Is Bad Bookkeeping Costing Your Business More Than You Think?
If you’re like most business owners, bookkeeping isn’t the most exciting part of running a company. It’s one of those tasks that gets pushed to the back burner—until tax season rolls around or cash flow issues start popping up.
But here’s the truth: Messy books can cost you thousands in missed deductions, cash flow mismanagement, and tax penalties.
Let’s talk about the most common bookkeeping mistakes business owners make—and how to fix them before they become costly problems.
1. Mixing Business and Personal Expenses
It’s easy to swipe the wrong card when you’re juggling business and personal finances, but co-mingling funds is a nightmare for bookkeeping. It creates confusion, increases the risk of errors, and makes tax time a mess.
The Fix:
Open a separate business bank account and credit card.
Use clear categorization for every transaction.
Track expenses in real time to avoid sifting through statements later.
2. Falling Behind on Expense Tracking
Ever find yourself scrambling to remember what that $78 charge from three months ago was for? Delayed expense tracking leads to inaccurate financial reports and missed tax deductions.
The Fix:
Implement real-time expense tracking with a bookkeeping system or app.
Assign a dedicated team member (or assistant) to upload receipts and categorize expenses weekly.
Regularly review reports to ensure accuracy.
3. Not Keeping Detailed Records
It’s not enough to just track income and expenses—you need documentation to back it up. Missing invoices, lost receipts, and incomplete records can trigger IRS audits and cost you valuable deductions.
The Fix:
Keep digital copies of all receipts and invoices.
Use a cloud-based system to organize financial documents.
Ensure all transactions are properly recorded with clear descriptions and categories.
4. Forgetting to Reconcile Accounts
Many business owners assume their bank statements are accurate—but errors happen. If you’re not reconciling accounts regularly, you could be missing fraudulent charges, duplicate transactions, or accounting mistakes.
The Fix:
Reconcile bank statements monthly to catch discrepancies early.
Cross-check financial records against invoices and payments.
Use automated tools to flag inconsistencies before they become bigger problems.
5. Ignoring Cash Flow Management
Your business might be profitable on paper, but if you don’t have cash in the bank when you need it, you’re in trouble. Poor cash flow management leads to missed opportunities, late payments, and financial stress.
The Fix:
Set up a cash flow tracking system that forecasts income and expenses.
Ensure customer invoices are sent and followed up on promptly.
Maintain a cash reserve to handle unexpected expenses.
6. DIYing Bookkeeping for Too Long
Many business owners start out managing their own books, but as the business grows, bookkeeping becomes more complex—and easier to mess up. Misclassified expenses, late reports, and compliance mistakes can end up costing more than hiring help.
The Fix:
Outsource bookkeeping or delegate financial tracking to a trained assistant.
Invest in bookkeeping software that automates repetitive tasks.
Focus on reviewing reports and making strategic financial decisions, rather than doing the data entry yourself.
Final Thought: Clean Books = Smarter Business Decisions
Bad bookkeeping doesn’t just cause headaches—it affects profitability, cash flow, and growth. When your financials are in order, you can make smarter decisions, avoid costly mistakes, and scale with confidence.
Not everyone is equipped with the right skills and knowledge to manage their books. The smartest solution is hiring an ultimate executive assistant that could manage and fix all your bookkeeping needs.
🚀 If bookkeeping is slowing you down, it’s time to streamline the process. Let’s talk about how to make it effortless.
Mastering Your Calendar: The Key to Productivity, Business Growth, and Work-Life Balance
In the fast-paced world of entrepreneurship and sales, time management isn’t just a skill—it’s the foundation for success. If your calendar isn’t aligned with your goals, chances are your productivity and profitability are suffering. In this episode of the Workergenix Mastermind Podcast, Harley Green sits down with Scott Groves, a top mortgage loan officer, coach, and entrepreneur, to uncover the secrets behind effective calendar management, lead generation, and building a sustainable business.
Your Calendar Reflects Your Priorities
Scott Groves emphasizes a powerful truth: your calendar is a reflection of your values. If something isn’t scheduled, it’s unlikely to happen. Whether it’s lead generation, business meetings, or personal commitments, what’s on your calendar dictates your outcomes. He shares a technique inspired by Gary Keller—if you’re not seeing gym time, date nights, or prospecting sessions on your schedule, you’re just wishing for success, not planning for it.
Color Coding for Clarity
One of Scott’s game-changing strategies is color-coding your calendar. By assigning different colors to revenue-generating tasks, family time, workouts, and client meetings, you can easily see if your time is being spent where it matters most. If your calendar lacks key colors (e.g., green for sales activities), it’s a red flag that adjustments are needed.
The Power of Time Blocking
Many entrepreneurs get caught up in reactive work—responding to emails, handling last-minute requests, and firefighting daily crises. Scott stresses the importance of time blocking, where dedicated slots in your calendar are reserved for focused work. Whether it’s a 60-minute lead generation session or a weekly business planning session, disciplined time blocking prevents distractions and ensures that high-impact activities are prioritized.
Handling Interruptions: The Art of ‘Interrupting Interruptions’
No matter how well-planned your calendar is, interruptions happen. Scott shares a simple yet effective strategy: when an unexpected call or task arises, quickly assess its urgency. He recommends using pre-written text responses or scheduling tools like Calendly to redirect non-urgent matters to a more convenient time, keeping your focus intact.
The Importance of a ‘Busy Time’ Block
Scott schedules dedicated time blocks for dealing with inevitable last-minute tasks. By setting aside two-hour blocks on certain days, he prevents urgent issues from derailing his entire schedule. This ensures that unexpected fires don’t force him to neglect revenue-generating activities.
Leveraging Technology for Efficiency
Technology is a double-edged sword—it can boost productivity or become a major distraction. Scott shares his approach to automation and efficiency tools:
Calendly for scheduling client calls
Pre-set text responses to minimize distractions
Google Calendar & Panda Planner for structured planning
The Power of Physical Planning: The Panda Planner Sales Pro
Digital tools are valuable, but Scott firmly believes in the effectiveness of a physical planner. He partnered with Panda Planner to create the Sales Pro Planner, which blends daily goal setting, gratitude exercises, and structured sales tracking. He emphasizes that writing things down creates a psychological commitment that boosts follow-through and execution.
Goal Setting and Weekly Reflection
Scott’s success is rooted in intentional goal setting. He advocates for reviewing your week every Sunday or Monday, assessing what went well and what needs improvement. He also highlights the Goal Setting Worksheet, a tool that breaks down large objectives into daily, weekly, and monthly actions, making progress more tangible and attainable.
Work-Life Balance: Designing Your Business Around Your Life
One of Scott’s biggest takeaways is designing your business around your ideal lifestyle—not the other way around. He stresses that entrepreneurs should first schedule personal priorities like vacations, gym sessions, and family time, then build their work commitments around them. Otherwise, work will expand to fill every available gap.
The Connection Tracker: Building Stronger Relationships
Relationships drive business success, and Scott’s Connection Tracker helps professionals stay on top of their key contacts. By tracking past clients, new referrals, and outreach efforts, sales professionals can ensure they’re consistently nurturing their network without letting leads slip through the cracks.
Final Thoughts
Scott Groves has built a thriving career by mastering calendar management, goal setting, and lead generation—and his strategies can transform the way you approach your business. Whether you’re a loan officer, realtor, or entrepreneur, prioritizing your calendar, setting intentional goals, and leveraging the right tools can dramatically improve your productivity and overall success.
Harley Green: Hey everybody, welcome back to the Workergenix Mastermind Podcast! Today, we’ve got a special guest and fellow Front Row Dad, Scott Groves. Scott is a husband, father, coach, loan officer, author, podcaster, 10th Planet Jiu-Jitsu purple belt, and cigar aficionado.
Scott is known for his client-first approach in the mortgage industry, helping homebuyers and real estate professionals secure lending solutions that align with long-term financial goals. Beyond lending, he’s also an expert in marketing, leadership, and lead generation, coaching hundreds of loan officers to success.
Scott, thank you so much for being on the podcast today!
Scott Groves: Hey, thanks for having me on. I appreciate it.
Harley Green: Before we started recording, we were talking about something really interesting—the idea that if you want to know what someone truly values, you just need to look at their calendar. Can you share more about that?
Scott Groves: Absolutely. And first off, I need you as my hype man—I love how you introduced me!
I’ve been around long enough to remember when physical day planners were the norm, and I learned something powerful from Gary Keller, founder of Keller Williams. He used to coach real estate agents by saying, “If you want to make a million dollars in real estate, show me on your calendar where you’re doing lead generation every day. If you say your family is important, show me where date nights or family time are scheduled.”
That stuck with me. Your calendar is a reflection of your values. If something isn’t scheduled, chances are it’s just wishful thinking. It’s like the saying, “A goal without a deadline is just a dream.” If you’re not intentionally making time for what’s important—whether that’s work, family, health, or personal growth—you’re just hoping it happens.
For me, proper calendar management is the key to success. I looked at my schedule before this call—I have 43 scheduled appointments this week, and I’m not overwhelmed because everything is planned out intentionally.
Harley Green: That makes a lot of sense. What are some practical tips for business owners who want to improve their calendar management?
Scott Groves: First, own your calendar—literally. I know people who have built their entire schedule within a company system, then switch companies and lose everything. Even if you use a corporate calendar, keep a backup in your own system.
Second, color-code your calendar. I know it sounds basic, but it makes a huge difference. I can glance at my week and immediately see if I have enough:
Green for money-making activities
Orange for coaching
Pink for family time
Blue for workouts
This makes it easy to spot imbalances—if my calendar is missing personal time or too light on lead generation, I adjust accordingly.
Harley Green: I love that. What about handling interruptions? We all have days where a random fire comes up and blows up our schedule. How do you manage those moments?
Scott Groves: Great question. One of my mentors, John Berghoff, taught me that if you’re a busy professional, you have to get world-class at interrupting interruptions.
For example, if I’m in a focused work block and my wife calls, I answer quickly and say, “Hey honey, I’m in the middle of something—can this wait, or should we talk tonight?” That way, I don’t ignore the call, but I also don’t let a quick chat turn into 20 minutes of lost productivity.
For business calls, I use a simple pre-written text response: “Hey, I’m in a meeting right now. Can we schedule a time to talk later? Here’s my calendar link.” Most of the time, people respect that and book a time instead of expecting immediate attention.
The key is to train people that they have full access to you—but not immediate access.
Harley Green: That’s a great mindset shift. You mentioned Calendly—are there any other tools you swear by for productivity?
Scott Groves: Yes! Besides Google Calendar and Calendly, I use quick text replacements on my iPhone.
For example, I type “CCC” and it automatically expands into a full, polite message saying: “Hey, I’m in the middle of something. Your call is important to me. Can we schedule a time later?”
This saves me from typing out responses over and over.
Also, the Panda Sales Planner is a game-changer. It’s a physical planner that helps me manage my sales calls, goals, and daily priorities without distractions from my phone.
Harley Green: That’s awesome. You mentioned something earlier about building “busy space” into your calendar. Can you explain how that works?
Scott Groves: Sure. A lot of people’s calendars are filled with back-to-back meetings, leaving them no time to handle unexpected tasks. I intentionally block out two hours, three times a week for dealing with emergencies, last-minute emails, or urgent tasks.
If something urgent comes up at 10 AM, instead of dropping everything, I just say: “I’ll handle this during my 2-4 PM busy time.”
By pre-scheduling time for unplanned tasks, I stay in control instead of constantly reacting to other people’s problems.
Harley Green: That’s a great way to manage the chaos. Now, you’ve created a sales planner specifically for business owners. Can you share more about that?
Scott Groves: Yeah! I partnered with Panda Planner to create a Sales Pro Version. It’s designed for entrepreneurs, salespeople, and business owners who need to stay organized and focused.
The planner includes:
Daily gratitude journaling (which helps with mindset)
A structured to-do list for sales calls and follow-ups
Sections for tracking goals and priorities
A physical planner helps you stay focused—unlike a phone or laptop, which are designed to distract you.
Harley Green: That makes so much sense. Scott, this has been incredibly valuable. Any final advice for entrepreneurs who want to get control of their time?
Scott Groves: Yes—plan your work around your life, not the other way around.
Start by scheduling the big things first:
Annual vacations
Date nights with your spouse
Workouts
Major business goals
Then, let work fill in the gaps. If you don’t, work will expand to take over everything, and you’ll end up missing out on the things that truly matter.
Harley Green: I love it. Scott, thanks so much for being here! For everyone listening, we’ll include links in the show notes where you can grab Scott’s free Connection Tracker and Goal-Setting Worksheet. If you want to take control of your time, grab a Panda Sales Planner today!
Scott, where can people connect with you?
Scott Groves: You can find me at scottgroves.com, and I’m always happy to connect on social media.
Are You Losing Money by Handling Customer Service Yourself?
Let’s be real—entrepreneurs and business owners wear a lot of hats. But just because you can do something doesn’t mean you should.
Customer service is a prime example. You might think keeping it in-house (or worse, doing it yourself) ensures quality. In reality, it’s costing you time, energy, and revenue.
Let’s break down the ROI of delegating customer service—and why handing it off isn’t just a smart move, but a profitable one.
1. The Hidden Cost of Handling It Yourself
As a business owner, your time is your highest-value asset. If you’re spending hours answering emails, troubleshooting issues, or handling refunds, you’re not focusing on growth.
If your hourly value is $200+ (which it should be if you’re leading a company), every hour spent on customer service is an expensive distraction.
Meanwhile, a trained customer service assistant costs a fraction of that and can handle inquiries faster, more efficiently, and with a customer-first approach.
Bottom line: Every hour you’re tied up in customer service is an hour not spent scaling, selling, or strategizing.
2. Increased Customer Retention = More Profit
Most businesses focus on customer acquisition, but customer retention is where the real profit is.
A 5% increase in retention can lead to a 25%-95% boost in profits (Harvard Business Review).
86% of customers are willing to pay more for a better experience (PWC).
An experienced customer service assistant ensures fast response times, personalized interactions, and proactive follow-ups—keeping your customers happy, engaged, and loyal.
3. Scaling Becomes Effortless
Great customer service isn’t just about handling issues—it’s about turning customers into brand advocates.
With a dedicated assistant: ✅ You scale without stress—no bottlenecks, no backlog. ✅ Customers get faster responses, leading to better reviews and referrals. ✅ You maintain a consistent brand voice, even as you grow.
Instead of stretching yourself thin, you create a seamless customer experience that supports your growth, not slows it down.
4. The Revenue-Generating ROI of Delegation
Here’s the math:
Let’s say you spend 10 hours a week on customer service. If your time is worth $200/hr, that’s $2,000/week ($104,000/year!) spent on tasks someone else could handle.
Hiring a dedicated assistant for ~$2,000/month saves you time, ensures better service, and allows you to focus on high-impact revenue-generating activities.
The trade-off? You gain back your time AND see an ROI that directly impacts your bottom line.
Final Thought: What’s Your Time Really Worth?
Most business owners don’t realize how much revenue they’re leaving on the table by handling customer service themselves.
By delegating, you’re not just outsourcing a task—you’re buying back your time, increasing retention, and setting up your business for scalable growth.
How to Take Control of Your Wealth with Infinite Banking
In today’s fast-paced world, entrepreneurs and business owners are constantly seeking financial strategies that provide stability, flexibility, and long-term wealth growth. One such strategy, often overlooked, is Infinite Banking—a method that allows you to become your own banker, maximize cash flow, and grow your wealth while maintaining full financial control. In a recent episode of the Workergenix Mastermind Podcast, Harley Green sat down with Erica Neal of Infinity Investment Strategies to break down how this financial concept can transform the way business owners and investors manage their money.
What is Infinite Banking?
At its core, Infinite Banking is a concept—not a specific product. It involves using specially designed, high-cash-value whole life insurance policies to store and leverage your money, rather than relying on traditional banks. The goal is to recapture the interest that banks earn on your money and redirect it back into your own financial system. This allows you to use your money to fund investments, business expenses, and personal purchases while still earning compounded interest on the total cash value of the policy.
Erica explains that not all life insurance policies qualify for Infinite Banking. These policies must be strategically designed to optimize liquidity, growth, and borrowing power.
How Business Owners Are Using Infinite Banking
Many entrepreneurs and investors are using Infinite Banking to improve their cash flow management and fund major expenses. Here are a few real-world examples from the podcast:
Equipment Financing: Business owners use policy loans instead of traditional bank loans to purchase equipment, avoiding high interest rates and maintaining control over repayment schedules.
Real Estate Investments: Investors leverage their policies to fund down payments or entire property purchases, allowing them to keep their cash liquid while still earning returns.
Payroll & Business Expenses: Some entrepreneurs fund payroll and operational costs using policy loans, repaying them with revenue generated over time, ensuring their business remains cash-flow positive.
Hard Money Lending: Many real estate investors use their policies to fund private loans, earning passive income through interest on those loans while maintaining the tax advantages of the policy.
The common thread? Business owners maintain full control over their capital, unlike with traditional loans, which come with strict repayment terms and interest going to the bank instead of their own financial ecosystem.
The Benefits of Infinite Banking
Infinite Banking offers several key benefits, making it a compelling alternative to conventional financing and saving methods:
Compounded Growth: Even when borrowing against your policy, the full cash value continues to earn interest and dividends.
Liquidity & Flexibility: Unlike retirement accounts or traditional investments, you can access your cash anytime for any purpose, without penalties.
Tax Advantages: Funds within the policy grow tax-free, and policy loans are not considered taxable income.
Asset Protection: In many states, cash value in life insurance policies is protected from lawsuits and creditors.
Control Over Repayment: Unlike traditional loans, you decide the repayment schedule, with no strict deadlines or penalties.
How to Get Started with Infinite Banking
For those looking to adopt this strategy, proper policy design is critical. Not all insurance providers or financial advisors are well-versed in Infinite Banking, so it’s crucial to work with a specialist who understands how to structure these policies for maximum cash value and growth.
Key Considerations When Setting Up Your Policy:
Choosing the Right Policy: Infinite Banking uses high-cash-value whole life insurance, not term life or traditional whole life policies with low cash accumulation.
Understanding Funding Levels: Policies have minimum and maximum funding corridors, allowing flexibility in contributions.
Navigating Underwriting & Health Factors: Your age and health determine insurability, but business owners can also set up policies for key employees or family members.
Strategic Policy Design: Policies should be structured to optimize cash value growth while keeping costs low.
Why Infinite Banking is a Game-Changer for Entrepreneurs
Unlike traditional banking systems, Infinite Banking allows business owners to become their own lender, enabling them to fund investments, manage expenses, and grow their wealth without being at the mercy of banks. This approach also aligns well with long-term financial planning, ensuring that cash remains available when needed, without market volatility impacting access to funds.
Final Thoughts
Infinite Banking isn’t just about life insurance—it’s about financial independence, strategic wealth-building, and creating a system where your money works for you. If you’re an entrepreneur or investor looking for a smarter way to manage cash flow, reduce reliance on banks, and optimize your wealth, this strategy may be the perfect fit.
To learn more about how Infinite Banking can work for you, listen to the full podcast episode with Erica Neal on the Workergenix Mastermind Podcast, or connect with her team at Infinity Investment Strategies to get started on structuring your own policy.
Harley Green: Welcome back to the Workergenix Mastermind Podcast! Today, we have a special guest, Erica Neal from Infinity Investment Strategies. She’s here to discuss a financial strategy that I personally use in my family and businesses. It’s a powerful tool that not many people know about, and I’m excited for her to share it with you.
A little background on Erica—she started her career in finance at a large investment firm but quickly realized that traditional financial planning didn’t fully meet the needs of business owners. Seeking better solutions, she joined a boutique firm and began using innovative strategies, including the Infinite Banking Concept, to help entrepreneurs protect assets, optimize cash flow, and increase liquidity. Now, as the co-founder of Infinity Investment Strategies, Erica empowers business owners to improve their financial standing, grow wealth, and reduce taxes while maintaining full control of their cash flow.
Today, she’s here to explain how you can build, protect, and leverage your assets to fuel business success. Erica, welcome to the podcast! How are you?
Erica Neal: I’m doing great, Harley! Thanks for having me—I’m excited to be here.
Harley Green: The term “Infinite Banking” sounds intriguing. Can you explain what it means?
Erica Neal: Absolutely! The Infinite Banking Concept is more than just a financial product—it’s a strategy. Instead of relying on traditional banks, you become your own banker, allowing you to capture the interest that banks typically earn on your money.
When you deposit money in a bank, they lend it out and generate profits far beyond what they pay you in interest. With Infinite Banking, you reverse this process, allowing your money to grow within a specially designed cash-value life insurance policy while maintaining access to it for investments or business needs.
These policies aren’t off-the-shelf insurance products; they are specifically structured to maximize cash flow and long-term growth. The key advantage? You maintain control, dictate the terms, and reinvest profits into your own wealth-building strategies rather than relying on traditional banks.
Harley Green: That sounds like a game-changer. Can you share some real-world examples of how business owners leverage this strategy?
Erica Neal: Absolutely. Many business owners use Infinite Banking as a financial tool to manage cash flow, fund growth, or even purchase equipment.
For example, a group of business owners in a rural area use their policies to finance equipment purchases rather than taking out traditional bank loans. Instead of tying up their assets as collateral, they borrow from their policies, repay the loan with business revenue, and maintain complete financial control.
Real estate investors also find this strategy incredibly useful. Some use their policies to fund down payments, invest in syndications, or even make hard money loans—just like a traditional bank would.
One business owner I work with in East Texas uses his policy to cover payroll, software subscriptions, and other operational expenses. He withdraws funds at the start of the month or quarter, then repays the policy loan as revenue comes in. This method creates a self-sustaining cycle where he earns interest on his money while ensuring financial stability.
Harley Green: That’s fascinating! Some might wonder—why would someone take out a loan against their own policy?
Erica Neal: Great question! When you borrow from a policy, you’re recreating the banking system in a way that benefits you. Traditional banks lend out money at high interest rates while paying depositors very little in return. With Infinite Banking, you get to control this process yourself.
Here’s an example: If you have $100,000 in your policy and take out a $70,000 loan, you’ll pay simple interest on that loan. Meanwhile, your full $100,000 continues to earn compound interest and dividends. This creates arbitrage—where you’re earning more than you’re paying in interest—just like a bank would.
Business owners love this strategy because it keeps their capital working for them at all times.
Harley Green: This sounds like a powerful business tool, but what about personal use?
Erica Neal: Since you’re the banker, you can use this money however you like. Many people use it to buy vehicles, fund their children’s education, or even purchase a home.
For example, my husband and I used our policy for a down payment on our home. We’re also using it to fund our children’s education, which gives us flexibility compared to traditional 529 plans. Unlike a 529, this policy doesn’t count against financial aid eligibility and can be used for any purpose—not just college tuition.
The key takeaway? Whether for business or personal use, Infinite Banking allows you to keep your money growing while still accessing it when needed.
Harley Green: For someone new to this concept, getting started might seem overwhelming. What’s the first step?
Erica Neal: That’s a great point. Many people assume they need a large sum to start, but most policies are structured for gradual growth. Think of it like saving money in a bank—except with much better returns.
We design policies based on a minimum and maximum funding range. Your minimum should be an amount you’re comfortable contributing each year, even in uncertain times. From there, you can add more as your financial situation improves.
The flexibility of these policies makes them ideal for business owners, allowing them to scale their “bank” as their company grows.
Harley Green: Since these are insurance policies, how does health impact eligibility?
Erica Neal: Health and age do play a role, but once your policy is set up, your rating is locked in for life. That means even if your health changes, you won’t have to undergo new underwriting.
Additionally, business owners can structure policies creatively. For example, some take out policies on key employees, known as “Key Man Policies,” which provide financial protection for the business in case something happens to a critical team member.
Syndicators and real estate investors also use these policies to reassure investors, ensuring that business continuity is protected in case of unforeseen events.
Erica Neal: Many people ask if this strategy has been used before. One historical example is JCPenney during the Great Depression.
When revenue plummeted and banks were struggling, JCPenney borrowed against its corporate-owned life insurance policy to continue paying employees. This move kept the company afloat until the economy recovered.
Today, major corporations and banks still use this strategy, known as Bank-Owned Life Insurance (BOLI) or Corporate-Owned Life Insurance (COLI), to maintain liquidity and navigate financial downturns.
Harley Green: This has been an incredible conversation. If someone wants to explore Infinite Banking further, where should they start?
Erica Neal: I put together a guide called The Four Pillars of Infinite Banking, which walks through:
Tax advantages of using this strategy
How to maintain control over your cash
Risk mitigation and asset protection
Using leverage to maximize financial growth
Anyone interested can access the guide via the link in the podcast description. If Infinite Banking isn’t the right fit, I recommend finding an authorized practitioner through InfiniteBanking.org to ensure you’re working with someone who understands the strategy properly.
Harley Green: Erica, thank you so much for sharing your expertise! This strategy is a game-changer for business owners looking to take control of their finances. I encourage everyone listening to check out the link, download the guide, and connect with Erica to learn more.
Erica Neal: Thank you, Harley! I appreciate the opportunity to share this with your audience.
Is Disorganization Holding Your Business Back? Here’s How to Fix It
Have you ever felt like you’re running in circles, working harder than ever but not making the progress you expected? You’re not alone. Many entrepreneurs and business owners struggle with growth—not because they lack ambition or skill, but because their business operations are disorganized.
When systems are chaotic, tasks slip through the cracks, decisions take longer, and opportunities get missed. But when your business is structured and efficient, growth isn’t just possible—it’s inevitable. Let’s talk about why organization is the secret weapon behind every thriving business and how you can use it to unlock new opportunities.
Why Disorganization Stalls Growth
A cluttered inbox, scattered processes, and reactive decision-making don’t just make your day harder—they cost you money. Here’s how:
Missed Revenue Opportunities – A lost email or delayed follow-up can mean losing a potential client or deal.
Wasted Time – If you’re constantly looking for information or fixing mistakes, you’re not spending time on high-value activities.
Inconsistent Customer Experience – Disorganization often leads to slow responses, missed deadlines, and an inconsistent brand experience, which can drive clients elsewhere.
Decision Fatigue – When your business lacks structure, you spend more energy making decisions on things that should be automated or delegated.
The Power of an Organized Business
When your business is systemized and structured, you gain:
Increased Efficiency – With streamlined workflows, tasks get completed faster and with fewer errors.
More Time for Growth – Less time spent on admin work means more time for innovation, strategy, and building relationships.
Stronger Team Collaboration – When processes are clear, your team knows exactly what to do, leading to better productivity and fewer bottlenecks.
Better Financial Control – Organized bookkeeping and financial tracking help you make smarter business decisions.
How to Get (and Stay) Organized
Audit Your Current Workflows Take a step back and assess where time is being wasted. Identify bottlenecks, repetitive tasks, and areas where things frequently get missed.
Streamline & Automate Use project management tools, CRM systems, and automation software to eliminate manual work and keep everything in one place.
Delegate Effectively Stop holding onto tasks that others can handle. Whether it’s customer support, invoicing, or scheduling, delegating frees up your time for bigger priorities.
Create Clear Processes Document key workflows so your team knows exactly how things should be done. This reduces errors and makes it easier to scale.
Review & Optimize Regularly Organization isn’t a one-time fix. Regularly evaluate your systems to ensure they’re still serving your business as it grows.
The Bottom Line
An organized business is a scalable business. The more structure and efficiency you build into your operations, the more room you create for growth, innovation, and new opportunities. If you’re spending more time reacting than leading, it might be time to rethink your approach. What’s one area in your business that could benefit from better organization today?
Can Leadership Behaviors Transform Your Business Success?
As a business owner or entrepreneur, you’re likely no stranger to the hustle. From managing operations to making big decisions, you’re wearing multiple hats every single day. But here’s the question: are you leading your team effectively, or are you just managing tasks? The difference is crucial, and mastering the art of leadership can take your business to new heights.
In a recent episode of the Workergenix Mastermind Podcast, leadership expert Adam Malone shared his insights on the five key behaviors that help leaders create resilient teams, foster trust, and achieve long-term success. Below, we’ll break down these transformative principles to help you rethink the way you approach leadership in your organization.
1. Show Up Authentically
Leadership starts with being real. When you’re transparent and honest, you build trust with your team. This doesn’t mean you have to overshare, but it does mean being upfront about challenges and decisions.
For instance, if a project is going to require extra time and effort, acknowledge it. Tell your team why the hard work is worth it and how it aligns with your business goals. Authenticity encourages buy-in and helps your team feel valued, not dictated to.
2. Share Logical Thought Processes
Leaders often make decisions in isolation, leaving their teams wondering about the “why” behind the “what.” Sharing your reasoning creates clarity and trust.
When you explain how you arrived at a decision, you not only empower your team to think critically but also enable them to make better decisions on their own. Over time, they’ll start to think like you, building a stronger foundation for your business.
3. Ask Better Questions
Curiosity isn’t just for kids—it’s an essential leadership skill. By asking thoughtful, open-ended questions, you can uncover hidden opportunities and foster innovative thinking.
For example, instead of asking, “Did this task get done?” try asking, “How can we improve this process for better results next time?” This encourages your team to think about the bigger picture, paving the way for continuous improvement and collaboration.
4. Create a Culture of Feedback
Feedback shouldn’t just come during annual reviews—it should be an ongoing dialogue. The key is to make feedback positive and expected, not something that creates anxiety.
Start by praising what’s working well, then gently address areas for improvement. For example, if a team member completes a project, don’t just say “Good job.” Highlight what they did well and ask for their input on how the process can improve. Over time, this creates a feedback loop that fosters growth and accountability.
5. Embrace “Yes, And” Thinking
Inspired by improv comedy, the “Yes, And” approach involves building on ideas rather than shutting them down. When a team member proposes a change or an idea, instead of saying “No,” respond with, “Yes, and here’s how we can take it further.”
This mindset keeps conversations constructive and opens the door to collaboration. It’s a powerful way to encourage innovation while maintaining clear expectations.
Bonus Tip: Build Empathy Through Connection
Trust is built on three pillars: logic, authenticity, and empathy. Leaders often focus on the first two but neglect empathy. Take time to understand your team members’ perspectives and motivations. Whether it’s through one-on-one conversations or team meetings, creating space for empathy fosters a more connected and resilient team.
The Ripple Effect of Leadership
The benefits of adopting these leadership behaviors extend beyond your immediate team. By fostering trust, encouraging open communication, and building a culture of growth, you’re creating a business that doesn’t just survive—it thrives. As Adam Malone shared, these small daily behaviors have a compounding effect, building a foundation for long-term success.
Ready to Transform Your Leadership Style?
Great leadership isn’t about making sweeping changes overnight. It’s about implementing consistent behaviors that align with your vision and values. Start by showing up authentically, sharing your thought process, asking better questions, creating a feedback culture, and embracing “Yes, And” thinking.
As Adam put it, these behaviors don’t just improve your team’s performance—they create a business that can grow without you, giving you the freedom to focus on what matters most. So, which behavior will you adopt first?
Listen to the full podcast episode with Adam, available now:
Harley Green: Welcome to the Workergenix Mastermind. Today, we have a special leadership expert, Adam Malone, who will share key strategies and behaviors that leaders can employ to achieve greater success in the new year. Adam is a leadership consultant, corporate keynote speaker, and father of five, known as the “Tenacious Operator.” After a 20-year corporate career and 17 years at one company, where he rose from analyst to VP, Adam left in 2024 to pursue his passion for helping high performers become great leaders of resilient teams.
This is a perfect opportunity for everyone making changes and resolutions to learn how to become better leaders in the coming year. Adam, welcome to the podcast. How are you?
Adam Malone: I’m great, Harley. Thanks for having me.
Harley Green: What led you to transition from being a VP in the corporate world to helping leaders be better leaders?
Adam Malone: About seven or eight years ago, I transitioned into an operations role, managing the supply chain group. I owned the relationship with Apple, which was significant. I worked long hours, traveled frequently, and it began to wear me down.
One Friday, after a long trip to Manila, I returned home only to board another flight to San Francisco on Monday. I was exhausted and not feeling well. Sitting on the plane, I had a realization—I couldn’t keep living this way. I wanted to see my kids more and improve my marriage, which was okay but could have been better. It became clear that I needed to make a change, not just for myself but for my family.
It wasn’t enough for me to excel individually. I needed to build a resilient team. It had to shift from being about what I could personally accomplish to what the team could achieve collectively. That moment changed my perspective and sparked my journey into leadership development.
Harley Green: Many entrepreneurs and business professionals think they can solve problems by working harder, but the truth is, we need a team to achieve our goals. It takes leadership to build that team.
Adam Malone: Exactly. Entrepreneurs often face the challenge of feeling like no one else can do the job better. The instinct to do everything ourselves is strong, but we need to ask: Is being the best person for the task the right metric for whether or not we should do it?
Harley Green: I remember hearing the saying, “Good enough is perfect.” Sometimes perfection isn’t necessary, and striving for it can cost too much time and energy. How do you help leaders understand this balance between perfection and delegation?
Adam Malone: I often use the phrase, “Do we need perfection, or do we need good enough?” Many times, achieving 70-80% of the result is sufficient. I encourage leaders to consider the additional effort required to get to 90% or 100% and ask if the outcome justifies that cost.
For leaders, it’s also about letting go. Yes, you might do the task faster or better, but it’s often better to delegate, even if the result isn’t perfect. The extra time you gain can be invested in higher-value activities or simply resting to recharge for future challenges.
Harley Green: That makes a lot of sense. Beyond time, there’s also the opportunity cost. Spending time on one task means you’re not focusing on other priorities.
Adam Malone: Absolutely. I ask leaders, “Will your involvement in a particular task change the outcome significantly? Could you spend that time on something more impactful?” Sometimes, the best use of that time is resting or recharging so you’re prepared for the next big challenge.
Harley Green: It’s interesting that you mentioned rest. Often, leaders push themselves to the brink without recognizing the importance of recovery.
Adam Malone: Exactly. Rest is an investment in resilience. It’s about pacing yourself and your team for long-term success.
Harley Green: You’ve shared some great insights so far. I know one of the main focuses today is the five key behaviors that leaders can implement daily. Let’s dive into those.
Adam Malone: Absolutely. The first behavior is showing up authentically. Your team needs to trust you, and trust starts with being transparent. Share your thoughts openly, acknowledge challenges, and be honest about what you expect.
For example, when asking your team to tackle a tough task, acknowledge the difficulty upfront. Saying, “I know this is going to be challenging, but here’s why it’s important,” builds trust and shows authenticity.
Harley Green: That’s a great point. I’ve seen firsthand how authenticity can rally a team. What’s the second key behavior?
Adam Malone: The second is sharing your logical thought process. When leaders explain why they made a decision, it builds trust and helps the team learn to think like them. This is especially important if you want your business to thrive without your constant involvement.
Engage your team in the decision-making process by explaining your logic and asking for their input. This not only builds trust but also creates opportunities for improvement.
Harley Green: That ties into empowering your team to think critically and contribute meaningfully.
Adam Malone: Exactly. The third behavior is asking better questions. This means asking open-ended, thoughtful questions that encourage dialogue. For example, instead of saying, “Why didn’t you do this differently?” you could ask, “How do you think this fits into the broader process?”
These questions help team members think beyond their immediate tasks and identify areas for improvement.
Harley Green: I love how asking the right questions can serve as both feedback and training for the team. What’s the fourth behavior?
Adam Malone: The fourth is creating a culture of feedback. Feedback shouldn’t be something people dread—it should be a natural and mostly positive part of your workplace culture.
Give constructive feedback regularly, but focus primarily on positive reinforcement. Celebrate what your team does well, and use feedback to build trust and encourage growth.
Harley Green: We’ve implemented a feedback system in our task management software, where tasks are marked as “Needs Feedback” before being completed. It ensures feedback becomes part of our process, and it’s been incredibly helpful.
Adam Malone: That’s a great idea. Systems like that create a natural expectation of feedback and encourage continuous improvement.
Harley Green: What’s the final key behavior?
Adam Malone: The fifth is practicing “Yes, and…”. This concept, borrowed from improv comedy, involves building on ideas rather than shutting them down. For example, if a team member suggests a change, instead of saying, “No, we’ve always done it this way,” say, “Yes, and if we make this change, we also need to ensure we maintain these non-negotiables.”
This approach fosters creativity and collaboration while maintaining structure and accountability.
Harley Green: I can see how that would create a positive, innovative environment.
Adam Malone: It does. It encourages your team to bring ideas forward, knowing they’ll be considered and built upon rather than dismissed.
Harley Green: This has been an incredible conversation. For those who want to learn more or connect with you, what’s the best way to reach you?
Adam Malone: The best way is to text 33777 with the keyword “operator.” You’ll receive free leadership resources and be added to my newsletter, where I share weekly tips and insights. You can also connect with me on LinkedIn—just look for my black-and-white photo with a microphone.
Harley Green: Adam, thank you so much for sharing your expertise today.
Adam Malone: It’s been my pleasure. Thanks for having me.
Is Your Business Growth Being Stalled by These Common Mistakes?
As a business owner, you wear many hats—visionary, strategist, manager, and often, the person handling the nitty-gritty details. While this dedication is admirable, it can also lead to burnout and missed opportunities for growth. One common reason businesses plateau is the failure to recognize the value of delegating effectively. Many entrepreneurs struggle with tasks that could easily be outsourced or supported, and the cost of these mistakes adds up quickly.
Let’s dive into some of the most common pitfalls business owners face when trying to do it all—and how they can negatively impact your growth, productivity, and bottom line.
1. Losing Focus on High-Value Activities
You started your business because of a vision—whether it was to solve a problem, create impact, or pursue a passion. But how much of your time is spent on tasks like managing your inbox, scheduling, or data entry?
These low-value tasks may seem manageable, but they distract you from high-level activities like strategizing, networking, and driving revenue. If you’re spending hours on routine administrative work, you’re not just losing time—you’re losing money and growth potential.
The Cost: Every hour spent on non-core activities is an hour not spent scaling your business. Over time, this could mean missed partnerships, slower scaling, or falling behind competitors.
2. Delayed Decision-Making Due to Overwhelm
When your to-do list is miles long, decision fatigue becomes a real problem. Small, yet necessary, tasks pile up, leaving you feeling stuck and unable to focus on what matters most. This not only slows down your response time but can also harm client relationships and operational efficiency.
The Cost: Delays in decision-making can lead to lost clients, missed deadlines, and unnecessary stress. It also prevents you from seizing time-sensitive opportunities.
3. Inconsistent Customer Experience
Customer satisfaction can make or break a business. Yet, juggling customer inquiries, complaints, and service requests can be overwhelming without dedicated support. The result? Slower response times, overlooked messages, and an inconsistent experience for your clients.
The Cost: A single negative experience can tarnish your reputation, lead to customer churn, and impact your ability to attract referrals.
4. Stunted Marketing and Brand Growth
Content creation, social media management, and email campaigns are essential for visibility, but they’re time-consuming. Without someone to help manage and execute your marketing strategies, it’s easy for these tasks to fall by the wayside—or worse, be rushed and ineffective.
The Cost: Missed marketing opportunities can lead to slower brand growth, fewer leads, and stagnant revenue streams.
5. Burnout and Lack of Work-Life Balance
Running a business is a marathon, not a sprint. But when you try to do everything yourself, you risk running out of energy and passion for your work. Burnout doesn’t just affect your health—it impacts your creativity, decision-making, and relationships.
The Cost: Exhaustion can lead to poor decisions, diminished productivity, and, ultimately, the failure to grow your business sustainably.
How to Avoid These Costly Mistakes
While the solution varies for every entrepreneur, the key lies in strategic delegation. When you invest in support, whether it’s through a virtual assistant, a specialized contractor, or a team member, you free yourself to focus on what you do best—leading your business.
Benefits of Delegating Effectively:
Reclaim Time: Focus on revenue-generating activities instead of time-consuming tasks.
Increase Efficiency: Streamline operations and eliminate bottlenecks.
Boost Creativity: Free up mental space to innovate and strategize.
The Bottom Line
The cost of trying to do it all far outweighs the investment in proper support. If you’re serious about scaling your business, it’s time to rethink how you spend your time. Delegation isn’t just about freeing up hours; it’s about maximizing your impact and ensuring your business thrives.
So, what’s holding you back? Imagine what you could accomplish with a little help—and start making decisions today that your future self will thank you for.
Ready to take the next step?
Let’s start a conversation about how you can get the support you need to grow your business. Whether it’s finding the right tools, people, or strategies, the journey to sustainable success starts with one decision.
The Power of Conversion Optimization and Data-Driven Marketing
In today’s competitive business landscape, standing out isn’t just about having a great product or service. It’s about creating a seamless customer journey that converts prospects into loyal customers. This is exactly what Scott Zetlan, founder of VisiOpt, specializes in. With over two decades of experience in digital marketing, Scott has transformed businesses by optimizing their customer experiences and marketing strategies.
If you’re an entrepreneur or business owner looking to grow, here’s everything you need to know about the game-changing insights Scott shared on the podcast.
What is Conversion Optimization and Why Does It Matter?
Imagine spending thousands of dollars on ads, only to lose potential customers the moment they land on your website. Conversion optimization fixes this by fine-tuning your landing pages and sales funnels to ensure visitors take the desired action, whether it’s making a purchase, signing up for a service, or booking a call.
Scott explains that 70–80% of your marketing success depends on what happens after someone clicks on your ad. It’s not just about running ads; it’s about what happens when they reach your page. If your landing page isn’t optimized, you’re likely leaving significant revenue on the table.
The Data-Driven Approach to Marketing
At the core of Scott’s philosophy is data. He emphasizes the importance of testing variables, like headlines, images, call-to-action buttons, and page layouts, to identify what works best for your audience. According to Scott, everything on your page either helps or hurts your conversions.
With tools like VisiOpt, businesses can run thousands of split tests simultaneously and identify the best-performing combinations without requiring additional traffic. This isn’t just about optimizing for conversions; it’s about increasing your average order value (AOV) and reducing your cost per acquisition (CPA).
For example, Scott shared a story about a client whose ads required multiple touchpoints—up to five clicks—before customers made a purchase. By analyzing the customer journey, they identified critical ads and optimized them, leading to improved results across the board.
Avoid These Common Mistakes
Scott highlights several mistakes businesses make:
Assuming Your Page is Fully Optimized: Even high-performing pages often have room for improvement. Brands spending significant budgets on ads often see conversion increases of 30% to 418% after optimization.
Cluster Testing Without Isolating Variables: Making multiple changes at once can confuse results. Instead, isolate variables to identify what’s working and what’s not.
Focusing Solely on Opt-Ins or Leads: A high opt-in rate doesn’t always translate to revenue. Always track performance throughout the entire funnel, from the first click to the final purchase.
The Importance of Continuous Testing
Testing isn’t a one-time event; it’s an ongoing process. The market evolves, customer behavior shifts, and ad algorithms change. Scott uses the concept of “Kaizen,” or continuous improvement, to explain why testing should be part of every business’s long-term strategy.
For smaller businesses with limited budgets, Scott recommends starting small. Even if your ad spend is only $1,000 a month, the insights gained from testing can help you scale more effectively.
How VisiOpt Makes Testing Easier
Traditional testing can be overwhelming, but VisiOpt simplifies the process. It allows you to run tests without coding or complex analytics. The platform identifies winning combinations—whether it’s a headline, hero image, or call-to-action—and shows which variables are driving results.
VisiOpt also tracks performance across the entire funnel, providing insights into what’s working on desktop versus mobile and how each element impacts overall revenue.
Why Businesses Struggle with Ad Consistency
One of the biggest challenges businesses face is maintaining consistent ad performance. Scott explains that this often isn’t the fault of ad platforms like Facebook or Google. Instead, it’s a result of poorly optimized landing pages that don’t resonate with broader audiences.
By focusing on the creative elements of your ads and optimizing the customer journey, you can build campaigns that perform consistently, even as algorithms and competition evolve.
Applying Optimization Across Different Business Models
Whether you’re selling physical products, digital courses, or services, conversion optimization applies across all business models. Scott shared examples of optimizing free lead magnets, like guides, to ensure that not only are you generating leads but also converting the right leads into paying customers.
Tracking data to the end of the funnel—whether it’s a booked call, a subscription, or a high-ticket sale—is crucial to understanding what’s truly working.
Practical Takeaways for Your Business
Scott’s insights boil down to a few actionable steps for any business owner:
Start Testing Now: Even with a small budget, testing your landing pages and ad creatives can yield significant insights.
Focus on the Full Funnel: Don’t stop at lead generation. Track performance all the way to the sale.
Leverage Tools Like VisiOpt: Simplify your optimization process with tools that make testing accessible and actionable.
Embrace Continuous Improvement: Testing is not a one-and-done effort. Commit to ongoing optimization to stay ahead of the competition.
Special Offer from Scott Zetlan
If you’re ready to take your marketing and conversion optimization to the next level, Scott Zetlan is offering a free 30-minute Conversion Optimization Audit for podcast listeners. This personalized session will help you identify key areas of improvement for your business.
Scott’s approach is a game-changer for any business looking to grow. Whether you’re a small startup or an established company, focusing on your customer journey, landing pages, and data-driven marketing can unlock new levels of success.
Listen to the full podcast episode with Scott, available now:
Harley Green: Welcome back, everyone! Today, we have a special guest, Scott Zetlan, founder of VisiOpt, a company revolutionizing how businesses optimize customer experiences, marketing, and sales. Scott, it’s an honor to have you on the show. How are you?
Scott Zetlan: I’m doing fantastic, Harley. Thanks so much for having me.
Harley Green: It’s a pleasure! VisiOpt is known as a digital marketing powerhouse with over two decades of experience in media buying, conversion rate optimization, and analytics. Can you share more about your journey and how VisiOpt came to be?
Scott Zetlan: Absolutely! I’ve been in the marketing space for over 20 years, which makes me feel a bit old! Early in my career, I realized that scaling effectively meant understanding traffic, testing, and optimization. Without proper testing, you leave significant money on the table. That realization came through my own mistakes, and it opened my eyes to how critical it is to continuously improve.
Many businesses—ranging from small six-figure companies to massive 10-figure enterprises—are not optimizing effectively or at all. As a result, they stifle their ability to scale and grow, particularly when relying on cold traffic. We saw an opportunity to help these businesses with a more scientific, data-driven approach, and that’s how VisiOpt was born.
Harley Green: Let’s take a step back and dive into the specifics. When you talk about optimization, are we focusing on ads, websites, or the entire customer journey?
Scott Zetlan: Great question! Optimization spans both the creative side—such as ads, emails, or social media posts—and the pages where traffic is driven, like landing pages and funnels. At VisiOpt, we focus heavily on optimizing landing pages and funnels because 70-80% of your results depend on what happens after someone clicks on your ad.
Our proprietary system allows businesses to run extensive tests, simulating over 4,000 unique split tests within a single experiment—without needing additional traffic. By optimizing conversion rates, lowering cost-per-acquisition (CPA), and increasing average order value (AOV), businesses can thrive even in highly competitive markets.
Harley Green: What are some of the most common mistakes businesses make when it comes to marketing and optimization?
Scott Zetlan: The first big mistake is not testing enough—or testing improperly. Many businesses assume their pages are optimized after a few tweaks, like adjusting a headline or swapping an image. But in reality, proper testing involves isolating variables and understanding how they interact.
For example, it’s not just about testing headline A vs. headline B. It’s about testing which headline works best with a specific hero image, call-to-action, or even page layout. This interplay can dramatically impact your results.
Another common mistake is copying competitors. Many businesses see something their competitor is doing and assume it’s a best practice, but this often backfires. We’ve helped clients remove “best practices” that were actually hurting conversions.
Lastly, many businesses run “cluster tests,” where they change multiple variables at once. While this might improve results, it’s impossible to know which changes worked and which didn’t. Isolating variables is key.
Harley Green: Some listeners may think testing is a one-and-done process. Why is continuous testing so important?
Scott Zetlan: The market, algorithms, and customer behaviors are constantly evolving. Even if you have a high-performing campaign today, it may not work tomorrow. Testing ensures you stay ahead by continuously refining your approach.
For instance, many businesses blame ad platforms like Facebook when performance drops. While algorithms do change, most issues stem from poor optimization or a lack of understanding of the customer journey. If your offer isn’t converting for a broad audience, you’re bound to face challenges when scaling.
Harley Green: For businesses with smaller budgets—let’s say $1,000 a month on ads—can they afford to implement the kind of optimization strategies you’re describing?
Scott Zetlan: Great question. The short answer is yes. If you’re spending $1,000 a month, you absolutely need to optimize to make the most of that investment. However, with limited traffic, you need to run more focused tests over a longer period.
As businesses scale, the return on investment from testing becomes even more significant. For example, a 10% improvement for someone spending $50,000 a month on ads is much more impactful than the same percentage for a $1,000 budget.
That said, even smaller businesses can use VisiOpt’s tools to start testing effectively and lay the groundwork for growth.
Harley Green: What’s your advice for businesses that focus on metrics like leads or clicks but don’t track the entire customer journey?
Scott Zetlan: That’s a common and costly mistake. You can’t eat leads. If a landing page generates a high volume of leads but those leads don’t convert into paying customers, you’re wasting resources.
At VisiOpt, we track performance across the entire funnel—from the first ad click to the final sale. This allows businesses to see not just which pages generate leads, but which ones result in the highest revenue or AOV. Sometimes, the page with fewer leads ends up producing better-paying customers.
Harley Green: It sounds like testing not only boosts performance but also gives businesses control. Would you agree?
Scott Zetlan: Absolutely. You can’t control ad platform algorithms, competition, or market changes, but you can control how your business responds. Testing puts the power back in your hands by enabling you to optimize every step of the customer journey.
Harley Green: Scott, this has been incredibly insightful. For listeners inspired to dive into testing and optimization, how can they get started with VisiOpt?
Scott Zetlan: We’d love to help. For anyone who reaches out through the link in the podcast notes, we’re offering a free 30-minute conversion optimization audit. We’ll review your website and discuss actionable ways to improve.
Harley Green: Thank you so much for joining us, Scott. This has been invaluable!
Scott Zetlan: Thank you, Harley. It’s been a pleasure!
Are You Building a Business That Works for Your Life?
When was the last time you paused to ask yourself if your business serves the life you truly want?
Entrepreneurs and business owners often fall into a familiar trap: building a business that consumes all their time and energy, leaving little room for the things that matter most. But what if you flipped the script? Instead of your business dictating your lifestyle, you design a business that aligns with your vision.
Step 1: Define Your Ideal Lifestyle
Before diving into tasks, strategies, or goals, ask yourself this: What do I want my daily life to look like? For Harley Green, the answer was clear—traveling internationally, homeschooling his kids, and building strong family connections. But this vision didn’t happen by chance. It required intentionality, clear goals, and creating systems that supported his desired life.
Pro Tip: Write down your non-negotiables. Whether it’s more family time, location independence, or financial freedom, defining these will serve as the foundation for all your decisions.
Step 2: Delegate to Focus on Growth
As Harley shared, business growth often means stepping out of the “doing” role and into the “leading” role. This shift starts with identifying tasks that don’t require your personal expertise. Repetitive tasks like email management, bookkeeping, and social media posting can be handed off to others, freeing your time for high-impact activities like strategy, networking, and innovation.
Actionable Tip:
Start by listing all the tasks you do in a week.
Highlight the ones only you can do.
Delegate the rest to skilled support, such as executive assistants or team members.
Step 3: Leverage Systems and Technology
Scaling isn’t just about adding people—it’s also about creating efficient systems. Tools like project management software, automation platforms, and customer relationship management (CRM) systems help streamline operations. By integrating technology into your workflow, you can reduce errors, save time, and maintain consistency.
For Harley, tools like Loom and Monday.com were game-changers, enabling seamless communication and task tracking across his team.
Step 4: Start Small, Scale Smart
Harley’s journey began with one simple step—renting out his basement to generate extra income. Over time, he scaled strategically, adding real estate properties, leveraging passive income, and eventually creating a business ecosystem that didn’t require his constant presence.
The lesson here? You don’t need to start big to achieve big results. Begin with manageable steps, refine your processes, and grow sustainably.
Step 5: Build a Legacy-Aligned Business
Every decision Harley made filtered through his “family deal filter.” This included questions like:
Does this opportunity align with our family values?
Will it give us more time together or take it away?
Does it create a win-win for everyone involved?
This approach ensures your business doesn’t just grow—it grows in the right direction.
Final Thoughts: Work Smarter, Not Harder
The key to building a fulfilling business isn’t working more—it’s working smarter. By clarifying your vision, delegating strategically, and leveraging systems, you can create a business that serves your life, not the other way around.
So, ask yourself: What needs to change in your business today to create the life you truly want?
The answer might be simpler than you think. If you’re ready to take the next step, start by examining how you’re spending your time and where you can build smarter systems. Because when your business works for you, it’s not just a job—it’s a legacy.
Could Real Estate Be the Key to Financial Freedom?
When you think of financial freedom, what comes to mind? For many entrepreneurs and business owners, it’s the dream of living life on their own terms—choosing when and where to work, pursuing personal passions, and spending more quality time with family. Achieving that dream can feel elusive, but for Harley Green, it became a reality through strategic real estate investments and smart management.
Here’s how he made it happen—and how you can, too.
Start Small, Think Big
Harley’s journey began in the most unexpected place: his own basement. By converting unused space into a rental unit, he took his first step into the world of real estate. From there, he gradually scaled, acquiring short-term rental beach houses and long-term rental properties in key markets. His secret? Focus on quality over quantity.
Rather than managing dozens of properties, Harley built a small but efficient portfolio of high-quality rentals that provide steady cash flow and require less time and maintenance. This strategy allowed him to keep his investment manageable while maximizing returns.
Key takeaway: You don’t need a huge portfolio to achieve financial freedom. Start with what you have, and let your investments grow intentionally.
Slow Travel: A Cost-Effective Lifestyle
Harley and his family now live as digital nomads, traveling the world while managing their rentals. They’ve mastered the art of “slow travel,” staying in one location for a month or more. This approach not only reduces travel expenses but also unlocks discounts on long-term Airbnb stays and eliminates frequent flight costs.
They’ve even tapped into innovative strategies like home exchanges. By listing their properties on home exchange platforms, they’ve scored free accommodations in places like Mexico and Colombia, turning otherwise vacant rentals into valuable assets.
Key takeaway: Travel doesn’t have to be expensive. Slow travel and creative lodging solutions can make a nomadic lifestyle surprisingly affordable.
Streamline with Systems and People
Managing rental properties from halfway around the world might sound impossible, but Harley has it down to a science. His strategy centers on leveraging technology and hiring the right people:
Tech tools: Platforms like Apartments.com for rent collection and Google Workspace for property information simplify daily management tasks. Monthly inspections and preemptive maintenance keep properties in top shape.
Delegation: Harley relies on virtual assistants and local real estate agents to handle tenant communications, maintenance coordination, and even tenant turnovers. By empowering his team with clear procedures and authority, he ensures smooth operations without being bogged down in daily tasks.
Key takeaway: Building scalable systems and outsourcing tasks allows you to focus on big-picture strategies instead of getting caught up in the weeds.
Diversify and Mitigate Risk
A key part of Harley’s success lies in diversification. He balances long-term rentals with short-term vacation properties and reinvests profits into other opportunities, like private lending and syndications. This diversified approach provides multiple income streams and reduces reliance on any one property.
He also emphasizes careful budgeting and managing risk. By leveraging smart financing options and keeping operating expenses low, Harley ensures his portfolio remains profitable even during economic shifts.
Key takeaway: Diversification isn’t just for stocks—apply it to your real estate investments for long-term stability.
Designing a Life You Love
Harley and his family didn’t stumble into this lifestyle by accident—it was a deliberate choice. They envisioned what they wanted their life to look like and worked backward to make it happen. Whether it’s homeschooling their kids while traveling internationally or prioritizing family time, every decision aligns with their core values.
Key takeaway: Define your ideal lifestyle first, and then design your business or investments to support it.
Real estate isn’t just about building wealth; it’s about creating freedom. Whether you’re a seasoned investor or just getting started, Harley’s story is proof that with the right strategies, real estate can be a powerful tool for transforming your life.
