcasts
📝 Check out full show notes and links from this episode and share it with a friend! https://itsfreetime.com/episodes/092
092: Train the System, Then the Person