April 16, 2025 • 25 mins
Ready to scale your business without the overwhelm? Join your host Steph, a bookkeeper and fellow entrepreneur, who's built a business, she shares the real, actionable steps you can take today to set yourself up for success tomorrow. On this episode of Balanced, Steph breaks down the practical strategies for getting your finances scale-ready, building efficient business systems, cultivating the right growth mindset and leadership, and strategically building your support team.
If you're dreaming of expansion but not sure where to start, this is for you. Grab your coffee and let's make scaling feel less scary and more "let's do this!"
Key Growth Prep Steps:
- [1:44] Financial Fitness for Scaling: Know your numbers to grow confidently.
- [2:50] Keep Books Updated (Monthly Wins!).
- [3:36] Focus on What Matters: Key Metrics.
- [4:18] Secure Your Future with a Cash Buffer.
- [4:55] Make Growth Real with Simple Planning.
- [5:50] Smart to Ask for Financial Help.
- [8:30] Smooth Scaling with Systems: Document once, grow easily.
- [9:10] Your First Task SOP.
- [10:00] Automate & Use Templates: Save Time!
- [11:10] Organized Files = Future Sanity.
- [11:50] Regular Review for Growth.
- [13:10] Lead Your Growth: Mindset Matters: Shift to CEO thinking.
- [13:55] Your Dedicated Growth Hour.
- [14:45] Believe You Can Grow.
- [15:15] Invest in Being a Better Leader.
- [16:00] Let Others Help You Grow.
- [17:10] See Yourself as the Future CEO.
- [18:30] Your Dream Team for Scaling: Delegate for bigger impact.
- [19:05] Envision Your Future Team.
- [19:50] Start Delegating Something Small.
- [20:25] "Who Not How" for the Win!
- [21:15] Hire People Who Get You.
- [21:55] Communicate & Trust Your Team.
Ready to take the first step towards scale-ready finances?
- Get a FREE consultation with Steph at Starlight Bookkeeping to discuss your growth!
- Before you scale, make sure your financial foundation is solid. Download our FREE "Leaky Bucket Report" and find money that could be used for growth!
- Subscribe to Balanced for more real-world scaling strategies and actionable tips in every episode!
- Share this with an entrepreneur ready to scale – it could be exactly what they need!
Want more tips on balancing business and life? Follow me on Instagram for insights on bookkeeping, business, and everything in between!
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Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
(00:04):
Hey there, and welcome toBalanced the Podcast, all about
finding that sweet spot betweenrunning a business and living a
life.
I'm Stephanie, your host,bookkeeper by trade business,
owner by heart, and trust me,always working to keep all the
plates spinning.
Balanced is your go-to for real,down to earth conversations
about the highs and lows ofrunning a business.
(00:25):
With the right tools, I believeyou can grow your business
without burning out and findthat harmony in your books, your
business, and your life.
So grab a coffee, get comfy, andlet's dive into some practical
tips, real stories, and a fewlaughs as we navigate this
balanced life together.
Steph Blain (00:46):
Hello and welcome to Balanced the podcast for
entrepreneurs who are balancingtheir books, business, growth,
and life.
I'm Stephanie, and today we'rediving into how to set your
business up now for the biggrowth that you are dreaming of
in the future.
If you have big plans to scale,whether that means launching new
products, expanding your team,or hitting that next revenue
(01:06):
milestone.
This episode is for you.
We will cover four core areas.
You can start working onimmediately financial readiness,
business systems, or SOPs,mindset shifts, team building
and delegation.
I'll share some relatablestories and actionable tips, and
my goal is for you to walk awaymotivated and equipped with
simple steps to make yourbusiness scale ready.
(01:29):
So with that, let's get started.
Let's start with the not soglamorous but absolutely
essential stuff.
Your finances, of course, beinga bookkeeper by trade, I chose
to talk about this one first,but even though I might be a bit
biased, there is no denying howimportant this piece of the
puzzle is.
Let's start with picturing asituation.
(01:51):
You're cruising along withsteady sales, but when an
opportunity to expand pops up,you freeze because you aren't
sure if you can afford it or howit's gonna affect your cashflow
long term.
This probably sounds veryrelatable.
So many entrepreneurs avoidtheir numbers until tax time
with only compliance on theirmind, but having financial
clarity right now isfoundational for future growth.
(02:13):
In fact, studies show that 82%of small businesses.
Fail due to cash flow problems.
That's crazy to think about.
The majority of businessfailures aren't because of bad
ideas or lack of passion, butbecause they ran out of cash or
didn't understand theirfinances.
We don't want that to happen toyou.
Imagine you're running athriving online boutique and you
(02:34):
have huge dreams to open asecond location.
The excitement is so real, butwhen you sit down to crunch the
numbers, you realize you don'tactually know your exact
financial position.
Money's just moving in and outin a blur.
Now imagine taking the time toget your bookkeeping up to date
and uncovering that your profitmargins are thinner than
expected.
It's a wake up call, but it'salso an opportunity by making
(02:56):
adjustments, tweaking pricing,cutting unnecessary costs, and
setting aside cash.
Each month you can turn thatdream into a reality.
Next thing you know.
You have all the financialclarity and confidence you need
to successfully open that secondstore, knowing your numbers are
solid.
The takeaway financial clarityturns big dreams into strategic
(03:16):
attainable goals.
So what actionable steps can youtake right now to boost your
financial readiness?
First, keep your books up todate.
Make sure you're recordingincome and expenses regularly,
at least monthly, if not weekly.
Use a bookkeeping software, oreven a simple spreadsheet.
Whatever works for you, but keepit consistent.
(03:37):
When your books are current, youcan quickly see trends and spot
issues before they becomeproblems.
Second, know your key numbers.
What I mean by this isidentifying the top financial
metrics that matter most foryour unique business.
Depending on your industry andbusiness model, the most
important numbers are going tovary.
A service-based business mightfocus more on billable hours and
(03:59):
capacity.
While an e-commerce brand mightmonitor return rates or average
order value.
I am guessing as I'm sayingthis, you already have an idea
in your mind of which numbersmatter most to you in your
business.
So start there.
Identify your top two to threemetrics and make it a habit to
check in with them regularly.
Number three, build a cashcushion.
(04:20):
If you plan to scale, you'lllikely need to invest cash
upfront for inventory,marketing, new hires, et cetera.
Start setting aside a bit ofmoney each month.
As a growth fund or an emergencyfund, even a small buffer can
save you from panic if you hit aslow sales month or if you face
an unexpected expense.
Think of this as paying yourfuture self.
(04:40):
Next is to budget and forecast.
I know that budget isn't a funword for many creative
entrepreneurs, but it can besimple.
Write down your expectedexpenses each month and the
sales that you need to coverthem.
If you have big growth goals,try forecasting what additional
costs and revenue might looklike.
For example, if I hire anassistant at x dollars per
(05:03):
month, can I increase my salesby at least x dollars a month to
cover it?
Basic forecast makes your goalsmore real and keeps you
financially grounded as youchase growth.
And pro tip, if you are usingQuickBooks online, they have a
very helpful budgeting toolwithin it.
Fourth and lastly, get help ifyou need it.
if it starts feelingoverwhelming, don't hesitate to
(05:25):
get support.
There are a lot of cheap andeven free resources out there to
help you with DIY bookkeeping,or you can outsource to a
bookkeeper for ongoing support.
There is zero shame in admittingthat bookkeeping is not part of
the business that you enjoy orfeel comfortable doing.
So bring in an expert so thatyou can focus on what you do
best.
Remember, I.
(05:46):
Clarity here will help you haveconfidence in every other
decision.
And speaking of help, I'll shareaway with you to get a free
consultation on your finances atthe end of this episode.
So hang tight for that.
By getting your finances inorder, you're essentially
building a strong foundation forthe future skyscraper of a
business.
As the saying goes, you can'timprove what you don't measure.
(06:06):
So when you know your numbers,you can make smarter choices and
seize opportunities to scaleinstead of stumbling in the
dark.
Next up we have systems and SOPsor standard operating
procedures.
Basically the way you run yourbusiness day to day, this is the
engine room of your business.
If you dream of scaling, youcan't really rely on winging it
(06:27):
or keeping all the know-how inyour head.
Trust me, future you, the onewith the bigger business will.
Thank present you for taking thetime to create some solid
processes now.
Let's imagine a small bakerythat makes the most amazing
cupcakes.
At first, the owner, let's callher Alex.
She does everything.
She bakes, decorates, handlescustomers, orders, supplies, the
(06:51):
cupcakes, gain popularity.
Yay.
Right, but now Alex is stretchedso thin that the quality starts
slipping and she's exhausted.
The incredible turning pointwill come when she starts
documenting her recipes andprocesses for mixing batter,
frosting, the cupcakes, handlingthe catering orders.
Everything.
She creates a simple binder ofSOPs and she trains an
(07:14):
assistant.
Suddenly the business can handletwice the orders.
Customers still get the samegreat cupcake every time, and
Alex can even start taking herweekends off.
The bakery becomes a well-oiledmachine instead of a one woman
show.
That is the power of systems.
Now, of course, you don't haveto own a bakery for this to
apply whatever your business is.
(07:34):
Systems equal scalability Asbusiness guru, Michael Gerber
famously said, if your businessdepends on you, you don't own a
business, you have a job.
The point is you have to setyour business to run smoothly
even when you're not the onedoing every little thing.
Think of franchises likeStarbucks or McDonald's.
They can open countlesslocations because they have a
(07:55):
playbook for absolutelyeverything.
you may not want a hundredlocations, but having your own
playbook is crucial to scale upwithout things falling apart.
Here's some things that you cando right now to start building
your business systems today.
Number one, start documentingroutine tasks.
Begin with the one task that youdo repeatedly, whether that's
(08:16):
onboarding a new client, postingon social media, packing an
order.
The list goes on, write down thesteps from start to finish.
It doesn't need to be fancy.
Just do bullet points or achecklist.
For example, if you run ane-commerce shop, document the
steps that it takes to fulfillan order from receiving the
order email to shipping it out.
Once it's written,congratulations, you have a mini
(08:39):
SOP.
Keep it somewhere accessible andupdate it as you need to.
Number two is create templates,automate and use time saving
tools.
One of the smartest moves thatyou can make as a business owner
is to save time through systemsthat reduce repetitive work,
whether it's creating emailtemplates, standard checklists,
or automating tasks throughtools like Trello, Asana, or
(09:02):
QuickBooks.
You'll eliminate a ton of mentalload.
Automations can handlereoccurring tasks like importing
transactions or sendingappointment reminders.
Think of them as your silentemployee working 24 7.
And of course, we can't ignorehow much AI has accelerated
this.
Tools that once took hours.
Now take minutes.
(09:22):
The more you invest your timenow to streamline what you can
with these templates, tech andai, the more time you're gonna
end up having to focus on growthand leadership.
This next one relates to theprevious point, but it's still
worth mentioning.
Organize your files and data.
As you scale, you'll accumulatedocuments, client info,
passwords, and on and on set upa filing system.
(09:45):
Now, whether that's in GoogleDrive, Dropbox, or a CRM for
customer data, the point is tocreate an SOP for how files are
named and stored future.
You and any future team member,most importantly, will be able
to find that important file in10 seconds instead of two hours.
Next is to review and refine.
(10:06):
So schedule an SEO day, maybeonce a month or something like
that to step back and reviewyour operations.
Ask yourself where did thingsslow down or bottleneck this
month?
Or questions do contractors orteam members keep asking?
Those are clues for whichprocess to refine or which SOP
to create Next.
(10:27):
Systems aren't set it and forgetit.
They evolve, but the good newsis that once you start this
habit, your business becomesmore efficient with every tweak.
And remember, building systemsis an investment.
It might feel like a lot ofextra work up front, but it pays
off exponentially.
With solid SOPs, you can onboardnew team members faster,
(10:47):
maintain quality as volumeincreases, and even take a
vacation without panicking.
Think of your business like afranchise of you, even if you're
small.
Now, treat it like it's going tobe big because it is.
Create that machine so that whenyou pour more fuel into it, like
more clients and more revenue,it runs smoothly rather than
breaking down.
(11:08):
Alright, so let's switch gearsand talk about mindset and
leadership.
We've covered the tangiblestuff, money and systems, but
scaling Isn't all about numbers.
It's a mental game too.
And as you prepare to grow, youare going to need to step into
the role of CEO and leader ofyour business, even if right now
you're a solo operation.
(11:29):
This often means shifting yourmindset from being the doer of
all things to the strategist andvisionary.
Many entrepreneurs start bywearing all the hats,
salesperson, customer servicerep.
Product deliver an ITtroubleshooter when something
breaks.
At first, this level ofinvolvement feels necessary, but
over time it leads to burnoutand ironically, it limits your
(11:50):
business growth.
A common turning point happenswhen business owners realize
that they're acting as anoverworked employee in their own
company rather than the CEO.
The shift begins when they carveout dedicated time for strategy
and big picture thinking ratherthan just daily tasks.
Many start by delegating smallresponsibilities like admin
tasks or customer serviceinquiries, and they soon find
(12:13):
that letting go frees up theirmental space to drive real
growth.
The takeaway, a business canonly grow as much as its leader
grows.
Many business owners struggle tostep out of the day-to-day
weeds.
In fact, a survey by thealternative board found that 63%
of business owners worked over50 hours a week.
A third worked over 60, yet onlyabout 32% of their time is spent
(12:37):
on high level strategic work.
And that means that majority oftheir energy is going into
putting out buyers and doingroutine tasks.
Rather than steering the shipforward, no wonders, it's hard
to scale at that rate.
The lesson here is that we haveto intentionally reclaim time
for CEO level activities.
Thinking, planning, innovating,even when it feels like we have
(12:59):
a million other things to do.
How do you start developing ascale up mindset and leadership
habits?
I mentioned it earlier, butschedule that CEO time,
literally block out time on yourcalendar for big picture
thinking and planning.
Even if it's just an hour everyTuesday morning when you go to a
coffee shop and brainstorm orreview goals or learn something
(13:20):
new.
Treat this appointment withyourself as sacred.
Use it to work on your business,not in it.
No client work.
No nitty gritty during thistime.
Just strategy and learning.
Next, adopt a growth mindset.
Scaling will push you out ofyour comfort zone.
You might need to learn aboutnew marketing strategies, manage
a team, or tackle financialdecisions that scare you.
(13:42):
Embrace the idea that you canlearn and grow just like your
business can.
Instead of thinking, oh, I'm notgood at X, Y, Z, I can't do
that.
Start thinking maybe I'm not anexpert at this stuff yet, but I
know I will be and I have thetools to get there.
So let's dive into it.
Next is to invest in yourleadership skills.
Great leaders aren't born,they're built.
(14:05):
Seek out resources to help yougrow.
This could mean readingleadership or business books,
people like John Maxwell, SimonSinek, Brene Brown.
Find someone who resonates withyou.
This could look like you takingan online course or join an
entrepreneur mastermind group.
Even listening to podcasts likethis one is a fantastic way to
sharpen your mindset.
(14:25):
The key is to never stoplearning.
As you evolve, you'll bring newinsights and energy to your
business.
Next is to gradually let go ofthe reigns.
This one is tough, but it's sonecessary.
Identify one or two small areaswhere you can start delegating
or outsourcing.
We'll dive deeper intodelegation in the next section,
but it might be things likehanding off your bookkeeping if
(14:47):
that's something you hate doingor delegating social media,
scheduling, things like that.
Practice letting someone elsehandle it without your constant
input.
Yes, they might do itdifferently than you, but that's
okay.
Trust that 80% done by someoneelse is often better than a
hundred percent done by you.
If it means freeing up your timeto focus on growth over time,
(15:09):
you'll build confidence thatyour business won't collapse if
you step away from a task.
In fact, it will likely grow.
And lastly, for this section isto visualize your future role.
Take a moment to envision thescaled up version of your
business.
What does your day as the CEO ofthat larger company look like?
Are you focusing onpartnerships, product vision?
(15:31):
Maybe speaking at industryevents while your team handles
the day-to-day?
Keep that vision in mind.
When you catch yourself buriedin trivial tasks, remember the
leader you aspire to be.
Sometimes a mindset shift canstart with simply asking, is
this what a CEO would be doing?
And if not, plan to delegate itas soon as you're able to.
(15:52):
Shifting from scrappyentrepreneur to effective
leader.
Is a journey.
Be patient with yourself, butalso give yourself permission to
step up.
It might feel uncomfortable tostep away from the familiar
grind, but that's where thegrowth happens for you and your
business.
Empower yourself with themindset that you're building
something bigger than just a jobfor yourself.
(16:12):
You're building an enterpriseand you have to think like an
enterprise leader When you startacting like the CEO before you
even have a big team or a bigrevenue, you'll find that you
make decisions differently andbetter, and that paves the way
for the next part of ourdiscussion, getting the right
people on board.
So let's talk about preparing toscale through team building and
(16:34):
delegation.
You've tackled your finances,you've tightened up your
systems, and you're starting toadopt a CEO mindset.
Awesome.
Now let's talk about one of themost powerful ways to prepare
for scaling, building a team andlearning to delegate.
The truth is, if your vision istruly big, you won't get there
alone.
No matter how talented or drivenyou are, there's a ceiling to
(16:57):
what you can achieve as a soloact.
The businesses that scale andthrive are those that.
Build a strong team around thefounder and learn to delegate
effectively.
This doesn't necessarily meanhiring a huge staff right away.
It means strategically gettingthe right people in the right
roles at the right time andletting go of the idea that you
must do everything yourself.
(17:18):
Many business owners findthemselves stuck in a cycle of
overwork, handling every aspectof their company, from client
communication to dailyoperations.
And while this hands-on approachmay seem necessary in the early
stages, it often leads toburnout and it really does limit
that business growth.
A common turning point is whenentrepreneurs begin delegating
(17:38):
key responsibilities.
Hiring a project manager tostreamline client work or a
sales rep to handle newinquiries.
It can free up your time andimprove service quality.
As a result, businesses oftensee happier clients, increased
efficiency, and even higherrevenue.
The key lesson here is thatdelegation isn't about reducing
(17:58):
workload, it's about unlockingsustainable growth.
If you're still a one personbusiness team, building might
mean outsourcing or contractinghelp.
For now, that's perfectly fine.
What matters is that you startpracticing the art of delegation
and leadership in small waysbefore you're overwhelmed.
And if you already have a smallteam, it's about empowering them
(18:20):
so that collectively you canclimb to the next level.
So let's break down theactionable steps for team
building and delegation that youcan implement, even if you're
not ready for full-time hiresyet.
First, identify your futureroles.
Take a look at your workload andidentify the tasks or functions
that someone else couldeventually handle.
Make out wishlists of roles thatyou'd love to fill as you grow a
(18:43):
virtual assistant, a bookkeeper,a marketing coordinator, a
customer service rep.
Don't panic about the cost orlogistics yet.
This is just about envisioningthe support that your future
larger business will need.
Clarity here helps you plan.
Second delegate.
One small thing for now, even ifyou think you're not ready to
hire, find one task that you candelegate in the near future.
(19:06):
It could be contracting afreelancer to design your logo
instead of DIYing it or hire avirtual assistant for just a few
hours a week to manage emails ora social media comments.
It might even be delegating athome like a cleaning service to
free up your time for thebusiness.
The muscles that we're buildinghere is learning to let go and
trust others.
(19:27):
Start small and build fromthere.
Third is to apply the who nothow principle.
There's a brilliant concept fromentrepreneur Dan Sullivan's book
Who Not How.
The idea is when faced with atask or a goal, instead of
asking How can I do this task,ask instead, who can help me do
this task?
Adopting this mindset willchange the game for you.
(19:50):
For example, if your goal is tolaunch a new website, the how
approach has you trying to learnweb design at midnight, the who
approach has you find a skilledweb designer while you focus on
your core business.
So next time you're feelingoverwhelmed by something, pause
and think, is there a who thatshould be doing this instead of
me?
Next is hire for fit and values.
(20:13):
When you're ready to bringsomeone onto your team, be it a
contractor or an employee, lookfor people who align with your
values and vision.
Skills can be taught, but a teamthat gets the mission is
priceless.
Early team members will have abig impact on your business
culture.
So choose people who will helpyou drive your vision forward.
(20:34):
And lastly is learn tocommunicate and let go.
Delegation isn't dumping a taskon someone and then crossing
your fingers.
It's a skill of clearcommunication and trust.
When you delegate, be specificabout the outcome that you want.
Give necessary guidance, butthen step back and truly let
them do it.
This is exactly where youramazing SOPs will come in.
(20:55):
When your team has access toclear, well-documented
processes, they're empowered totake ownership and execute with
confidence.
Your job as the leader is tocommunicate the what and the
why, and let your team figureout the how in their own style
using the tools and structurethat you've provided.
This not only frees you, but itempowers them, and that's such a
(21:15):
great business culture.
Ultimately scaling is a teamsport.
Every solopreneur who makes itbig will tell you that they have
mentors, peers, subcontractors,who are all part of their
success team.
Don't wait until you're drowningto seek help proactively.
Building your support networkand learning how to be a good
leader for them will makescaling up feel exciting instead
(21:37):
of terrifying.
So we've covered a lot.
Let's quickly recap what you canstart focusing on to prepare for
future scaling.
First, you're gonna get yourfinancial house in order,
tracking your numbers, managingyour cash flow, and building
clarity around your financeslike a boss.
Because knowledge is power andfinancial clarity is the.
Fuel for growth, then you canbegin creating systems and SOPs
(22:00):
so that your business can becomea replicable machine that runs
smoothly and efficiently.
After that, it's about shiftingthat mindset, stepping into your
CEO role and recognizing thatworking smarter beats working
harder every time.
And finally, you'll startbuilding your team and
delegating because big dreamsrequire a solid crew and you
don't have to carry the weightall by yourself.
(22:24):
So take a moment.
Give yourself some credit forshowing up and thinking ahead.
These are not small things.
By planning and preparing inthese areas, you're literally
laying the groundwork for thebusiness that you will become.
It takes foresight anddedication, but oh my goodness,
will it pay off when you'rereaping the rewards of a
thriving, scalable business.
Before we wrap up, I wanna leaveyou with this thought.
(22:47):
Scaling doesn't happenovernight.
It's the result of consistent,intentional effort.
Every time you reconcile yourbooks and truly understand your
finances, you're preparing toscale.
Every SOP you write or tool youimplement is paving the way for
growth.
Every mindset shift andleadership skill that you hone
is expanding the ceiling ofwhat's possible for your
company, and each task that youdelegate is multiplying what
(23:10):
your business can achieve.
So keep at it.
Those small steps that you taketoday will become the giant
leaps in your businessestomorrow.
Now speaking of financialclarity, I wanna help you take
care of that first crucial step.
Since financial readiness is sofoundational, I offer a free
consultation through StarlightBookkeeping.
This is a no pressure,one-on-one session where we'll
(23:32):
look at your current bookkeepingsetup, talk about your financial
goals, and identify some optionsfor how you can get your
finances organized.
Whether you have an accountantor you've been DIYing with
spreadsheets, an expert, I cangive you some new insights.
The goal is to get you feelingconfident about your numbers so
that you can charge ahead withthose big plans that you have.
Don't underestimate the power offinancial clarity.
(23:54):
It can truly transform how youlead your business.
So to schedule your freeconsultation, you can just head
over to our website, it'sstarlight bookkeeping.com, and
click on schedule a chat, or youcan check out the link in the
show notes.
My team and I would love to chatwith you and help you get clear
on your path of scaling up.
Thank you so much for listeningto this episode of Balance.
(24:16):
I hope you found these stepsvaluable and you're feeling
inspired and empowered to takeaction.
Remember, big growth starts withsmall steps taken consistently.
You've got the vision, and nowyou have some tools to start
making it a reality.
I am genuinely excited to seeyou build the business of your
dreams with less stress and moreclarity along the way.
(24:36):
If you enjoyed this episode,make sure you subscribe for more
insights on balancing your booksand business growth.
And if you know a fellowentrepreneur with big dreams, do
me a favor and share thisepisode with them.
Until next time, keep your booksbalanced and your goals big.
You've got this and I'm herecheering you on every step of
the way.
Happy scaling.
Hey there, and welcome toBalanced the Podcast, all about
finding that sweet spot betweenrunning a business and living a
life.
I'm Stephanie, your host,bookkeeper by trade business,
owner by heart, and trust me,always working to keep all the
plates spinning.
Balanced is your go-to for real,down to earth conversations
about the highs and lows ofrunning a business.
(00:25):
With the right tools, I believeyou can grow your business
without burning out and findthat harmony in your books, your
business, and your life.
So grab a coffee, get comfy, andlet's dive into some practical
tips, real stories, and a fewlaughs as we navigate this
balanced life together.
Steph Blain (00:46):
Hello and welcome to Balanced the podcast for
entrepreneurs who are balancingtheir books, business, growth,
and life.
I'm Stephanie, and today we'rediving into how to set your
business up now for the biggrowth that you are dreaming of
in the future.
If you have big plans to scale,whether that means launching new
products, expanding your team,or hitting that next revenue
(01:06):
milestone.
This episode is for you.
We will cover four core areas.
You can start working onimmediately financial readiness,
business systems, or SOPs,mindset shifts, team building
and delegation.
I'll share some relatablestories and actionable tips, and
my goal is for you to walk awaymotivated and equipped with
simple steps to make yourbusiness scale ready.
(01:29):
So with that, let's get started.
Let's start with the not soglamorous but absolutely
essential stuff.
Your finances, of course, beinga bookkeeper by trade, I chose
to talk about this one first,but even though I might be a bit
biased, there is no denying howimportant this piece of the
puzzle is.
Let's start with picturing asituation.
(01:51):
You're cruising along withsteady sales, but when an
opportunity to expand pops up,you freeze because you aren't
sure if you can afford it or howit's gonna affect your cashflow
long term.
This probably sounds veryrelatable.
So many entrepreneurs avoidtheir numbers until tax time
with only compliance on theirmind, but having financial
clarity right now isfoundational for future growth.
(02:13):
In fact, studies show that 82%of small businesses.
Fail due to cash flow problems.
That's crazy to think about.
The majority of businessfailures aren't because of bad
ideas or lack of passion, butbecause they ran out of cash or
didn't understand theirfinances.
We don't want that to happen toyou.
Imagine you're running athriving online boutique and you
(02:34):
have huge dreams to open asecond location.
The excitement is so real, butwhen you sit down to crunch the
numbers, you realize you don'tactually know your exact
financial position.
Money's just moving in and outin a blur.
Now imagine taking the time toget your bookkeeping up to date
and uncovering that your profitmargins are thinner than
expected.
It's a wake up call, but it'salso an opportunity by making
(02:56):
adjustments, tweaking pricing,cutting unnecessary costs, and
setting aside cash.
Each month you can turn thatdream into a reality.
Next thing you know.
You have all the financialclarity and confidence you need
to successfully open that secondstore, knowing your numbers are
solid.
The takeaway financial clarityturns big dreams into strategic
(03:16):
attainable goals.
So what actionable steps can youtake right now to boost your
financial readiness?
First, keep your books up todate.
Make sure you're recordingincome and expenses regularly,
at least monthly, if not weekly.
Use a bookkeeping software, oreven a simple spreadsheet.
Whatever works for you, but keepit consistent.
(03:37):
When your books are current, youcan quickly see trends and spot
issues before they becomeproblems.
Second, know your key numbers.
What I mean by this isidentifying the top financial
metrics that matter most foryour unique business.
Depending on your industry andbusiness model, the most
important numbers are going tovary.
A service-based business mightfocus more on billable hours and
(03:59):
capacity.
While an e-commerce brand mightmonitor return rates or average
order value.
I am guessing as I'm sayingthis, you already have an idea
in your mind of which numbersmatter most to you in your
business.
So start there.
Identify your top two to threemetrics and make it a habit to
check in with them regularly.
Number three, build a cashcushion.
(04:20):
If you plan to scale, you'lllikely need to invest cash
upfront for inventory,marketing, new hires, et cetera.
Start setting aside a bit ofmoney each month.
As a growth fund or an emergencyfund, even a small buffer can
save you from panic if you hit aslow sales month or if you face
an unexpected expense.
Think of this as paying yourfuture self.
(04:40):
Next is to budget and forecast.
I know that budget isn't a funword for many creative
entrepreneurs, but it can besimple.
Write down your expectedexpenses each month and the
sales that you need to coverthem.
If you have big growth goals,try forecasting what additional
costs and revenue might looklike.
For example, if I hire anassistant at x dollars per
(05:03):
month, can I increase my salesby at least x dollars a month to
cover it?
Basic forecast makes your goalsmore real and keeps you
financially grounded as youchase growth.
And pro tip, if you are usingQuickBooks online, they have a
very helpful budgeting toolwithin it.
Fourth and lastly, get help ifyou need it.
if it starts feelingoverwhelming, don't hesitate to
(05:25):
get support.
There are a lot of cheap andeven free resources out there to
help you with DIY bookkeeping,or you can outsource to a
bookkeeper for ongoing support.
There is zero shame in admittingthat bookkeeping is not part of
the business that you enjoy orfeel comfortable doing.
So bring in an expert so thatyou can focus on what you do
best.
Remember, I.
(05:46):
Clarity here will help you haveconfidence in every other
decision.
And speaking of help, I'll shareaway with you to get a free
consultation on your finances atthe end of this episode.
So hang tight for that.
By getting your finances inorder, you're essentially
building a strong foundation forthe future skyscraper of a
business.
As the saying goes, you can'timprove what you don't measure.
(06:06):
So when you know your numbers,you can make smarter choices and
seize opportunities to scaleinstead of stumbling in the
dark.
Next up we have systems and SOPsor standard operating
procedures.
Basically the way you run yourbusiness day to day, this is the
engine room of your business.
If you dream of scaling, youcan't really rely on winging it
(06:27):
or keeping all the know-how inyour head.
Trust me, future you, the onewith the bigger business will.
Thank present you for taking thetime to create some solid
processes now.
Let's imagine a small bakerythat makes the most amazing
cupcakes.
At first, the owner, let's callher Alex.
She does everything.
She bakes, decorates, handlescustomers, orders, supplies, the
(06:51):
cupcakes, gain popularity.
Yay.
Right, but now Alex is stretchedso thin that the quality starts
slipping and she's exhausted.
The incredible turning pointwill come when she starts
documenting her recipes andprocesses for mixing batter,
frosting, the cupcakes, handlingthe catering orders.
Everything.
She creates a simple binder ofSOPs and she trains an
(07:14):
assistant.
Suddenly the business can handletwice the orders.
Customers still get the samegreat cupcake every time, and
Alex can even start taking herweekends off.
The bakery becomes a well-oiledmachine instead of a one woman
show.
That is the power of systems.
Now, of course, you don't haveto own a bakery for this to
apply whatever your business is.
(07:34):
Systems equal scalability Asbusiness guru, Michael Gerber
famously said, if your businessdepends on you, you don't own a
business, you have a job.
The point is you have to setyour business to run smoothly
even when you're not the onedoing every little thing.
Think of franchises likeStarbucks or McDonald's.
They can open countlesslocations because they have a
(07:55):
playbook for absolutelyeverything.
you may not want a hundredlocations, but having your own
playbook is crucial to scale upwithout things falling apart.
Here's some things that you cando right now to start building
your business systems today.
Number one, start documentingroutine tasks.
Begin with the one task that youdo repeatedly, whether that's
(08:16):
onboarding a new client, postingon social media, packing an
order.
The list goes on, write down thesteps from start to finish.
It doesn't need to be fancy.
Just do bullet points or achecklist.
For example, if you run ane-commerce shop, document the
steps that it takes to fulfillan order from receiving the
order email to shipping it out.
Once it's written,congratulations, you have a mini
(08:39):
SOP.
Keep it somewhere accessible andupdate it as you need to.
Number two is create templates,automate and use time saving
tools.
One of the smartest moves thatyou can make as a business owner
is to save time through systemsthat reduce repetitive work,
whether it's creating emailtemplates, standard checklists,
or automating tasks throughtools like Trello, Asana, or
(09:02):
QuickBooks.
You'll eliminate a ton of mentalload.
Automations can handlereoccurring tasks like importing
transactions or sendingappointment reminders.
Think of them as your silentemployee working 24 7.
And of course, we can't ignorehow much AI has accelerated
this.
Tools that once took hours.
Now take minutes.
(09:22):
The more you invest your timenow to streamline what you can
with these templates, tech andai, the more time you're gonna
end up having to focus on growthand leadership.
This next one relates to theprevious point, but it's still
worth mentioning.
Organize your files and data.
As you scale, you'll accumulatedocuments, client info,
passwords, and on and on set upa filing system.
(09:45):
Now, whether that's in GoogleDrive, Dropbox, or a CRM for
customer data, the point is tocreate an SOP for how files are
named and stored future.
You and any future team member,most importantly, will be able
to find that important file in10 seconds instead of two hours.
Next is to review and refine.
(10:06):
So schedule an SEO day, maybeonce a month or something like
that to step back and reviewyour operations.
Ask yourself where did thingsslow down or bottleneck this
month?
Or questions do contractors orteam members keep asking?
Those are clues for whichprocess to refine or which SOP
to create Next.
(10:27):
Systems aren't set it and forgetit.
They evolve, but the good newsis that once you start this
habit, your business becomesmore efficient with every tweak.
And remember, building systemsis an investment.
It might feel like a lot ofextra work up front, but it pays
off exponentially.
With solid SOPs, you can onboardnew team members faster,
(10:47):
maintain quality as volumeincreases, and even take a
vacation without panicking.
Think of your business like afranchise of you, even if you're
small.
Now, treat it like it's going tobe big because it is.
Create that machine so that whenyou pour more fuel into it, like
more clients and more revenue,it runs smoothly rather than
breaking down.
(11:08):
Alright, so let's switch gearsand talk about mindset and
leadership.
We've covered the tangiblestuff, money and systems, but
scaling Isn't all about numbers.
It's a mental game too.
And as you prepare to grow, youare going to need to step into
the role of CEO and leader ofyour business, even if right now
you're a solo operation.
(11:29):
This often means shifting yourmindset from being the doer of
all things to the strategist andvisionary.
Many entrepreneurs start bywearing all the hats,
salesperson, customer servicerep.
Product deliver an ITtroubleshooter when something
breaks.
At first, this level ofinvolvement feels necessary, but
over time it leads to burnoutand ironically, it limits your
(11:50):
business growth.
A common turning point happenswhen business owners realize
that they're acting as anoverworked employee in their own
company rather than the CEO.
The shift begins when they carveout dedicated time for strategy
and big picture thinking ratherthan just daily tasks.
Many start by delegating smallresponsibilities like admin
tasks or customer serviceinquiries, and they soon find
(12:13):
that letting go frees up theirmental space to drive real
growth.
The takeaway, a business canonly grow as much as its leader
grows.
Many business owners struggle tostep out of the day-to-day
weeds.
In fact, a survey by thealternative board found that 63%
of business owners worked over50 hours a week.
A third worked over 60, yet onlyabout 32% of their time is spent
(12:37):
on high level strategic work.
And that means that majority oftheir energy is going into
putting out buyers and doingroutine tasks.
Rather than steering the shipforward, no wonders, it's hard
to scale at that rate.
The lesson here is that we haveto intentionally reclaim time
for CEO level activities.
Thinking, planning, innovating,even when it feels like we have
(12:59):
a million other things to do.
How do you start developing ascale up mindset and leadership
habits?
I mentioned it earlier, butschedule that CEO time,
literally block out time on yourcalendar for big picture
thinking and planning.
Even if it's just an hour everyTuesday morning when you go to a
coffee shop and brainstorm orreview goals or learn something
(13:20):
new.
Treat this appointment withyourself as sacred.
Use it to work on your business,not in it.
No client work.
No nitty gritty during thistime.
Just strategy and learning.
Next, adopt a growth mindset.
Scaling will push you out ofyour comfort zone.
You might need to learn aboutnew marketing strategies, manage
a team, or tackle financialdecisions that scare you.
(13:42):
Embrace the idea that you canlearn and grow just like your
business can.
Instead of thinking, oh, I'm notgood at X, Y, Z, I can't do
that.
Start thinking maybe I'm not anexpert at this stuff yet, but I
know I will be and I have thetools to get there.
So let's dive into it.
Next is to invest in yourleadership skills.
Great leaders aren't born,they're built.
(14:05):
Seek out resources to help yougrow.
This could mean readingleadership or business books,
people like John Maxwell, SimonSinek, Brene Brown.
Find someone who resonates withyou.
This could look like you takingan online course or join an
entrepreneur mastermind group.
Even listening to podcasts likethis one is a fantastic way to
sharpen your mindset.
(14:25):
The key is to never stoplearning.
As you evolve, you'll bring newinsights and energy to your
business.
Next is to gradually let go ofthe reigns.
This one is tough, but it's sonecessary.
Identify one or two small areaswhere you can start delegating
or outsourcing.
We'll dive deeper intodelegation in the next section,
but it might be things likehanding off your bookkeeping if
(14:47):
that's something you hate doingor delegating social media,
scheduling, things like that.
Practice letting someone elsehandle it without your constant
input.
Yes, they might do itdifferently than you, but that's
okay.
Trust that 80% done by someoneelse is often better than a
hundred percent done by you.
If it means freeing up your timeto focus on growth over time,
(15:09):
you'll build confidence thatyour business won't collapse if
you step away from a task.
In fact, it will likely grow.
And lastly, for this section isto visualize your future role.
Take a moment to envision thescaled up version of your
business.
What does your day as the CEO ofthat larger company look like?
Are you focusing onpartnerships, product vision?
(15:31):
Maybe speaking at industryevents while your team handles
the day-to-day?
Keep that vision in mind.
When you catch yourself buriedin trivial tasks, remember the
leader you aspire to be.
Sometimes a mindset shift canstart with simply asking, is
this what a CEO would be doing?
And if not, plan to delegate itas soon as you're able to.
(15:52):
Shifting from scrappyentrepreneur to effective
leader.
Is a journey.
Be patient with yourself, butalso give yourself permission to
step up.
It might feel uncomfortable tostep away from the familiar
grind, but that's where thegrowth happens for you and your
business.
Empower yourself with themindset that you're building
something bigger than just a jobfor yourself.
(16:12):
You're building an enterpriseand you have to think like an
enterprise leader When you startacting like the CEO before you
even have a big team or a bigrevenue, you'll find that you
make decisions differently andbetter, and that paves the way
for the next part of ourdiscussion, getting the right
people on board.
So let's talk about preparing toscale through team building and
(16:34):
delegation.
You've tackled your finances,you've tightened up your
systems, and you're starting toadopt a CEO mindset.
Awesome.
Now let's talk about one of themost powerful ways to prepare
for scaling, building a team andlearning to delegate.
The truth is, if your vision istruly big, you won't get there
alone.
No matter how talented or drivenyou are, there's a ceiling to
(16:57):
what you can achieve as a soloact.
The businesses that scale andthrive are those that.
Build a strong team around thefounder and learn to delegate
effectively.
This doesn't necessarily meanhiring a huge staff right away.
It means strategically gettingthe right people in the right
roles at the right time andletting go of the idea that you
must do everything yourself.
(17:18):
Many business owners findthemselves stuck in a cycle of
overwork, handling every aspectof their company, from client
communication to dailyoperations.
And while this hands-on approachmay seem necessary in the early
stages, it often leads toburnout and it really does limit
that business growth.
A common turning point is whenentrepreneurs begin delegating
(17:38):
key responsibilities.
Hiring a project manager tostreamline client work or a
sales rep to handle newinquiries.
It can free up your time andimprove service quality.
As a result, businesses oftensee happier clients, increased
efficiency, and even higherrevenue.
The key lesson here is thatdelegation isn't about reducing
(17:58):
workload, it's about unlockingsustainable growth.
If you're still a one personbusiness team, building might
mean outsourcing or contractinghelp.
For now, that's perfectly fine.
What matters is that you startpracticing the art of delegation
and leadership in small waysbefore you're overwhelmed.
And if you already have a smallteam, it's about empowering them
(18:20):
so that collectively you canclimb to the next level.
So let's break down theactionable steps for team
building and delegation that youcan implement, even if you're
not ready for full-time hiresyet.
First, identify your futureroles.
Take a look at your workload andidentify the tasks or functions
that someone else couldeventually handle.
Make out wishlists of roles thatyou'd love to fill as you grow a
(18:43):
virtual assistant, a bookkeeper,a marketing coordinator, a
customer service rep.
Don't panic about the cost orlogistics yet.
This is just about envisioningthe support that your future
larger business will need.
Clarity here helps you plan.
Second delegate.
One small thing for now, even ifyou think you're not ready to
hire, find one task that you candelegate in the near future.
(19:06):
It could be contracting afreelancer to design your logo
instead of DIYing it or hire avirtual assistant for just a few
hours a week to manage emails ora social media comments.
It might even be delegating athome like a cleaning service to
free up your time for thebusiness.
The muscles that we're buildinghere is learning to let go and
trust others.
(19:27):
Start small and build fromthere.
Third is to apply the who nothow principle.
There's a brilliant concept fromentrepreneur Dan Sullivan's book
Who Not How.
The idea is when faced with atask or a goal, instead of
asking How can I do this task,ask instead, who can help me do
this task?
Adopting this mindset willchange the game for you.
(19:50):
For example, if your goal is tolaunch a new website, the how
approach has you trying to learnweb design at midnight, the who
approach has you find a skilledweb designer while you focus on
your core business.
So next time you're feelingoverwhelmed by something, pause
and think, is there a who thatshould be doing this instead of
me?
Next is hire for fit and values.
(20:13):
When you're ready to bringsomeone onto your team, be it a
contractor or an employee, lookfor people who align with your
values and vision.
Skills can be taught, but a teamthat gets the mission is
priceless.
Early team members will have abig impact on your business
culture.
So choose people who will helpyou drive your vision forward.
(20:34):
And lastly is learn tocommunicate and let go.
Delegation isn't dumping a taskon someone and then crossing
your fingers.
It's a skill of clearcommunication and trust.
When you delegate, be specificabout the outcome that you want.
Give necessary guidance, butthen step back and truly let
them do it.
This is exactly where youramazing SOPs will come in.
(20:55):
When your team has access toclear, well-documented
processes, they're empowered totake ownership and execute with
confidence.
Your job as the leader is tocommunicate the what and the
why, and let your team figureout the how in their own style
using the tools and structurethat you've provided.
This not only frees you, but itempowers them, and that's such a
(21:15):
great business culture.
Ultimately scaling is a teamsport.
Every solopreneur who makes itbig will tell you that they have
mentors, peers, subcontractors,who are all part of their
success team.
Don't wait until you're drowningto seek help proactively.
Building your support networkand learning how to be a good
leader for them will makescaling up feel exciting instead
(21:37):
of terrifying.
So we've covered a lot.
Let's quickly recap what you canstart focusing on to prepare for
future scaling.
First, you're gonna get yourfinancial house in order,
tracking your numbers, managingyour cash flow, and building
clarity around your financeslike a boss.
Because knowledge is power andfinancial clarity is the.
Fuel for growth, then you canbegin creating systems and SOPs
(22:00):
so that your business can becomea replicable machine that runs
smoothly and efficiently.
After that, it's about shiftingthat mindset, stepping into your
CEO role and recognizing thatworking smarter beats working
harder every time.
And finally, you'll startbuilding your team and
delegating because big dreamsrequire a solid crew and you
don't have to carry the weightall by yourself.
(22:24):
So take a moment.
Give yourself some credit forshowing up and thinking ahead.
These are not small things.
By planning and preparing inthese areas, you're literally
laying the groundwork for thebusiness that you will become.
It takes foresight anddedication, but oh my goodness,
will it pay off when you'rereaping the rewards of a
thriving, scalable business.
Before we wrap up, I wanna leaveyou with this thought.
(22:47):
Scaling doesn't happenovernight.
It's the result of consistent,intentional effort.
Every time you reconcile yourbooks and truly understand your
finances, you're preparing toscale.
Every SOP you write or tool youimplement is paving the way for
growth.
Every mindset shift andleadership skill that you hone
is expanding the ceiling ofwhat's possible for your
company, and each task that youdelegate is multiplying what
(23:10):
your business can achieve.
So keep at it.
Those small steps that you taketoday will become the giant
leaps in your businessestomorrow.
Now speaking of financialclarity, I wanna help you take
care of that first crucial step.
Since financial readiness is sofoundational, I offer a free
consultation through StarlightBookkeeping.
This is a no pressure,one-on-one session where we'll
(23:32):
look at your current bookkeepingsetup, talk about your financial
goals, and identify some optionsfor how you can get your
finances organized.
Whether you have an accountantor you've been DIYing with
spreadsheets, an expert, I cangive you some new insights.
The goal is to get you feelingconfident about your numbers so
that you can charge ahead withthose big plans that you have.
Don't underestimate the power offinancial clarity.
(23:54):
It can truly transform how youlead your business.
So to schedule your freeconsultation, you can just head
over to our website, it'sstarlight bookkeeping.com, and
click on schedule a chat, or youcan check out the link in the
show notes.
My team and I would love to chatwith you and help you get clear
on your path of scaling up.
Thank you so much for listeningto this episode of Balance.
(24:16):
I hope you found these stepsvaluable and you're feeling
inspired and empowered to takeaction.
Remember, big growth starts withsmall steps taken consistently.
You've got the vision, and nowyou have some tools to start
making it a reality.
I am genuinely excited to seeyou build the business of your
dreams with less stress and moreclarity along the way.
(24:36):
If you enjoyed this episode,make sure you subscribe for more
insights on balancing your booksand business growth.
And if you know a fellowentrepreneur with big dreams, do
me a favor and share thisepisode with them.
Until next time, keep your booksbalanced and your goals big.
You've got this and I'm herecheering you on every step of
the way.
Happy scaling.
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