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Kate Erickson is the engine at Entrepreneurs On Fire, an award winning podcast where John Lee Dumas interviews inspiring Entrepreneurs who are truly ON FIRE. She is also the host of the podcast Kate’s Take and co-author of The Podcast Journal: Idea to Launch in 50 Days. Learn more about the free training Kate & John have created for entrepreneurs who are ready to achieve financial and lifestyle freedom over at EOFire.com!


Notes from Episode #059:   4 Steps to Creating Systems

  • Fun fact: Kate played at Symphony Hall with her 5th grade band class – she played the trumpet!

  • You can create systems for yourself in your business and in your personal life. They often bleed into each other naturally, blending into routines, how to start your day, etc. 

  • To be successful, you can implement the simplest plan. Take 5 minutes and plan your day the night before. Write out 4 things you want to accomplish the next day to give you a head start

  • When you experience the result of what a system can do for you, you’ll set yourself up for success. 

  • Decision fatigue – You get to a certain point in the day, your brain shuts down. You only have so much bandwidth in a day. 

    • Ways you can streamline your day and take decision making out of your day: Pick something that’s important to you and decide to do it first thing in the morning. Example: Work out in the morning, first thing. Make this a set plan. It’s not a decision, you just get to it when you wake up. Or you could set out your outfit for the next day so you don’t waste time on it in the morning, freeing up part of your morning. 

    • Whatever is the toughest decision ahead in your day, get it done at the beginning of your day and empower the rest of your day. Prove to yourself that even though you didn’t want to work on a task, you can get it done.

    • Approach some of the tasks/jobs you have in a day right off the bat and take care of it. It’ll reveal the next thing you need to do.  

  • You can batch tasks. 

    • Theme your day.

    • Today’s the day to get something done that’s like minded and you don’t have to change context, your brain can streamline your day and be more efficient.  

    • You waste too much energy when switching tasks.

  • STEP 1 – Taking Inventory

    • It’s a great entry point for so many different things in your life. It’s an amazing exercise if you’re looking to hire someone for your team or cut things off your to-do list  that don’t need to be done. 

    • Let a piece of paper follow you around for a week. Document what you do in that week. These are the things you are spending time on. It’s so eye-opening!

    • What are the most recurring things you do on a daily/weekly basis? Once you find those repetitive things you are doing, they are low hanging fruit that you can turn into a process. 

  • STEP 2 – Write out the steps for the “thing” you do repetitively 

    • Figure out how many components, write each step.

  • STEP 3 – Determine Efficiencies

    • Delegating, Automating or Batching

    • Delegating – hiring someone else to do something for you

    • Automating –  software or a tool to help you with

    • Batching – actually requires you to do this task(s)

    • Take each component and code each step you wrote out.

  • STEP 4 – Document, Creating a system

    • Write out a checklist of how you are going to perform this task.

    • You might make a video

    • Documenting something makes it so you don’t have to think about how to do it, which order you’ll do it in.

    • A system can always grow and change over time.  

    • You can and should be updating this system over time to improve your work. 

  • Put systems in place immediately. The sooner than better because it’ll help you right from the start – of a new business, a better way to live your life. 

  • Favorite Quote: The secret of your success lies in your daily routine. ~John Maxwell

Helpful references from the episode:

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