The Mind Your Time Podcast | Business Systems for Service Providers

You’re Not Behind, You’re Just Building Without Support

• Shannon Baker | Business Operations Strategist • Episode 217

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Ever felt like a fraud despite your success because behind the scenes you’re scrambling just to keep up? 

The truth is the problem isn’t you. You’ve simply outgrown the systems you started your business with. The most successful service providers often struggle the most with backend operations because they’re brilliant at delivery but haven’t had time to build the foundation their business actually needs.

In this episode, I share my own journey from booked-out VA to systems strategist and reveal the clarity that changed everything. Backend chaos isn’t solved by doing more! 

It’s fixed by building an infrastructure that supports your zone of genius. You’ll learn why you can’t fix what you can’t see, how to pinpoint the system causing the most stress, and how one small intentional change can bring immediate relief.

I’ll walk you through the quick wins that bring relief right away and show you how the Systems & Sanity Suite inside the Mind Your Time Society can help you build the structure you need, one system at a time without pressure and without having to do it all alone.

Here’s what we will unpack today:

2:28 – How I went from being booked out as a VA to realizing my backend was dragging me down and what I actually needed instead of another offer

3:50 - Why every client feels like a different experience, and how missing systems are the reason things feel scattered and heavy

4:13 – Why disorganization isn’t your fault and how to reframe the belief that you’re just “bad at systems”

6:24 – How the Back Office POWER Checklist can help you identify what’s missing in your back office and where to start fixing it

8:35 - How a simple, repeatable onboarding workflow transforms client trust: guiding them with clarity, care, and confidence, without you having to explain everything every time

10:12 - A quick win challenge to help you spot what’s really slowing you down and take the first step toward clarity

11:37 – What’s inside the Systems & Sanity Suite and how the Mind Your Time Society gives you structure without pressure

Related Episodes Mentioned:

Episode 212 - The 6 Core Systems Your Business Needs to Grow Without Burnout

Resources Mentioned:

🔍 Ready to get clear about what’s really happening in the back end of your business?

The Back Office POWER Checklist is a fillable Google Doc you can complete online (no printing, no overwhelm).  It helps you uncover what’s working, what’s missing, and where your systems are silently slowing you down so you can fix the real problems, not just the symptoms. 

🔧 Ready to simplify your back office and finally feel in control?

Join The Mind Your Time Society , your space for smart systems, sanity-saving tools, and real support. You’ll get access to the Systems & Sanity Suite which contains plug-and-play templates, strategy driven resources, and access to expert guidance so you can run your business like a pro without the overwhelm.

Let me know your thoughts! Click here to send me a text.

Leave a Rating and Review: https://ratethispodcast.com/mindyourtime







Speaker 1:

Have you ever looked around at your business and thought wait, how did things get this messy behind the scenes? Well, on the outside, things look like they're working great, clients are happy, you're getting referrals, you're booking discovery calls. But behind the scenes, you're holding it all together with duct tape, high hopes and way too many reminders in your head, while you're not necessarily behind, you're not operating with the clarity and structure you know you need. So in today's episode, I'm going to walk you through the first steps you can take to finally fix what's broken behind the scenes in your business. If your back end feels like it's chaotic, you're reactive or it's disorganized, this is where we start to make changes.

Speaker 1:

Welcome to the Mind your Time podcast. I'm Shannon Baker, your coffee-loving host and business operations strategist. If you're a service provider who's great at what you do, but stuck with misfit clients, messy onboarding or draining workdays, this show is for you. Each week, I share bold strategies and practical insights rooted in my Power Emotion Framework to help you streamline your backend, protect your time and lead your client experience with confidence, because skills got you clients, but systems will take you further. So grab a cup of coffee or your favorite drink and let's dive in.

Speaker 1:

Let me take you back in time to the moment when I went from being a virtual assistant to a business operations strategist. Let me tell you, I was booked out. My clients trusted me and my business grew because of referrals. So growth happened a lot faster than I had ever anticipated. But behind the scenes of my business, it was total chaos. I was mainly onboarding every client, which meant that every client had a different experience and all of them weren't that great. I also found myself having to redo client work because they didn't have any processes, so their expectations weren't clearly communicated. When they gave me the task to complete, and because I didn't have systems in place, I was wasting hours looking for files that I needed, recreating onboarding steps over and over, retyping the same client emails over and over. The list goes on and on the bottom line, I couldn't keep up because at the time, my daughter had just started going to school and I was working full-time while trying to build my business and I didn't know what to fix first. That's what made it so frustrating. When I started my business, I found tons of information online to help me get the business going, but there wasn't a lot of information about how to keep it going without burning out. But over time, one thing I did figure out on my own was that I didn't need another offer, because I had tried quite a few at that time and none of them really worked out the way that I wanted them to. And honestly, it didn't matter because I didn't need more work, because I didn't have more time. What I actually needed was a way to fix the back end of my business because of lack of systems. It was dragging me down and it was really straining my relationship with my family.

Speaker 1:

Now, if that's you right now, I promise there is a way out, and it starts with clarity. So let's dig into what that looks like. Well, first of all, if you're disorganized, that is only part of the problem, and you're not the only one with it You've actually just outgrown your current infrastructure. So let's take a moment to reframe your thoughts on that, because I've talked to quite a few number of service providers over the years and most of them they honestly feel like they're bad at systems and that there's no hope. How do you feel about that? Well, if your client experience feels different every time, if communication with your clients and your team feels scattered, if your boundaries are constantly being tested or ignored.

Speaker 1:

And if you feel stuck or in hustle mode because you don't have the structure you need to grow and scale, that's not because you're bad at systems. It's because you don't have the ones you need to support the level you're actually operating at. And that's why everything feels so heavy and why your business is so dependent on you, because you're carrying it all on your own and your operations are all in your head. So here's the truth you know your clients. They already trust you. Your skills are solid. You're delivering results.

Speaker 1:

So this isn't about your capability, but it's really about your back end catching up to your brilliance. See, when you create structure to support your zone of genius, your business stops feeling so chaotic and heavy. You stop making decisions that aren't aligned with your values or the season of your life making decisions that aren't aligned with your values or the season of your life. You stop doing things from scratch over and over again and instead you get the systems in place that you need so that you can start operating efficiently and showing up like the leader that you already are. But here's the catch you can't fix what you can't see.

Speaker 1:

See one of the most frustrating parts of back in chaos is not even knowing where to start, and it keeps a lot of business owners stuck. It's a common struggle. I mean you can feel that something's off. You know you're repeating tasks that really should be easy. You know you're repeating tasks that really should be easy, but without a bird's eye view into your business operations as they are right now, you get stuck putting out fires instead of building the foundation that you actually need. And because you spend so much time putting out fires, you don't have the time you need to investigate the issue so you can resolve it. Not to mention, it's probably not your expertise anyway. So you can resolve it, not to mention, it's probably not your expertise anyway.

Speaker 1:

Now, if you want to experience the relief that comes from at least identifying the issues, then I highly recommend you grab the Back Office Power Checklist, because it walks you through the six core systems that I personally feel every growing service provider needs to have in place in their business. Now, the top three are file management, calendar management and client communication, and all of them together will help that. Well, at least that checklist is going to help you pinpoint exactly where the chaos is coming from, because one or more of those systems is missing. And the truth is it's not about fixing everything at once, it's about fixing the right thing first. So now, if you're wondering what those six core systems are, I go deeper into that in the episode the six core systems. Your business needs to grow without burnout. So I'm going to drop a link to that episode in the show notes because it gives you a quick summary of each of the core systems that you need so that you have a strong business foundation that supports you. But for now, the one thing I cannot say enough is I need you to go to theshannonbakercom forward slash checklist and grab the back office power checklist and complete it as soon as possible.

Speaker 1:

But now let's talk about how you can start to make changes for the better. Okay, let's be real. I know you are neck deep in work right now, so you don't have the capacity to take on, let's say, a 90 day overhaul of your back office. That's why the first fix in your back end needs to give you a quick win, something you can implement right away. That makes tomorrow, next week, in the months and the years beyond easier, not more overwhelming. So maybe you can start by organizing your digital filing system and create naming conventions that you plan to use, so you're not wasting time searching for the same documents every week or recreating the same document. That's your file management system doing its job. Or maybe you want to take control of your time by blocking every Monday for CEO tasks, like planning out your week based on the season of your life, instead of putting out fires every day and overbooking yourself. Guess what? That's part of your scheduling system, or a time management system which puts boundaries around your capacity instead of draining it.

Speaker 1:

And one of the most common areas I see service providers struggling with is writing out a simple, repeatable onboarding workflow, and this is a bit more than just a checklist. And there's nothing wrong with checklists, but you really need a full process that gently and professionally guides a client from when they sign the contract and submit their payment to scheduling their kickoff meeting and beyond that. And it's all done in a way that makes them feel confident in you, that you care for them, and it clearly shows them what they can expect as they move forward with working with you. And, the best part, you don't have to explain everything manually each and every time. That's your communication system doing its job, or you can call it a client management system. But this reinforces your boundaries, it sets expectations up front and it elevates your client experience, all while saving you time and energy behind the scenes, because it's automated.

Speaker 1:

Now you may be wondering why am I sharing all of this with you? Well, it's because your backend does not need a total rebuild to calm the chaos, and you don't need to burn everything down and start over. You just need a clear starting point and a plan so that you can make the needed changes. That's what the back office power checklist can help you with, and that's how you stop wasting energy on things that don't actually move things forward for you in your business. So now here's a quick one challenge for you that I want you to complete this week. Pick one you in your business.

Speaker 1:

So now here's a quick one challenge for you that I want you to complete this week. Pick one area in your business that feels the most chaotic right now. It could be your client onboarding, client communication or even just setting client expectations. Now write out how you're handling that right now and don't overthink it. Just write a few bullet points. Then I want you to go to theshannonbakercom forward slash checklist.

Speaker 1:

Download the back office power checklist Then use it to compare your current process to what a streamlined system could look like. That checklist will help you immediately spot the gaps in your back office and identify what you need to fix first, and then you can build that into a full workflow and an automated system later. But this is how you start calming the chaos One clear step, one clear process at a time. Now, this is what I want to emphasize. One clear step, one clear process at a time. Now, this is what I want to emphasize. This is really important and I don't want you to forget it.

Speaker 1:

The back office power checklist is just the first step. It's intentionally designed to help you see what's missing. But then you have to take action. But when you're ready to actually build your systems out, you don't have to figure it out on your own. That's where the Mind, your Time Society comes in, and it's not just another membership. It's actually your toolkit and your roadmap to creating a strong foundation in your business, because inside you get access to the full systems insanity suite as a Founders Circle member.

Speaker 1:

Now here are some of the resources that are included the back office power checklist, which helps you quickly spot what's missing in your backend the starter stack, which gives you plug and play templates for smoother operations, and many other resources and tools you can use to create your processes and your workflows in your systems. There are detailed momentum maps that guide you so that you can focus on one priority at a time and not get overwhelmed. And the power path plans. They show you how to move through the systems and sanity suite based on your time, your energy, no more. Where do I start? Decision paralysis. The beauty of the systems and sanity suite is that it meets you where you are right now and you don't need to fix everything. Today. You'll be able to create a plan that you can work on based on your schedule, with no pressure, and because the Mind, your Time Society is a community. You won't be doing this alone. You'll have guidance and support from other service providers who are at different points of their journey, and they also have access to those tools that will help you grow, and everyone grows together. I would love to welcome you inside, so go to theshannonbakercom forward slash membership and check that out today.

Speaker 1:

Now let's take a moment to recap what we've talked about today, because this episode isn't just about identifying the chaos. It's about giving you the clarity that you need to finally start fixing it. So here are the three things that I want you to take away from this episode. Takeaway number one the chaos you're experiencing is not your fault. It's just a sign that your systems haven't caught up to your growth. Recognizing that is the first step to making a change, and it takes the shame out of where you are right now so that you can move forward, and of where you are right now so that you can move forward and get where you need to be.

Speaker 1:

Takeaway number two you cannot fix what you can't see, so that scattered feeling that you have right now, it's rooted in blind spots. You've been doing the hard work, you're delivering results, you're making things happen, but you're doing it without a strong backend to support you, so you're constantly playing catch up. The back office power checklist will give you the full picture so that you can take action from a place of strategy, not stress, not panic, but you can take the time and fill in the gaps so that you can operate more efficiently. And takeaway number three fixing this doesn't have to be complicated. You just need to start now and you don't have to fix everything at once. You just need to focus on one area that's slowing you down the most and make one change that will bring you relief, and then you can start to build momentum off of that. One intentional fix at a time. That's how you start showing up with more clarity, confidence and control.

Speaker 1:

So, with the chaos behind the scenes of your business has been weighing on you, I hope you walk away from this episode knowing this. You're not behind. You just need systems that support the level that you're operating at in your business, and you only need to pick one and get started. So, if you're ready to stop spinning your wheels and finally fix the chaos behind the scenes in your business, head to theshannonbakercom forward slash checklist and grab the Back Office Power Checklist today and complete it. It's free, it's simple and it's designed to help you take back control without overwhelm and then, when you're ready for the next level of support, the checklist again is just the beginning.

Speaker 1:

Join us inside Founders Circle in the Mind your Time Society so you can get access to the full systems and sanity suite that gives you tools, templates, maps and the pacing plan that you can use to create a structure that will help you build a business, one system at a time at your pace, but you won't have to do it alone. I know you're ready for the next level of support and I'm here to help you build that with confidence. So let's get started. Thanks for tuning in today.

Speaker 1:

If this episode hit home, it's because you already know you're ready to stop patching up the problems and start running your business like the pro you are. But listening won't fix the cracks. Action will your next step. Grab the back office power checklist at theshannonbakercom forward slash checklist. It'll show you exactly what's working, what's missing and where your back end is silently slowing you down. What's missing and where your back end is silently slowing you down. And if you're ready to go deeper, founder Circle inside the Mind your Time Society is where we can fix it, together with the Systems Insanity Suite, and you'll get the clarity that you've been craving.

Speaker 1:

Not quite there yet. Come say hi to me on Instagram at the underscore Shannon Baker. I would love to hear what resonated with you the most. And if you're loving the podcast, please leave a quick review, because it goes a long way in helping more service providers like you find the podcast. You can do that right now at ratethispodcastcom. Forward slash. Mind. Your time, skills got your clients. Systems and your expertise are what's going to help you keep them. So until next time, keep calm and streamline.