December 5, 2024 • 15 mins
Have you ever wondered how much inefficiencies are really costing your business? In this episode of Maximize Your Day, I’m sharing how you can streamline operations to work smarter, not harder. I’ll walk you through:
- Identifying bottlenecks in your business (yes, sometimes it’s us!).
- Recognizing the hidden costs of inefficiencies, like time and missed opportunities.
- Building efficient systems that fit your unique needs and goals.
These insights come straight from my Boss Mastery Program, where I help entrepreneurs optimize their client experience, marketing systems, and more. It’s all about creating workflows that save you time and money—without the overwhelm.
Join me as I share actionable tips and aha moments to help you run your business like a boss. Let’s maximize your day, together!
Now that you've listened to my Maximize Your Day Podcast, it's time to grab some of my client's favorite tools to crush their goals and maximize their results. Start here --> DOWNLOAD MY GUIDE today!
Another way to support the podcast is to leave a review. Your feedback helps us to continue creating valuable content and reach a wider audience.
Thank you for your support!
Jessica Rosario
Certified Executive Coach & Business Consultant
P.S. Want to be a guest on the Maximize Your Day Podcast? Apply here!
Mark as Played
Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
Jessica Rosario, Executiv (00:02):
Hello and welcome to the Maximize
Your Day podcast, a place forentrepreneurs who are building
their business in pursuit offreedom and flexibility to do
the things they love.
I'm your host, Jessica Rosario.
I'm a New Yorker turnedFloridian who knows a thing or
two on how to effectively manageyour time while juggling
multiple priorities.
I'm an ex-corporate leader whowalked away from my nine to
(00:24):
five-ish to launch and grow mybusiness.
In this podcast, I shareinsights on mindset, business
productivity, habits andstrategies to help you take
control of your to-do list andmaximize your day, which will
help you feel more confident andless overwhelmed and getting
more done in less time.
I'm so excited you're here.
Go ahead, listen in.
I am so excited you're here, goahead, listen in.
(00:52):
Hey guys, welcome back to theshow.
I am thrilled today to chat alittle bit about optimizing your
operations, and one of thethings that I discovered in the
last few months by running myBoss Mastery Group coaching
program was that there's thethought of optimizing operations
is overwhelming or it needs tobe this huge thing, but the
(01:13):
reality is that it's anopportunity to help business
owners and entrepreneurs just tostreamline their growth.
That I've seen is that we tendto want to do what the industry
or the market is doing, and thereality is that just because a
specific process or a specificoptimization or automation or
workflow works for one persondoesn't mean that it works for
(01:37):
me, and so adapting ourselves tothe things that we want to see
in our business is critical.
So this is why I take myclients to a process map.
Understanding process mappingin my own business and how I
want my clients to experienceworking with me is critical.
The reality also is that in theevent that this other person
(02:02):
that we're comparing ourselvesto has a whole team five, six
people on their team, thenclearly they have a lot more
support when it comes tobuilding processes and
optimizing operations, whereaswe, with a smaller team or a
solopreneur, might not havethose resources easily available
.
And so I wanted to chat withyou guys a little bit on the
(02:26):
importance of optimizing youroperations just to help you
streamline the growth in yourbusiness, and I want to focus on
three specific areas.
One is the cost of inefficiency.
The second one is trulyidentifying the bottlenecks in
your business which I hate tobreak it to you guys, but
sometimes it's ourselves andthen, lastly, is really creating
(02:49):
efficient systems to help yougrow your business and move
forward.
And so let's jump into numberone, which is the cost of
inefficiency.
When it comes to looking atinefficiencies in our business,
many times we don't realize thatit's costing us more to do
things a certain way.
An example of this could beutilizing a free platform just
(03:14):
because it has some greatfeatures, but if it's still
consuming a lot of your time,that additional maybe $10, $12 a
month that you're paying for asubscription just to help you
automate processes in yourbusiness is so worth it.
When you compare your time thetime that you use in investing
(03:37):
in trying to figure out a newplatform or trying to create
some processes that are manualwe don't realize that there's
some hidden cost in that and wedon't see it in that moment, but
we begin to resent the factthat it's taking us too long.
We begin to resent the factthat we're not an expert in all
(03:58):
the things.
Just this morning, I had acoaching client that reached out
to me and said I feel like I'vehit a roadblock.
I had a coaching client thatreached out to me and said I
feel like I've hit a roadblock,and that roadblock is because I
can't get the automations andworkflows inside of my landing
page to work the way I want itto.
Well, the reality is that thatis not her expertise and so,
(04:19):
accepting that, yes, of courseyou will hit a roadblock because
of course this is not part ofthe services that you offer.
And then understanding what isthe value of my time to truly
help me be more strategic whenit comes to working my business,
and also it also helps me inreducing costs and increasing
(04:43):
revenue for my business overall.
If I can invest in hiringsomeone that can build those
processes and automations andworkflows while I can be
coaching or doing something elsethat are income producing
activities for me, then I youwill start to identify that
there is huge cost in efficiency.
(05:05):
Another thing also when it comesto cost of inefficiencies is
time.
Many times I'm working with acoaching client and they didn't
get to do things in the timeframe that they wanted to, and
so my next question is alwayswell, what did that cost you?
I see that often also inover-commitments.
So we over-committed in doingsomething.
(05:27):
The people that we lovedusually suffer from
over-commitment, and so what isthe cost of it?
So we're not managing our timeefficiently and effectively in
order to be able to really drilldown in the cost of
inefficiency.
And so, like I said, that canlook different to different
(05:48):
people, it could be in systems,it could be in software, it
could be in time, but mostimportantly it's what are we
doing with our time?
How are we measuring costs andinefficiencies in our business?
And so the next one isidentifying bottlenecks, and
you'll be surprised that whenyou start to really drill down
(06:09):
and brainstorm on what are thebottlenecks that I'm
experiencing in my businessthere's no shame in that.
I can proudly say that everysingle time I've identified a
bottleneck, I've reached out toa member of my team and she's
(06:31):
always bringing it back to me.
Well, I told you so.
I told you we could create this, and I think we can streamline
that.
And so it's helped meunderstand now that when I hit a
roadblock, I don't get stuckthere.
I immediately start to figureout okay, what are the resources
that I have available?
What are some of the real lifeexamples that I've been
experiencing lately?
(06:52):
That's perhaps slowing theprocess, that's leaving
opportunities on the table andthat's really unclear on moving
forward.
So, inside of my Boss Masteryprogram, I absolutely love to
offer, like the step-by-stepapproach to really help you
identify bottlenecks, and one isprocess mapping.
(07:12):
I actually love process mappingand so I introduced some of my
clients into process mappingrecently and they were like, oh
my gosh, where has this been allmy life?
Because the reality is that wetend to want to build processes
because of the way other peopleare doing it, rather than truly
sitting down and understandingyour client journey and how you
(07:35):
want your client to be able toexperience again working with
you.
Another area of bottlenecks ismonitoring your time and, guys,
you guys know by now that I am ahuge proponent for time
blocking.
The biggest challenge when itcomes to monitoring our time is
truly doing that self audit, andin the self audit you get to,
(07:57):
it doesn't have to be, for, youknow, a month.
You just take the this upcomingweek after you listen to this
podcast episode, or even just doit for a day and audit where
your time is going in specificchunks of your day.
Have you ever finished a dayfeeling like, oh my gosh, I
don't even know what I did today?
I did so much that I just don'tremember, and so part of that
(08:21):
is really truly honing into yourtime so that you can understand
what type of bottleneck is thiscreating when you either over
even from your clients thatyou're taking through, perhaps
(08:46):
your coaching experience, orsomeone that you just booked
recently into your program, areyou asking them for feedback in
order to see the full picturewhat worked, what didn't and
what can you do better.
And so that's the beauty of adebrief, but it's also the
beauty of gathering feedbackfrom others, because many times
(09:07):
when we are in the process, wecannot see the process, and so
it makes it difficult for us tocontinue to build more
efficiencies if we don't gatherfeedback.
And then our last one is allabout creating efficient systems
.
I will tell you, guys, this isa struggle for a lot of startup
(09:28):
entrepreneurs.
I work with clients and theywant to use the latest gadgets
and the latest software and thelatest systems, and I'll be
honest with you the bestefficient system is the one that
works for you.
I had a client recently whoshared with me she was really
trying to learn all about aproject management tool, and she
just had the biggesttechnological hang up.
(09:49):
She went up, went on her dryerase board, created a Kanban
board where she had certaincategories of to do in progress
pending and completed, and thatwas all that was at four columns
, and you'll be surprised whatthat did for her efficiency.
It really helped her look ather business from a more
(10:12):
strategic view and not get sobogged down in trying to learn a
system.
Another client didn't have acalendar link.
She thought it was impersonal,but in that impersonal process
she kept leaving money on thetable and missing out on
opportunities, because now she'sgoing back and forth with too
many options or limited optionsfor booking a time.
(10:35):
And when she started to findthat she wanted to set some
reminders for her clients thatshe wasn't doing currently in
her business and eliminating orreducing some of the no-shows,
she invested in one of thecalendar platforms and it wasn't
that expensive for her to do.
She creates some automationsand all of a sudden, voila, all
(10:58):
of her calendars are syncing,she's not overbooking, she's not
underbooking and everything wasworking seamlessly.
And so that's why processmapping as I shared A moment ago
in identifying bottlenecksprocess mapping is really
important because that will helpyou see the gaps inside of your
business, which leads you tocreating efficient systems.
(11:22):
A recommendation I have for youguys when it comes to
identifying areas in yourbusiness that you can improve.
The top two that come up oftenare your client onboarding
experience and your marketingsystems.
Take a look at those two areas.
You don't have to do anythingtoo elaborate, but if you take a
look at those two areas, onidentifying that client
(11:46):
onboarding, what is that process?
What are they feeling from themoment they book the call to the
moment they arrive at that call, and what is the process after
that call?
And just take them through thatjourney so that you can
identify if there are anyinefficiencies inside of your
business.
And then, on marketing systems,what are some things that you
(12:08):
can do to automate your socialmedia content?
Are you repurposing yourcontent or are you constantly in
content creation?
What systems are you using tokeep your graphics in a
container?
Are you reusing some of thegraphics?
Are you in a great brandingstyle type of messaging when it
(12:31):
comes to social media and yoursocial platforms, or are you
posting nilly willy Right?
So those two are the main areasthat I always encourage my
clients to start with, take alook at your client onboarding
and then also take a look atyour marketing systems, and so
that is the main focus of myBoss Mastery program.
So, as I wrap up today, I wantedto remind you that operational
(12:54):
efficiency isn't a one-time fix.
We don't just arrive, we don'tjust become.
We are constantly in a processof reviewing and ensuring that
our things are workingefficiently, without bottlenecks
, and seamlessly to the peoplethat we serve.
Without bottlenecks andseamlessly to the people that we
(13:18):
serve.
You can make small improvementswhen it comes to identifying
your operational efficiency.
I love taking the participantsinside of my Boss Mastery
program through truly optimizingtheir operations, their client
experience and their marketingsystem, in order for them to
feel like they are running theirbusiness like a boss, and so,
(13:39):
with that, I cannot wait tocontinue to share with you guys
what have been some of the otheraha moments that have come up
in the Boss Mastery Program,because the reality is that all
of these areas that I shared onunderstanding the cost of
inefficiency and identifyingyour bottlenecks and creating
efficient systems are just threeways that you can start to
(14:03):
taking a look at your businessfrom a different angle.
So, with that said, I'd love tohear your thoughts.
If any of this resonated withyou, please take a screenshot.
Tag me on social media.
I can't wait to hear how thisepisode has helped you optimize
your operations, as always.
(14:27):
Thank you so much for listeningin.
Don't forget to subscribe tothe show to be notified the
second a new episode is releasedand share with your friends who
believe could benefit fromlistening.
Or, even better, just post ascreenshot of the episode in
your stories and tag me onInstagram or Facebook.
I would love to hear yourfeedback, answer questions, and
(14:49):
I'm always open to your topicsuggestions, so you never know
if your topic will be next.
So then, until next time, goahead, maximize your day and own
it.
Hello and welcome to the Maximize
Your Day podcast, a place forentrepreneurs who are building
their business in pursuit offreedom and flexibility to do
the things they love.
I'm your host, Jessica Rosario.
I'm a New Yorker turnedFloridian who knows a thing or
two on how to effectively manageyour time while juggling
multiple priorities.
I'm an ex-corporate leader whowalked away from my nine to
(00:24):
five-ish to launch and grow mybusiness.
In this podcast, I shareinsights on mindset, business
productivity, habits andstrategies to help you take
control of your to-do list andmaximize your day, which will
help you feel more confident andless overwhelmed and getting
more done in less time.
I'm so excited you're here.
Go ahead, listen in.
I am so excited you're here, goahead, listen in.
(00:52):
Hey guys, welcome back to theshow.
I am thrilled today to chat alittle bit about optimizing your
operations, and one of thethings that I discovered in the
last few months by running myBoss Mastery Group coaching
program was that there's thethought of optimizing operations
is overwhelming or it needs tobe this huge thing, but the
(01:13):
reality is that it's anopportunity to help business
owners and entrepreneurs just tostreamline their growth.
That I've seen is that we tendto want to do what the industry
or the market is doing, and thereality is that just because a
specific process or a specificoptimization or automation or
workflow works for one persondoesn't mean that it works for
(01:37):
me, and so adapting ourselves tothe things that we want to see
in our business is critical.
So this is why I take myclients to a process map.
Understanding process mappingin my own business and how I
want my clients to experienceworking with me is critical.
The reality also is that in theevent that this other person
(02:02):
that we're comparing ourselvesto has a whole team five, six
people on their team, thenclearly they have a lot more
support when it comes tobuilding processes and
optimizing operations, whereaswe, with a smaller team or a
solopreneur, might not havethose resources easily available
.
And so I wanted to chat withyou guys a little bit on the
(02:26):
importance of optimizing youroperations just to help you
streamline the growth in yourbusiness, and I want to focus on
three specific areas.
One is the cost of inefficiency.
The second one is trulyidentifying the bottlenecks in
your business which I hate tobreak it to you guys, but
sometimes it's ourselves andthen, lastly, is really creating
(02:49):
efficient systems to help yougrow your business and move
forward.
And so let's jump into numberone, which is the cost of
inefficiency.
When it comes to looking atinefficiencies in our business,
many times we don't realize thatit's costing us more to do
things a certain way.
An example of this could beutilizing a free platform just
(03:14):
because it has some greatfeatures, but if it's still
consuming a lot of your time,that additional maybe $10, $12 a
month that you're paying for asubscription just to help you
automate processes in yourbusiness is so worth it.
When you compare your time thetime that you use in investing
(03:37):
in trying to figure out a newplatform or trying to create
some processes that are manualwe don't realize that there's
some hidden cost in that and wedon't see it in that moment, but
we begin to resent the factthat it's taking us too long.
We begin to resent the factthat we're not an expert in all
(03:58):
the things.
Just this morning, I had acoaching client that reached out
to me and said I feel like I'vehit a roadblock.
I had a coaching client thatreached out to me and said I
feel like I've hit a roadblock,and that roadblock is because I
can't get the automations andworkflows inside of my landing
page to work the way I want itto.
Well, the reality is that thatis not her expertise and so,
(04:19):
accepting that, yes, of courseyou will hit a roadblock because
of course this is not part ofthe services that you offer.
And then understanding what isthe value of my time to truly
help me be more strategic whenit comes to working my business,
and also it also helps me inreducing costs and increasing
(04:43):
revenue for my business overall.
If I can invest in hiringsomeone that can build those
processes and automations andworkflows while I can be
coaching or doing something elsethat are income producing
activities for me, then I youwill start to identify that
there is huge cost in efficiency.
(05:05):
Another thing also when it comesto cost of inefficiencies is
time.
Many times I'm working with acoaching client and they didn't
get to do things in the timeframe that they wanted to, and
so my next question is alwayswell, what did that cost you?
I see that often also inover-commitments.
So we over-committed in doingsomething.
(05:27):
The people that we lovedusually suffer from
over-commitment, and so what isthe cost of it?
So we're not managing our timeefficiently and effectively in
order to be able to really drilldown in the cost of
inefficiency.
And so, like I said, that canlook different to different
(05:48):
people, it could be in systems,it could be in software, it
could be in time, but mostimportantly it's what are we
doing with our time?
How are we measuring costs andinefficiencies in our business?
And so the next one isidentifying bottlenecks, and
you'll be surprised that whenyou start to really drill down
(06:09):
and brainstorm on what are thebottlenecks that I'm
experiencing in my businessthere's no shame in that.
I can proudly say that everysingle time I've identified a
bottleneck, I've reached out toa member of my team and she's
(06:31):
always bringing it back to me.
Well, I told you so.
I told you we could create this, and I think we can streamline
that.
And so it's helped meunderstand now that when I hit a
roadblock, I don't get stuckthere.
I immediately start to figureout okay, what are the resources
that I have available?
What are some of the real lifeexamples that I've been
experiencing lately?
(06:52):
That's perhaps slowing theprocess, that's leaving
opportunities on the table andthat's really unclear on moving
forward.
So, inside of my Boss Masteryprogram, I absolutely love to
offer, like the step-by-stepapproach to really help you
identify bottlenecks, and one isprocess mapping.
(07:12):
I actually love process mappingand so I introduced some of my
clients into process mappingrecently and they were like, oh
my gosh, where has this been allmy life?
Because the reality is that wetend to want to build processes
because of the way other peopleare doing it, rather than truly
sitting down and understandingyour client journey and how you
(07:35):
want your client to be able toexperience again working with
you.
Another area of bottlenecks ismonitoring your time and, guys,
you guys know by now that I am ahuge proponent for time
blocking.
The biggest challenge when itcomes to monitoring our time is
truly doing that self audit, andin the self audit you get to,
(07:57):
it doesn't have to be, for, youknow, a month.
You just take the this upcomingweek after you listen to this
podcast episode, or even just doit for a day and audit where
your time is going in specificchunks of your day.
Have you ever finished a dayfeeling like, oh my gosh, I
don't even know what I did today?
I did so much that I just don'tremember, and so part of that
(08:21):
is really truly honing into yourtime so that you can understand
what type of bottleneck is thiscreating when you either over
even from your clients thatyou're taking through, perhaps
(08:46):
your coaching experience, orsomeone that you just booked
recently into your program, areyou asking them for feedback in
order to see the full picturewhat worked, what didn't and
what can you do better.
And so that's the beauty of adebrief, but it's also the
beauty of gathering feedbackfrom others, because many times
(09:07):
when we are in the process, wecannot see the process, and so
it makes it difficult for us tocontinue to build more
efficiencies if we don't gatherfeedback.
And then our last one is allabout creating efficient systems
.
I will tell you, guys, this isa struggle for a lot of startup
(09:28):
entrepreneurs.
I work with clients and theywant to use the latest gadgets
and the latest software and thelatest systems, and I'll be
honest with you the bestefficient system is the one that
works for you.
I had a client recently whoshared with me she was really
trying to learn all about aproject management tool, and she
just had the biggesttechnological hang up.
(09:49):
She went up, went on her dryerase board, created a Kanban
board where she had certaincategories of to do in progress
pending and completed, and thatwas all that was at four columns
, and you'll be surprised whatthat did for her efficiency.
It really helped her look ather business from a more
(10:12):
strategic view and not get sobogged down in trying to learn a
system.
Another client didn't have acalendar link.
She thought it was impersonal,but in that impersonal process
she kept leaving money on thetable and missing out on
opportunities, because now she'sgoing back and forth with too
many options or limited optionsfor booking a time.
(10:35):
And when she started to findthat she wanted to set some
reminders for her clients thatshe wasn't doing currently in
her business and eliminating orreducing some of the no-shows,
she invested in one of thecalendar platforms and it wasn't
that expensive for her to do.
She creates some automationsand all of a sudden, voila, all
(10:58):
of her calendars are syncing,she's not overbooking, she's not
underbooking and everything wasworking seamlessly.
And so that's why processmapping as I shared A moment ago
in identifying bottlenecksprocess mapping is really
important because that will helpyou see the gaps inside of your
business, which leads you tocreating efficient systems.
(11:22):
A recommendation I have for youguys when it comes to
identifying areas in yourbusiness that you can improve.
The top two that come up oftenare your client onboarding
experience and your marketingsystems.
Take a look at those two areas.
You don't have to do anythingtoo elaborate, but if you take a
look at those two areas, onidentifying that client
(11:46):
onboarding, what is that process?
What are they feeling from themoment they book the call to the
moment they arrive at that call, and what is the process after
that call?
And just take them through thatjourney so that you can
identify if there are anyinefficiencies inside of your
business.
And then, on marketing systems,what are some things that you
(12:08):
can do to automate your socialmedia content?
Are you repurposing yourcontent or are you constantly in
content creation?
What systems are you using tokeep your graphics in a
container?
Are you reusing some of thegraphics?
Are you in a great brandingstyle type of messaging when it
(12:31):
comes to social media and yoursocial platforms, or are you
posting nilly willy Right?
So those two are the main areasthat I always encourage my
clients to start with, take alook at your client onboarding
and then also take a look atyour marketing systems, and so
that is the main focus of myBoss Mastery program.
So, as I wrap up today, I wantedto remind you that operational
(12:54):
efficiency isn't a one-time fix.
We don't just arrive, we don'tjust become.
We are constantly in a processof reviewing and ensuring that
our things are workingefficiently, without bottlenecks
, and seamlessly to the peoplethat we serve.
Without bottlenecks andseamlessly to the people that we
(13:18):
serve.
You can make small improvementswhen it comes to identifying
your operational efficiency.
I love taking the participantsinside of my Boss Mastery
program through truly optimizingtheir operations, their client
experience and their marketingsystem, in order for them to
feel like they are running theirbusiness like a boss, and so,
(13:39):
with that, I cannot wait tocontinue to share with you guys
what have been some of the otheraha moments that have come up
in the Boss Mastery Program,because the reality is that all
of these areas that I shared onunderstanding the cost of
inefficiency and identifyingyour bottlenecks and creating
efficient systems are just threeways that you can start to
(14:03):
taking a look at your businessfrom a different angle.
So, with that said, I'd love tohear your thoughts.
If any of this resonated withyou, please take a screenshot.
Tag me on social media.
I can't wait to hear how thisepisode has helped you optimize
your operations, as always.
(14:27):
Thank you so much for listeningin.
Don't forget to subscribe tothe show to be notified the
second a new episode is releasedand share with your friends who
believe could benefit fromlistening.
Or, even better, just post ascreenshot of the episode in
your stories and tag me onInstagram or Facebook.
I would love to hear yourfeedback, answer questions, and
(14:49):
I'm always open to your topicsuggestions, so you never know
if your topic will be next.
So then, until next time, goahead, maximize your day and own
it.
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