Engineering Calmer Agencies & Consulting Firms: Calm is the New KPI

Sometimes the challenges to consistency come from self-sabotage, things like distraction, boredom, imposter syndrome.But especially for folks who are neurodivergent or dealing with chronic issues or disabilities, consistency comes with additional challenges that require you to figure out how to manage unpredictable energy levels, or how to cope with executive function issues.Most common productivity advice centers on the idea of trying to do more work, to shove more into the day, to force yourself to change your behavior so you can do more.But what if you don't want to do more? What if you just want to make it easier on yourself to do the work you love?Or what if your brain or energy levels just don't work the same way that the productivity bros hawking the advice do? Then a lot of that advice is just downright useless.The real key is figuring out how your brain works and creating an environment that supports you in doing your best work. And that may take some experimentation, but it probably won’t happen following someone else’s hacks.Marie Poulin, of Notion Mastery, helps ambitious business owners level up their digital systems, workflow, and productivity, so they can spend more time on what matters. She's been an influential voice in the Notion community, has a big following on her Notion Youtube channel, and has created a lot of the Notion resources available today.Marie also recently discovered that she has ADHD, so her brain works a little differently and things like consistency, scripting or executive functioning–like deciding what to prioritize working on–can be extra challenging.Marie and I talk about consistency and how critical it was to her success with Notion and her course and community Notion Mastery. We also talk about how discovering she was neurodivergent explained so much about how her brain worked and has helped her figure out how to set up systems that work the way she does.Listen to the full episode to hear:How Marie uses making public commitments as an external motivator to keep herself consistentWhy she learned to build in opportunities for later iteration and improvement to projects so she can be finished enough for nowHow Marie stumbled into her ADHD diagnosis and how she gave herself permission to accept that her brain works differentlyTools for noting when and how you work best so you can minimize resistance in your scheduleLearn more about Marie Poulin:Mariepoulin.comNotion Masteryyoutube.com/c/mariepoulinHow to Run Your Life Inside of NotionInstagram: @mariepoulinTwitter: @mariepoulinLearn more about Susan:Scalespark.coTwitter @ScaleSparkLinkedIn @thesusanboles Grab the Calm Service Design + Delivery Swipe File here

It's ok to quit.Consistency can be critical to success, but knowing when to quit is an equally valuable skill.So, how do you know when to quit and when to just push through the hard parts?You've heard me talking to business owners who credit being consistent as the key to their success.But failure is also a part of being an entrepreneur and one we talk about a lot less because it's not as pretty. Most successful business owners have at least a few failures in their rearview mirror.I had 2 businesses that were marketing and branding successes and abject financial failures before I started ScaleSpark.Failing sucks, there's no doubt about that. But those failures are a big part of what motivates me to teach financial skills and why I believe that your numbers tell you a story about what to do next in your business.Deciding to quit something is so hard and emotionally wrenching. I also wish I'd listened to the story my numbers were telling me on both those businesses and quit earlier.But you don't always know if you're failing. Maybe you're just stuck in what Seth Godin calls "The Dip:" that point in every project where you have to figure out if something is genuinely not working or if you have to push through.Today my guest and I are talking about how to know when you should quit.Margo Aaron is the cohost of the YouTube show Hillary and Margo Yell at Websites and the author behind That Seems Important. She's a psychologist turned accidental marketer and she's fantastic at getting to the heart of the entrepreneurial mindset. Her email newsletter consistently gets right to whatever mindset fog I'm in at that point in time and always manages to encourage me to keep going.Margo and I have both quit businesses. And in this interview that we originally recorded in September of 2019, we explore what it meant to quit and how we each realized it was time to let go.Listen to the full episode to hear:The client call that made Margo realize she had a major disconnect between what she was getting paid to do and what she wanted to be doingWhat questions to ask yourself to assess if you’re in “the Dip” or if it’s time to let goWhy product-founder fit is as important as product-market fitHow to build a business that aligns with your values and defines success on your termsWhy you need creativity, intuition, and experimentation in your business, not dogmatic models and rulesLearn more about Margo Aaron:That Seems ImportantHillary and Margo Yell at WebsitesLearn more about Susan:Scalespark.coTwitter @ScaleSparkLinkedIn @thesusanboles Grab the Calm Service Design + Delivery Swipe File here

Consistency is the underlying premise behind maintenance mode, behind working the system, behind the mantra of "don't break it". It's the opposite of shiny object syndrome.When you're consistent with your offers and your messaging, people know who you are, what you stand for, and what you sell.When you're consistent in your operations, your team and your clients know exactly what to do next.When you're consistent, you're efficient and you don't waste time, effort, or money.Consistency means that you don't get exhausted by decision fatigue - because a lot of your daily decisions have already been made and you're just following the process you decided on a while ago.Consistency builds resilience. Even when you're operating at 10%, having built habits and processes means that you can keep the ball rolling.In order to become more consistent in your business, there are two things you have to figure out.First, you have to get your mindset wrapped around being consistent and prioritizing it. That sounds simple, but in my experience, it's just not. It's so easy to self-sabotage by getting distracted or bored or prioritizing other things.Second, once you know that consistency is an important value to you, you have to build habits and design your environment so that being consistent is actually the easiest path for you to take.If consistency is the goal, building habits is how you accomplish it.Meet Sarah. Sarah Von Bargen is a writer, coach, and educator who helps people spend their time, money, and energy on purpose. And she uses habits to make sure they're sticking to that purpose. Habits have been a critical component in her own business success and in the success of her students, too.Listen to the full episode to hear:How the stress of flying by the seat of her pants turned Sarah into a data-driven plannerHow changing your exterior circumstances–like charging your phone in another room–supports the interior work that builds lasting habitsHow Sarah uses a “think about it later” list to help keep herself from productive procrastination and shiny object syndromeWhy you should test shiny new ideas on social media or your blog to gauge interest before you spend time or money developing themLearn more about Sarah Von Bargen:Yes and YesInstagram: @yesandyesblogMoney & Happy Facebook GroupFree Workbook: How To Rescue The Time & Energy To Go After What You WantLearn more about Susan:Scalespark.coTwitter @ScaleSparkLinkedIn @thesusanboles Grab the Calm Service Design + Delivery Swipe File here

The point of maintenance mode is to give you time and space to take a REAL break. Not a vacation where you're checking your email or you're stuck on your laptop kind of break. But a real, genuine break.That step back can feel kinda scary. It might feel like you're standing at a precipice, trying to figure out if you'll trip and fall over the edge, or if it's just a tiny step down to a solid surface. That step means that you have to trust that the systems you've built and the team you've trained can handle whatever comes up. That's the goal, to allow you to be able to take a break from your business without breaking your business. And what does that look like in a real business? To go through the process to prepare for maintenance mode, build the systems, and then trust them to work and step away? That's what we're talking about today.Claire Pelletreau is a Facebook and Instagram ad expert and conversion optimization expert. Claire also LOVES talking about money–profit, loss, the whole shebang. She asks her guests how much they charge–and how much they earn–on her show, the Get Paid Podcast.Claire recently took a break from her business while on maternity leave for several months. She knew it was coming, so she prepared, she planned and she got her business ready to operate in maintenance mode. And then she walked away. For months. During a pandemic. Listen to the full episode to hear:How Claire changed her content strategy and schedule for her podcast to cover her maternity leaveHow she budgeted for her leave and unforeseen expenses in her absenceThe process of mentally and emotionally checking out from her business and what it was like to come back to work in a vastly different world after summer 2020Letting go of selling herself as part of the package and giving her team ownershipLearn more about Claire Pelletreau:ClairePells.comInstagram: @clairepellsFacebook: @absoluteclaireThe Get Paid PodcastLearn more about Susan:Scalespark.coTwitter @ScaleSparkLinkedIn @thesusanbolesResources:You Need a BudgetClockwork: Design Your Business to Run Itself, Mike MichalowiczRachel Rodgers Grab the Calm Service Design + Delivery Swipe File here

In order to be completely away from your business for any length of time, you probably need to hire someone. Or maybe a few someones.In the last episode, I talked to Jason Staats about how he uses technology to help him keep his 4 different ongoing projects in maintenance mode, but hiring is also part of his maintenance strategy. He comes up with the ideas, figures out the tools, then hires someone to monitor and maintain. Technology and Team are the two most powerful resources you have when it comes to operating your business in maintenance mode.Technology allows you to make sure your team is doing only the most high-value tasks and having that team in place means that someone is there to monitor the autopilot, make decisions on the fly, and keep the trains rolling. Having a team you can turn to, and someone you can trust to monitor the autopilot can be the last, very critical, piece of maintenance mode. And it's the piece that allows you to truly step away, and know that things are taken care of, even if you aren't there to be the one to take care of them.Meet India Jackson. She's the CEO of Flaunt Your Fire, a brand visibility agency, and co-founder of Pause on the Play, a podcast and community dedicated to visibility and vulnerability for inclusive leaders. India started off her career as a model and bodybuilder and evolved that into an agency where she now leads a team. We talk about her evolution as a leader and how hiring and finding the right fit was critical to the growth of her agency and for her to be able to step back from doing all the things. Listen to the full episode to hear:How India began building a team to fill in gaps in her skill sets, and how her mindset on delegation has changed in her 10+ years in business Why she hires client support staff for their empathy and not just their resume How India approaches partnerships and hiring with a values mindset, from full transparency in job listings to explicitly asking about values in interviewsWhy your brand or company values have to be broken down into actions you take every day, with clarity on what impact you want to have Learn more about India Jackson:Flaunt Your FirePause on the PlayFlaunt Your Fire PodcastPause on the Play PodcastInstagram: @flauntyourfire @pauseontheplayConnect with India on LinkedInLearn more about Susan:Scalespark.coTwitter @ScaleSparkLinkedIn @thesusanbolesResources:Erica CourdaeBreak the Ceiling Episode 83: Leveraging People, Processes and Technology with Jason Staats Grab the Calm Service Design + Delivery Swipe File here

You can't step away and do something else if everything's going to come to a screeching halt when you do. To be prepared for maintenance mode, you have to figure out how to get the behind-the-scenes systems to operate, consistently, without you.In order to get your business into maintenance mode–and build a stronger business while you're at it–you have to answer the question, "What if I'm not here?"Ideally, the answer is that nothing changes. Invoices still get sent on time, your products and services still get delivered, and the wheels on the bus keep going round and round. That's the goal of maintenance mode, to me. There are some tasks that really don't lend themselves to having a computer do it. But MOST back-end administration of a business can be automated. And for me, automating that back-end tasks means my business won't break if I'm not here for a bit.The other payoff is that even if I AM working in my business, I have time to do other, more interesting things. I could even start another project like my friend Jason did.Jason Staats is a CPA in Salem Oregon. He's principal at Brenner LLP by day, and an accounting tech enthusiast by night. In addition to his CPA firm, he has also started Launch for Accountants, which is a newsletter and website with all the latest software launches. He's built Realize, a community for accountants and he is launching a software product. All those projects he's started and continues to run? He used technology to make that work and keep them all running, even if he's not IN that business all the time. Listen to the full episode to hear:Why creating a single space to gather opportunities and priorities across projects fights overwhelmHow knowing what his “anti-goals” help Jason choose which projects to pursueHow considering new projects in terms of skills development keeps distraction and shiny object syndrome in checkHow getting to maintenance mode lets you choose to pursue side projects and shiny objects Learn more about Jason Staats:Launch for AccountantsRealizeFollow Jason on TwitterLearn more about Susan:Scalespark Dollars + Decisions RoundtableTwitter @ScaleSparkLinkedIn @thesusanboles Grab the Calm Service Design + Delivery Swipe File here

Sales are the lifeblood of any business.So when you're thinking about maintenance mode in your business, you need to think about how to make sure sales still come in, even if you're not around.Last week we talked about the first step in preparing for maintenance mode by being consistent with your messaging and your offers. If you haven't listened to Episode 81 with Michelle Mazur, go check that one out.This week, I want to talk about step two in preparing for maintenance mode and that's your sales process.In order to put your business into maintenance mode, you have to understand how sales come in, how you make sales, and how you're going to continue to make sales, even if you aren't actively working in your business for the momentWhile sales are one of the first things business owners seem to want to outsource, sales are probably one of the very last pieces of your business operations that you should be handing off to people.And that means that figuring out how to put sales on maintenance can be a challenge.And my friend, Allison Davis, is my go-to when it comes to sales and creating sustainable sales processes.Allison is a sales trainer and coach who ignites growth in small business owners and mission-driven organizations. I've done a TON of sales training–it's one of my weaknesses so it's something I've tried hard to develop.Allison was the person who finally made it "click" for me that I don't have to do ALL the things when it comes to sales, I just have to build a sustainable system and stick with it.Listen to the full episode to hear:How to pull yourself out of overwhelm by actively choosing what you can do consistentlyWhy using buyer types to modify your sales approach doesn’t have to be inauthenticWhy Allison started the Sales Roundtable and why it’s an effective and efficient way to connect with potential clientsLearn more about Allison Davis:Allison-Davis.comSales RoundtableLearn more about Susan:Scalespark Dollars + Decisions RoundtableTwitter @ScaleSparkLinkedIn @thesusanbolesResources:Break the Ceiling Episode 81: Work on a Consistent Message and Marketing System to Prepare For Maintenance Mode with Michelle MazurDani Johnson’s GEMS® Mastery Grab the Calm Service Design + Delivery Swipe File here

No one is bored with your business but you.The last month or two, we've been talking about maintenance mode–the idea that you can create a business that can kind of run itself. There are systems and processes set up, so everyone knows exactly what they need to do.The same kinds of systems and tools that you would use to prepare your business for maintenance are the SAME ones that you would use to free up capacity and prepare your business to scale.And that means that spending time setting up repeatable processes and checklists and automation has a HUGE return on your investment of time and effort.But, what, PRECISELY, do you need to DO to get your business prepared for maintenance mode?The first step is to zoom out and look at the end goal–what your business will look like, feel like and run like IN maintenance mode.The second step of preparing for maintenance mode requires you to think about your business as an ecosystem. In order for you to step away, every part has to operate smoothly.SO how do you prep each PART of your business for maintenance? What do you need to consider and what are some tactics that you could use to help you get there?Michelle Mazur is the founder of Communication Rebel, a Messaging Coach and Author and she's the voice in my head when it comes to my own marketing and messaging, telling me that consistency is the key to success.Consistency in your messaging means that you don't have to reinvent the wheel every quarter. It means you know what you need to say and you know to whom and how you need to say it. And it’s the first part of being able to prepare your business for maintenance mode.Listen to the full episode to hear:How to build your company’s communication bible: the Brand Message GuideWhy consistency and repetition aren’t boring to your audienceHow to experiment in order to optimize and minimize, so you’re marketing where it countsWhat to do when you hit a dip in sales or engagementLearn more about Michelle Mazur:Communication RebelInstagram: @drmichellemazurThree Word RebellionThree Word Rebellion (book)Learn more about Susan:LinkedIn @thesusanboles Grab the Calm Service Design + Delivery Swipe File here

Sometimes we end up building a business that just doesn't fit our lives. Not intentionally. Sometimes it just happens that way.Maybe you don’t have the freedom you thought you’d have. Maybe you’re doing group courses but you really want to be 1 on 1 with clients, or vice versa. Sometimes when you step back and examine what it'll take to get to maintenance mode or what it will take to scale or grow, you realize that you don't actually have the capacity to grow this thing you built. The business you built isn't designed for that.In order to get to maintenance mode, you need to shift. Ryan Lazanis and I talked about this in Episode 75 - we'd each built businesses that didn't fit how we wanted to live our lives and so we ended up starting new businesses and specifically building them for maintenance mode.But you don't have to burn the whole thing down. Meet Mark Butler. He's the founder of the accounting startup Let’s Do the Books, as well as a freelance CFO for life coaches. And instead of shutting his business down and starting over when he realized that something needed to change for him, he created a complementary business with a different business model–one that was designed for maintenance. Listen to the full episode to hear:How Mark makes two very different business models work under one roofWhy his team is always empowered to tell him noHow side projects sustain his creativity and generate new opportunities for the businessWhy every entrepreneur needs to ask themselves what they really want to be when they grow upLearn more about Mark Butler:Let’s Do the BooksMoney SchoolLearn more about Susan:Scalespark Dollars + Decisions RoundtableTwitter @ScaleSparkLinkedIn @thesusanbolesResources:Break the Ceiling Episode 75: Starting with the End in Mind: Reverse-Engineering the Plan with Ryan LazanisBreak the Ceiling Episode 79: The Maintenance Mode Mindset: Stop Breaking Your Business with Racheal Cook Grab the Calm Service Design + Delivery Swipe File here

Don't break it, stay the course, work the system. Don't break it, stay the course, work the system. That's the refrain that's in the back of my head all the time now. One of the biggest challenges of getting your business into maintenance mode is your mindset. It's not that it's so difficult to build systems or design your business model to be sustainable and resilient. It's that we, as entrepreneurs like breaking stuff and we LIKE shiny new things–shiny things are FUN! Breaking your business over and over with new offers, new messaging, new technology tools, new business models is not the path to creating a lasting, sustainable business. In fact, it’s how too many business owners burn out. The real answer might seem boring, but it's actually kind of freeing.It’s consistency, working the system, staying the course. Once you figure out what works for your business, the key is not to break it and not to get in your own wayBut... HOW? HOW do I get out of my own way? HOW do I stop getting distracted by every new idea that pops into my head? How do I keep myself from breaking it? What am I supposed to DO all day if my business doesn’t need me to shop up and deliver?That's exactly what I'm talking about today with Rachael Cook. She's a business strategist, author, and the host of the Promote Yourself to CEO podcast. And she helps business owners figure out how NOT to break their businesses.Listen to the full episode to hear:Why redefining your role and asking yourself what are the jobs only YOU can do is an essential mindset shiftHow treating your systems and your team as assets and not just your content can prevent launch burnoutLeaving hustle culture behind so you can enjoy the fruits of your laborHow getting to maintenance mode before a crisis or major life event hits safeguards your business against the unpredictableLearn more about Racheal Cook:RachealCook.comPromote Yourself to CEO PodcastInstagram: @racheal.cookLearn more about Susan:Scalespark Dollars + Decisions RoundtableTwitter @ScaleSparkLinkedIn @thesusanbolesResources:Break the Ceiling Episode 07: Why Streamlining Your Effort Pays Off with Business Strategist Michelle Warner Good to Great: Why Some Companies Make the Leap...and Others Don't by Jim Collins Grab the Calm Service Design + Delivery Swipe File here