3 Must-Have Tools To Automate Your Coaching Business

In this episode, I shared my top three favorite automation tools in your coaching business for 2024.

What you'll learn:

• The importance of a scheduling system like Calendly or Acuity for managing availability and pre-screening clients
• Using an all-in-one project management tool like Notion, Trello, Monday, or Asana to track clients, plan social media, and organize coaching session notes and tasks 
• The benefits of an automated marketing tool like Later or ConvertKit for scheduling social media posts and sending out emails in advance

Additional resources mentioned in this video:

📲 Free Notion Social Media Content Hub Template 

📲 The Ultimate Daily Planner For Coaches

👩🏼‍💻 Productivity App Notion http://notion.com

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https://members.elevatelifecoaching.org/VMBSept2024

-------More Ways To Learn With Michelle-----
Learn With Me: https://www.elevatelifecoaching.org/learn-with-michelle


--------------------- Who Is Michelle Kuei ---------------------
Hey There! I’m Michelle! Your Visibility Marketing Coach, content and Email Marketing Strategist, Motivational Speaker, Author (…And soon to be your new business bestie!)

I help female coaches to simplify marketing so they can get seen, get heard, and get paying clients (..even if you work a full-time job!)

My job as your coach is to:

• Help you build a one-of-a-kind personal coaching brand with you so your business stands out and position you to be the authority within your coaching niche.

• Teach you how to develop marketing strategies that is aligned with your vision and value with the RIGHT brand messaging to attract your dream paying clients.

• Develop a simple and easy way to market your coaching business without being overwhelmed and burnout.

• Help you develop a course and membership...

Transcript

Michelle: 0:03

Hey, you're listening to Make it Visible Podcast. I'm your host, michelle Kuei. I am a visibility marketing coach and soon to be your business bestie in the coaching business world. Not knowing how to connect with your audience, grab people's attention and get them excited to buy from you should never be the reason you give up on your dream to become a full-time coach. I'm all about making marketing the easiest part of your coaching business, so that you can turn a passion for coaching into a visible and profitable reality. So buckle up, ladies, let's get started.

Michelle: 0:38

Today, I'm tackling one big question that a lot of coaches have, especially if you're working as a full-time, or maybe you're wearing multiple hats or in your life and you're wondering I'm just one person, how can I possibly do it all? Well, guess what? You don't have to. So that's diving to three of my favorite tools that can help you to automate your coaching business and that might become your BFF in 2024. First and foremost, you need to have a scheduling system. One of the biggest struggle that I had when I was first transitioning from a full-time pharmacist to a full-time coach was scheduling. I juggle between my work schedule versus the time that I need to take on these discovery calls One of the things that you might want to consider. If you're someone who's working in 9-5 and you work long hours and perhaps during the week you might not have any time to schedule any appointments or take on any discovery calls, you might want to consider opening up one day out of your weekend schedule and just dedicate that to your discovery call, and there's nothing wrong with saying no, I only see clients on the weekend. And there you have it. You take full control of when you want to do it, how you want to do it and who you want to open it to.

Michelle: 1:56

One of the powerful things I incorporated early on in my business is having a calendar Things like Calendly or Acuity. Those are two great platforms that allows you to integrate to your personal and your work schedule so that you can screen all the conflicts that you may have on your personal schedule or with your work schedule. Both have great options and the setup is really easy. That allows you to integrate to your personal calendar and your work schedule. So I have all combined onto my Google Calendar, which will then integrate into my Calendly so that it will screen for any duplicated or conflicts meeting that I don't have any room to take on, and so I typically would go into my Google Calendar and Time Block all the available days and time that I would like to take on discovery call and I would put those Time Block out and just to make them available and be reflected on my Calendly schedule. This way, when you present it to a potential client, they can easily see and tell what is your availability, instead of going back and forth or do what this day worked for you with that day worked for you. When you make it easy for your client, chances are you're increasing the likelihood that someone wanted to actually book a call.

Michelle: 3:15

Now, the good thing about Calendly and Acuity is a lot of times you also get notification ahead of time. So if you set it up properly, you will be able to notify your clients ahead of time, before the meeting actually gets started. So you can set up notifying your potential client 24 hours before your meeting start, or you can set a text message to them and just one hour ahead and say, hey, I'll be waiting for you, and that reduces a lot of no shows from your potential client when they book on these discovery call and the other good thing about having your calendar and automation set up this way is that now you can incorporate your pre-screening process or pre-qualification question inside these calendar system so that you don't have to worry about whether or not this is a client who has the budget to sign up to your program or not. So you can incorporate one of those qualifying questions like do you have the budget to work with me? And that would help you to get an understanding of where the client is at and what they are struggling with and whether or not they have the right resources to start working with you. All right, so you have the time and control of your schedule. That's move on and stay on top of the client interactions.

Michelle: 4:29

Tool number two is an all in one project management tool. Imagine a single place where you go and you can manage all your clients, running your social media and keep track of all your coaching session notes, your tasks. That's Notion for you. It's a powerhouse of tools acting like a second brain for you, so you can keep your brain free and do the things that you actually love. Some of the key features that you can set up in Notion are CRM, payability. You can track client's notes. You can track your session notes. You can track all your follow-up conversations. You can also incorporate a social media planner, scheduling posts, brainstorming all these content ideas and keeping them one place, and one place only, so that you can continue to monitor the engagement. And perhaps you want to recycle the content. You can easily use the search function from Notion and look up the content that you have already created in the past.

Michelle: 5:28

Task management, like setting up priority, the deadline you can all get it done inside Notion and organize all your to-do list. It almost feels like you're having a virtual assistant without actually having a virtual assistant, because then you'll be able to organize everything in just one single place and it's easy for you to look up. Now, if you like, I do have a template on Notion that has been pre-built for you. That includes the CRM, include the social media planner and also task management, so you will never skip a B inside your coaching business as you're transitioning this into a full-time business. You can go to the link down below and you will be able to grab a copy of it and install today, and so you can keep everything organized in just one single play. Now, if you're not someone who like the Notion, there's also Trello, there's Monday and Asana. These are all alternative project management tools that you can use in your business to help you stay organized. The bottom line is you got to pick one that you are most comfortable to use with and so that you can stay consistent.

Michelle: 6:31

Rule number three is having an automated marketing tool. Now, some of us hate the word automated. We think that automation is just so impersonal. It's not something that I would do in my business. But when you think about it, there's a lot of things that we automate in our life, including your coffee maker, that you get a cup of coffee every single morning. When is the last time you program your coffee so that it would be automated? And by the time you wake up in the morning, you already have a fresh cup of coffee? So think of your automation in your coaching business as the tools that's going to help you to stay organized so that you can stay consistent. So there's absolutely nothing wrong to incorporate automation into your business. That would help you to free up the time that you actually need to do something that's more of your passion.

Michelle: 7:20

So if you're someone who's stressed about the importance of consistent marketing, I would highly suggest that you look into a social media and email marketing tool like Later or ConvertKit, just to name a few. These are great tools that will allow you to schedule your social media posts and send out emails in advance so that you can actually plan ahead of your life. Now, typically, my workflow involves I dedicate one day out of my week so that I can focus on creating social media content for that whole entire week and scheduling out my regular programming through my email marketing platform, and personally, I use Active Campaign, which will help you free up the time that you need so that you can focus on something else during the week. Remember, consistency doesn't mean constant work. It means that letting these tools to do the heavy lifting for you so you don't have to focus on doing the work. Now I did create a social media content hub that you can grab and download for free. The link is down in the description box below so you can grab a copy for yourself and start organizing all your social media content.

Michelle: 8:30

Okay, so we talked about the three tools that you should incorporate in your coaching business. I would highly suggest that you incorporate those automations early on so that you can free up your time on focusing on something else that's more important. There's a lot of things that's going on in our lives that we over-dedicated ourselves to and that we subscribe to so many different things. That really absolutely has no need and has no place in our current stage of our coaching business. So it is important to realize that, no matter where you are on your journey, using these automation tool is going to help you to stay organized, because you're building a business in the long run. You don't want to find yourself in a place where you're trying to scrambling around for everything and missing a beat or missing an email simply because you got distracted or you have to be somewhere else, and that just creates an inconsistency. And when inconsistency happen, chances are it's very easy to lose that momentum. So in this video, we talked about the three automation tool that I personally would absolutely recommend to all my clients, including your scheduling system and all you want project management tool and, lastly, an automated marketing tool that would help you to keep up with that consistency, so you would never lose that momentum. And don't forget you're not alone on this journey. I got plenty of tips and tricks in my sleeve, so hit the subscribe button and join my community where you can turn your passion into profit.

Michelle: 9:58

Thanks for watching. Drop your question and comment down below. I can't wait to hear how you're using these tools to transform your coaching business. And until next time, keep shining, keep coaching and remember you're meant for greatness. Ciao for now. Thank you for listening to Make it Visible Podcast. If you love this episode and want deeper support for your coaching business, head over to ElevateLifeCoachingorg and see how we can partner together to turn your passion into a profitable business. I help female coaches launch and scale their coaching business faster than ever, without wasted time and money, building the gaps in your marketing strategies, creating a simple and easy to follow system so you can accelerate on the path of coaching business that you love. To wake up to, head over to ElevateLifeCoachingorg and grab a free strategy out today. Make it Visible Podcast stories. Support FILM.