May 6, 2025 • 27 mins
Ever wonder how some content creators maintain a relentless publishing schedule without burning out? It's not superhuman discipline or mysterious productivity hacks—it's all about systems and workflows.
After recording over 1,500 podcast episodes and publishing more than 500 YouTube videos weekly, I've learned that consistency stems from strong organization rather than just motivation. Many podcasters resist creating systems, citing their creativity as a reason, but that’s often just a lazy excuse.
The key to consistency lies in implementing frameworks like the PREP'M Method (Plan, Record, Edit, Publish, and Market). This five-step process clarifies each stage of content creation. Supporting tools like content calendars, episode templates, and organized files create a foundation that not only smooths day-to-day production but also positions you for sustainable growth. These systems help reduce decision fatigue and make delegation easier, protecting you from the dreaded burnout.
You don’t need to overhaul your entire workflow at once. Start by pinpointing where you feel the most stress in your content creation process. Even small improvements, like a checklist or an organized folder, can lead to significant changes in quality and consistency. Embrace organization, and you might just uncover the true magic of content creation. What system will you implement today to enhance your podcasting journey?
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Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
Speaker 1 (00:01):
People have asked me, crystal, how have you been
consistent?
You've never missed a week ofpublishing your podcast.
You've never missed a week ofputting out YouTube content,
sending your newsletter, postingon social in some capacity.
Like, how has this happened?
It's systems and workflows.
Like, if you want the magic,like that is the magic formula.
(00:21):
There is no magic formula.
It's systems, it processes andshowing up consistently and the
only reason I've been able torecord over 1500 episodes I was
looking the other day I'veposted over 1000 YouTube videos,
between shorts and long formcontent and streaming and all
those like, I've created a lotof content and the only reason
(00:43):
it is sustainable is because ofsystems and workflows.
Welcome to the Profit Podcast,where we teach you how to start,
launch and market your contentwith confidence.
I'm your host, crystal Profit,and I'm so excited that you're
here.
Thanks for hanging out with metoday, because if you've been
trying to figure out the worldof content creation, this is the
(01:04):
show that will help be yourtime-saving shortcut.
So let's get right to it, shallwe?
We're diving into episode fourof our five-part series.
Why Do Podcasters IgnoreSystems and Workflows?
Hello, if we have not met, myname is Crystal Prophet and,
(01:26):
like I said, we have startedthis five-part series called why
Do Podcasters Ignore, and todaywe are exploring systems and
workflows.
Now, this is something that Ididn't pay a ton of attention to
in the beginning, aside fromlike a literal printed checklist
(01:48):
that I put on my desk.
I actually put it in my likedesk drawer because I didn't.
I was so terrified that someonewould walk in and see that I
have an actual like 10 pointchecklist of like turn on your
microphone, make sure it'splugged in.
Checklist of like turn on yourmicrophone, make sure it's
plugged in, make sure it's onthe right setting, make sure
(02:09):
it's on it.
Like.
I was legit embarrassed of howdetailed I needed to get in this
very, very basic checklist, butthere you go, I've added myself
.
This is exactly how I startedand I can tell you we are way
more complex and a lot morestrategic in where we are today
(02:29):
with our systems and workflowshere at Profit Media, and I
think that podcasters like youdon't get an easy out just
because you figure out how yoursystems work and how everything
operates behind the scenes.
Like you're going to have someoopsie daisies moments, and you
can avoid a lot of those if youdo have systems and workflows
(02:52):
and how you operate your content.
So I'm gonna give you a quickoverview of all the things we're
gonna cover today.
The first is why podcastersavoid systems.
Ooh, gonna have some juicystories and details in that one.
Then we're gonna talk aboutsimple systems that can make a
huge difference.
Then we're going to talk abouthow systems actually help you
(03:12):
scale your business, yourcontent, all the amazing things
that you're already doing.
So let's jump right in right.
So we're going to talk aboutnumber one why do podcasters
avoid systems?
Let's just call it what it isit takes work.
It's like it takes work whenpeople come to me and say, hey,
(03:33):
how do you have these systemsand processes and these SOPs in
place in your business?
And I'm like it took work.
I had to sit down, map it out,I had to come up with a strategy
, or I had to put together theworkflow or the system, and then
now we operate within thatsystem every single day.
(03:54):
But most people are like, well,I'm just too creative.
I don't want to be theorganized person.
I want to have 50,000 differenticons on my desktop and I want
to have 20,000 tabs open at anytime.
Because I'm a creative, I don'thave time to deal with
organization.
That is not going to be yourexcuse anymore.
(04:17):
That's lazy.
I'm going to say it again thatis lazy.
That's lazy thinking, it's lazyattitude and it's not going to
be the thing that gets you toscaling your content, scaling
your business and making abigger impact.
Okay, so, don't have this likewell, I'm just a creative, I
(04:37):
don't have to be organized.
Let's leave that for the type Afolks who, like to you know,
have everything color coded andhave systems.
No, no, no, no.
You are going to be successfulwhen you have color coded
systems and you have things inplace that you follow.
Every single time, you create abrand new piece of content.
Okay, like, are we in agreementon this?
(04:58):
Like, no more excuses, no morelazy thinking.
We're actually going to takewhat you learn from today and
implement it so that you canhave bigger results through the
rest of 2025 and into futureyears.
Got it Okay?
Now the second one is I don'thave time to build a system.
Right, again, this is what somany of you have told me.
(05:19):
It's like I don't have time,crystal, I don't have a VA
working for me, it's just me.
I don't have a VA working forme.
It's just me.
I don't have time to do it, andI've heard this said so many
times that you need to, and whenI say you, I'm talking about
you and me.
Right, I'm talking to myselftoo, because this is what helped
me kind of get my act togetherand record some of the things
(05:40):
that I needed to document in mybusiness, and that was, of
course, you don't have time tobuild a system.
You're making it toocomplicated.
You think that you have to sitdown and write out an entire
Google Doc of step-by-step ofeverything you have to do, or
maybe you have to record a10-step video course of how your
whole business operates.
(06:00):
Like, of course, that soundsoverwhelming, but what you
really need to do is say whatare the repeatable processes in
my business and how can I createa system around that.
We're talking about tools in asecond, of how we can actually
implement these things, but nolonger have the excuse of I
don't have time to build asystem.
(06:21):
Okay, say it with me.
You no longer have the excusethat you don't have time to
build a system.
I'm going to help you with thisand I want you to ask questions
along the way.
So if you're like that's me,like, if you've already like
I've already said I'm notcreative, or I'm creative and
I'm not organized, or I don'thave time, like tell me, just
tell me in the comments, saythat's me.
(06:41):
No judgment here.
We've all been there, but Iwant you to see that you are not
alone and that other people dothis too.
And then the other common thing,or the common reason why
podcasters avoid systems they'relike I'll just figure it out as
I go, we'll just build thisplane as we're flying it, and
(07:02):
who cares if it's going to havethis scary nosedive of like oh,
we're really about to crash, butwe'll figure it out as we go.
Like it gives me anxiety justthinking about it.
So please don't have thisattitude anymore.
Even if you've gotten to thispoint with this attitude, that's
okay.
Like we're not going to judgethe past.
We're going to say, from todayforward, we're no longer going
(07:25):
to have the idea or the identityof I figure it out as I go,
because this will keep you inthe loop of being stuck.
It will keep you in a place offeeling disorganized and
discombobulated because youhaven't taken the time to sit
down and get intentional and getstrategic and think things
(07:47):
through.
You're just kind of operatingin this like endless loop of
well, this is how I did it oneday.
Therefore, this is how I'mgoing to keep doing it.
Please don't do this anymore.
So let's move into some of thesimple systems that we can use
that make a huge difference, andI have to start with our PREPIM
method.
So if you're brand new aroundhere, you may not be familiar
(08:08):
with this.
That's okay.
We have a video right here.
We have content that we'll linkto in the description.
That's all about our PREPIMmethod, but what this stands for
is plan, record, edit, publishand market.
So if that is literally theonly system or workflow that you
adopt this year, please letthat be something, because it is
(08:30):
.
It's simple.
Like that's not rocket science,right?
Like that is so simple.
Plan, record, edit, publish andmarket.
Now these are the five stepsthat we use here at Profit Media
to release any piece of content.
You got to record a podcastepisode prep a method.
You got to record a podcastepisode prep a method.
You gotta record a YouTubevideo prep a method.
(08:50):
You have to send an emailnewsletter prep a method.
Instagram posts, youtube short,like you get it right.
Like, every single piece ofcontent that we create here goes
through the prep and methodprocess, and it's one of those
that you can use Like, pleasesteal it.
I'm not saying that that's likemy proprietary thing.
Don't touch it.
Don't say like, please takethis system and implement it in
(09:13):
your business today, becausethat will make all the
difference in how you operateyour business tomorrow, in six
months, in two years, in 10years.
And you have to start buildingsystems slowly, and I want you
like.
They need to be foundational.
If you're going to startanywhere with systems and
workflows, please let it besomething that's foundational to
(09:35):
everything else that you do inyour business, because you will
realize that things becomeeasier the more systems that you
have in place.
Now let's talk about some ofthe other simple systems that
can make a huge difference Acontent calendar Y'all I have
content for days about contentcalendars.
Whether you wanna do it in Asana, you wanna do it in a Google
(09:58):
Sheet, you wanna do it in someother fancy system, like, I
don't care, but you need acontent calendar.
Now, what this is gonna helpyou do it's gonna help you
execute your prep.
A method, because where do I goto plan my content, I put it in
the content calendar.
Where do I go to when I sitdown to record?
What am I supposed to recordtoday?
I look at my content calendar.
(10:19):
When I need to edit somethingand figure out the next
deadlines for editing andpublishing, I go to the content
calendar.
Oh yeah.
And then for marketing, what doI need to talk about on
Instagram today?
What episode do I need topromote?
I go back to my contentcalendar.
So this is a simple system and,like I said, we have tons of
(10:39):
resources on content calendarsand how they work, and I even
have some step-by-step videosthat will show you behind the
scenes of what my Asana lookslike.
This is where I plan all mycontent.
This is where I keep all mynotes.
It's where I have the due datesfor everything.
So finding a project managementtool that can help you do that
it's going to make all thedifference, but, like I said, at
the end of the day, you couldjust use a Google Sheet.
(11:01):
It doesn't have to be this verycumbersome process.
Just start with something andthen go from there.
The other thing that's a simplesystem that you can have are
episode templates.
Now, episode templates are verysimple.
You could just look at it aslike okay, what's your hook of
your episode gonna be?
What's your intro?
(11:22):
What are your main pointsyou're gonna make?
What's your strategic call toaction?
What are some other things thatyou need to mention in your
episode?
Like, those don't change everysingle episode.
I use the same formula, if youwant to call it, for every
single podcast episode, youtubevideo that I put out, and so
it's a template, right?
So how else can you implementtemplates in your content?
(11:45):
Like, tell me in the commentsif you're like gosh, I wish I
had a template for this.
Like, tell me in the comments.
Like, finish, fill in the blank, I wish I had a template for,
because I bet you we probablyhave some somewhere that we can
send to you.
So let us know what kind oftemplates you're looking for.
Are you looking for a podcastepisode template?
Are you looking for emailnewsletter templates?
Like, let us know, because wehave a lot of content.
(12:07):
I just saw like, and I'mlooking.
As I'm looking at my notes, Isaw standard intros and outros.
We have YouTube videos allabout how to record a podcast
intro, a podcast outro, what itlooks like for solo content or
interview content.
So make sure you go check thoseout, because these simple
systems can really help you inbigger ways in your content that
(12:29):
you didn't even realize werecausing you stress or causing
you anxiety or making you kindof avoid everything because you
don't want to deal with it.
And I know a lot of you justnodded Yep, she sees me, she
hears like Crystal, are you inmy office with me?
Do you know the things that arehappening in my head?
Yes, I do, because I've talkedto hundreds and thousands of
(12:51):
creators and it's all the same,right Like, if we don't have
systems and processes, it canfeel super chaotic.
So this content here today ismeant to help ease you of those
common struggles and obstacles.
The other simple system that youcan implement today is file
organization.
So several years back I took aprogram with Amy Porterfield
(13:14):
called Systems at Scale.
I actually have one of her startestimonials right on the sales
page.
You should go check it out.
But Systems at Scale wassomething that helps me
understand how to organize myfiles and systems in a way that
would make sense but also helpwhenever I go to do a promotion,
(13:35):
a launch or be strategic inwhere, where do all my podcast
files live, like myself and myVA.
Like we're in there all thetime in our Google drive and
poking around and I, like, weknow specifically like hey, go
to this file if you wantanything related to our YouTube
channel, go to this one if youwant anything related to brand
pictures and photography that weuse for our brand.
(13:58):
Like, we have a very specificfile organization structure and,
again, it was intentional, itwas done over time and it is
where we save all of our contentand you don't want it to just
be this like, well, we justthrow everything into one folder
and then we do a quick searchwhenever we want to find
something.
Y'all, y'all.
That's chaos, that is purechaos and it will not be what
(14:23):
helps you grow and scale in thefuture.
Because I want you to picturethis, picture this If you're
someone that maybe you have asmall team right now, maybe it's
you and a VA or an editor ofsome sort, or maybe a marketing
assistant, and it's just maybetwo to three people, but in the
future you're like I want toscale my business, I want to hit
six figures, seven figures,eight figures and I want to have
(14:45):
a whole team of people that aresupporting the business.
Do you think that you're goingto be able to onboard people and
send them to one file and saygood luck, I hope that you find
what you're looking for?
No, no, you're not.
So implement the fileorganization today as if you had
20 people working for you andthey all had different functions
(15:09):
and job, families that they hadto support and the things that
they had to do in their businessor in their daily work, their
daily tasks, and make a systemthat makes sense for you but can
also support you as you growand scale the number of people
that you have working on yourteam.
Now I want to give another quickshout out for the PREPA method.
Again, this is something thatyou can use for how you plan,
(15:32):
record, edit, publish and marketyour content.
Right, like this is proprietary.
I said earlier I was like thisis a proprietary.
Yes, it is, it's proprietary toPREPA profit media, but it's
not something that I'm not likehey, you can't steal this.
Yes, like, go take it, it'syours, it's free for the taking.
Right, it is just the simplestep-by-step uh formula that we
(15:53):
follow for every single piece ofcontent here at profit media.
Now let's move into how systemscan help you scale.
We've kind of touched on thesesimply a little bit.
The first one is helping reducedecision time in what you have
to do, and it really makesdelegation easier.
(16:13):
So I get asked the question allthe time Crystal, how do you
batch your content?
And the only reason, the onlyreason that I'm able to batch
content is because I havesystems, because I know when I
go to my content calendar, I canlook at it and see, okay, these
are the next few episodes thatare coming up.
I can go to Asana and see, okay, these are the deadlines for
(16:36):
those.
All right, I have a few extrahours to spare on this Friday
afternoon.
Why don't I just record thenext two podcast episodes?
Or maybe I don't sit down andrecord them?
What if I just plan the nextfew podcast episodes?
That's also batching.
It doesn't just have to beabout okay, I'm going to sit
down and I'm going to plan andI'm going to record, then I'm
(16:57):
going to edit and then I'm goingto schedule it, like that's
overwhelming.
That's overwhelming.
I read in this book a long timeago, the One Thing, and I had
the pleasure of meeting JayPapasan.
He's one of the co-authors ofthis book.
I met him last summer at aconference and it was so
interesting to pick apart hisbrain and we had a coaching call
later and it was so fun.
(17:17):
But to think about, like, theone thing that you want to do in
your content and or just inyour business or in your life in
general, and the one thing thatthey mentioned in the book is
all about task switching.
Like we've said, that we canmultitask and do all these
things at once, but I have found, as someone that's been
(17:38):
creating content I've recordedover 1500 podcast episodes and
I've been creating since 2018.
And the thing that I've learnedis actually task switching
confuses my brain, like as itshould.
It's very different skill setto sit down and plan an episode
versus record it, versus edit it, versus schedule it in
(18:00):
Buzzsprout or YouTube or all theplaces it's going to be on, or
marketing, like.
Those are all very specificskill sets that you need for all
the tasks within the prep andmethod.
So, whenever I do have thoseopportunities for 30 minutes or
two hours to do something,that's how I can sit down and
batch, because I have systems inplace that tell me well, you
(18:21):
have this deadline coming up and, oh, you're going to be out of
town for a week and a half, sothat means you're not going to
be recording for a week and ahalf and you're likely going to
need to record something beforethat.
But also, you're not reallygoing to want to jump in
straight when you get back fromvacation, so why don't you
record the week after?
(18:41):
That can support you so thatyou can actually take time off.
This is how systems can workfor you and I can see like, oh,
I can actually delegate theseother tasks to my VA to handle
when I'm on vacation.
Like this is your future self,thanking you for having systems
and being smart about the thingsthat you're delegating, the
(19:02):
things that you're doing aheadof times or the things that may
not even matter in the future.
Like there are things that areobsolete now that we used to do
in the past.
But once we started dialing inour systems, I was like, oh, we
don't need to do that anymore.
Or, even better, ai, chatgpt,can handle that for me, or I can
rely on another tool that helpsme do that.
(19:22):
But at the end of the day,systems equals sustainability,
right?
People have asked me Crystal,how have you been consistent.
You've never missed a week ofpublishing your podcast.
You've never missed a week ofputting out YouTube content,
sending your newsletter, postingon social in some capacity.
Like, how has this happened?
It's systems and workflows.
(19:43):
Like, if you want the magicpart, like that is the magic
formula.
There is no magic formula.
It's systems, it processes andshowing up consistently and the
only reason I've been able torecord over 1,500 episodes I was
looking the other day I'veposted over 1,000 YouTube videos
between shorts and long formcontent and streaming and all
(20:06):
those.
I've created a lot of contentand the only reason it is
sustainable is because ofsystems and workflows.
So I wanna know what questionsdo you have about workflows,
about systems?
Which ones do you wanna see mecreate content systems?
Which ones do you want to seeme create content about?
I would love to know.
So tell me in the comments whatyou are most excited about.
(20:27):
But as we close out today, Iwant to say that ignoring
systems, like not payingattention to these at all, is a
fast track to burnout, and youall know you've heard me talk
about this.
We've had a burnout expert onthe show Like, burnout is the
enemy around here.
It is the common enemy that weare trying to avoid like the
plague.
(20:47):
We do not want burnout creepinginto your business, creeping
into your life, creeping intoyour content.
And so please look at thesystems that you need to have
and if you're like well, crystal, I don't know what systems I
should start with, where are youthe most stressed in your
content today?
Where are you the most stressedin your business?
Those are likely the firstplaces that you need to
(21:08):
implement a system and analyze,like, what can I do to make this
better?
And you don't have to start big, start small.
Tackle those things that arebugging you every day.
Or when you sit down to do yourbusiness, you do your content
and you're like, oh my gosh,this is the thing that's going
to make me quit today, likehello.
That's a red flag that it needsto be addressed.
(21:29):
It needs to be something thatyou don't keep ignoring, because
it's just going to continue togrow and grow and grow until you
do eventually hit burnout.
So start with something smallone checklist, one template, one
item.
Maybe it's just organizing onefolder on your desktop, maybe
it's one folder within yourGoogle Drive.
I don't care where you start,but just start somewhere today,
(21:52):
right now, as soon as you'redone watching this video, you
can absolutely get into actionand do something really simple,
because those simple processescan lead to even bigger
improvements and it can reallyopen up space for better content
, better results, betterinteractions with your audience,
better customer engagement.
(22:13):
Who knows what opportunitieslie on the other side of
organized?
I feel like should I just quotemyself on that of organized?
I don't know.
I feel like should I just quotemyself on that?
Who knows what lies on theother side of organized?
Like, come on, like I feel likeI've watched too much of the
home edit.
Maybe I got that from them, butI mean, if that's not a
quotable like, it should be,because it is what we live for
(22:34):
around here as organization,systems, processes and workflows
, and I think that it'ssomething that you need to
consider today as you work onyour business and your content.
But that's all I have for you.
So make sure you hit that followor subscribe button wherever
you're listening and watchingtoday and, like I said, let me
know what systems, whattemplates, what do you want to
(22:54):
know more of?
What behind the scenes do youwant to see behind our business?
Because I would love to sharethem with you.
Make sure you check out theother resources that we have,
the other videos, the othercontent, the other resources
that we have, because we want tohelp you in your content
journey and help you withdigital marketing.
That may feel a littleconfusing or overwhelming and we
(23:17):
want it to be something that'ssimple and consistent for you.
And one last thing I almostforgot to remind you next week
is our last video in thefive-part series.
Why Do Podcasters Ignore, andwe are talking about, why do
podcasters ignore repurposing?
So you do not want to miss thatTune in next week, but that's
(23:38):
all I have for you today.
So make sure that you hit thatfollow or subscribe button and,
as always, remember, keep it up.
We all have to start somewhere.
People have asked me, crystal, how have you been
consistent?
You've never missed a week ofpublishing your podcast.
You've never missed a week ofputting out YouTube content,
sending your newsletter, postingon social in some capacity.
Like, how has this happened?
It's systems and workflows.
Like, if you want the magic,like that is the magic formula.
(00:21):
There is no magic formula.
It's systems, it processes andshowing up consistently and the
only reason I've been able torecord over 1500 episodes I was
looking the other day I'veposted over 1000 YouTube videos,
between shorts and long formcontent and streaming and all
those like, I've created a lotof content and the only reason
(00:43):
it is sustainable is because ofsystems and workflows.
Welcome to the Profit Podcast,where we teach you how to start,
launch and market your contentwith confidence.
I'm your host, crystal Profit,and I'm so excited that you're
here.
Thanks for hanging out with metoday, because if you've been
trying to figure out the worldof content creation, this is the
(01:04):
show that will help be yourtime-saving shortcut.
So let's get right to it, shallwe?
We're diving into episode fourof our five-part series.
Why Do Podcasters IgnoreSystems and Workflows?
Hello, if we have not met, myname is Crystal Prophet and,
(01:26):
like I said, we have startedthis five-part series called why
Do Podcasters Ignore, and todaywe are exploring systems and
workflows.
Now, this is something that Ididn't pay a ton of attention to
in the beginning, aside fromlike a literal printed checklist
(01:48):
that I put on my desk.
I actually put it in my likedesk drawer because I didn't.
I was so terrified that someonewould walk in and see that I
have an actual like 10 pointchecklist of like turn on your
microphone, make sure it'splugged in.
Checklist of like turn on yourmicrophone, make sure it's
plugged in, make sure it's onthe right setting, make sure
(02:09):
it's on it.
Like.
I was legit embarrassed of howdetailed I needed to get in this
very, very basic checklist, butthere you go, I've added myself
.
This is exactly how I startedand I can tell you we are way
more complex and a lot morestrategic in where we are today
(02:29):
with our systems and workflowshere at Profit Media, and I
think that podcasters like youdon't get an easy out just
because you figure out how yoursystems work and how everything
operates behind the scenes.
Like you're going to have someoopsie daisies moments, and you
can avoid a lot of those if youdo have systems and workflows
(02:52):
and how you operate your content.
So I'm gonna give you a quickoverview of all the things we're
gonna cover today.
The first is why podcastersavoid systems.
Ooh, gonna have some juicystories and details in that one.
Then we're gonna talk aboutsimple systems that can make a
huge difference.
Then we're going to talk abouthow systems actually help you
(03:12):
scale your business, yourcontent, all the amazing things
that you're already doing.
So let's jump right in right.
So we're going to talk aboutnumber one why do podcasters
avoid systems?
Let's just call it what it isit takes work.
It's like it takes work whenpeople come to me and say, hey,
(03:33):
how do you have these systemsand processes and these SOPs in
place in your business?
And I'm like it took work.
I had to sit down, map it out,I had to come up with a strategy
, or I had to put together theworkflow or the system, and then
now we operate within thatsystem every single day.
(03:54):
But most people are like, well,I'm just too creative.
I don't want to be theorganized person.
I want to have 50,000 differenticons on my desktop and I want
to have 20,000 tabs open at anytime.
Because I'm a creative, I don'thave time to deal with
organization.
That is not going to be yourexcuse anymore.
(04:17):
That's lazy.
I'm going to say it again thatis lazy.
That's lazy thinking, it's lazyattitude and it's not going to
be the thing that gets you toscaling your content, scaling
your business and making abigger impact.
Okay, so, don't have this likewell, I'm just a creative, I
(04:37):
don't have to be organized.
Let's leave that for the type Afolks who, like to you know,
have everything color coded andhave systems.
No, no, no, no.
You are going to be successfulwhen you have color coded
systems and you have things inplace that you follow.
Every single time, you create abrand new piece of content.
Okay, like, are we in agreementon this?
(04:58):
Like, no more excuses, no morelazy thinking.
We're actually going to takewhat you learn from today and
implement it so that you canhave bigger results through the
rest of 2025 and into futureyears.
Got it Okay?
Now the second one is I don'thave time to build a system.
Right, again, this is what somany of you have told me.
(05:19):
It's like I don't have time,crystal, I don't have a VA
working for me, it's just me.
I don't have a VA working forme.
It's just me.
I don't have time to do it, andI've heard this said so many
times that you need to, and whenI say you, I'm talking about
you and me.
Right, I'm talking to myselftoo, because this is what helped
me kind of get my act togetherand record some of the things
(05:40):
that I needed to document in mybusiness, and that was, of
course, you don't have time tobuild a system.
You're making it toocomplicated.
You think that you have to sitdown and write out an entire
Google Doc of step-by-step ofeverything you have to do, or
maybe you have to record a10-step video course of how your
whole business operates.
(06:00):
Like, of course, that soundsoverwhelming, but what you
really need to do is say whatare the repeatable processes in
my business and how can I createa system around that.
We're talking about tools in asecond, of how we can actually
implement these things, but nolonger have the excuse of I
don't have time to build asystem.
(06:21):
Okay, say it with me.
You no longer have the excusethat you don't have time to
build a system.
I'm going to help you with thisand I want you to ask questions
along the way.
So if you're like that's me,like, if you've already like
I've already said I'm notcreative, or I'm creative and
I'm not organized, or I don'thave time, like tell me, just
tell me in the comments, saythat's me.
(06:41):
No judgment here.
We've all been there, but Iwant you to see that you are not
alone and that other people dothis too.
And then the other common thing,or the common reason why
podcasters avoid systems they'relike I'll just figure it out as
I go, we'll just build thisplane as we're flying it, and
(07:02):
who cares if it's going to havethis scary nosedive of like oh,
we're really about to crash, butwe'll figure it out as we go.
Like it gives me anxiety justthinking about it.
So please don't have thisattitude anymore.
Even if you've gotten to thispoint with this attitude, that's
okay.
Like we're not going to judgethe past.
We're going to say, from todayforward, we're no longer going
(07:25):
to have the idea or the identityof I figure it out as I go,
because this will keep you inthe loop of being stuck.
It will keep you in a place offeeling disorganized and
discombobulated because youhaven't taken the time to sit
down and get intentional and getstrategic and think things
(07:47):
through.
You're just kind of operatingin this like endless loop of
well, this is how I did it oneday.
Therefore, this is how I'mgoing to keep doing it.
Please don't do this anymore.
So let's move into some of thesimple systems that we can use
that make a huge difference, andI have to start with our PREPIM
method.
So if you're brand new aroundhere, you may not be familiar
(08:08):
with this.
That's okay.
We have a video right here.
We have content that we'll linkto in the description.
That's all about our PREPIMmethod, but what this stands for
is plan, record, edit, publishand market.
So if that is literally theonly system or workflow that you
adopt this year, please letthat be something, because it is
(08:30):
.
It's simple.
Like that's not rocket science,right?
Like that is so simple.
Plan, record, edit, publish andmarket.
Now these are the five stepsthat we use here at Profit Media
to release any piece of content.
You got to record a podcastepisode prep a method.
You got to record a podcastepisode prep a method.
You gotta record a YouTubevideo prep a method.
(08:50):
You have to send an emailnewsletter prep a method.
Instagram posts, youtube short,like you get it right.
Like, every single piece ofcontent that we create here goes
through the prep and methodprocess, and it's one of those
that you can use Like, pleasesteal it.
I'm not saying that that's likemy proprietary thing.
Don't touch it.
Don't say like, please takethis system and implement it in
(09:13):
your business today, becausethat will make all the
difference in how you operateyour business tomorrow, in six
months, in two years, in 10years.
And you have to start buildingsystems slowly, and I want you
like.
They need to be foundational.
If you're going to startanywhere with systems and
workflows, please let it besomething that's foundational to
(09:35):
everything else that you do inyour business, because you will
realize that things becomeeasier the more systems that you
have in place.
Now let's talk about some ofthe other simple systems that
can make a huge difference Acontent calendar Y'all I have
content for days about contentcalendars.
Whether you wanna do it in Asana, you wanna do it in a Google
(09:58):
Sheet, you wanna do it in someother fancy system, like, I
don't care, but you need acontent calendar.
Now, what this is gonna helpyou do it's gonna help you
execute your prep.
A method, because where do I goto plan my content, I put it in
the content calendar.
Where do I go to when I sitdown to record?
What am I supposed to recordtoday?
I look at my content calendar.
(10:19):
When I need to edit somethingand figure out the next
deadlines for editing andpublishing, I go to the content
calendar.
Oh yeah.
And then for marketing, what doI need to talk about on
Instagram today?
What episode do I need topromote?
I go back to my contentcalendar.
So this is a simple system and,like I said, we have tons of
(10:39):
resources on content calendarsand how they work, and I even
have some step-by-step videosthat will show you behind the
scenes of what my Asana lookslike.
This is where I plan all mycontent.
This is where I keep all mynotes.
It's where I have the due datesfor everything.
So finding a project managementtool that can help you do that
it's going to make all thedifference, but, like I said, at
the end of the day, you couldjust use a Google Sheet.
(11:01):
It doesn't have to be this verycumbersome process.
Just start with something andthen go from there.
The other thing that's a simplesystem that you can have are
episode templates.
Now, episode templates are verysimple.
You could just look at it aslike okay, what's your hook of
your episode gonna be?
What's your intro?
(11:22):
What are your main pointsyou're gonna make?
What's your strategic call toaction?
What are some other things thatyou need to mention in your
episode?
Like, those don't change everysingle episode.
I use the same formula, if youwant to call it, for every
single podcast episode, youtubevideo that I put out, and so
it's a template, right?
So how else can you implementtemplates in your content?
(11:45):
Like, tell me in the commentsif you're like gosh, I wish I
had a template for this.
Like, tell me in the comments.
Like, finish, fill in the blank, I wish I had a template for,
because I bet you we probablyhave some somewhere that we can
send to you.
So let us know what kind oftemplates you're looking for.
Are you looking for a podcastepisode template?
Are you looking for emailnewsletter templates?
Like, let us know, because wehave a lot of content.
(12:07):
I just saw like, and I'mlooking.
As I'm looking at my notes, Isaw standard intros and outros.
We have YouTube videos allabout how to record a podcast
intro, a podcast outro, what itlooks like for solo content or
interview content.
So make sure you go check thoseout, because these simple
systems can really help you inbigger ways in your content that
(12:29):
you didn't even realize werecausing you stress or causing
you anxiety or making you kindof avoid everything because you
don't want to deal with it.
And I know a lot of you justnodded Yep, she sees me, she
hears like Crystal, are you inmy office with me?
Do you know the things that arehappening in my head?
Yes, I do, because I've talkedto hundreds and thousands of
(12:51):
creators and it's all the same,right Like, if we don't have
systems and processes, it canfeel super chaotic.
So this content here today ismeant to help ease you of those
common struggles and obstacles.
The other simple system that youcan implement today is file
organization.
So several years back I took aprogram with Amy Porterfield
(13:14):
called Systems at Scale.
I actually have one of her startestimonials right on the sales
page.
You should go check it out.
But Systems at Scale wassomething that helps me
understand how to organize myfiles and systems in a way that
would make sense but also helpwhenever I go to do a promotion,
(13:35):
a launch or be strategic inwhere, where do all my podcast
files live, like myself and myVA.
Like we're in there all thetime in our Google drive and
poking around and I, like, weknow specifically like hey, go
to this file if you wantanything related to our YouTube
channel, go to this one if youwant anything related to brand
pictures and photography that weuse for our brand.
(13:58):
Like, we have a very specificfile organization structure and,
again, it was intentional, itwas done over time and it is
where we save all of our contentand you don't want it to just
be this like, well, we justthrow everything into one folder
and then we do a quick searchwhenever we want to find
something.
Y'all, y'all.
That's chaos, that is purechaos and it will not be what
(14:23):
helps you grow and scale in thefuture.
Because I want you to picturethis, picture this If you're
someone that maybe you have asmall team right now, maybe it's
you and a VA or an editor ofsome sort, or maybe a marketing
assistant, and it's just maybetwo to three people, but in the
future you're like I want toscale my business, I want to hit
six figures, seven figures,eight figures and I want to have
(14:45):
a whole team of people that aresupporting the business.
Do you think that you're goingto be able to onboard people and
send them to one file and saygood luck, I hope that you find
what you're looking for?
No, no, you're not.
So implement the fileorganization today as if you had
20 people working for you andthey all had different functions
(15:09):
and job, families that they hadto support and the things that
they had to do in their businessor in their daily work, their
daily tasks, and make a systemthat makes sense for you but can
also support you as you growand scale the number of people
that you have working on yourteam.
Now I want to give another quickshout out for the PREPA method.
Again, this is something thatyou can use for how you plan,
(15:32):
record, edit, publish and marketyour content.
Right, like this is proprietary.
I said earlier I was like thisis a proprietary.
Yes, it is, it's proprietary toPREPA profit media, but it's
not something that I'm not likehey, you can't steal this.
Yes, like, go take it, it'syours, it's free for the taking.
Right, it is just the simplestep-by-step uh formula that we
(15:53):
follow for every single piece ofcontent here at profit media.
Now let's move into how systemscan help you scale.
We've kind of touched on thesesimply a little bit.
The first one is helping reducedecision time in what you have
to do, and it really makesdelegation easier.
(16:13):
So I get asked the question allthe time Crystal, how do you
batch your content?
And the only reason, the onlyreason that I'm able to batch
content is because I havesystems, because I know when I
go to my content calendar, I canlook at it and see, okay, these
are the next few episodes thatare coming up.
I can go to Asana and see, okay, these are the deadlines for
(16:36):
those.
All right, I have a few extrahours to spare on this Friday
afternoon.
Why don't I just record thenext two podcast episodes?
Or maybe I don't sit down andrecord them?
What if I just plan the nextfew podcast episodes?
That's also batching.
It doesn't just have to beabout okay, I'm going to sit
down and I'm going to plan andI'm going to record, then I'm
(16:57):
going to edit and then I'm goingto schedule it, like that's
overwhelming.
That's overwhelming.
I read in this book a long timeago, the One Thing, and I had
the pleasure of meeting JayPapasan.
He's one of the co-authors ofthis book.
I met him last summer at aconference and it was so
interesting to pick apart hisbrain and we had a coaching call
later and it was so fun.
(17:17):
But to think about, like, theone thing that you want to do in
your content and or just inyour business or in your life in
general, and the one thing thatthey mentioned in the book is
all about task switching.
Like we've said, that we canmultitask and do all these
things at once, but I have found, as someone that's been
(17:38):
creating content I've recordedover 1500 podcast episodes and
I've been creating since 2018.
And the thing that I've learnedis actually task switching
confuses my brain, like as itshould.
It's very different skill setto sit down and plan an episode
versus record it, versus edit it, versus schedule it in
(18:00):
Buzzsprout or YouTube or all theplaces it's going to be on, or
marketing, like.
Those are all very specificskill sets that you need for all
the tasks within the prep andmethod.
So, whenever I do have thoseopportunities for 30 minutes or
two hours to do something,that's how I can sit down and
batch, because I have systems inplace that tell me well, you
(18:21):
have this deadline coming up and, oh, you're going to be out of
town for a week and a half, sothat means you're not going to
be recording for a week and ahalf and you're likely going to
need to record something beforethat.
But also, you're not reallygoing to want to jump in
straight when you get back fromvacation, so why don't you
record the week after?
(18:41):
That can support you so thatyou can actually take time off.
This is how systems can workfor you and I can see like, oh,
I can actually delegate theseother tasks to my VA to handle
when I'm on vacation.
Like this is your future self,thanking you for having systems
and being smart about the thingsthat you're delegating, the
(19:02):
things that you're doing aheadof times or the things that may
not even matter in the future.
Like there are things that areobsolete now that we used to do
in the past.
But once we started dialing inour systems, I was like, oh, we
don't need to do that anymore.
Or, even better, ai, chatgpt,can handle that for me, or I can
rely on another tool that helpsme do that.
(19:22):
But at the end of the day,systems equals sustainability,
right?
People have asked me Crystal,how have you been consistent.
You've never missed a week ofpublishing your podcast.
You've never missed a week ofputting out YouTube content,
sending your newsletter, postingon social in some capacity.
Like, how has this happened?
It's systems and workflows.
(19:43):
Like, if you want the magicpart, like that is the magic
formula.
There is no magic formula.
It's systems, it processes andshowing up consistently and the
only reason I've been able torecord over 1,500 episodes I was
looking the other day I'veposted over 1,000 YouTube videos
between shorts and long formcontent and streaming and all
(20:06):
those.
I've created a lot of contentand the only reason it is
sustainable is because ofsystems and workflows.
So I wanna know what questionsdo you have about workflows,
about systems?
Which ones do you wanna see mecreate content systems?
Which ones do you want to seeme create content about?
I would love to know.
So tell me in the comments whatyou are most excited about.
(20:27):
But as we close out today, Iwant to say that ignoring
systems, like not payingattention to these at all, is a
fast track to burnout, and youall know you've heard me talk
about this.
We've had a burnout expert onthe show Like, burnout is the
enemy around here.
It is the common enemy that weare trying to avoid like the
plague.
(20:47):
We do not want burnout creepinginto your business, creeping
into your life, creeping intoyour content.
And so please look at thesystems that you need to have
and if you're like well, crystal, I don't know what systems I
should start with, where are youthe most stressed in your
content today?
Where are you the most stressedin your business?
Those are likely the firstplaces that you need to
(21:08):
implement a system and analyze,like, what can I do to make this
better?
And you don't have to start big, start small.
Tackle those things that arebugging you every day.
Or when you sit down to do yourbusiness, you do your content
and you're like, oh my gosh,this is the thing that's going
to make me quit today, likehello.
That's a red flag that it needsto be addressed.
(21:29):
It needs to be something thatyou don't keep ignoring, because
it's just going to continue togrow and grow and grow until you
do eventually hit burnout.
So start with something smallone checklist, one template, one
item.
Maybe it's just organizing onefolder on your desktop, maybe
it's one folder within yourGoogle Drive.
I don't care where you start,but just start somewhere today,
(21:52):
right now, as soon as you'redone watching this video, you
can absolutely get into actionand do something really simple,
because those simple processescan lead to even bigger
improvements and it can reallyopen up space for better content
, better results, betterinteractions with your audience,
better customer engagement.
(22:13):
Who knows what opportunitieslie on the other side of
organized?
I feel like should I just quotemyself on that of organized?
I don't know.
I feel like should I just quotemyself on that?
Who knows what lies on theother side of organized?
Like, come on, like I feel likeI've watched too much of the
home edit.
Maybe I got that from them, butI mean, if that's not a
quotable like, it should be,because it is what we live for
(22:34):
around here as organization,systems, processes and workflows
, and I think that it'ssomething that you need to
consider today as you work onyour business and your content.
But that's all I have for you.
So make sure you hit that followor subscribe button wherever
you're listening and watchingtoday and, like I said, let me
know what systems, whattemplates, what do you want to
(22:54):
know more of?
What behind the scenes do youwant to see behind our business?
Because I would love to sharethem with you.
Make sure you check out theother resources that we have,
the other videos, the othercontent, the other resources
that we have, because we want tohelp you in your content
journey and help you withdigital marketing.
That may feel a littleconfusing or overwhelming and we
(23:17):
want it to be something that'ssimple and consistent for you.
And one last thing I almostforgot to remind you next week
is our last video in thefive-part series.
Why Do Podcasters Ignore, andwe are talking about, why do
podcasters ignore repurposing?
So you do not want to miss thatTune in next week, but that's
(23:38):
all I have for you today.
So make sure that you hit thatfollow or subscribe button and,
as always, remember, keep it up.
We all have to start somewhere.
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