How to Eliminate Chaos and Build a Business That Runs Without You | Featuring Susan Fennema

by faye.eBusiness Growth, Productivity, Scale Smart, Grow Fast PodcastPosted on Comments are Disabled

How to Eliminate Chaos and Build a Business That Runs Without You | Featuring Susan Fennema

 Most small business owners hit a wall—not because of market conditions or lack of talent—but because they’re still at the center of every decision.

In the latest episode of Scale Smart Grow Fast, Susan Fennema, Chaos Eradicating Officer, Beyond the Chaos, breaks down exactly how to remove owner dependency and turn chaos into clarity. With 30+ years of operational experience and co-author of Efficiency Amplified, she shares the mindset shifts, systems, and steps that help owners scale smart—without burning out.

Preferred listening on the go? Catch the full podcast episode on Spotify and Apple Podcasts.

🚩 Warning Signs of Owner Dependency

  • You can’t take a real vacation without your business crumbling.
  • You’re constantly firefighting and exhausted.
  • Every decision runs through you.
  • Your best team members are either unclear or leaving.

Sound familiar? You’re not alone—and it’s fixable.

🛠️ First Steps to Operational Freedom

  1. Track Your Time: Write down everything you do in a week—daily, monthly, even the tasks you hate.
  2. Identify Low-Value Work: You’re likely doing $20/hour tasks as a $300/hour CEO.
  3. Start Delegating: Begin with part-time help (VA or project manager) and record quick Loom videos to train them.
  4. Build Basic Systems: Start small—like creating an offboarding process. It’s the most overlooked yet crucial one.
  5. Use Project Management Tools Correctly: Trello, Asana, ClickUp all work—if you implement structure.

🧠 Mindset Shifts That Matter

  • Your team can do it better—if they know what success looks like.
  • Letting go isn’t losing control; it’s gaining capacity.
  • Peace and clarity don’t mean your business is failing—it means it’s working.

🔄 From Chaos to a Saleable Business

Most owners who “want out” can’t sell because they are the business. Susan explains how systematizing operations not only gives you your life back—it turns your business into a real, sellable asset.

💡 Time Management That Works

  • Calendar block your strategic time—and honor it.
  • Hold “office hours” to reduce constant interruptions.
  • Shut off email/social notifications and check them intentionally.

🎁 Want to Know Where You Stand?

Susan offers a free Operations Audit to help you identify your biggest operational gaps.
👉 beyondthechaos.biz/operations-audit

Feeling buried in tasks that pull you away from growth? Our executive support helps you reclaim time, focus, and control.
👉 Book My Discovery Call

Bottom Line:
 If you’re doing everything yourself, you’re not running a business—you’ve built a job. It’s time to scale smart. Start by watching the full episode for practical strategies you can implement this week. 🎥 Watch now on YouTube 🔗 https://youtu.be/wfjBpwiUkdE

Like what you read? Get weekly insights on scaling, efficiency, and profitability—straight to your inbox. Click here to subscribe.

Transcript

Harley Green
Hey everybody, welcome back to the Scale Smart Grow Fast podcast. Too many businesses hit a ceiling because the owner is still at the center of every decision. In this episode, Susan Fennema, chaos eradicating officer at Beyond the Chaos and co-author of Efficiency Amplified, shares how to eliminate operational chaos, build scalable systems, and finally break free from day-to-day dependency. With 30 plus years of operational expertise, Susan offers practical strategies to help business owners reclaim their time and lead with clarity. Susan, thank you so much for being on the podcast. How are you doing today?

Susan Fennema
Thank you so much for having me. I’m doing great and excited to get this week going.

Harley Green
Love it. Susan, can you tell us more about your background? What gave you this operational expertise and what made you decide to help businesses with their operations?

Susan Fennema
I’ve always been wired for organizing. As a child, I would sit with a jar of buttons and organize them by color and size. Throughout my career, I worked for small business owners in roles that were always process-oriented. I was focused on taking the load off the owner, simplifying, and streamlining operations.

In 2016, I started looking for what I thought would be my last job, but I realized I could serve multiple owners at once instead of committing to one. That’s when Beyond the Chaos transitioned from a side gig into a business dedicated to helping owners eliminate chaos and build freedom into their operations.

Harley Green
Owner dependency is a major roadblock to growth. What are some of the biggest warning signs that a business is too dependent on its owner?

Susan Fennema
The biggest red flag is if the owner can’t take a vacation without everything falling apart. Other signs include exhaustion, constant firefighting, and being the bottleneck for every decision. Team members feel stuck because they need approval to move forward, which leads to frustration and turnover.

We also see owners frustrated with clients, team members, and even family because they’re burned out. Many say they want to sell their business and walk away. But once they create processes and hand off work, they usually rediscover their love for the business and start growing again.

Harley Green
Some listeners might be realizing they don’t have to live with those stressors. What inspired you to start focusing on eliminating chaos?

Susan Fennema
I started in project management, making projects more efficient. But I quickly saw how much relief that gave owners, so I went deeper. I began looking at the entire flow—how leads come in, how proposals turn into projects, how work is delivered, and how to build repeatable systems that create more clients.

Owners should focus on relationships, strategy, and growth, not daily details. With systems in place, it’s easier to hold teams accountable and identify who’s performing well. Many owners start businesses because they love their craft, but get trapped in details. Fractional operations support—like project managers or integrators—helps free them up without the cost of a full-time COO.

Harley Green
That makes sense. For business owners who want to make their business more enjoyable or even more saleable, what are the first steps they should take?

Susan Fennema
Start by writing down everything you do in a week, then add monthly, quarterly, and annual tasks. Include tasks you hate as well. Next, estimate what you’d pay someone else to do those tasks. Most owners, worth $200–$300 an hour, are spending too much time on $15 tasks.

Those are the first things to delegate or stop doing. Document how you do them with a simple video or outline. Then bring in part-time support like an assistant or project manager. Offloading those tasks frees you to focus on higher-level work.

Harley Green
That’s a great point. Owners often hesitate to delegate because they don’t enjoy those tasks themselves.

Susan Fennema
Exactly. But there are people, like us, who love operations. Processes may feel like bureaucracy, but they’re what actually set you free.

Harley Green
You’ve mentioned several ways to eliminate chaos. Can you walk us through a few that create the foundation for scaling?

Susan Fennema
The first is process development. Clear processes make delegation and accountability easier, and they create a structure for addressing problems without conflict.

The second is project management. Many owners try tools like Trello, Asana, or Monday and give up, but the problem is usually implementation. With the right setup, these tools help deliver projects consistently.

The third is using time intentionally. Owners often get trapped in email or constant interruptions. The key is structuring your day to reduce distractions and focus on high-value work.

Harley Green
What are some tactical tips for managing time more intentionally?

Susan Fennema
Calendar blocking is essential. Schedule time to work on the business and treat it like a client appointment. Office hours are another great tool. Instead of constant interruptions, team members know when they can come to you.

Turn off notifications, step away from email, and use project management tools to track work instead of your inbox. Even small changes here can dramatically improve productivity.

Harley Green
How do you help owners move from reactive to proactive in their operations?

Susan Fennema
It starts with reducing emergencies. Once things calm down, some owners panic because they feel less needed. That’s where reviewing your numbers and focusing on strategic questions comes in. Use that newfound time to think about sales, growth, or improving the business instead of constantly firefighting.

Harley Green
In your book Efficiency Amplified, what’s one system or process every growing team should prioritize first?

Susan Fennema
Offboarding. Onboarding is important, but offboarding is usually an emergency. If someone leaves suddenly, you need to know what accounts they had access to, what passwords to revoke, and how to notify the team. Having that process in place prevents chaos and protects the business.

Harley Green
What are some mindset challenges owners face when trying to let go?

Susan Fennema
One is believing they’re the only ones who can do it right. In reality, with the right direction, team members often do it better. Another is the adrenaline rush of firefighting—when that’s gone, owners can feel lost. Adjusting both mentally and physically is part of letting go.

Harley Green
How can leaders maintain their vision while still empowering employees?

Susan Fennema
Every company has a culture, intentional or not. Leaders need to clearly communicate the vision and values, especially in virtual or hybrid teams. At Beyond the Chaos, we send framed value statements to employees as a daily reminder. Celebrating employees who embody the vision reinforces it across the team.

Harley Green
For owners still caught in the weeds, what’s one action they can take this week to start building more freedom?

Susan Fennema
Start that activity spreadsheet. Document what you’re doing every day, then identify what can be delegated. Operations isn’t one-and-done, it’s ongoing—like finance. But starting with that step is the path to freedom.

Harley Green
Susan, thank you so much for sharing these invaluable tips with our audience today. If people want to learn more or get in touch, what’s the best way?

Susan Fennema
I’d like to offer an operations audit to everyone listening. It’s a form that helps you evaluate how you’re operating and where we can help. Go to beyondthechaos.biz/operations-audit.

Harley Green
Fantastic, thank you for that. For those listening, if you got value from this episode, hit like and subscribe so you don’t miss future strategies to help you scale smarter. Share this with a colleague who might benefit, and if you’re on a podcast platform, leave us a quick rating. Thanks again for tuning in, and we’ll see you on the next one.

Susan Fennema
Thanks, Harley.

How Virtual Assistants Can Help You Scale Smarter and Live Freer

by Harley GreenBusiness Growth, Outsourcing, ProductivityPosted on Comments are Disabled

How Virtual Assistants Can Help You Scale Smarter and Live Freer

When most entrepreneurs think about growing their business, they imagine working harder, longer hours, and juggling more responsibilities. But what if scaling didn’t have to mean doing more yourself? What if the key to growth was letting go?

That’s exactly what Harley Green, entrepreneur and digital nomad, discovered—and now helps others do through Workergenix.

Why Virtual Assistants Are the Game-Changer You’ve Been Looking For

At its core, a Virtual Assistant (VA) is someone who works remotely to handle tasks you shouldn’t be doing. Think admin, marketing, bookkeeping, scheduling, and customer service—all the things that keep you busy but don’t directly grow your bottom line.

Many business owners think they can’t afford help, especially in the early stages. But the truth is, you can’t afford not to delegate. Harley and his wife Adrienne realized this early on in their real estate investing journey. They were working full-time jobs while managing a growing investment portfolio—and it was taking away from their life.

They hired their first VA and everything changed.

Now, they help other business owners scale smarter by connecting them with top-tier virtual assistants from the Philippines—professionals who are highly educated, fluent in English, and eager to support growth-driven entrepreneurs.

Why the Philippines?

  • English Proficiency: English is widely spoken, making communication seamless.
  • Strong Work Ethic: Cultural alignment with U.S. businesses and a dedication to doing excellent work.
  • Affordability: You can hire a skilled, full-time VA for around $20,000/year—compared to $60,000+ for a U.S.-based assistant.

Overcoming Common Fears

One common concern is security—sharing sensitive data with someone halfway around the world. But Harley, with a background in cybersecurity, emphasizes that VAs in the Philippines don’t have direct access to U.S. banking systems, lowering risk. Plus, with Workergenix, clients are protected through liability and cyber insurance, offering peace of mind.

Who Should Hire a VA?

  • Entrepreneurs spending too much time on admin or repetitive tasks.
  • Solopreneurs struggling to grow because they’re doing everything themselves.
  • Growing teams needing cost-effective executive support.

Whether you’re a solo operator or leading a growing business, if you have tasks that can be done via phone or computer, you can benefit from delegating.

Start With the Right Mindset

Many try to cut costs by hiring part-time or ultra-low-cost VAs—but that often leads to high turnover and wasted time. Harley’s advice? Think value, not just cost. A skilled, full-time VA can take 80% of your day-to-day tasks off your plate, freeing you up to focus on high-impact growth activities.

The Process: How to Start with a VA

  1. Assess Your Tasks: Write down what you do daily. What can someone else handle?
  2. Create a Role Description: Define what you need help with.
  3. Decide on Hours: Aim for full-time for best results.
  4. Hire Smart: DIY, use a placement agency, or work with a full-service provider like Workergenix to take care of it all.

Culture and Communication Matter

Hiring a VA isn’t just a transaction—it’s a relationship. Regular video check-ins, clear expectations, and genuine connection make the difference between success and frustration. With the right support, your VA becomes a true extension of your team.

It’s a Win-Win

VAs get life-changing opportunities—helping their families, buying homes, and living better lives—while you get your time back to focus on what matters most.

Ready to find out how a Virtual Assistant can change your business (and your life)?
Let’s talk. Schedule a discovery call and take the first step toward scaling smarter.

Like what you read? Get weekly insights on scaling, efficiency, and profitability—straight to your inbox. Click here to subscribe.

How Are Smart Investors Scaling Without Adding More Work?

by Harley GreenBusiness Growth, Outsourcing, Productivity, Technology & AutomationPosted on Comments are Disabled

How Are Smart Investors Scaling Without Adding More Work?

Growing a business—especially in real estate—often comes with an unexpected challenge: the more successful you become, the more work you have on your plate. Managing properties, handling bookkeeping, coordinating maintenance, and keeping investors engaged can quickly consume your time. But what if scaling didn’t have to mean working more hours?

In a recent episode of the Property Profits Real Estate Podcast, host Dave Dubeau sat down with real estate investor and digital nomad Harley Green to discuss how he built a thriving real estate portfolio while traveling the world. The secret? Leveraging remote teams and systems to run his business efficiently without being trapped in daily operations.

The Hidden Bottleneck That Slows Down Growth

Many real estate investors hit a wall when they try to scale. They assume that taking on more deals means handling more tasks themselves. Instead of focusing on revenue-generating activities—like acquiring properties or building investor relationships—they get stuck in:

✔ Tenant & Guest Management – Handling bookings, maintenance, and guest communications.
✔ Bookkeeping & Financial Tracking – Manually tracking expenses, invoices, and rental income.
✔ Marketing & Investor Outreach – Posting listings, managing social media, and creating reports.

For Harley, this realization came early when he was juggling a full-time job, a growing portfolio, and family life. Instead of working 80-hour weeks, he built a remote team to take on the daily tasks, freeing him to focus on high-value decisions.

How Systems & Remote Support Changed Everything

By implementing a strategic approach to delegation, Harley now has a fully optimized real estate business that runs efficiently while he focuses on growth. Here’s how he did it:

🔹 Clear Role Assignments – Every task, from tenant inquiries to bookkeeping, is assigned to a team member with the right expertise.
🔹 Standard Operating Procedures (SOPs) – Documented processes ensure consistency and efficiency, even as the team grows.
🔹 Technology & Automation – Tools like Monday.com, Google Drive, and ChatGPT streamline workflows and eliminate unnecessary manual work.
🔹 A Strong Team Culture – Virtual team meetups and ongoing training ensure engagement and long-term retention.

What This Means for Business Owners & Investors

Harley’s approach isn’t just for real estate—it applies to any entrepreneur who wants to scale without burnout. Whether you run a real estate firm, a service-based business, or a consulting agency, delegating non-revenue-generating tasks allows you to focus on strategy and business growth.

✅ More time for deal-making and client relationships
✅ Improved efficiency with streamlined operations
✅ Less stress and better work-life balance

If you’re ready to stop working in your business and start working on it, take a page from Harley’s playbook. Build the right systems, delegate effectively, and focus on growth—not the daily grind.

Like what you read? Get weekly insights on scaling, efficiency, and profitability—straight to your inbox. Click here to subscribe.
A stressed executive sitting at a cluttered desk, overwhelmed with paperwork and emails, symbolizing the burden of administrative overload on leadership.

The Hidden Cost of Admin Work: How Executives Are Losing $100K+ Per Year

by Harley GreenBusiness Growth, Outsourcing, ProductivityPosted on Comments are Disabled

The Hidden Cost of Admin Work: How Executives Are Losing $100K+ Per Year

Executives are increasingly overwhelmed by administrative tasks, a situation exacerbated by cost-cutting measures that eliminate in-office executive assistants. This shift not only burdens top performers but also leads to significant financial losses.

The Leadership Efficiency Crisis

In an effort to reduce expenses, many companies have cut back on support staff, including executive assistants. While this may appear cost-effective, it often results in executives dedicating substantial portions of their time to administrative duties. A McKinsey Global Survey revealed that only 20% of organizations excel at decision-making, with a majority of executives spending their time ineffectively.

mckinsey.com

The Hidden Cost of Admin Work

Administrative tasks consume a significant portion of an executive’s schedule, detracting from strategic activities that drive business growth. Key areas where time is lost include:

  • Email Management: Constantly monitoring and responding to emails can occupy several hours daily.
  • Meeting Coordination: Scheduling, rescheduling, and preparing for meetings is a time-intensive process.
  • Data Entry and Reporting: Manual input of data and generation of reports divert attention from high-level decision-making.

The financial implications are substantial. For instance, if an executive’s time is valued at $250 per hour, losing 30 hours weekly to administrative tasks equates to $390,000 annually in lost productivity.

Why Cost-Cutting Measures Backfire

Eliminating executive assistants to save costs can inadvertently create a bottleneck in leadership efficiency. Executives bogged down by routine tasks have less time for strategic planning and decision-making. This misallocation of time can lead to delayed business growth, slower decision-making processes, and increased risk of executive burnout.

The First Step to Reclaiming Time

Traditional solutions like hiring in-house assistants or relying on automation often fall short due to high costs and lack of personalized support. A more effective approach involves leveraging AI-enhanced executive support to delegate routine tasks, allowing executives to focus on strategic initiatives.

Call to Action

To address these challenges, consider downloading “The Executive Efficiency Blueprint.” This comprehensive guide offers strategies to help executives reclaim valuable time and enhance productivity.

By recognizing the hidden costs of administrative tasks and implementing smarter delegation strategies, executives can refocus on activities that drive growth and innovation.

Diverse team of high-performing professionals collaborating in a modern, well-lit office, conveying productivity and efficiency."

The Hidden Cost of Overworking High Performers—And How to Fix It

by Harley GreenBusiness Growth, Outsourcing, ProductivityPosted on Comments are Disabled

The Hidden Cost of Overworking High Performers—And How to Fix It

The High Performer Dilemma

High performers are the backbone of every successful organization. They drive innovation, ensure efficiency, and push the company forward.

But instead of focusing on high-impact work, too many of these top employees are bogged down by administrative tasks, leading to burnout, disengagement, and ultimately, turnover.

While many companies assume that competitive salaries and perks are enough to retain their best talent, they fail to recognize the true burden placed on these employees.

The Leadership Oversight

  • A high performer isn’t just a strong contributor—they are a growth multiplier.
  • When they are forced to handle tasks outside their expertise, it doesn’t just waste their time—it costs the company valuable opportunities, revenue, and strategic momentum.
  • Executives must ask themselves: Are we empowering our top talent to drive success, or are we burning them out with unnecessary work?

The Numbers Don’t Lie:

✅ 30-40% of a high performer’s time is spent on low-value tasks.
✅ Replacing a high performer costs 1.5-2x their salary in recruiting, training, and lost productivity.
✅ Burned-out employees are 2.6x more likely to seek new job opportunities.

Let’s break down the true financial impact of overworking high performers.

1. Escalated Employee Turnover Costs

Burnout is a primary driver of voluntary turnover, particularly among high performers who thrive in roles where they can make an impact.

The Cost of Replacing a High Performer

  • Replacing a single high-performing employee costs 1.5-2x their annual salary.
  • In specialized industries, this figure can climb to 3-4x their salary, factoring in recruitment fees, training, and lost productivity.
  • Losing just one key employee can disrupt team dynamics and create a ripple effect of disengagement.

📊 Real-World Example:
A leading tech company faced a 15% turnover rate among top engineers, resulting in $2M+ in recruitment and training costs. By addressing workload imbalances, they reduced turnover to 5% within a year (McKinsey).

2. Productivity Decline Due to Administrative Overload

High performers are valuable because of their expertise—yet many spend their time on repetitive, low-impact tasks.

Instead of closing deals, leading teams, or innovating, they are stuck in:
✅ Email chains 📩
✅ Scheduling meetings 📆
✅ Updating CRMs & admin tasks 📊

The Financial Impact

  • If a high performer earning $100K per year spends 30% of their time on admin work, that equals $30,000 per year in wasted productivity—per employee.
  • Across a company of 50 top performers, that’s $1.5M in lost output annually.

📊 Real-World Example:
A financial services firm discovered that senior analysts spent 25% of their time on admin tasks, leading to a 20% drop in client acquisition. By shifting these tasks, they saw a $500K increase in new revenue.

3. Stifled Innovation & Growth Opportunities

When high performers are overwhelmed with operational work, they lose the capacity to think strategically and drive innovation.

Competitive Disadvantage

  • Companies with high-burnout cultures see 35% fewer new product ideas and slower revenue growth.
  • Leaders unable to focus on strategy lead to delayed decision-making, causing missed market opportunities.

📊 Real-World Example:
A tech startup found that its founders spent 60% of their time on operations instead of product development. After implementing better delegation strategies, they saw 40% faster revenue growth.

4. Presenteeism: The Hidden Productivity Killer

Burnout doesn’t always lead to quitting—sometimes, employees mentally check out while still showing up.

Why Presenteeism Is More Expensive Than Absenteeism

  • Burned-out employees make more errors, take longer to complete tasks, and have lower creativity.
  • Companies lose 10x more money due to presenteeism than absenteeism.

📊 Real-World Example:
A manufacturing firm noticed a 15% increase in product defects when employee burnout peaked. By addressing workload issues, defect rates dropped by 25% within 6 months.

5. Recruitment & Training Costs

Recruiting and onboarding new employees is expensive, but constantly replacing high performers is financially devastating.

The Financial Drain of Turnover

  • Replacing an executive or high performer costs up to 400% of their salary.
  • The time to recruit and train new talent can take 6-12 months, delaying key projects and increasing team stress.

📊 Real-World Example:
A consulting firm faced $500K in project delays due to the departure of a key leader. By optimizing workloads, they cut turnover by 30% within a year.

6. Deterioration of Company Culture & Employee Morale

When high performers leave, company morale drops, team stability weakens, and leadership effectiveness declines.

Negative Ripple Effects

  • A culture of burnout leads to higher absenteeism, lower engagement, and poor leadership retention.
  • Teams that lose key players often suffer declines in collaboration and productivity.

📊 Real-World Example:
An advertising agency saw a 25% drop in employee satisfaction after multiple top creatives left. This led to client dissatisfaction and revenue loss.

The Harsh Reality: Your Competitors Are Fixing This

Companies that proactively address these challenges are scaling faster and retaining top talent.

They’re optimizing workloads, reducing burnout, and seeing a 20-30% productivity boost.

If you don’t fix this problem, your competitors will—and they’ll win the talent and market share you’re losing.

🔥 Want to fix this? We break down the full solution in The Executive’s Guide to Scaling High Performers—so you can retain top talent, boost productivity, and scale smarter.

📩 Get your free copy now → https://workergenix.com/scaling-high-performers-guide/

From Engineer to Real Estate Investor: How Harley Green Built a Life of Financial Freedom

by Harley GreenBusiness Growth, Outsourcing, ProductivityPosted on Comments are Disabled

From Engineer to Real Estate Investor: How Harley Green Built a Life of Financial Freedom

Most people dream of escaping the 9-to-5 grind, but few actually make it happen. Harley Green did.

After spending 15 years as a software architect in the defense industry, he transitioned into full-time real estate investing, built a remote business, and now travels the world with his family.

On Engineer Your Success with Dr. James Bryant, Harley shared how he went from a corporate career to real estate entrepreneur, leveraged virtual assistants to scale, and designed a life of flexibility, freedom, and financial success.

From Engineering to Real Estate: The Turning Point

Harley’s career as a software engineer was stable and rewarding, but he knew one thing: working for someone else wasn’t the long-term plan.

💡 His first step? House hacking.

  • He and his wife converted their basement into a rental unit, bringing in extra income while still living in the home.
  • This low-risk strategy gave them their first taste of real estate investing.
  • Soon after, they purchased a short-sale condo, kickstarting their rental property portfolio.

At first, the goal was simple: build wealth for the future. But they quickly realized that rental properties could replace their salaries—if scaled the right way.

Scaling Up: From Long-Term Rentals to Short-Term Success

Many investors start with long-term rentals, but Harley saw an opportunity in short-term rentals and Airbnb.

📍 The shift to short-term rentals came after a vacation in Myrtle Beach.

While browsing local listings, he and his wife realized the numbers made sense for Airbnb. They took the leap, purchased a two-bedroom condo, and immediately saw higher cash flow than their long-term rentals.

🚀 Why short-term rentals?
✔️ Higher monthly income compared to traditional rentals
✔️ More flexibility in pricing and guest stays
✔️ Ability to pivot based on market demand

The catch? It required more hands-on management.

That’s when Harley made a critical decision—to start outsourcing.

The Power of Delegation: How Virtual Assistants Changed Everything

Managing multiple properties, guest bookings, and maintenance became overwhelming. Instead of spending hours on admin tasks, Harley hired virtual assistants (VAs) to handle operations.

💡 How virtual assistants helped scale his business:
✅ Responding to guest inquiries and managing reservations
✅ Coordinating maintenance and cleaning teams
✅ Handling customer service and resolving issues
✅ Tracking finances and keeping records tax-ready

By outsourcing routine tasks, Harley was able to focus on growth, find new investment opportunities, and eventually transition into full-time real estate investing.

Building a Business That Runs Without You

With multiple income streams and a remote team in place, Harley and his family made a bold move in 2024:

🌍 Becoming digital nomads.

Now, they travel full-time with their three kids, spending 1-3 months in different countries while managing their business remotely.

📌 Key lessons from Harley’s journey:
✔️ Start small—your first investment doesn’t need to be huge.
✔️ Leverage outsourcing—you can’t scale if you do everything yourself.
✔️ Build systems—a business that runs without you gives you freedom.
✔️ Take action—opportunities come to those who move forward, not those who wait.

What’s Next for You?

Harley’s story proves that financial freedom isn’t just for the lucky—it’s for those who take action.

Whether you’re looking to start investing, scale a business, or free up time through delegation, the key is the same: build systems that let you focus on growth.

🎧 Want to hear the full conversation? Listen to Engineer Your Success with Dr. James Bryant on YouTube or Spotify.

Schedule a free discovery call!

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Alarm clock with a blank notebook and scattered numbers on colorful background, symbolizing time management and planning

Missed Deadlines = Missed Growth: How to Avoid Falling Behind

by Harley GreenBusiness Growth, Outsourcing, ProductivityPosted on Comments are Disabled

Missed Deadlines = Missed Growth: How to Avoid Falling Behind

Deadlines can make or break a business. Yet, for many entrepreneurs and business owners, staying on top of them feels like an impossible task. Between juggling client projects, sales calls, team management, and strategy sessions, it’s easy for critical deadlines to slip through the cracks.

But here’s the hard truth: Missed deadlines don’t just cause stress—they cost you money, reputation, and growth opportunities.

So, how do growth-minded entrepreneurs stay ahead? Let’s dive into how managing deadlines effectively can transform your business—and how the right support can help you stay on track.

The Real Cost of Missed Deadlines

When you miss a deadline, the impact goes beyond a simple delay. It can:

  • Damage your credibility: Clients and partners may start questioning your reliability.
  • Hurt customer relationships: Late deliverables can mean lost trust and repeat business.
  • Slow down growth: Delays in one area create bottlenecks elsewhere, stalling momentum.
  • Increase stress and burnout: Constantly playing catch-up drains mental energy and focus.

The truth is, successful businesses run on predictability and consistency—and deadlines ensure both.

Why Entrepreneurs Struggle with Deadlines

If you’re running a business, you wear many hats. Often, managing deadlines takes a back seat to putting out fires or chasing new opportunities. Here’s why:

  • Task Overload: You’re doing too much, from operations to sales to admin.
  • Lack of Systems: Without clear workflows, tasks pile up and get missed.
  • Poor Prioritization: Urgent tasks crowd out important ones, leading to missed long-term goals.
  • Context Switching: Shifting between tasks reduces focus, making it easy to lose track of critical deadlines.

But the good news? It doesn’t have to be this way.

How the Right Support Keeps You on Track

To truly scale, you need to move from reactive to proactive operations. Staying on top of deadlines isn’t just about working harder—it’s about working smarter. Here’s how dedicated support can make that difference:

1. Streamlined Scheduling & Calendar Management

When deadlines are scattered across emails, apps, and notebooks, things get missed.

  • Solution: A dedicated assistant can centralize all your deadlines into one cohesive system, set up reminders, and adjust timelines as needed—keeping everything on track.

2. Proactive Task Management

Deadlines don’t mean much without action steps leading up to them.

  • Solution: Support that breaks large projects into manageable tasks with clear checkpoints ensures steady progress, not last-minute rushes.

3. Consistent Follow-Ups

Opportunities are lost when follow-ups don’t happen on time.

  • Solution: A structured approach to following up with clients, prospects, and team members ensures nothing slips through the cracks.

4. Focus on Revenue-Generating Work

Your time is best spent on growth activities, not chasing to-do lists.

  • Solution: Offloading deadline management frees you to focus on strategy, sales, and expansion.

The Long-Term Benefits of Staying Ahead of Deadlines

When you master deadline management, the benefits compound:

  • Higher Client Satisfaction: Consistent delivery builds trust and leads to repeat business.
  • Scalable Growth: Efficient operations mean you can take on more projects without overwhelm.
  • Increased Profitability: Fewer delays mean more time spent on revenue-generating activities.
  • Peace of Mind: Knowing nothing critical will slip through gives you confidence to focus on the bigger picture.

Final Thought: What’s Missing Deadlines Really Costing You?

Missed deadlines aren’t just inconvenient—they’re costly. Every late project, forgotten follow-up, or overlooked task chips away at your credibility, profits, and growth potential.

The solution? Better systems and the right support.

Imagine running a business where deadlines are met consistently, clients are delighted, and growth opportunities are seized—all without burnout.

That’s the difference efficient deadline management makes.

If staying on top of everything feels impossible, maybe it’s time for a smarter approach.

What would your business look like if deadlines stopped holding you back?

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A laptop surrounded by crumpled papers, symbolizing business chaos and disorganization.

Is Disorganization Holding Your Business Back? Here’s How to Fix It

by Harley GreenBusiness Growth, Outsourcing, ProductivityPosted on Comments are Disabled

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

  1. 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.
  2. Streamline & Automate
    Use project management tools, CRM systems, and automation software to eliminate manual work and keep everything in one place.
  3. 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.
  4. 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.
  5. 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?

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A woman sitting at her desk holding her head, surrounded by notebooks, a laptop, and a phone, appearing stressed.

Is Your Business Growth Being Stalled by These Common Mistakes?

by Harley GreenBusiness Growth, Outsourcing, ProductivityPosted on Comments are Disabled

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.
  • Enhance Customer Satisfaction: Ensure consistent, high-quality service.
  • 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.

Schedule a free discovery call!

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Are You Building a Business That Works for Your Life?

by Harley GreenBusiness Growth, Outsourcing, ProductivityPosted on Comments are Disabled

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.

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