Systemize Your Success Podcast

🎙 In this episode, I share the single shift that completely changed how I use AI - creating a clear, detailed Brand Voice Guidelines document so AI can write in “my” voice, not a generic AI-sounding one. I walk you through how I went from clunky, obviously AI emails to polished copy that sounds like the best version of me, while still being fast to produce and genuinely on-brand. You’ll hear how I built my guidelines using examples of my own writing plus writers I admire, how I keep a live “exclusion list” of clichéd phrases, and how I use tools like Claude projects, Claude Code, and linked Google Docs so every AI project pulls from a single source of truth. If you want AI-written content that feels human, consistent, and undetectable as AI across emails, sales pages, and courses - this is for you. ⁠ KEY TAKEAWAYS 💡 Train AI in “Your” Brand Voice: Creating decent Brand Voice Guidelines enables you to quickly turn rambling voice notes into polished copy. Polished emails and marketing that actually sound like you wrote them. 💡 Create and Maintain One Source of Truth: Keep your guidelines as a single, central document that every AI writing project references. Include an exclusion list to stop AI from using cliches or phrases that don't sound like you and ensure it writes in an inclusive way. 💡 Use AI To Smooth Out Your Ups And Downs: A strong brand voice file lets AI keep your tone and quality steady, so your audience experiences consistent, confident communication even on bad days when your energy, focus, or mood fluctuates. 💡 Use Projects, Not One-Off Chats: Set up projects so you don’t have to re-upload your guidelines every time you start a new piece of content. BEST MOMENTS 01:19  - 💬 “   Brand. Voice Guidelines are a document or set of documents that you share with the AI before you start writing any copy for any of your marketing, emails, or web pages.”  04:12  - 💬 “  Brand Voice Guidelines have transformed the speed at which I can produce content and also the quality of that content.” 08:35  - 💬 “   It (AI) can edit and do stuff on the fly while you're working with it, so it can be a self-correcting, iterative process that actually gets better and gets more intelligent, so to speak, as you are working with it.” 14:04  - 💬 “  Set up Brand Voice Guidelines, and it will transform the speed, quality, and ease of creating all of your content, forevermore.” TIMESTAMPED OVERVIEW 00:00 Intro: AI helps articulate thoughts 03:49 Improving content with Brand Guidelines 07:34 Using AI to update branding 10:14 Why I switched to Claude 13:24 Creating effective Brand Voice Guidelines VALUABLE RESOURCES Join our private, focused, and supportive community designed for freedom-driven entrepreneurs at https://join.sys.academy/ LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOSTSteve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙 In this episode, I open up about the very real FOMO and identity crisis I’ve been wrestling with as AI explodes across the business world. I share the sleepless nights, the technical headaches of getting Claude Code and task‑running agents to work within tools like Asana, and the uncomfortable question of whether I should rip up my existing business and go “AI‑first” from scratch.   You’ll hear why I*didn’t sack my team, how I’m instead building a human‑friendly interface between staff and AI, and why delegation, systems, and clear communication are now more critical than ever. If you’re a business owner who feels both excited and overwhelmed by AI -  and you’re wondering how to move forward without blowing up everything that’s already working - this one’s for you.   KEY TAKEAWAYS 💡 Tame AI FOMO Before It Derails You: You can´t afford to ignore AI, but you also don’t want to blow up a working business just because others are sprinting ahead with AI. Instead of reacting to the hype and giving in to FOMO, make calm, deliberate decisions. 💡 Adopt AI in Bite‑Sized, Relevant Steps: Measure how far you’ve already come, then pick the next practical use case for your business instead of chasing every shiny AI possibility.   💡 Make AI Work Through Familiar Workflows: Design simple, human‑friendly interfaces, e.g. task boards, so your team can “delegate to AI” without needing to become technical.   💡 Manage AI Like a Team Member: Set goals, boundaries, permissions, and feedback loops for your AI agents just as you would for humans, so they’re powerful but safe and aligned with your culture.  Without human oversight, AI can easily go off in the wrong direction. 💡 Don’t Build in Isolation: Plug into communities, open‑source tools, and experienced guides so you can shortcut the hard technical work and avoid trying to figure AI out alone.    BEST MOMENTS 00:04  - 💬 “  The AI FOMO epidemic is rampant in the business world right now.”  03:52  - 💬 “  The AI agent is going away, doing them and then reporting back, just like a human would.” 07:35  - 💬 “   We sometimes lose sight of how far we've come. We focus on the goal that's in front of us, and that goal never, ever can be reached.” 16:52  - 💬 “   AI is not a silver bullet. It's not like, hey, AI, go run my business, and then off it goes and runs your business.” 21: 32  - 💬 “   We can't just plug AI into this. It's got to be an interaction between the AI and the humans.”   TIMESTAMPED OVERVIEW 00:00 Intro: Facing AI challenges and realisations 05:18 Managing staff access and training 07:41 The gap and the gain philosophy 12:27 Discussing AI tools and resources 15:02 Using AI to Enhance Business 16:32 Training and guiding new employees 21:23 Deciding on technology solutions VALUABLE RESOURCES Join our private, focused, and supportive community designed for freedom-driven entrepreneurs at https://join.sys.academy LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙 In this episode, I share how I’ve taken the chaos of managing dozens of DNS records, SSL certificates, and email settings across multiple providers for my websites. I simplified it all into one, non‑techie‑friendly dashboard using Cloudflare. I walk you through how I now spin up subdomains, connect tools like my CRM, and handle DKIM and DNS changes in minutes instead of hours – often with one‑click integrations. You’ll hear how Cloudflare has saved me hundreds of pounds a year on SSL, dramatically improved my sites’ speed and security, and virtually eliminated the stress of “I’ve broken the website” moments. If you’re an entrepreneur or business owner who hates technical faff but needs reliable, fast, secure websites, this will show you a simple way to centralise and systemise all your DNS and domain management. KEY TAKEAWAYS 💡 Centralise All Your DNS: Save time and reduce stress by pointing all of your domains’ nameservers to Cloudflare. All your DNS changes can be made in one simple, consistent dashboard, instead of having to remember how to do it across several hosting panels. 💡 Security and Potential For Cost Savings: Cloudflare bundles free SSL, DDoS protection, proxy-based IP masking, and other security tools that many hosts charge for, meaning there is the potential to both harden your sites and reduce recurring costs each year. 💡 Website Speed Improvements Directly Impacts Sales: Faster load times via Cloudflare’s CDN and caching reduce friction for visitors, which meaningfully boosts conversions and revenue. BEST MOMENTS 00:24  - 💬 “  I  have no affiliation with them, but I want to share it today, because it is awesome.”  06:34  - 💬 “  You only have one login and one dashboard to deal with. That is absolutely priceless.” 10:45  - 💬 “  The website loads faster, and you get more sales as a result.” 11:43  - 💬 “   It will take you less than five minutes to put a website from where it currently is onto here.” TIMESTAMPED OVERVIEW 00:00 Intro: Using Cloudflare for website management 01:00 Simplification and time saving 06:30 Cost savings and security 10:49 Performance and reliability enhancements VALUABLE RESOURCES Go to sys.academy/tools to check out how amazing Cloudflare is yourself - also check out other cool tools and apps that we use and recommend. LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙 In this episode, I share why I’m no longer excited about replacing whole teams with AI and instead, focus on building AI‑augmented teams that get better results, faster, without blowing the payroll budget. I’ll walk you through how I “hire and train” AI like a new team member using Standard Operating Procedures (SOPs), templates, and examples, and why treating AI like a search engine is the fastest way to get mediocre outcomes. You’ll hear why I’ve moved my own workflows from ChatGPT to Claude, how I’m using projects, skills, and autonomous agents to amplify what my existing team can do, and a simple first experiment you can run today with one role or process. If you want to turn your current staff into an AI‑powered, higher‑level team instead of trying to replace them, this episode is for you. KEY TAKEAWAYS 💡 Stop Chasing Full Replacement of Your Team With AI: For most businesses, particularly small businesses, an AI‑augmented team beats the fantasy of firing everyone and letting AI run the show.   💡 Train AI Like a New Hire: The more SOPs, examples, and context you give your AI, the more consistent, on‑brand work it can deliver without you.   💡 Pick ONE Core AI Platform: Go deep on a single tool and master it. Explore and be persistent. Understand its strengths, limits, and integrations. Only use other AI tools if your chosen platform fails for certain tasks. 💡 Make Your Team the AI Owners, Not the Victims: When your team helps design and direct how AI is used, it stops feeling like a threat and becomes a tool that enables them to escape the grind and lean into higher‑value work that quickly moves the needle.  💡 Start Today, With One Process: Get one of your team members to choose a single role or task, upload everything into a project, and let your team member and AI co‑design a better workflow. Do this with each team member. BEST MOMENTS 02:06  - 💬 “   (With AI) the opportunities of possibilities are massive, but so is that learning curve and that is putting off a lot of people.”  05:44 - 💬 “  I'm now dedicated to learning Claude and mastering it and only using other tools if Claude fails.” 13:08  - 💬 “  The future is not AI or humans. The future is AI augmented by humans.” 13:15 - 💬 “  We get far more done at a far higher level than we could ever think was possible before, without having to blow our budgets on amazing consultants and stuff.” TIMESTAMPED OVERVIEW 00:00 Into: Training AI for consistency 02:20 Use AI to support - not replace 05:19 Exploring different AI tools 09:28 Human AI collaboration VALUABLE RESOURCES Get free access to our DIDACT Framework—here's the link to our best Guides, Frameworks, and Templates: https://sys.academy/guides  LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/

🎙In this episode, I sit down with Dave Nyss, founder of Real Learning. Together, we explore how “red energy loops” of stress, overthinking and self‑doubt quietly drain your business, how to spot the blind spots and mental filters that keep you stuck, and how to recondition your brain so you can operate more from flow, peace and unconscious brilliance while still growing a profitable business. We discuss recognising anxiety as a signal that something needs adjusting, designing your business around your zone of genius, and ditching the grind. KEY TAKEAWAYS  💡 Design for Flow, Not Grind: Flow is that state where work feels light, focused and almost effortless  - like following a trusted sat nav rather than fighting your way through fog. Instead of glorifying grind, notice the type of work, clients, schedule, environment that make you feel calm, clear and absorbed, and deliberately build more of your business to match those - then, flow becomes your default, not an accident. 💡 Debug Your Thinking Like Software: When you feel stressed, stuck, or are overthinking, don’t override it and push through - pause and “debug” the situation by asking which belief or assumption is making this feel hard – rewrite your mental code. 💡 Fix Your Brain’s Filters: Your brain constantly filters and deletes information it thinks isn’t important, based on past experience and beliefs. In business, that means you literally cannot see opportunities or solutions that don’t fit your current story. When everything feels hard, assume your filters are working against you and ask, “What possibility am I automatically ruling out here?” BEST MOMENTS  04:35 - 💬 “ We can actually achieve a lot more by doing a lot less.” — Dave Nyss 19:02 - 💬 “ I focus on what is the missing piece? What is making it hard?” — Dave Nyss 22:16 - 💬 “ People say ‘I've got imposter syndrome’ - Why not get rid of it? ...you can get rid of anything.” — Dave Nyss 35:13 - 💬 “ So much in business is wrapped around this we cannot fail mentality, which, for most people, just causes us to limit ourselves and do what is safe.” — Dave Nyss 36:88 - 💬 “ It should all be fun. If you could literally live by that mantra with regard to business, then you'll end up inevitably being in your zone of genius. Because the things that you find the easiest, the most fun, are typically the things you're best at.” — Steve Day TIMESTAMPED OVERVIEW 00:00 Intro: “ Supporting Business Growth & Wellbeing” 07:30 Blind spots and unconscious brilliance 18:33 Practical techniques 30:01 Spotting what you are really good at VALUABLE RESOURCES Join our private, focused, and supportive community designed for freedom-driven entrepreneurs at https://join.sys.academy/ LINKS TO CONNECT WITH THE GUEST  Website: http://www.reallearning.co.uk LinkedIn: https://www.linkedin.com/in/davenyss/ ABOUT THE GUEST  Dave Nyss is the founder of Real Learning and creator of the Always Thrive Framework, helping high-performing leaders reach peak performance while building stress-resilient, purpose-led businesses. With 15+ years of coaching experience and his background as Projects Director at a FTSE 250 tech company, Dave blends strategic clarity with intuitive insight to support ambitious founders and senior leaders. His work helps them turn stress into a useful signal, unlock sustainable high performance, and grow in a way that aligns with their values. LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/