Signs It’s Time to Hire a Systems Strategist

You’ve been working hard from the get-go to set up your design business and to accomplish your initial goals. You’ve worked days, nights, weekends, and holidays. You may have taken jobs that you didn’t really want--all to get your business to a good place. Now, you’re making money, but you’re still struggling. You’re probably thinking, wasn’t this supposed to get better? You may even be wondering how CEOs look so calm when they’re running multi-million dollar companies while you’re frazzled at your 6-figure business.

The short answer is that they have support.

What kind of support is available?

Support comes in a variety of formats, but as a designer with no team or a small team, you are probably looking at behind-the-scenes support. There are three positions that support from the background: virtual assistants (VAs), office/online business manager (OBM), and systems strategist. A VA will take over tasks (answering calls, managing emails, and other systematic tasks) while an OBM will take over management (projects, operations, metrics, people). These positions are great for someone who has strong systems in place and who is making enough money to pay these positions consistently, but if you’re looking to elevate your CEO status without micromanaging others or overwhelming your bottom dollar, you should consider a systems strategist. 

What is a systems strategist?

A systems strategist is a specialist in creating and setting up systems to help manage clients, teams, and projects. This position works closely with you as the business owner to set up systems that work for you. They can also work with you and your team to make sure everyone is onboarded and trained on the new processes and procedures. Most of these systems will have elements of automation, but all of these systems are designed to make your life easier and to help your business flow better and increase productivity. 

How does a systems strategist work?

The first step in implementing a systems strategist is to attend a Systems Strategy Session. These 90-minute sessions will help you learn what systems you need. Following the Systems Strategy Session, your second step is a VIP Day. In one day, we work together to set up those systems in your business. In two days, you may be able to streamline all of your systems. If those two sessions are not enough, a systems strategist can stay on to make sure you and your team are properly onboarded and trained on the new processes and procedures. With less back and forth, your business can get started on the new system quickly instead of wasting time with an old system that isn’t working for you.

How do I know if I need a systems strategist?

Systems strategists are an investment. As entrepreneurs, we often think we should be able to do everything ourselves. No. We should be able to do what we love ourselves. The rest, we should weigh our need for involvement. Below are 5 signs that it’s time to hire a systems strategist.

YOU ARE CONSTANTLY BUSY. 

As a business owner, you are going to be busy, but if you’re too busy, you’re probably ready for a systems strategist. 

• Are you doing everything associated with your business?

• Are you missing time with your family or friends because you’re working?

• Are you overwhelmed with all the tasks in front of you?

• Are you too busy to create or to innovate?

If any of the above are true, you might need a systems strategist to help you automate your systems, giving you more time with family and friends and more time to do what you love. By taking a step back to look at the big picture and the areas where your time is bleeding, a systems strategist will help you determine what systems can help you get your time back. 

YOU KNOW SYSTEMS ARE NOT YOUR THING.

As a designer and entrepreneur, you signed up to be creative and to make client’s dreams a reality. But your reality is that you need to get paid. You need to nurture former and current clients. You need to find new clients. You need to manage your team and your projects. The reality is that if your systems are non-existent or broken, you cannot do what you love. You are the expert at design, not systems. If the thought of systems overwhelms you, you might need a systems strategist. 

YOU ARE STRUGGLING TO MEET TARGET GOALS AND TO LAUNCH NEW PRODUCTS.

You are the expert in your business, but you may be struggling to be the professional that you want to be right now. Designers are meant to create. You probably have ideas, goals, products, and services that you want to work on. Maybe you have notes everywhere with ideas that you cannot work on because you are buried under your processes. Maybe you set a 2-year goal that you are at the end of but haven’t met because you are still trying to get that final payment from a client or you are onboarding team members. All of these are signs that are ready for a systems strategist. 

YOU HIT A WALL AND WANT TO TAKE ON MORE CLIENTS.

Running a business is hard, but when you have a good idea, offer a great product or service, and deliver well, you find yourself with a lot of work. In the beginning, you may have found yourself with a lot of clients. Maybe you were at the point where you had to turn down clients. Too many clients is a great problem to have, but the other end of that is when you’ve hit a wall and have too few clients. The reality is that our world is different right now, so while we may have had more clients than we could handle earlier this year, many designers are finding that clients aren’t knocking down their doors. Maybe you have hit that wall with clients. Your former clients are in a good place, so you’re ready to take on more clients. There is no better time to put your systems in place than now. You can take a little time to determine what works and what doesn’t before streamlining those processes to find and nurture leads, make those leads into clients, and exceed their expectations. With a systems strategist, you can work on establishing systems that will work with those high-ticket clients. 

YOU ARE READY TO INVEST IN YOUR BUSINESS.

If you are ready to invest in your business, you should invest in a systems strategist. A systems strategist will help take your vision and make it a reality. That person adds accountability and support to your new or established business. The one-time cost of a systems strategist will save you money over time. Your systems are the first place to invest in your business. Once you have systems established, then you might consider investing in an OBM or VA. With systems in place, onboarding clients, teams, and projects is easier than ever. 

How do I find a systems strategist?

Hiring a systems strategist is an investment, so you want to find the right person for your business. You need a fellow designer who will listen to your needs and guide you to the right systems for you and your business. 

STEP 1

Attend a Systems Strategy Session. If you know you need systems but struggle to wrap your mind around what type of systems you need and where to start, now is the time to sign up for a Systems Strategy Session. 

STEP 2

Attend a VIP Workday. If you are ready to implement strategies and set up your systems, now is the time to sign up for a VIP Workday. 

STEP 3

Sign up to work with a professional Systems Strategist. If you want to build or better manage your team, launch new packages, products, or services, or need someone to take the reins for a while so you can focus on more creative or innovative aspects of your business, now is the time to sign up for a monthly systems management.