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May 1, 2025 17 mins

What if the chaos in your business isn’t a time problem?

You don’t need more hours my friend. You need a back office that actually supports the business you’re building. So today, I’m breaking down how smart, driven entrepreneurs like you end up buried in busywork and how the Back Office POWER Checklist helps you stop winging it and start leading with clarity.

We’ll dig into the first two steps of my POWER In Motion Framework and how to use them to audit your operations, focus your energy, and make real progress without burning everything down to start over. You’ll hear a real client story that proves what’s possible when you stop guessing and start streamlining.

If your business is held together by duct tape and good intentions, it’s time to change that. You’re not behind. You’re just ready to run your business differently. Let’s go.

Related Episodes Mentioned:

Episode 197 - How to Achieve Consistent Success with the Power in Motion Framework

Resources Mentioned:

📋 Grab the Biz Ops Checklist, a fillable PDF, to quickly audit your back office, spot inefficiencies, and create a smoother, more efficient operation!

⚙️ Book an SOP Efficiency Check, a personalized video audit where I review one key process, identify inefficiencies, and give you a clear, actionable plan to make it more efficient—so you can stop wasting time and start running your business with ease!

Let me know your thoughts! Click here to send me a text.

Tired of feeling stuck behind the scenes?

Book a POWER In Motion Jumpstart Session! A 60-minute call where we’ll pinpoint what’s holding you back and build a 30-day action plan you can use right away.

It’s the perfect first step before joining the Founders Circle.  Book your session here.

Leave a Rating and Review: https://ratethispodcast.com/mindyourtime







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Transcript

Episode Transcript

Available transcripts are automatically generated. Complete accuracy is not guaranteed.
Speaker 1 (00:00):
Does your business look like it's working on the
outside, but behind the scenesit's pretty scary and messy?
Well, you're in the right placeso you can start taking action
to change this.
In today's episode, I'm sharingthe real reason things feel so
chaotic and I'm gonna talk abouthow a simple checklist can help
you finally get clear on what'sworking, what isn't and what to

(00:23):
focus on first.
So if you're ready to stopguessing and working so hard,
keep listening.
Welcome to the Mind your Timepodcast.
I'm Shannon Baker, your coffeeloving host and business
operations strategist.
If your business feels chaoticand you're tired of spinning
your wheels, you're in the rightplace.
Each episode contains boldstrategies and practical

(00:44):
insights rooted in my power andmotion framework to help you
streamline your operations,reclaim your time and grow
without burnout.
So, whether you're juststarting out or scaling the six
figures and beyond, I'll helpyou simplify, set boundaries and
build a business that works foryou.
So grab a cup of coffee or yourfavorite beverage and let's
dive in.
Okay, tell me if you can relateto this.
And let's dive in.

(01:08):
Okay, tell me if you can relateto this.
There was a time in my businesswhen everything looked like it
was working on the outside.
Clients were coming in, revenuewas steady and I was getting
things done, but behind thescenes, everything was literally
held together with duct tapeand a bunch of Google Docs.
My business did not have realstructure, just a lot of good

(01:29):
intentions, a lot of long hoursand way too much missed time
with my family.
I was constantly reinventingthe wheel, redoing work, so I
was frustrated.
I was doing a lot of thingsmanually that could have been
automated, and I was trying tostay on top of everything myself
, and I wasn't doing very wellwith that.

(01:51):
There were days where I feltlike my business was dragging me
behind it, like it was on arunaway train.
Does that sound familiar?
Well, if you're nodding alongbecause you've experienced some
or all of this, then I want youto pay close attention to what
I'm about to say.
You're not doing anything wrong.

(02:13):
You just need to run yourbusiness differently, and that
means it's time for a new levelof support, because the truth is
, most of us were never taughthow to actually run the back end
of a business.
I know I wasn't, and the womeninside of the Mighty Society

(02:35):
membership said that they've runinto the same issue.
We've learned how to packageand sell our services and how to
show up online.
We know how to serve ourclients, but when it comes to
building the systems that helpyou achieve sustainable growth,
no one gives you a guide forthat.
And when you're stuck in thecycle of chaos which, by the way

(02:57):
, you can't avoid withoutsystems you end up telling
yourself I'll fix this when Ihave more time.
Have you ever said that?
But here's the truth.
If you're constantly redoingtasks, rewriting the same emails
, or avoiding or failing atdelegating because everything

(03:18):
lives in your head, that's not atime issue, that's a systems
issue.
So how can you stop spinningand start leading with clarity?
Well, that's where the power inmotion framework comes in Now.
I'm going to briefly talk abouta few of the five steps shortly
, but you can go back and listento the episode how to achieve

(03:41):
consistent success with thepower in motion framework later,
and that way you can hear aboutall five of the steps in detail
.
But this framework is the provenmethod that I developed while
growing my business so that Icould leave my part-time job,
which I did at the end of 2023.
And I have refined it even moresince then by helping other

(04:04):
purpose-driven women stopspinning their wheels in their
business and start growing whileliving their legacy, or, in
other words, knowing thatthey're able to enjoy life in
the moment.
But it always starts with thesame tool.
That's my back office powerchecklist.

(04:24):
It's a self-assessment toolthat helps you figure out what's
working, what's missing andwhat's slowing you down in your
business, so that you can applythis framework in a way that
makes sense for you, yourlifestyle and your business.
And I created this checklistbecause I got tired of seeing so
many smart, talented, highachieving female entrepreneurs

(04:47):
stuck frustrated, overwhelmed,exhausted and burnt out by their
business.
And it wasn't because theyweren't working hard.
They were actually working toohard.
No matter how hard they worked,they didn't know what needed
fixing in their business becausethey didn't have the space to
pause or slow down to figure itout.
The checklist is a startingpoint to quickly take the

(05:10):
guesswork out of this processfor you, so that you can
identify the issue.
Now let me share a real lifeexample to emphasize how this
works.
One of my clients is asix-figure service provider.
She produces some amazingcorporate events for her clients
, but she was chained to herinbox.
She didn't have an onboardingprocess, no central filing

(05:33):
system, there were no boundariesin place and she was spending
countless hours every day andweek sending the same emails
over and over again.
Not to mention her inbox was amess, so she wasted a lot of
time searching for emails sheneeded, and she was constantly
getting text messages andunscheduled phone calls all day,

(05:55):
seven days a week.
So I had her complete thechecklist and when we walked
through her results together,she said for the first time I
finally understand why I feel sodrained and scattered.
So the first thing we did was tofocus on establishing some
clear boundaries around herbusiness.
We set her business hours andthat established the window that

(06:18):
she was available to respond tomessages, to schedule meetings
and for phone calls.
Then we documented her entireclient experience so that we
could build a system to make itmore efficient and consistent,
and after getting that in place,she was then able to delegate
her new client onboarding forthe first time ever in her

(06:38):
business.
That one system created anelevated experience for her
clients because they knew whatto expect from her right up
front.
They knew what she expectedfrom them, and that process
became more efficient, savingher time and energy.
Not to mention, she was nowfreed up so she could focus on

(07:00):
serving her client better,because it was delegated to
someone else, and this hasresulted in some amazing
referrals for her.
The bottom line this oneprocess also improved her cash
flow, because her clients knewhow they would be invoiced, when
they would be invoiced and howthey needed to pay.
Her would be invoiced when theywould be invoiced and how they

(07:24):
needed to pay her.
That's the power of clarity insystems, and that's exactly what
the back office power checklisthelps you discover.
So I'm going to ask you aquestion If nothing changes in
the way you're running yourbusiness right now, what's it
going to cost you over the next90 days?
And missed opportunities, losttime, energy you can't get back,
family time you aren't reallypresent for, or vacations that
you're working through.

(07:45):
Now let me tell you how thisties into the Power in Motion
framework.
Well, the first step is simplebut very powerful.
You pick one goal, and this iswhere a lot of people get stuck,
for a number of reasons.
One, most people focus on theirbusiness goals only, but I want
you to focus on what is goingon in your personal life first,

(08:08):
because that dictates how muchtime you have left for your
business and as far as yourbusiness goal, it needs to fit
the season that your life is in,because the checklist is going
to help you identify quite anumber of things that need your
attention, but the priorityneeds to be what matches your
goal right now, for the next 90days.

(08:29):
And once you have identifiedthat, you have to pick one thing
that you're going to work on nomultitasking.
And the second area of failurethat I see is trying to fix
everything at once.
It's what we do by nature, butwhen we do that, we end up
spinning our wheels and gettingfrustrated, so we give up.
But progress actually comesfrom being focused and taking

(08:54):
small steps.
And now for step two.
It's all about organizing youroperations, because, let's be
honest, if your back office is amess, growth gets messy too.
The back office power checklistis the perfect tool for this
step.
It actually walks you throughthe six core systems that every

(09:16):
business needs to have in placeto operate efficiently and grow
without chaos, and this iswhether you just started your
business or you've been inbusiness for years.
That checklist will help youevaluate the following how you
organize and store your businessfiles, how you schedule your
time and protect your calendar,how you communicate with your
team and your clients, how youmanage your cash flow, how you

(09:41):
attract onboard and serve yourclients, and what happens if you
need to step away because,let's be real, life happens.
Remember, this isn't aboutfixing everything today.
It's about knowing what youneed to fix first.
So, when you complete thechecklist, you're going to walk

(10:02):
away with a snapshot of whereyou're strong, where you're
stuck and what's slowing youdown.
You're going to stop guessing,stop spinning and start moving
forward with purpose.
So here's what I want you to doGo to the show notes, click the
link and download the checklistright now.
This is the kind of claritythat will pay you back with

(10:23):
every minute you reclaim.
So hit, pause and grab thatcopy of the checklist, if you're
able to do so right now.
Now, once you've done that, youmight say okay, shannon.
Well, now I see the gaps, but Istill don't know what I'm
supposed to do about them.
Well, that's where I cansupport you, and there are a
couple of simple ways that wecan move forward together,

(10:45):
depending on the level ofsupport that you're ready for If
there's one process or workflowthat has really been
frustrating you, even thoughtechnically it's in place.
Maybe it's your onboarding,managing your schedule or even
tracking leads.
Whatever it is, you can book aone time SOP efficiency check
with me.
You send me your process alongwith some supported

(11:08):
documentation.
I review it and I tell youexactly what to fix, streamline
or automate.
I also recommend resources thatare available inside of the
Mighty Society membership tohelp you update your existing
process.
No fluff, no generic advice,just a clear plan you can

(11:29):
implement right away.
And when I'm done, you're goingto get a personalized recorded
walkthrough from me withrecommendations you can act on
immediately without secondguessing or searching for what
to do next.
Spots are limited each monthbecause I give this my full
attention.

(11:49):
So if you know something'sbroken but you can't figure out
how to fix it on your own, nowis the time to get it fixed and
off your plate Again.
A link to that is in the shownotes, but you can also go to my
website, theshannonbakercomforward slash SOP check.

(12:15):
Now.
If you're ready for ongoingsupport, not just getting one
process reviewed, then theMighty Society membership is
where you need to be.
This is my revamped membershipfor women entrepreneurs who are
done trying to hold everythingtogether on their own and are
ready to grow with clarity andrestore calmness to their life.
You get direct access to mybrain, access to the resources I

(12:39):
use with my one-on-one clientsand access to a community of
like-minded women in differentstages of their business journey
who support each other.
But look, no matter what youdecide to do, I want you to grab
the checklist, because clarityisn't optional.
If you want to succeed,completing the checklist and

(13:01):
taking action is your first stepto reclaiming your time,
protecting your energy andgetting your business out of
your head and into a system thatactually supports your goals.
So let's do a quick recap beforeI wrap it up today.
One I want you to rememberyou're not the problem.
Your lack of systems is theissue.

(13:22):
So if you're feeling behind,scattered, or you feel like you
can't take a day off withouteverything falling apart, it's
not a reflection of yourexpertise or your ability,
because I know you are amazing.
It's a sign that your businessis relying on you too much and
you need systems to support you.

(13:43):
We also talked about the powerand motion framework, which will
help you stop reacting and helpyou start building your
business with intention, becauseit's not about doing more.
It's about getting clear onwhat matters most to you and
building systems that help youoperate from purpose, not panic.
This framework gives youstructure, direction and space

(14:05):
to grow without burnout, andthat back office power checklist
is going to help you getclarity so you can take focus
action.
In about 15 minutes or so, youcan uncover what's working, what
isn't, and what to focus onfirst in your business.
And it's not a to-do list.
It's a decision making toolcreated to help you cut through

(14:28):
the chaos and stop spinning yourwheels.
And and if you need help fromme whether it's one workflow or
your entire back office let mehelp you build something
sustainable, because you don'thave to figure this out on your
own.
I don't want you to have tokeep guessing what to do next.

(14:51):
So complete the back officepower checklist and then I want
to hear from you.
Tell me what system surprisedyou the most.
What are you going to focus onfirst?
Send me a DM on Instagram atthe underscore Shannon Baker, or
send me an email.
I read every single message andI'll respond, because I want to
celebrate with you.
I want to support you.

(15:11):
I want to support you.
I want to help you move forward.
You don't have to keep holdingyour business together with duct
tape and good intentions.
You're going to get claritywhen you finish that checklist.
I want you to have that claritynow, and then the next step is
waiting for you.
You just have to take it.
Thanks for hanging out with methis week.
If you've made it this far,it's clear you're ready to shake

(15:33):
things up and take control ofyour business, and I'm here for
it.
But remember just listening tothis episode won't get you
better results.
I challenge you to break themold and take action today.
Your next move let's connect.
Head to the show notes and booka call with me to learn how the
Mighty Society membership canhelp you streamline your back

(15:54):
office and reclaim your time.
If you're not ready for thatstep yet, no worries.
Connect with me on Instagram atthe underscore Shannon Baker
and tell me what resonated mostfrom today's episode.
And if you're loving thepodcast, leaving a review is a
quick way to show your supportand help more entrepreneurs like
you break free from the chaos.

(16:14):
Listening is great, but actioncreates transformation.
Go, make it happen and untilnext time, keep calm and
streamline.
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