Are You Ready for Tax Season? How Virtual Assistant Support Can Help You Stay Ahead
Tax season can be stressful for any business owner—especially when you’re juggling multiple roles and trying to keep everything organized. From sorting through receipts to staying on top of deadlines, the pressure can quickly build up. But what if you had someone to help you navigate this busy time, streamline your processes, and ensure that nothing slips through the cracks?
Enter virtual assistant (VA) support. VAs are experts at handling administrative tasks, and they can be an invaluable resource during tax season. In this post, we’ll dive into how you can leverage virtual assistant support to prepare for tax season and make your life easier.
1. Organizing Your Financial Documents
One of the biggest challenges during tax season is the mountain of paperwork that needs to be sorted and organized. Receipts, invoices, statements, and tax forms can pile up over time, making it difficult to find what you need when you need it.
A virtual assistant can help you stay organized by creating a systematic filing system for all your financial documents. Whether it’s sorting receipts by category, filing tax documents by year, or organizing invoices, a VA can ensure that everything is easily accessible. This will save you hours of stress and confusion when it’s time to meet with your accountant or file your taxes.
2. Tracking Expenses and Income
Accurate tracking of your business expenses and income is crucial for preparing your tax return. Without organized records, you might miss deductions, overestimate your tax liability, or even face penalties for underreporting income.
A virtual assistant can assist with tracking your business expenses and income in real-time. Whether it’s logging receipts, categorizing transactions, or maintaining your bookkeeping software, your VA can keep everything up to date and ready for your accountant. This allows you to focus on growing your business instead of worrying about the details of your finances.
3. Scheduling Important Deadlines and Meetings
Tax season is full of deadlines—filing deadlines, payment deadlines, and meetings with your accountant or tax professional. Missing a deadline can result in penalties or a delayed refund, so staying on top of these dates is essential.
A virtual assistant can help you stay on track by managing your calendar and setting reminders for critical deadlines. Whether it’s scheduling meetings with your accountant, setting up reminders for tax filing dates, or ensuring that all documents are submitted on time, your VA can keep you organized and on schedule.
4. Communicating with Your Accountant
Effective communication with your accountant is key to ensuring that your taxes are filed accurately and on time. A virtual assistant can facilitate communication by gathering necessary documents, summarizing financial information, and preparing email updates for your accountant. This ensures that your accountant has everything they need to do their job efficiently.
In some cases, a VA can even attend meetings or calls with your accountant on your behalf, taking notes and following up with action items. This can be especially helpful if you’re busy running your business and need someone to handle the administrative side of things.
5. Filing Paperwork and Tax Returns
If you’re managing your own taxes, a virtual assistant can provide valuable support in the filing process. They can help you fill out forms, upload documents to tax portals, and ensure that everything is submitted correctly. While a VA can’t file your taxes for you (unless they are a licensed tax professional), they can assist with the administrative tasks surrounding the filing process, making everything run more smoothly.
6. Tax Planning and Strategy
Tax planning is an ongoing process, not just something you think about during tax season. A virtual assistant can help you with year-round tax preparation by tracking business expenses, documenting deductions, and keeping records up to date. This allows you to proactively plan for tax season, rather than scrambling at the last minute.
Additionally, your VA can help research potential tax-saving strategies, such as tax credits, deductions, or strategies for reducing taxable income. While they’re not a substitute for a tax professional, they can assist with gathering data that could help you minimize your tax burden.
7. Managing Business-Related Paperwork
Business owners often need to manage a lot of paperwork outside of just taxes—such as business licenses, contracts, permits, and insurance renewals. A virtual assistant can assist with ensuring that these documents are up to date and organized. This not only helps you during tax season but ensures that your business stays compliant year-round.
Conclusion
Tax season doesn’t have to be a stressful, overwhelming time for business owners. By leveraging virtual assistant support, you can streamline the process, stay organized, and ensure that your taxes are filed accurately and on time. Whether it’s organizing documents, tracking expenses, or communicating with your accountant, a VA can save you time and reduce the chances of making costly mistakes.
With the right support in place, you’ll be able to focus on growing your business while your virtual assistant handles the administrative heavy lifting. So why not start preparing for tax season today by bringing in a VA to help you stay on top of things?
Ready to make tax season easier? Let’s discuss how our virtual assistant services can support your business. Reach out today to learn more!
How Podcasting Can Transform Your Business: Insights from Joel Oliver of East Coast Studio
In today’s digital age, businesses are constantly looking for new ways to connect with their audience, establish credibility, and grow their brand. One of the most effective yet often overlooked strategies is podcasting. As an entrepreneur, you may have thought about starting a podcast but weren’t sure if it was the right move for your business. That’s where expert advice can make all the difference.
In this post, we’ll dive into the key takeaways from a recent conversation with Joel Oliver, founder of East Coast Studio, about the role podcasting can play in scaling your business. From understanding the benefits to overcoming the common pitfalls, here’s why you should consider incorporating podcasting into your business strategy.
The Power of Podcasting for Business Growth
Podcasting is one of the most powerful tools for engaging your audience on a deeper level. It allows you to communicate directly with potential clients, partners, and customers in a format that builds trust, authority, and emotional connection. Joel highlights how businesses can use podcasts to:
Establish Authority and Expertise: By sharing valuable insights and discussing industry topics, podcasting helps you position yourself as an expert in your field.
Connect with Your Audience: Podcasts are intimate. Listening to someone speak for 20-30 minutes builds familiarity, trust, and creates a personal connection that written content can’t match.
Increase Brand Visibility: When done right, podcasts can expand your reach and introduce your business to a wider audience, increasing brand recognition and visibility.
Repurpose Content: The beauty of podcasting is that it gives you content to repurpose across multiple channels—blogs, social media posts, YouTube videos, and more.
Key Considerations Before Launching Your Podcast
While podcasting offers tremendous potential, it’s not without its challenges. Joel stresses the importance of taking a strategic approach before diving into the podcasting world. Here are a few considerations to keep in mind:
Commitment to Consistency Podcasting is not a one-and-done type of project. To truly see results, you need to commit to consistency. Joel advises that any podcast launched should have a minimum commitment of one year. This ensures you build momentum and establish a loyal listener base. With regular episodes, you’ll have the time to refine your content, increase your reach, and build stronger relationships with your audience.
Outsourcing the Work Podcasting can be a time-intensive task, especially when you’re juggling other aspects of your business. Joel emphasizes the need for entrepreneurs to assess whether they can handle the production side or if outsourcing is the best option. Handling editing, uploading, promoting, and distributing episodes can quickly eat up your time, so bringing in help is often a smart move.
Setting a Realistic Budget Joel also addresses the budget considerations involved in podcasting. While setting up a podcast can be relatively affordable, sustaining one over time requires an ongoing budget for equipment, software, and possible outsourcing. As with any business investment, it’s essential to plan financially and ensure that the podcast’s benefits align with your business goals.
Defining the Podcast’s Purpose Before you even hit “record,” it’s crucial to define the purpose of your podcast. Joel suggests that businesses clarify the goals of their show: Is it to generate leads? Build brand awareness? Educate your audience? Knowing your purpose helps ensure you create valuable content that resonates with listeners.
Leveraging Your Network for Guests Many successful podcasts thrive on guest interviews. Having industry experts, clients, or partners on your show can provide a fresh perspective and add authority to your content. By bringing in relevant guests, you can tap into their network, expanding your reach while delivering fresh and diverse content to your audience.
How to Repurpose Podcast Content Across Multiple Platforms
One of the greatest advantages of podcasting is the ability to repurpose content for other platforms. After recording a podcast episode, you can use the audio file for a blog post, transcribe it for written content, or create social media snippets. By maximizing the value of each episode, you ensure that your content keeps working for you across different channels.
For example:
Blog Posts: Use your podcast transcription to create a detailed blog post or an outline for future content.
Social Media: Break down key points or quotes from your episodes to share on platforms like Instagram, Twitter, and LinkedIn.
Video Content: Convert your podcast into video format for YouTube, or use highlights for video snippets on social media.
Email Newsletters: Share podcast episodes with your email subscribers, allowing them to engage with your content in a new format.
Final Thoughts
Podcasting isn’t just a trend; it’s a long-term strategy for growth. If you’re serious about leveraging this platform to build your business, Joel’s advice is clear: be consistent, invest the time and resources needed, and stay committed for the long haul. With the right mindset and strategy, podcasting can elevate your business by establishing you as an industry leader, engaging your audience, and increasing visibility across multiple platforms.
If you’re ready to start your podcasting journey, begin by defining your goals, planning your content, and considering the support you need to make it a success. Podcasting is a marathon, not a sprint—but with dedication, it can deliver incredible results for your business.
Ready to Start Your Podcast Journey?
Visit East Coast Studio’s website to schedule a Podcast Vitality Call, get a free guide and a copy of the Guest Prep Sheet.
Listen to the full episode of the Workergenix Mastermind Podcast for more actionable insights from Joel Oliver on how to leverage podcasting for business growth
Harley Green: Hey everybody, welcome to the Workergenix Mastermind Podcast. Today, we have a special guest, Joel Oliver from East Coast Studio. Joel helps people explore the benefits of podcasting in their business. He’s here to share some of the incredible advantages of using podcasts as a tool for business growth.
Joel Oliver: Thanks for having me, Harley. It’s great to be here.
Harley Green: Absolutely! Let’s dive right in. Podcasting has become such a powerful medium for businesses. Why do you think it’s such an effective tool?
Joel Oliver: Well, first off, podcasts create a unique connection with your audience. There’s a level of intimacy when you’re in someone’s ear for 20, 30 minutes at a time. It’s more personal than an email or social media post. If you can consistently provide value and connect with your audience, they’ll trust you more, which is huge for business growth. It builds your authority in your field, which is one of the most important things in today’s market.
Harley Green: I completely agree. So what are some of the key benefits a business owner can expect from podcasting?
Joel Oliver: One of the biggest benefits is that podcasts can extend your reach and help build a loyal community. Unlike other types of content, podcasts are often consumed on the go—whether people are driving, exercising, or doing other tasks. So it’s an effective way to keep your business top-of-mind for your audience.
Another benefit is that podcasting can set you up as an expert. When people listen to you regularly, they start to associate your voice and insights with authority in your field.
Harley Green: That makes total sense. What would you say to someone who’s thinking about starting a podcast but is hesitant about the commitment involved?
Joel Oliver: That’s a great question. The first thing I’d say is to look at the long-term commitment. Podcasting isn’t a quick fix. It takes time to build a following and gain momentum. You really need to assess whether you can invest the time and energy required to produce valuable content consistently.
But here’s the thing—if you’re outsourcing the production of the podcast to someone who can manage the tech side and editing, it frees you up to focus on content creation and your business. You need to decide if you’re going to handle everything yourself or work with a team who can help you manage the workload.
Harley Green: That’s an important point. Do you think podcasting is something every business should consider, or is it more for specific industries?
Joel Oliver: I think podcasting is a great tool for a wide range of businesses. It doesn’t matter what industry you’re in; if you’re looking to establish authority, build trust with your audience, and create a deeper connection, podcasting can work. But, of course, it’s not a one-size-fits-all approach. Some industries may be more suited to it than others. For example, B2B companies or those in professional services often see great results from podcasting because they can dive deeper into topics and provide value that resonates with their target market.
Harley Green: Right, so it’s all about finding the right fit. What’s the investment that’s typically required for someone to get started with podcasting?
Joel Oliver: It depends on how you want to approach it. You need to think about equipment, software, editing, hosting fees, and potentially the cost of outsourcing. The main investment is the time commitment to creating content, but once you have a good system in place, it becomes more efficient. And, of course, there’s the financial aspect. Are you going to be able to outsource that work, or will you try to learn how to do everything yourself? If you’re going to take it on, it’s important to consider whether you have the time to do so.
Harley Green: Right. And then, of course, there’s the return on investment (ROI) that you need to think about.
Joel Oliver: Exactly. You also need to ensure you’re committing for the long term. How long can you realistically sustain the podcast with the budget and time horizon that will lead to success? If you’re in it for the long haul, you’ll see a return, but it’s not immediate. So, ask yourself: Can you afford to stay consistent over the long term?
Harley Green: I think that’s key. Whether you’re doing it yourself or outsourcing, podcasting needs to be part of a strategic business plan. It’s not just about creating content—it’s about creating the right content and sticking with it.
Joel Oliver: Absolutely. It’s a commitment, but the results can be incredible if done right. And remember, it’s not just about producing the podcast; it’s about how you leverage that content across other platforms. The podcast can feed into your email marketing, social media, and website content.
Harley Green: Such great insights, Joel. Thank you for sharing your expertise with us today. I know our listeners will find this conversation valuable.
Joel Oliver: It’s my pleasure, Harley. Thanks again for having me.
How Can You Improve Your Remote Team’s Communication for Better Collaboration and Growth?
As businesses increasingly shift to remote work, one thing is clear: communication is the backbone of productivity and success. For entrepreneurs and business owners, managing a remote team presents unique challenges—especially when it comes to ensuring that your team is aligned, engaged, and working toward common goals. The good news? With the right communication strategies, you can foster collaboration, boost efficiency, and ultimately scale your business.
Let’s dive into some of the most effective communication strategies for remote teams, designed to help you grow your business without losing control or clarity.
1. Over-Communicate, But with Purpose
In a traditional office environment, you can simply walk over to someone’s desk and quickly resolve a question or clarify a point. But in the remote world, you can’t rely on impromptu interactions. This means that clear and frequent communication is more important than ever.
However, there’s a fine line between over-communicating and bombarding your team with unnecessary information. Use tools like Slack, Teams, or email to provide important updates, set clear expectations, and ask for feedback, but avoid the temptation to flood your team with messages. Be intentional about what you communicate and make sure it adds value to the conversation.
2. Leverage Technology to Stay Connected
You don’t have to be in the same room to stay connected. The key is using the right tools to streamline communication.
Video conferencing tools like Zoom or Google Meet help bridge the gap by providing face-to-face interaction, even from a distance. This is particularly important for building rapport and maintaining team relationships, which can be harder to foster when working remotely. Regular video check-ins (whether weekly or bi-weekly) help ensure that everyone is on the same page, and they create opportunities for spontaneous brainstorming or problem-solving sessions.
For more day-to-day communication, apps like Slack or Microsoft Teams allow for easy messaging and file sharing. These tools can also help create different channels for specific projects, keeping conversations organized and transparent.
3. Set Clear Goals and Expectations
One of the benefits of remote teams is the ability to work with highly skilled individuals across different time zones. However, this flexibility also requires strong goal-setting. Without a clear understanding of what’s expected, deadlines can slip, and projects may veer off track.
Ensure that your remote team knows exactly what their responsibilities are and what success looks like for each project. Use project management tools like Asana, Trello, or Monday.com to break down tasks, assign responsibilities, and track progress. Having a central hub for task management ensures that everyone can easily see what’s due and when.
4. Foster Open and Transparent Communication
Remote teams often work in different locations and may have different working hours, which can create challenges in building trust and fostering a team mentality. A major key to overcoming this is transparency.
Make sure everyone feels comfortable voicing their opinions, asking questions, and giving feedback. Encourage an open-door policy—whether that’s through regular check-ins, one-on-one meetings, or casual chats. Transparency isn’t just about work-related issues; it’s also about fostering an environment where team members feel supported, heard, and valued.
As an entrepreneur, you set the tone. When you are transparent and open with your team, they will feel more empowered to communicate effectively with you and with one another.
5. Embrace Flexibility and Autonomy
Remote work isn’t just about having the ability to work from anywhere; it’s about creating an environment where employees have the freedom to manage their time and tasks as they see fit. That said, it’s important to find a balance between giving your team autonomy and ensuring they meet deadlines.
While clear expectations and goals are vital, allow your team members the freedom to approach their work in the way that suits them best. Whether that’s adjusting their hours for personal reasons or taking breaks when needed, flexibility can boost morale and, ultimately, improve productivity.
6. Use Feedback to Continuously Improve
Communication should never be one-sided. In a remote environment, feedback is crucial to ensure that the team is always improving and adjusting to the challenges of working from a distance. Regular feedback helps you spot roadblocks before they become bigger issues and allows your team to feel like their voices are heard.
Whether you’re conducting performance reviews or just informal check-ins, make sure to ask for feedback on how communication processes can be improved. It’s important to make your team feel that they have a voice in how things are done, which can foster greater collaboration and innovation.
Conclusion
Effective communication is the cornerstone of a thriving remote team, and with the right strategies in place, you can set your business up for growth and success. Whether it’s using the right tools, fostering transparency, or setting clear goals, remote communication doesn’t have to be a challenge—it can be an opportunity to strengthen your team and grow your business.
Remember, the key to success in a remote work environment is finding the balance between clarity, connection, and flexibility. When you master this, you’ll build a stronger, more engaged team that can help you achieve your business goals.
Want more tips on how to improve communication and grow your remote business?
Unlock Business Savings: Expert Tips to Cut Costs and Boost Profitability
Running a successful business means keeping a close eye on your finances, but it’s not always easy to spot hidden costs or inefficiencies. That’s where Erika Giuggio, an expert in cost reduction from Schooley Mitchell, steps in. In a recent episode of the Workergenix Mastermind Podcast, Erika shared insights on cutting expenses, identifying overlooked savings, and creating a streamlined business. Let’s dive into the key takeaways and actionable strategies she discussed.
The Importance of Cost Optimization
Erika highlights a common issue: business owners often act as operators rather than CEOs, bogged down by day-to-day tasks and unable to see the big picture. This operational overload not only hinders growth but can also mask inefficiencies in spending. By focusing on cost optimization, businesses can free up resources to reinvest in growth, innovation, or critical areas like marketing and talent acquisition.
The Three-Step Approach to Cost Reduction
Erika’s process is designed to be straightforward and effective:
Discovery Call: Understand the nature of the business, its current expenses, and challenges.
Analysis and Value Report: Analyze expenses and provide a detailed report highlighting potential savings.
Decision Time: Business owners decide whether to implement the recommended changes, with no obligation.
This hands-off approach mirrors the work of an accountant: you provide the data, and the experts handle the rest.
Hidden Fees: What Vendors Don’t Tell You
A recurring theme in Erika’s advice is the presence of hidden fees in everyday expenses. Some examples include:
Merchant Services: Look for unnecessary global fees if your business operates domestically.
Telecom Bills: Evaluate if all services are necessary or if costs can be reduced with VoIP or other alternatives.
Waste Management: Be aware of added fees over time and explore renegotiation opportunities.
Shipping Costs: Understand logistics, tariffs, and potential refunds for delayed deliveries.
Erika’s expertise lies in uncovering these often-overlooked areas, saving clients significant sums.
The Role of Delegation
One of the most critical steps for business owners is letting go of tasks. Erika shared her personal journey of transitioning from a hands-on approach to leveraging virtual assistants (VAs) and specialists. She emphasized the importance of:
Creating Clear Processes: Provide detailed instructions and expectations upfront.
Investing in Expertise: Hire professionals who can deliver quality work, freeing you to focus on strategic goals.
I Do, We Do, You Do Framework: Start by doing tasks yourself, transition to collaboration, and finally delegate fully.
Delegation isn’t just about saving time—it’s about adding value to your business.
Strategies for Times of Crisis
Cost reduction becomes even more critical during challenging times. Erika explained how businesses in crisis can benefit from immediate savings in categories like SaaS subscriptions, shipping, and waste management. These savings can provide much-needed breathing room, allowing businesses to stay afloat, reinvest, or support their teams.
Key Takeaways for Business Owners
Understand Your Expenses: Treat every bill like your phone bill. Know what each line item means and challenge unnecessary fees.
Invest Wisely: View delegation and outsourcing as investments, not just expenses.
Embrace Cost Optimization: Regularly evaluate your vendor contracts and expenses to uncover hidden savings.
Plan for Growth: Use savings to fund strategic initiatives like marketing or hiring, accelerating your business’s trajectory.
Start Saving Today
Erika’s expertise shows that optimizing costs isn’t just about cutting back—it’s about working smarter. By identifying hidden savings and creating efficient processes, businesses can unlock resources to fuel their growth.
Ready to take the first step? Schedule a free expense audit with Erika Giuggio and her team at Schooley Mitchell. It’s time to plug the holes in your financial boat and set sail toward greater profitability. Check out their website for resources and more!
Listen to the full episode of the Workergenix Mastermind Podcast where Erica dives even deeper into actionable strategies for business cost reduction.
Harley Green Hey everybody, welcome to the Workergenix Mastermind podcast. Today we have a very special guest who is an expert in reducing business costs so that you can be more profitable—meaning taking home more money. Erica is with Schooley Mitchell. She has years of experience working in marketing as an entrepreneur and even had a patent by age 21. We’re really excited to hear what she has to say and learn some valuable tips on reducing expenses today. Erica, welcome.
Erika Giuggio Harley, thank you so much for having me.
Harley Green Tell me about this patent you had when you were 21. I’m excited to hear about that.
Erika Giuggio When I was 21, that was my first step into business. I read a book about solving everyday problems and filing patents. It was in the cosmetics industry, and I created a brush that detaches. If you’ve ever worked with paintbrushes, you know the glue often becomes unattached when exposed to water.
Harley Green Very cool. What was that process like? Did you file it yourself or work with an attorney?
Erika Giuggio It was an interesting process because I didn’t know anything at the time. I went to a firm in Toronto that works with patent offices across Canada and the U.S. The process involved a lot of back and forth and changes. It took about five years to get approval in the U.S., and I’m still waiting for approval in Canada.
Harley Green Wow, that’s a long haul! Tell us more about your journey from being a patent inventor to becoming a business cost reduction expert.
Erika Giuggio It’s been quite a journey. After creating the patent, I realized I needed more help than I let on. That’s when I went back to school to get my marketing degree. While the patent process was still ongoing, I started a marketing agency. This was during the peak of the pandemic, and since jobs were scarce, I decided to create one for myself.
In my marketing work, I noticed many business owners were like boats with multiple holes—they had financial leaks they didn’t even realize. I realized that helping businesses reduce costs could give them the resources to invest in other areas. I was introduced to the cost reduction space, and it was a lightbulb moment. Helping businesses save money can keep them afloat, reinvest in growth, or even prevent bankruptcy.
Harley Green That’s powerful. What are some of the first steps you take when working with a business to identify those financial “leaks”?
Erika Giuggio The first question I ask is, “Where do you want to be in five or ten years?” That usually turns into a therapy session where the business owner spills everything. What I often find is that they’re acting more like operators than CEOs—they’re doing everything themselves.
From there, I analyze their bills to find savings within their current vendors. If I can’t find savings there, I look into our network of 3,700 vendors across the U.S. and Canada. We find savings 80% of the time. For the other 20%, they’re already doing a great job, which is also a win.
Harley Green Do you ever find situations where eliminating expenses is better than switching vendors?
Erika Giuggio I don’t like to eliminate things without understanding their purpose. For example, I worked with a construction company that had four different phone lines for each project. Instead of eliminating, I suggested consolidating to one phone system with multiple lines or using walkie-talkies. It’s more about optimizing the process and ensuring everything and everyone adds value.
Harley Green How do you help businesses stay on track after identifying areas to cut costs?
Erika Giuggio I tell them to treat their bills like their cell phone bill—understand every line item. If something doesn’t make sense, ask your vendor for clarification. For example, in merchant services, you might see a global fee. If you only do business locally, that’s a fee you can eliminate. Similarly, telecom costs can often be reduced by switching to VoIP or negotiating better plans.
Harley Green You mentioned strategies for times of crisis. Can you share an example of how you help businesses during those moments?
Erika Giuggio In times of crisis or even during mergers or acquisitions, we can step in and analyze expenses across categories like telecom, shipping, SaaS, waste management, and more. For example, we might identify $60,000 in savings across multiple areas. That money can be reinvested into the business or used to weather the crisis.
Harley Green When should business owners start delegating tasks, and what roles do you often recommend outsourcing first?
Erika Giuggio Marketing is a big one. When I started, I did everything myself, including dedicating Saturdays to marketing. But as you grow, you need to let go. Once you’re earning $5,000–$10,000 per month, it’s time to evaluate what tasks you can delegate. Think about your opportunity cost—if you make $300 an hour, it’s better to delegate tasks like marketing to someone who specializes in it.
Harley Green How do you advise business owners to transition when they start delegating tasks?
Erika Giuggio Set up a process and system for the person you’re delegating to. Don’t just hand them a task without clear instructions. Show them how you do it, let them ask questions, and give them the tools to thrive. You might find they improve your process, but only if you’ve set them up for success.
Harley Green You mentioned hidden fees in waste management and shipping. Can you elaborate on how businesses can save in these areas?
Erika Giuggio In shipping, vendors might not tell you about warehousing fees, customs, or tariffs. For waste management, companies often add hidden fees over time. Understanding contracts and negotiating terms is crucial. For merchant services, you can often negotiate interchange fees.
Harley Green What’s the process for someone who wants to work with you to reduce their expenses?
Erika Giuggio It’s simple—three steps. First, we have a discovery call to understand your business and expenses. Then, you sign a letter of authorization, allowing us to analyze your bills. In four to six weeks, we present a value report outlining potential savings. You decide whether to implement the changes.
Harley Green Everyone, if you’d like a free expense audit from Erica, I encourage you to connect with her. We’ll have the link in the video description below. Gather your expenses and let Erica take a look—it’s worth your time. Thank you so much for sharing these tips today, Erica.
Is Your Customer Service Helping or Hurting Your Business Growth? Here’s How to Make It a Strength
Customer service isn’t just a support function; it’s a cornerstone of business growth. In an era where customer expectations are higher than ever, providing exceptional service can be the difference between earning loyal clients or losing them to a competitor. But how do you ensure your customer service isn’t just “good enough” but is actually driving growth?
Let’s explore some key strategies to elevate your customer service and make it a powerful engine for scaling your business.
1. Speed Matters: Respond Faster to Build Trust
In today’s fast-paced world, customers expect quick responses. Whether it’s answering a question, resolving an issue, or providing updates, speed builds trust. The longer customers wait for a response, the more frustrated they become, and the likelihood of losing their business increases.
To address this, implement systems to ensure customer inquiries are acknowledged quickly. Automated responses can confirm receipt, but they shouldn’t be the final touchpoint. Make sure that follow-ups are timely and personalized.
Tip: Set up response time targets for your team, such as responding to all customer inquiries within 24 hours, and track your performance.
2. Make Every Interaction Personalized
Generic responses can make customers feel like they’re just another number. Today’s customers want to feel valued, and that means providing personalized interactions. Use the customer’s name, reference their previous interactions or purchases, and tailor your responses to their specific needs.
This approach helps build stronger relationships and makes customers feel appreciated, which in turn fosters loyalty. Leverage customer data to understand preferences and anticipate their needs—this can turn a simple interaction into an opportunity to delight.
Tip: Train your team to use customer history as a resource. Make use of CRM tools to provide context for every interaction.
3. Empower Your Team to Resolve Issues
The last thing customers want is to be transferred from one department to another. Empower your customer service team with the tools, knowledge, and authority they need to resolve most issues on the first contact. This doesn’t mean every employee needs to handle every type of problem, but it does mean giving your team the ability to make decisions that will benefit the customer.
By reducing the need for escalations, you improve customer satisfaction and demonstrate that your business values their time. If an issue does need to be escalated, make sure the customer is kept informed every step of the way.
Tip: Equip your team with a “solution toolbox”—guidelines and resources to help them resolve common issues efficiently.
4. Collect Feedback and Act on It
Your customers are your best source of information for improving your service. Regularly collect feedback through surveys, reviews, or even casual conversations. But don’t just collect feedback—act on it. Customers want to know that their input leads to real changes.
When customers see that their feedback is taken seriously and results in improvements, it boosts their confidence in your business. This not only helps with customer retention but also encourages more people to provide valuable feedback in the future.
Tip: Share the results of changes made based on customer feedback. For example, “Based on your feedback, we’ve improved our response time by 30%.”
5. Use Technology to Enhance, Not Replace, the Human Touch
Automation and AI can significantly improve the efficiency of your customer service, but they shouldn’t replace the human element. Chatbots, automated emails, and self-service tools can be helpful for simple inquiries, but complex issues still need a human touch.
Use technology to streamline workflows, automate routine tasks, and provide quick answers to common questions. This frees up your team to focus on more meaningful interactions that require empathy and problem-solving skills.
Tip: Ensure that customers can easily reach a human if they need additional support. Don’t hide behind automation—use it to support your team, not replace them.
6. Anticipate Customer Needs Before They Arise
Proactive customer service can set you apart from your competitors. Don’t just react to problems; anticipate them. For example, if you notice a common issue arising for multiple customers, send out a proactive communication to help them avoid the problem before it starts.
By reaching out first, you show customers that you’re invested in their experience and actively working to prevent issues. This not only builds trust but also enhances the overall customer journey.
Tip: Regularly review customer data and trends to identify opportunities for proactive outreach. This could include sending reminders, offering tips, or notifying customers about updates that may affect them.
Conclusion: Make Customer Service a Growth Driver, Not Just a Cost Center
Customer service isn’t just about solving problems; it’s about creating an experience that makes people want to do business with you again and again. By responding quickly, personalizing interactions, empowering your team, leveraging technology, and being proactive, you can turn customer service into a strategic advantage.
Ask yourself: Is your customer service driving growth, or is it just “good enough”? It’s time to elevate your approach and make customer service a key factor in scaling your business.
From Technician to CEO: Transforming Your Service Business for Success
Service businesses often face unique challenges: balancing day-to-day tasks, managing client expectations, and ensuring profitability. For this week’s Workergenix Mastermind Episode, we’re joined by Dylan Jones, a seasoned entrepreneur with over a decade of experience.
Dylan has spent over 12 years building businesses from the ground up. As a recent dad of two young boys under 2.5, his current focus is on creating more time to spend with his family. However, this wasn’t always the case. For nearly nine years, Dylan worked relentlessly, eventually reaching the point of severe burnout in 2019, which led to the closure of one of his businesses. At just 32 years old, a doctor warned him that his intense work habits were life-threatening, telling him “You need to stop or you’re going to die”.
Dylan faced a turning point.
With a deep passion for entrepreneurship, Dylan founded Profit Launchpad—a hybrid consultancy and agency designed to help service businesses address foundational challenges as they scale past their first million in revenue, countering the common practice of overworking and under-earning.
Let’s dive into the key takeaways from our conversation with Dylan, where we explored strategies for growth, overcoming common challenges, and optimizing marketing and operations.
1. Understanding the Technician-to-CEO Transition
Many service business owners start as technicians—masters of their craft. But running a business requires a completely different skill set. According to Dylan, the first step is embracing the mindset shift: recognizing that being a great technician is not the same as being a great business leader.
The CEO mindset involves stepping back from daily tasks, delegating effectively, and focusing on long-term strategy. It’s about learning to trust your team, train them well, and create systems that allow your business to thrive without you being involved in every detail.
2. Building Confidence Through Structure
Dylan’s Confidence, Efficiency, Optimization (CEO) framework offers a clear roadmap for growth:
Confidence: Understand your business numbers, such as cost per lead and customer acquisition costs. These insights give you the clarity to make informed decisions.
Efficiency: Streamline operations to save time and reduce waste. This might involve automating lead generation or implementing better training for your staff.
Optimization: Fine-tune your processes to maximize profitability, whether through improving your sales system or ensuring your marketing dollars are well spent.
For many business owners, confidence in their numbers is the most transformative element. It’s hard to scale a business when you don’t know what’s working and what isn’t. Tools like a CEO dashboard—tracking key metrics weekly—help make this process manageable.
3. The Role of Marketing in Scaling Your Business
Marketing can feel overwhelming for service business owners, but Dylan emphasized that it doesn’t have to be a mystery. At Profit Launchpad, he helps clients implement a straightforward local marketing system that focuses on key platforms like Google, Instagram, and Facebook.
Rather than relying entirely on external agencies, Dylan advocates for educating business owners on how marketing works. Understanding metrics like cost per lead allows you to evaluate campaigns effectively and set realistic growth goals.
A major takeaway: responding to leads within five minutes increases your chances of closing a deal by 100 times. Speed and customer service are critical in today’s competitive landscape, especially for home service businesses where potential clients often contact multiple providers.
4. Overcoming Common Challenges
One recurring issue Dylan encounters is resistance to delegation. Many technicians-turned-business-owners hesitate to hire help, fearing a loss of control or financial strain. However, this mindset can cap your business’s growth.
Dylan recommends starting small: hiring an executive assistant or marketing coordinator to handle basic tasks. This frees you up to focus on scaling the business rather than being consumed by day-to-day operations. By investing in the right people and tools, you can create a business that operates efficiently and profitably without requiring your constant involvement.
5. Knowing Your Numbers: The Key to Smart Decisions
Many service business owners operate without a clear understanding of their financials, relying instead on instinct or outdated pricing models. Dylan stressed the importance of knowing metrics like:
Cost per lead (CPL): The amount spent to acquire each new lead.
Customer acquisition cost (CAC): The total cost of converting a lead into a paying customer.
Profit margins: Ensuring your pricing aligns with your true costs and growth goals.
Without these numbers, it’s nearly impossible to scale effectively. Dylan offers a simple calculation for determining cost per lead, which forms the foundation for developing a robust marketing strategy.
6. Investing in Long-Term Growth
Scaling a service business requires a combination of mindset, strategy, and investment. Whether you aim to build a $1M business or a $10M empire, Dylan emphasized the importance of aligning your goals with the resources you’re willing to dedicate—both financial and personal.
For those considering selling their business, optimization is key. A well-structured, profitable business not only commands a higher price but also gives owners the flexibility to step back and enjoy more passive income, whether they sell or keep the company.
Conclusion
Transforming your service business isn’t just about working harder—it’s about working smarter. By embracing the technician-to-CEO transition, mastering your numbers, and implementing systems for efficiency and growth, you can create a business that thrives for years to come.
Check these out
Check out Dylan’s website for more resources and information!
If you’re ready to take the next step, listen to the full podcast episode with Harley Green & Dylan Jones to learn more about his proven framework and create actionable strategies for scaling your service business with confidence. 🚀
Harley Green: Hey everybody. Welcome to the Workergenix Mastermind podcast. Today we have special guest Dylan Jones with Profit Launchpad. He helps service businesses go from technician to CEO with confidence, efficiency, and optimization. So if you are looking to avoid overworking and under-earning, Dylan’s going to be the guy to talk to. Thanks for joining us today, Dylan. How are you?
Dylan Jones: Great, Harley. Thanks for having me on.
Harley Green: So tell us a little bit about your background. You’ve got many years of entrepreneurial experience working in service industries. How did you come to Profit Launchpad?
Dylan Jones: I’ve been working around trades or blue-collar businesses for a lot of my career. In 2021, I co-founded a consulting firm focused on due diligence for private equity teams, both pre-sale and post-sale. We would evaluate businesses to identify areas for improvement. This came from my experience of building, selling, and occasionally crashing businesses—lessons on what works and what doesn’t.
In early 2023, I decided to go out on my own after seeing too many service business owners sell prematurely without optimizing their operations. This inspired Profit Launchpad, where our mission is to help owners optimize and automate for better outcomes. Whether it’s selling for more or creating a self-sustaining, cash-flowing business managed by someone else, we guide owners from being technicians to business leaders—and eventually CEOs.
Some clients reach the business owner level and are content to extract cash from the business. Others want to go to the next level. We’ve built an Ascension Program with group courses, one-on-one coaching, and a recently launched lead generation and local marketing system. We teach business owners how to manage marketing internally for a much higher ROI, rather than relying solely on agencies with lackluster returns.
Harley Green: You hit on a lot of great topics that resonate with me, especially about creating saleable assets. When you have a business that’s ready to sell, it’s often a great business to own as well. You might effectively “sell” it to yourself by hiring an operator to run it, turning it into a passive income source. What challenges do you see with technicians who are trying to grow from six figures to seven?
Dylan Jones: The biggest challenge is accepting that they don’t yet know how to run a business. For instance, an HVAC technician may have mastered their trade over 10-15 years, but business is a whole different skillset. It requires understanding marketing, sales, delivery processes, cash flow, and leadership. Most business owners micromanage, overwork, and don’t trust their team.
A huge hurdle is the lack of proper training. That’s why the first part of our program focuses on mindset and vision. Owners need to decide what they want from their business and who they want to become as leaders. Once they embrace the need to learn and grow, the path to seven figures becomes clearer.
The time to reach seven figures depends on the industry. For example, commercial service providers with large contracts may get there faster than B2C service providers. But scaling to seven figures always involves costs—usually six figures upfront. Our framework emphasizes confidence, efficiency, and optimization, helping owners map out their goals and the steps to achieve them.
Harley Green: We often see business owners hesitate to hire their first employee, especially when it comes to administrative help. They want to do everything themselves, which limits their growth. Tell us about your marketing framework and how it helps owners.
Dylan Jones: Our marketing framework is straightforward but powerful. We help owners understand why platforms like Google, Facebook, and Instagram matter, how ads work, and the importance of service pages and websites. It’s a mix of one-on-one training and self-paced learning.
We focus on building a system rooted in math. For example, we determine the ideal cost per lead and build a strategy backward from the owner’s vision. If someone aims to build a $10 million business, we calculate the necessary marketing budget and ROI to achieve that goal.
Many agencies promise a certain number of leads, but they don’t address whether the owner can handle that volume or afford the cost. Our approach ensures the entire system—sales, delivery, and marketing—is aligned. Owners learn to manage small lead volumes initially and scale as they hire staff and refine processes.
Harley Green: We see similar issues in home service businesses, where leads are lost because the owner is too busy to answer calls. Those leads often go to competitors. Hiring someone to handle calls and marketing can pay for itself almost immediately.
Dylan Jones: Absolutely. Responding to leads within five minutes increases your chances of closing by 100 times. Automation tools can also help route calls, send follow-ups, and ensure leads are handled promptly. In today’s market, top-notch customer service at lightning speed is non-negotiable.
Harley Green: Many business owners struggle with understanding their finances, which affects their ability to set an appropriate marketing budget. How do you help them figure out their cost per lead?
Dylan Jones: It’s critical to know your cost per lead (CPL). If you don’t, you’re guessing with your pricing and strategy. Calculating CPL is straightforward—it’s the total cost of a marketing channel divided by the leads it generates.
For example, if you spend $1,000 on Google ads and get 10 leads, your CPL is $100. Knowing this helps you make informed decisions. If those leads generate $1,000 each, you should increase your ad spend.
We train owners to understand these numbers and set up systems to track key metrics weekly. This allows them to identify issues and grow their business strategically. You can’t outwork your business—it will always demand more. Knowing your numbers gives you the confidence to scale sustainably.
Harley Green: Dylan, you’ve shared so many valuable insights today. For listeners looking to gain confidence, build efficient systems, and grow their business, get in touch with Dylan. We’ll link his Instagram in the description. Reach out for tools like his CPL calculator to get started.
Dylan Jones: Thanks, Harley. This was a lot of fun. I appreciate the opportunity to share!
Is Your Approach to Team Collaboration and Development Limiting Your Business Growth? Here’s How to Fix It
As a business owner or entrepreneur, you know that your team is your most valuable asset. But are you truly leveraging their potential? Team collaboration and development aren’t just HR buzzwords—they’re vital components for driving business growth. When your team works together seamlessly and continues to develop their skills, you’re not just keeping the lights on; you’re setting the stage for exponential growth.
Here’s how you can improve team collaboration and development to accelerate your business success.
1. Foster a Culture of Open Communication
Let’s start with the foundation: communication. It sounds basic, but so many teams struggle because they lack open lines of communication. This isn’t just about weekly meetings or status updates; it’s about creating an environment where team members feel comfortable sharing ideas, providing feedback, and even making mistakes.
Encourage transparency by implementing regular check-ins and open forums where your team can voice their opinions without fear of judgment. Use tools like Slack or Microsoft Teams to maintain a steady flow of communication and keep everyone on the same page.
Tip: Make it a habit to ask for feedback during project reviews. This creates a culture where continuous improvement is valued and expected.
2. Embrace Cross-Departmental Collaboration
Departments often work in silos, especially as businesses grow. While it’s natural for teams to specialize, isolated departments can hinder overall growth. Cross-departmental collaboration fosters a more holistic approach to problem-solving and ensures that different perspectives are considered.
Try organizing joint workshops or “lunch-and-learns” where departments can share their expertise. For example, your marketing team might benefit from understanding insights from the sales team, and vice versa. This kind of cross-pollination can lead to innovative solutions and a stronger, more adaptable team.
3. Invest in Skill Development
If your team isn’t continuously developing, you’re not just standing still—you’re falling behind. Skill development should be an ongoing priority, not a one-time event. This means providing opportunities for learning through online courses, workshops, or even on-the-job training.
Encourage your team to take ownership of their career development by setting individual growth goals. Provide resources like LinkedIn Learning, Coursera, or in-house training programs to help them meet those goals. When your employees feel like they’re growing, they’re more likely to stay engaged and committed.
Tip: Tie skill development to performance reviews. When employees see a clear link between their growth and career progression, they’re more likely to invest in their development.
4. Leverage Technology to Streamline Collaboration
Technology should make collaboration easier, not more complicated. Use tools that simplify project management, communication, and file sharing. Platforms like Asana, Trello, and Google Workspace can help keep projects organized and ensure that all team members have access to the resources they need.
The right tools can also reduce bottlenecks by making it easier to track progress, assign tasks, and manage deadlines. By streamlining collaboration, you free up your team to focus on what matters most: driving the business forward.
Tip: Be intentional about the tools you choose. Too many tools can create chaos instead of clarity, so select ones that integrate well with your current systems.
5. Set Clear Expectations and Accountability
Clarity is key when it comes to team collaboration. If team members aren’t sure what’s expected of them or how their work contributes to the bigger picture, it’s easy for projects to stall. Make sure everyone understands their role, the project objectives, and the timelines.
Set up systems for accountability, such as regular project check-ins and progress tracking. This not only keeps everyone on the same page but also motivates your team to stay on track.
Tip: Use SMART goals—Specific, Measurable, Achievable, Relevant, and Time-bound—to set expectations. This helps ensure that everyone knows exactly what success looks like.
6. Encourage a Growth Mindset
The best teams don’t fear challenges—they embrace them as opportunities to learn. Cultivating a growth mindset within your team means fostering an environment where continuous improvement is the norm. Encourage your team to view setbacks as learning experiences and to seek out new challenges.
Recognize and celebrate both small wins and major accomplishments. When your team feels acknowledged for their efforts, they’re more motivated to continue pushing the boundaries.
Conclusion: Make Team Collaboration and Development a Strategic Priority
Team collaboration and development aren’t just nice-to-haves; they’re essential for business growth. By fostering open communication, embracing cross-departmental collaboration, investing in skill development, leveraging technology, setting clear expectations, and encouraging a growth mindset, you can build a stronger, more agile team.
Is your current approach to team collaboration limiting your growth? It’s time to rethink your strategy and unlock your team’s full potential. Your business’s success depends on it.
Mastering SEO for Your Blog and Website: Insights from Rachel Lindteigen of Etched Marketing
In today’s digital world, where visibility is everything, understanding and applying search engine optimization (SEO) can be a game changer for your business. We recently had the pleasure of speaking with Rachel Lindteigen, founder of Etched Marketing and a 20-year veteran in the digital marketing industry, on the Workergenix Mastermind podcast. Rachel’s journey from journalism to SEO is full of lessons and practical strategies that can transform the way you think about your website’s searchability and your content’s effectiveness. Here are some of the key takeaways from our enlightening conversation.
Why SEO Matters More Than Ever
Have you ever wondered why some websites seem to show up every time you search for something, while others are buried pages deep? That’s the magic of SEO. But what exactly is it, and why should you care? Rachel explains, “SEO stands for Search Engine Optimization. It’s about making your content easier for search engines to understand and, as a result, more likely to be shown to people actively searching for your content or services.”
Unlike paid ads that interrupt a user’s activity (think about the Facebook ad you scroll past), SEO targets users who are already looking for what you offer. “The click-through rate for organic search results is exponentially higher than that for paid ads,” Rachel highlights. In fact, the number one organic search result on Google captures about 37% of clicks, a striking difference from the typical 1% click-through rate of ads.
Where to Begin with SEO: Know Your Audience
Rachel emphasizes that before you even think about keywords, you need to know your ideal client. “Who are you helping? What questions do they have? What problems are they looking to solve?” she asks. Creating an ideal client persona helps you understand what content will be valuable to them.
“Think of your ideal client as well as you know your best friend,” Rachel suggests. Once you have a clear picture of who your audience is, create content that answers their questions and provides genuine value. This isn’t just good marketing; it’s the foundation of effective SEO.
Keyword Research: The Gateway to Visibility
Once you know your audience, it’s time to dive into keyword research. Rachel shares a case study of a Montessori preschool in a Houston suburb. “We targeted not just ‘Montessori preschool’ but expanded to terms like ‘preschool’ and ‘daycare,’ gradually working up to higher-competition keywords.” This strategy took time—about four years to fully dominate their niche—but it was worth the investment.
Rachel also explains how understanding specific search terms can yield big results. She cites a coaching client who discovered that the keyword “AUDHD coach” had 14 times the search demand compared to “ADHD coach.” Just by optimizing her content for this keyword, her search rankings improved by eight pages in two days.
The lesson? Use a keyword research tool to find terms your audience is using, and don’t be afraid to think locally if you’re a service-based business. Keywords should reflect not just what you do, but also where you do it.
The Timeline of SEO Success
Many business owners want to know: how long does it take to see results from SEO? Rachel is clear that it’s not an overnight process. “You’re looking at 12 to 24 months to see significant results, but you’ll have smaller wins along the way,” she explains. Think of it as a long-term investment, like a retirement account. Small, consistent efforts over time can yield exponential growth in organic traffic.
Writing Content: Avoid the AI Pitfall
With the rise of AI tools like ChatGPT, many content creators are tempted to use AI to write blog posts. Rachel warns against relying solely on AI. “Google has cracked down on AI-generated content that’s not helpful or accurate,” she says. While AI can help with brainstorming ideas or creating outlines, your content still needs a human touch to be valuable and trustworthy.
Rachel also mentions the importance of helpful content. Google’s updates penalize websites that host unhelpful, generic content. Your focus should be on creating unique, user-friendly articles that address your audience’s needs.
Local SEO and Google Business Profiles
For local businesses, optimizing your Google Business Profile is crucial. Rachel advises, “Set it up yourself. It takes five to ten minutes, and you don’t need to pay anyone to manage it.” Ensure your profile is complete with accurate business hours, a detailed description, and relevant keywords. Your Google Business Profile might even rank higher than your website on search results, giving you valuable visibility.
Creating a Consistent Content Strategy
Rachel’s ultimate advice for content strategy is to be consistent. “If you have the capacity, aim for one blog post a week,” she suggests. Each well-optimized blog post is a new opportunity to rank on Google and drive organic traffic. It’s not about creating content for content’s sake but about providing meaningful information that serves your audience.
Resources to Get Started
Rachel has developed several resources to help small business owners master SEO. She offers a Beginner’s Step-by-Step Guide to SEO and a 101 Webinar that walks you through the essentials of optimizing your content. “You don’t have to be tech-savvy to do SEO,” she says. “If I can master it, you can too.”
Her key message is to start now. Learn the basics, implement what you can, and understand enough to be able to hand it off if you choose to outsource. Protect your business by being informed.
Check these out
Check out Rachel’s Simple SEO Podcast & visit her website for more information about her FREE SEO class. Remember, SEO is a journey, not a sprint—but the results are well worth the effort.
Harley Green Hey everybody, welcome to the WorkerGenix Mastermind podcast. Today, we have a special guest who will be sharing insights on SEO optimization for blogs, websites, and tips to ensure you rank number one when potential clients are searching for you. Rachel Lindteigen, founder of Etched Marketing, brings 20 years of experience as a self-described “word nerd” who loves writing and thinking about writing but isn’t technical. Rachel, welcome to the podcast.
Rachel Lindteigen Hi, thank you so much for having me. I’m thrilled to be here today.
Harley Green Rachel, you have an impressive 20 years of experience. What brought you to this point with Etched Marketing?
Rachel Lindteigen I started my career studying broadcast journalism, thinking I’d become a reporter. However, I quickly realized it wasn’t financially sustainable. I transitioned to marketing—a field my father had always encouraged me to explore. At the same time, digital marketing was emerging, and platforms like Google were evolving. I worked in various roles, from local marketing and event management to corporate and agency work, all of which deepened my passion for content and digital strategy.
One turning point was in 2012, during the era of Google’s Panda and Penguin updates, where creating high-quality, authentic content became essential. This shift made my journalism degree, once undervalued, incredibly sought after. My diverse background enabled me to transition into digital marketing seamlessly.
I eventually founded Etched Marketing to teach small business owners how to navigate SEO and content marketing in a non-technical way. My mission is to simplify SEO and help others use it to grow their businesses.
Harley Green For business owners just starting out, SEO often feels overwhelming. What exactly is it, and why is it so important?
Rachel Lindteigen SEO, or Search Engine Optimization, is about making your content—whether it’s a blog, website, or podcast—easier for search engines to understand. This increases the likelihood that your content will appear when someone searches for relevant topics.
Unlike ads, which interrupt people as they scroll through social media, SEO targets users actively looking for your product or service. This leads to higher conversion rates and greater trust since consumers tend to prefer organic search results over ads.
Harley Green Where should someone begin if they’re new to SEO?
Rachel Lindteigen Start with the fundamentals:
Know Your Ideal Client: Understand who they are, what questions they have, and how you can help them.
Keyword Research: Use tools like Google or a keyword research platform to identify terms your audience uses to search for your offerings.
For local businesses, focus on “local SEO” by targeting keywords that include your city or community. For example, a Montessori school I worked with ranks for keywords like “Montessori preschool [city name]” and “daycare [city name].” Over time, this strategy has driven 60-80% of their leads.
Harley Green What kind of timeline and investment should someone expect when implementing SEO?
Rachel Lindteigen SEO is a long game. Typically, you’ll see significant results in 12-24 months. That said, small wins can happen sooner. For example, one of my students updated her website with a new keyword and moved up eight pages in Google rankings within two days.
If you hire an expert, expect to invest around $2,000 per month for a comprehensive SEO program. Alternatively, you can learn SEO yourself. I recommend dedicating an hour a week to learning and creating one blog post weekly. Each optimized post is another opportunity to rank and attract clients.
Harley Green There’s a lot of buzz about using AI for content creation. Can AI replace traditional SEO practices?
Rachel Lindteigen AI tools like ChatGPT can be useful for brainstorming and creating outlines, but they shouldn’t write your content. Google prioritizes high-quality, original content, and AI-generated text often lacks depth or accuracy.
Avoid shortcuts like buying backlinks or overusing AI-generated posts. These tactics may yield temporary results but can harm your website’s long-term rankings when Google inevitably cracks down.
Harley Green How do Google Business Profiles tie into SEO strategies?
Rachel Lindteigen A Google Business Profile is essential for local businesses. It allows potential clients to find you on Google Maps and local search results. Setting up your profile is free and straightforward—don’t fall for scams that charge for setup or management. Include relevant keywords in your description, update your hours, and add a few photos.
Sometimes, your Google Business Profile will rank higher than your website, which is fine because it increases your visibility.
Harley Green You’ve shared so much valuable information. Do you have resources for listeners who want to dive deeper into SEO?
Rachel Lindteigen Yes! I offer a beginner’s step-by-step guide to SEO, which includes a checklist for optimizing website pages and blog posts. I also have an SEO 101 webinar that helps business owners decide whether to tackle SEO themselves or outsource it. Both resources are available on my website.
Additionally, my podcast, The Simple SEO Podcast, provides actionable tips for organic marketing and ranks as one of the top marketing podcasts on Apple.
Harley Green Thank you, Rachel, for sharing your expertise. We’ll link all your resources in the description. Everyone, be sure to check out Rachel’s website and podcast to learn more about mastering SEO.
Rachel Lindteigen Thank you so much for having me. It’s been a pleasure.
Is Your Client Relationship Management Holding Back Your Growth? Here’s How to Level Up
Client relationships are the lifeblood of any business. You can have the best products or services in the world, but if your clients don’t feel valued, heard, or appreciated, growth becomes an uphill battle. The way you manage client relationships doesn’t just impact retention—it affects referrals, reputation, and ultimately, your bottom line. So, the real question is: Is your approach to client relationship management (CRM) setting your business up for sustainable growth?
Why Client Relationship Management Matters
It’s not just about keeping clients happy; it’s about creating a seamless experience that turns first-time buyers into long-term advocates. A well-executed CRM strategy helps you stay organized, prioritize key touchpoints, and ensure no client falls through the cracks. It’s a game-changer for businesses looking to scale because loyal clients don’t just stick around—they help you grow.
Let’s break down some key strategies for mastering CRM and taking your business to the next level.
1. Know Your Clients: Personalization is Key
The days of generic, one-size-fits-all messaging are over. Today’s clients expect a personalized experience that speaks directly to their needs and preferences. Start by collecting relevant client data—purchase history, communication preferences, and feedback. This data helps you segment your clients and tailor your communication, so each interaction feels unique and relevant.
For example, if a client frequently purchases a particular service, consider sending them personalized offers or content that aligns with their interests. This doesn’t just increase sales opportunities—it makes the client feel valued and understood.
2. Consistency is Everything: Regular Check-Ins Matter
One of the easiest ways to lose a client is by neglecting to stay in touch. Regular check-ins shouldn’t just happen when you need something from the client. Schedule consistent touchpoints throughout the year—whether it’s a quick email, a call to catch up, or a holiday greeting. These small gestures help keep the relationship warm and top-of-mind, making clients more likely to think of you when they need a product or service.
If you’re managing a larger client base, consider automating some touchpoints using CRM software. This ensures no client is forgotten, and every relationship remains nurtured.
3. Leverage Feedback for Continuous Improvement
Your clients are your best source of information for improving your business. Actively seek feedback—after purchases, projects, or support interactions. Not only does this show that you value their opinion, but it also gives you insights into areas that need improvement.
When you receive feedback, act on it. Use it to fine-tune your offerings, enhance your customer service, or adjust your business processes. Clients appreciate knowing that their input leads to tangible changes, which strengthens their loyalty to your brand.
4. Respond Quickly: Don’t Keep Your Clients Waiting
In a world where immediate responses are becoming the norm, clients don’t want to be left hanging. Whether it’s a question, complaint, or request, prompt responses demonstrate that you value their time and business.
Implement a system to ensure all client inquiries are acknowledged and addressed within a reasonable time frame. This can be a mix of automated replies to confirm receipt of their message, followed by personal follow-ups. A quick response doesn’t always mean having the solution immediately—it’s about letting clients know that you’re on it and will get back to them soon.
5. Go Beyond Transactions: Build a Community
Don’t just focus on closing deals—focus on building relationships. Create a community around your brand by offering value beyond your products or services. This can be in the form of educational content, exclusive events, or even online forums where clients can engage with you and other like-minded individuals.
By fostering a sense of community, you transform clients into advocates who don’t just buy from you—they promote you to others. This organic growth is powerful and cost-effective.
6. Use CRM Tools to Your Advantage
A reliable CRM system isn’t just a database; it’s a strategic tool that helps you manage client relationships more effectively. Use it to track interactions, schedule follow-ups, and automate processes. A good CRM tool provides a 360-degree view of your clients, making it easier to understand their needs and deliver personalized service.
Choose a system that integrates well with other tools you’re using (like email marketing or project management software), and make sure your team is trained to use it effectively.
Conclusion: Don’t Let Poor CRM Hold You Back
Great client relationship management isn’t a luxury—it’s a necessity for sustainable business growth. By personalizing interactions, maintaining consistent communication, acting on feedback, and leveraging CRM tools, you can transform your client relationships from mere transactions to meaningful connections.
Is your current CRM strategy helping you grow, or is it time for an upgrade? If you’re ready to take your client relationships to the next level, start implementing these strategies today and watch your business thrive.
Are you prepared to make CRM a priority for your business? It’s time to invest in relationships that drive growth.
How to Create an Aligned and Intentional Marketing Strategy: Insights from Agatha Brewer
In today’s fast-paced digital world, marketing can feel overwhelming, especially for new entrepreneurs who are just getting started. You might find yourself pulled in multiple directions, trying every marketing strategy you hear about, only to feel exhausted and see little return on your investment. But what if there was a way to simplify your approach, align it with who you are, and make your efforts truly effective?
We recently had the pleasure of sitting down with marketing expert Agatha Brewer on the Workergenix Mastermind podcast. With nearly two decades of digital marketing experience, Agatha shared invaluable tips on how to create a marketing strategy that works for you—one that’s aligned with your personality, strengths, and the stage of your business. Here’s a breakdown of her key insights.
Understanding Intentional Marketing
Agatha introduced the concept of intentional marketing, which is about being thoughtful and strategic in how you approach your marketing efforts. This involves selecting marketing channels and building strategies that truly align with your unique strengths, personality, and the current phase of your business.
One of the biggest mistakes entrepreneurs make, according to Agatha, is feeling pressured to be on every platform and use every marketing tool available. Whether it’s social media, podcasts, blogging, or in-person networking, not every channel will suit your business or your style. Instead, she emphasizes the importance of choosing methods that feel authentic to you and can be executed consistently.
Step 1: Align with Your Personality and Strengths
When deciding on marketing strategies, it’s crucial to consider your personality. Are you an extrovert who thrives in social situations, or are you more introverted, preferring deeper, one-on-one connections or written content? Agatha mentioned that understanding whether you’re an introvert, extrovert, or ambivert (a mix of both) can guide your marketing choices.
For instance, extroverts might excel at hosting live events or engaging in frequent social media interactions, while introverts may prefer writing blog posts, creating content quietly, or focusing on SEO strategies. Agatha herself is an ambivert and shared how she’s found success with both podcasts and blogging, as they offer her flexibility depending on her energy level.
Step 2: Choose the Right Marketing Channels
Agatha’s advice is simple: if a marketing strategy feels dreadful, you’re unlikely to stick with it. While it’s natural to be nervous about trying something new, it’s essential to differentiate between discomfort that comes from growth and complete misalignment. For example, if public speaking terrifies you but could benefit your business, it might be worth working up to. However, if a certain marketing activity continuously drains your energy, it’s best to explore other options.
Agatha also stressed the importance of leveraging your strengths. If you’re a natural connector, in-person events or building relationships through referrals may come easily. She shared a story about a real estate agent who used her talent for throwing dinner parties to create memorable experiences and grow her network. Even if you don’t enjoy in-person networking, you can find creative ways to market that align with your natural abilities.
Step 3: Consider the Stage of Your Business
Your marketing approach should also align with where your business is in its journey. If you’re just starting out, you may not have the budget for paid ads or advanced marketing funnels. Agatha suggests focusing on low-cost, high-impact strategies like leveraging your existing network or tapping into word-of-mouth referrals. As your business grows and generates revenue, you can consider scaling up and experimenting with more complex tactics.
Analyzing Your Data
Once you’ve implemented a few strategies, it’s time to assess what’s working. Agatha emphasized the importance of analyzing your data. This means diving into metrics like engagement on social media posts or traffic to your website. Every social platform has built-in analytics, and your website can be monitored using tools like Google Analytics.
Agatha shared her personal experience of using data to inform her marketing decisions. Initially, she focused heavily on social media, but her analytics revealed that SEO and search engine traffic were actually driving the most clients to her site. By redirecting her efforts to content creation and search optimization, she saw significant improvements. She encourages entrepreneurs to pay attention to these metrics to make informed decisions about where to invest their energy.
When to Expand Your Marketing Efforts
As your business grows, you may find yourself with more budget and resources. This is when it could make sense to branch out into additional marketing strategies or outsource some of the tasks you don’t enjoy or aren’t skilled at. Agatha advises looking at where your time is best spent and treating your time as an investment. If certain marketing activities don’t yield a high return on investment (ROI), consider hiring help or shifting focus.
Harley, the host of the podcast, added that many Workergenix clients reach a point where they need to scale but don’t have the expertise or time to handle marketing tasks effectively. This is when outsourcing to an executive assistant or marketing expert can be a game-changer.
Tools and Resources for Success
Agatha mentioned several tools that can make marketing more manageable. Social media platforms like Instagram and LinkedIn have built-in analytics to track your performance, and Google Analytics is a standard for website traffic analysis. While learning to use these tools can be daunting, Agatha recommends watching YouTube tutorials to get started.
She also created a free quiz to help entrepreneurs figure out their “marketing superpower.” By answering a few quick questions, you can discover the best strategies tailored to your personality and strengths. This quiz can provide clarity and give you a strong starting point.
Final Thoughts: Invest in Yourself and Your Business
As we wrapped up the conversation, Agatha emphasized the importance of treating marketing as a skill that takes time to master. The more aligned your marketing strategy is with your unique personality, the more likely you are to succeed—and enjoy the process. Remember, marketing is not about doing everything; it’s about doing the right things well.
If you’re ready to stop feeling overwhelmed and start marketing with intention, consider taking Agatha’s quiz to discover your best strategies. It might be the first step toward creating a marketing plan that feels good, gets results, and helps your business grow.
To learn more about Agatha Brewer and get access to her quiz, visit Agatha’s Website. And if you want to dive deeper into these insights, don’t miss the full episode of the Workergenix Mastermind podcast!
Harley Green: All right. Hey everybody. Welcome to the Workergenix Mastermind Podcast! I’m your host, Harley Green, founder of Workergenix. Today, we have a special guest, marketing expert Agatha Brewer. Agatha has nearly 20 years of digital marketing experience, and she’ll be sharing tips on how to create marketing strategies that align with your personality and stage of business. Welcome, Agatha!
Agatha Brewer: Thanks for having me.
Harley Green: Agatha, tell us a little bit about your background and marketing experience.
Agatha Brewer: Sure, there’s a lot to cover in 20 years, but I’ll keep it concise. I’m a business and marketing coach for new entrepreneurs—people in the early stages of launching their business who need clarity to attract clients. I began my career in New York, working in event management, where I handled luxury food events and even collaborated with the Food Network. It was exciting and full of perks, but the 2008 recession hit, and I was laid off shortly after planning a major event. This led me to pivot into software marketing in Atlanta, where I worked on demand generation and lead gen for B2B SaaS companies, including a Fortune 500 firm. In 2013, at 30 years old, I became a Director of Marketing, leading a team and handling the entire marketing strategy and budget. Despite feeling some fear, I excelled in the role. During this time, I attended a personal development retreat, which made me reflect on my career. Eventually, in 2019, I trained as a life coach and launched my own business in 2020. When the pandemic began, people were reevaluating their lives, and many came to me for business and marketing guidance. That’s how I found my niche. But that’s enough about me for now!
Harley Green: That’s great! Can you explain what you mean by “intentional marketing”?
Agatha Brewer: Absolutely. Intentional marketing is about being deliberate with your strategies and the marketing channels you choose. A marketing channel is how you get your message to the world—like podcasting, blogging, or in-person networking. The goal is to align these strategies with your strengths and personality. It’s also crucial to consider your business stage. For example, if you’re just starting out, complex strategies like paid ads or sales funnels may not be suitable. Instead, you might focus on networking or leveraging your existing connections. Marketing should feel good to you, or you won’t stick with it. Misaligned marketing wastes time and resources.
Harley Green: It can be overwhelming for new entrepreneurs who feel bombarded with marketing advice. What strategies do you recommend for narrowing down the best marketing channels?
Agatha Brewer: I recommend tapping into your intuition. Consider how different strategies make you feel. Does one make you excited and energized while another fills you with dread? Trust those instincts. However, growth sometimes means stepping outside your comfort zone. For example, public speaking may initially be intimidating, but it could become a strength. Understanding whether you’re an introvert, extrovert, or ambivert is also crucial. Your strengths matter, too. For example, some people are natural connectors, like many real estate agents. They thrive on networking and social interactions. Others might excel in more traditional, memorable marketing efforts. It’s all about leveraging your innate talents.
Harley Green: If someone has spread themselves too thin across multiple platforms, what would you suggest they do?
Agatha Brewer: I’d advise analyzing the data. See which channels performed best. If a platform isn’t delivering results, consider narrowing your focus. For example, I used to prioritize social media, but my data showed that SEO and Google search were driving the most clients. So, I shifted my focus to writing articles and building SEO “juice.” Shiny object syndrome is common, but it’s essential to streamline and focus on what’s working. Use tools like Google Analytics to track performance and make informed decisions. Social platforms also have built-in analytics to show you which content resonates with your audience.
Harley Green: I appreciate your data-driven approach. Are there tools you recommend to make data analysis easier?
Agatha Brewer: Most platforms have built-in analytics. For example, Instagram business accounts let you track engagement and performance. Google Analytics is standard for websites, though it has a learning curve. There are plenty of online resources to help you understand it. Remember, you must actively promote your marketing efforts. Don’t assume that content will drive traffic without some promotion.
Harley Green: As someone’s business grows, when should they consider expanding their marketing efforts beyond their core strengths?
Agatha Brewer: That depends on your bandwidth and business goals. Outsourcing is one option, especially for tasks like podcast editing or social media management. Assess where your time is best spent and whether investing in additional marketing strategies makes sense. If your current efforts work well, you might not need to do more unless you want to scale significantly. Always consider where your time yields the highest return.
Harley Green: That’s excellent advice. Speaking of high-value returns, you mentioned a quiz that helps people identify their marketing strengths. Can you tell us more about that?
Agatha Brewer: Sure! I created a quiz to help people discover the best marketing channels for their personality and strengths. It’s called “What’s Your Marketing Superpower?” and you can find it at agathabrewer.com/quiz. It takes just two minutes, and you’ll get three custom strategies tailored to you. It’s a fun and insightful way to understand your marketing strengths.
Harley Green: That sounds amazing! Thanks, Agatha, for joining us today and sharing your expertise. I hope everyone checks out your quiz and starts aligning their marketing strategies with their strengths.
