Mind Mapping Your Business

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Ever feel like your brain is a jumbled filing cabinet of business processes that only you understand? You're not alone. Mind mapping is the powerful technique that will help you extract those processes from your head and transform them into automated systems that work perfectly—even when you're not around.

The problem is clear: most business owners carry their entire operational knowledge in their heads. You know exactly how to respond to a lead, send an invoice, or follow up with a client, but this creates a dangerous bottleneck where your business can only move as fast as you can. Using a simple system of colored sticky notes (one color for your tasks, another for client actions, a third for wait times, and a fourth for decision points), you can visually map out every step of your process on a wall. This physical representation reveals gaps, redundancies, and opportunities for improvement that weren't visible when the process lived only in your mind.

The magic happens when you transform this sticky note wall into an automated workflow. Each note becomes an action in your automation tool—an email, a task, a reminder, or a wait period. Decision points become conditional logic that ensures your system responds appropriately to different scenarios. One home organizer used this exact approach to revolutionize her client onboarding, freeing herself from manual texting and forgotten follow-ups. Now her system runs automatically the moment someone fills out her website form, allowing her to focus on what she loves—organizing homes—rather than administrative tasks.

Ready to get started? Pick one process that's living in your head or causing you stress, list every step, grab your sticky notes, and build your wall map. Then move it into your automation software. Your future self will thank you as you watch your business run with confidence, whether you're working that day or not.

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Episode Transcript

Speaker 1 (00:01):
Welcome back to Stacked, and today we're going
to talk about mind mapping,which is one of my favorite
things.
In fact, I wrote an entire bookabout this, and this is how to
turn your brain into arepeatable system.
So today I want to walk youthrough one of my favorite ways
to get what's in your head outinto the world and then automate
it so you never have to thinkabout it again.
It's called mind mapping and Ipromise it will change how you

(00:24):
approach your business forever,because here's the thing most
business owners are carryingtheir entire process around in
their head you know exactly howto reply to a new lead, how to
send an invoice, how to check ifa form was filled out, but
nobody else knows, and even youmight forget if things get busy,
and that's why it's soimportant to document and then
automate your systems.
This is how we do it,step-by-step, in a way that is

(00:47):
clear, visual and even a littlebit fun.
So first grab a pen and anotebook or open a blank
document.
List out every single thingthat you do for a task or a
process.
That could be messaging a lead,sending a form, collecting data
, reviewing paperwork, approvinga contract, sending an invoice,
scheduling a meeting, you kindof get the gist Everything,

(01:09):
don't, leave anything out.
This is your big brain dump.
Second, grab four differentcolored sticky notes, and I know
we just ragged on sticky noteslast week or last episode.
However, this is a differentprocess, so follow along with us
.
Four different colored stickynotes.
I like to use one color fortasks that I do, one color for

(01:31):
tasks that my clients do.
A third color for wait times,like giving someone 24 hours to
reply, and a fourth color fordecision points, those forks in
the road where you might send adifferent message depending on
what happens next.
Next, go back to your list andtransfer every task onto these
sticky notes.

(01:51):
If it's something you do, putit on your color.
If it's something your clientdoes, use their color.
And if you know there's a pause, like wait two days for the
client to return the form, useyour weight color and anytime
you see a moment where there's ayes or a no, clicked, didn't
click, opened didn't open.
Signed, didn't sign.

(02:13):
Any A B situation, put that onyour fork color.
Then find a blank wall in yourhouse or in your office, a
hallway, an office wall, evenyour living room.
If you don't mind the stickynote, mess there for a few hours
, and this is where you're goingto build your visual map.
So start sticking the notes onthe wall in the order the

(02:36):
process happens.
For example, first the clientfills out the interest form.
The sticky note is in theircolor.
Then you send them a pricingguide.
The sticky note is in yourcolor.
Then you wait two days, thesticky note is in your weight
color, and then you follow upwith a scheduling link which is
going to be another sticky notein your color.

(02:59):
Now here you might also put afork in the road.
Did they open the pricing guide, yes or no?
And then you're going to justfollow through any fork until
you've got the processcompletely mapped out.
Going to just follow throughany fork until you've got the
process completely mapped out.
And whenever you see a placelike in this situation opened or
not open, the email didn't openadd a fork sticky and show what

(03:23):
you would do for each option.
That way you can plan ahead forevery path a client might take.
Keep going until you have theentire process mapped out.
If you see gaps, fill them inwith extra sticky notes If you
realize you always forgot tofollow up at a certain point,
stick a note there.
When you're done, step back andlook at the whole thing.
You've just turned what was inyour head into a repeatable,
visual, easy to read map.

(03:45):
Now the best part is you cantake that sticky note map and
move it into your automationtool, like gallery flow.
Each sticky note becomes anaction, becomes an email, a text
, a task, a reminder, a waitstep.
You're basically building anautomation straight from your
sticky notes, and that's whythis works so well.
You can see the entire journeyfrom your client's eyes.

(04:07):
You don't miss any stepsbecause you've captured every
single one.
You make sure there's no giantholes in your process and, if
there are, you fix them, andthat way your clients don't get
lost or confused and you end upwith a system that feels
personal, thoughtful but, mostimportantly, consistent, and
it's going to work even whenyou're busy, on vacation or
taking a nap.

(04:28):
One of our clients, a homeorganizer, used this mind
mapping approach to get herentire client onboarding flow
out of her brain.
She had been texting peoplemanually, sending random emails,
and forgetting to remind themabout their consultations.
Once she built her wall map, wehelped her put it inside dowry
flow.
Now, the moment someone fillsout her website form, every
single step happensautomatically and she's freed up

(04:50):
to do what she loves, which ishelping people organize their
homes.
That's the beauty of this.
You can still start with stickynotes, but you finish with a
system, and it's going to be asystem that is going to help you
scale, a system that's going toserve every single client
exactly the way that you wantthem to be served, whether
you're working that day or not.
So here's your challenge Pickone process you know is living

(05:15):
in your head or driving youcrazy, maybe the one that you're
even having dreams about orlosing sleep over.
List out every single piece ofit, grab your four colors of
sticky notes and build your wallmap and then move it into your
software, and if you need help,you know where to find us.
We build these flows all thetime because once you do this,

(05:37):
you'll finally step out of thebottleneck and let your business
run with confidence.
This is Stacked where weautomate, elevate and repeat.