Systemize Your Success Podcast

🎙 In this episode of the Systemize Your Success podcast, Dr. Steve Day welcomes business operations expert Tobey Wyatt, who shares her insights on navigating the complexities of entrepreneurship while managing ADHD. Tobey discusses her journey with ADHD, emphasising the importance of understanding energy expenditure rather than capability. 

The conversation delves into the significance of creating safe, judgment-free spaces for leaders to express their frustrations and the necessity of effective task and time management. Tobey highlights the curb-cut effect, illustrating how solutions for specific challenges can benefit a broader audience. 

The episode also explores the nuances of ambition, addressing the internal struggles many face when pursuing success and the importance of balancing ambition with empathy for others. Tune in for practical strategies and thought-provoking insights that can help entrepreneurs thrive amidst chaos.

KEY TAKEAWAYS

💡 Understanding ADHD and Neurodivergence: The discussion highlights the importance of recognising ADHD not as a capability problem but as a different way of processing information and energy. This perspective can help individuals understand their unique challenges and strengths.

💡Creating Safe Spaces for Communication: Establishing a judgment-free environment is crucial for effective leadership. Leaders should foster open communication where team members feel safe to express frustrations and challenges without fear of repercussions.

💡The Importance of Systems and Accountability: Business owners need to implement systems for task and time management. Having an accountability partner, such as a Chief of Staff or an operations expert, can help maintain focus on these systems and improve overall efficiency.

💡The Curb Cut Effect: Solutions designed for specific groups, such as those with disabilities, often benefit a wider audience. This principle encourages leaders to consider how addressing the needs of one individual can create positive changes for the entire team.

💡Ambition and Its Dual Nature: Ambition itself is not inherently negative; rather, it is the intent and methods used to pursue that ambition that can lead to destructive outcomes. Leaders should nurture their ambition while being mindful of their pursuit's impact on others.

BEST MOMENTS

05:10 - 💬 “I think we have mislabeled so much of ADHD as a capability or a capacity problem. Like if you have ADHD, you're not capable of, or you're going to have a really big problem with...” - Tobey Wyatt

09:53 - 💬 “Once we become aware of it and we can make choices based on our energy expenditures or inputs, then the world becomes so much better.” - Tobey Wyatt

10:16 - 💬 “One thing I truly believe is that the biggest challenges we face on a consistent basis are often the source of our greatest superpowers later in life.” - Steve Day

17:20 - 💬 “Most bad behaviour, most overreactions, and most responses that just don't feel good to other people are not driven from a place of, you know, I want to be mean, or I want to be hurtful...” - Tobey Wyatt 

35:41 - 💬 “The solutions that work for a marginalised group or a group that struggles with some sort of very specific things very often helps the mass population or a lot more people than the solution was necessarily intended for.” - Tobey Wyatt

45:58 - 💬 “It's not the ambition in and of itself that was the destructive force. There are two things about ambition that can be destructive. One is what you're ambitious about...” - Tobey Wyatt

TIMESTAMPED OVERVIEW

00:00 Tobey: Expert in operations, ADHD, mother, entrepreneur.

05:28 Achieving tasks drains energy significantly for neurodivergent.

07:42 Introverts and extroverts: sources and expenditure of energy.

12:55 Leadership emotional support: lacking and critically important.

18:55 Judgment-free space for open, productive communication.

22:50 Passionate about structured systems from personal struggles.

25:28 Business operations: often overlooked, crucial for success.

30:16 Task switching disrupts our brain's processing abilities.

34:59 Curve cuts benefit everyone, not just wheelchairs.

41:25 CEO success offers choices others may lack.

45:18 Ambition can be a positive or destructive force.

46:27 Ambition's impact depends on goals and methods.

VALUABLE RESOURCES

Steve Day:

🎙 In this episode of the Systemize Your Success podcast, Dr. Steve Day addresses the common challenge of project overruns and the importance of establishing clear goals and structure to ensure timely completion. He introduces a straightforward two-step process that combines SMART goals with lead and lag KPIs to enhance project management.

By sharing his experience with migrating a knowledge base, Steve emphasises the significance of setting specific, measurable, achievable, relevant, and timed objectives while tracking progress through key performance indicators.

This episode is a valuable resource for entrepreneurs looking to streamline their projects, maintain team motivation, and ultimately achieve their business goals more effectively.

KEY TAKEAWAYS

💡 Importance of Structure in Projects: Establishing clear goals, targets, and KPIs is crucial. It ensures projects are completed on time and keeps team members motivated.

💡 Utilizing SMART Goals: Implementing the SMART criteria (Specific, Measurable, Achievable, Relevant, Timed) helps define project objectives clearly. This makes it easier to track progress and adjust as needed.

💡 Lead and Lag KPIs: Setting lead KPIs (daily or weekly targets) allows for ongoing assessment of project progress. In contrast, lag KPIs measure the outcome, helping to keep the team accountable and motivated.

💡 Data-Driven Adjustments: Regularly reviewing project data enables adjustments to timelines and goals based on actual performance. This ensures that targets remain realistic and achievable.

💡 Prioritization and Accountability: Discussing project metrics in meetings helps prioritise tasks and address delays. It fosters a culture of accountability, ensuring important projects are not sidelined.

BEST MOMENTS

05:06 - 💬 “SMART is about defining the project, and you know the results you're expecting and the time it's going to take.”

09:16 - 💬 “I use smart goals when we use them effectively to plan, to adjust based on data, to track that data through using lead KPIs, and then adjust it again throughout the project if needed.”

10:02 - 💬 “When we've got a smart data-driven goal, we can see that, and then they can flag up saying in a very quick meeting, so we have a weekly our company meeting, tell me how you're doing with your KPIs.”

TIMESTAMPED OVERVIEW

00:00 Use SMART goals with lead and lag KPIs.

08:42 Adjust project timelines based on realistic assessments.

11:26 Numbers guide projects; improve efficiency and motivation.

LINKS TO CONNECT WITH THE HOST

🎙 In this episode of the Systemize Your Success podcast, Dr. Steve Day welcomes Miriam Ortiz Y Pino, a simplicity expert and money breakthrough business coach. They delve into the challenges of disorganization and the importance of organizing for efficiency through creating systems that enhance productivity and profitability in both personal and professional lives.

Miriam shares her journey from a naturally organized child to a successful entrepreneur, emphasising the significance of understanding the underlying systems behind tools and habits. In addition, listeners will gain practical insights on how to reverse engineer their goals, develop effective habits, and ultimately create a more streamlined and fulfilling existence.

Tune in for valuable tips on overcoming organizational obstacles and achieving a balanced life that integrates both joy and productivity.

KEY TAKEAWAYS

💡 Understanding Systems Over Tools: It’s essential to grasp the underlying systems that tools, like apps or planners, are meant to support. Otherwise, switching tools without understanding your needs and developing habits can lead to inefficiency.

💡 Incremental Improvements: Achieving organization and productivity is a gradual process. Focus on making small, manageable changes rather than attempting to overhaul everything at once. This approach helps build sustainable habits.

💡 Understanding financial statements and managing paperwork effectively can improve business practices and increase profitability.

💡 Motivation Through Desired Outcomes: Connect tasks to your larger goals to stay motivated in your organization journey. Additionally, understanding the "why" behind your actions can help maintain focus and drive.

💡 Holistic Approach to Life Balance: Instead of striving for a strict work-life balance, aim for an integrated life where work and personal interests align. This allows flexibility and enjoyment in both areas, leading to a more fulfilling existence.

BEST MOMENTS

03:00 - 💬 “People aren't born organized, but some of us are born seeking order.” - Miriam Ortiz Y Pino

05:55 - 💬 “Every 10 minutes a day that you waste doing stuff that you shouldn't be doing, that adds up to 40 hours a year in a given working year.” - Steve Day

09:23 - 💬 “It's not about perfection. It's about done. Put it out there, iterate, figure it out next time, improve it.” - Miriam Ortiz Y Pino

30:03 - 💬 “How do you create a life well lived where you have space for the people and the experiences and the ideas in your life?” - Miriam Ortiz Y Pino

41:21 - 💬 “A goal is something you're trying to achieve, some sort of milestone that gets you closer to your desired outcome, which is the aspirational thing you're actually trying to get out of participating with that goal.” - Miriam Ortiz Y Pino

TIMESTAMPED OVERVIEW

00:00 Natural organizer developed systems to help families.

04:08 Organized chaos led to business realisation.

09:51 Practical habits for organizing life and time.

13:34 ADHD discovery led to effective coping mechanisms.

17:31 Money archetypes reveal life patterns, including clutter.

21:15 Understanding business basics is crucial for success.

23:15 Five essential systems: money, marketing, people, deliverables, inventory.

28:35 Align work-life, enjoy interconnected living balance.

30:52 Balance work priorities and spontaneous leisure activities.

34:32 Daily routine: Money, marketing, people, creative time.

36:53 Struggling with content, uses assistant for support.

40:02 Simple first steps evolve through many iterations.

44:45 Changing habits is crucial for a lasting organization.

VALUABLE RESOURCES

Steve Day: 

🎙 Dr Steve Day was joined by Celi Arias, the CEO and founder of The Grown Ass Business, in this episode. Celi shares her journey from a young entrepreneur to a successful operations consultant and business coach, emphasising the importance of systemizing business growth. She discusses the challenges entrepreneurs face, particularly the feeling of wearing multiple hats and the overwhelm that comes with it.

Celi also introduces her unique methodology, which focuses on five key growth systems that help entrepreneurs streamline their operations and achieve predictable growth.

Throughout the conversation, they explore the significance of understanding product-market fit, the role of accountability in implementing systems, and how to create a business that allows for both success and personal fulfilment. Tune in for valuable insights on leveraging systems to break free from revenue plateaus and burnout.

KEY TAKEAWAYS

💡 Importance of Systemization: Successful businesses often move beyond the founder's creative whims by implementing systems and operations that streamline processes. As a result, they achieve predictable and sustainable growth.

💡 Understanding Key Growth Metrics: Entrepreneurs should identify the minimum viable metrics and tools for each department, such as marketing, sales, and finance. This will help them manage their business and drive growth without feeling overwhelmed.

💡 Product Market Fit: Businesses must understand their product market fit before investing in marketing campaigns. This includes pricing, messaging, and target audience. Otherwise, they risk wasting resources on ineffective strategies.

💡 Accountability and Consistency: Regular check-ins and accountability measures help entrepreneurs stay focused on their goals. Additionally, they ensure progress, even amidst the chaos of running a business.

💡 Lifelong Learning and Adaptation: Continuous learning and adapting systems to fit business needs are crucial for success. Additionally, entrepreneurs should embrace simplicity. They must focus on actionable steps instead of getting lost in complexity.

BEST MOMENTS

02:43 - 💬 “The businesses that do really well are the ones that start to really systematize certain operations in the business.” - Celi Arias

04:28 - 💬 “If you really start to operationalize and systematize things, it makes things easier.” - Celi Arias

06:30 - 💬 “You should always be engineering your business for growth.” - Celi Arias

24:11 - 💬 “It takes some time to adapt to a new way of doing and being and thinking.” - Celi Arias

36:53 - 💬 “There is a time and a place for complexity, and it is not for capturing ideas and organising yourself.” - Steve Day

TIMESTAMPED OVERVIEW

00:00 Success requires systemizing operations, not whims.

04:57 Challenged to systemize growth, became a growth-focused consultant.

08:15 Systems intimidate, simplicity annoys, yet it works.

10:48 Master dashboard simplifies key roles for business growth.

14:10 Focus on growth, not just marketing expenses.

17:54 Executing plans is harder than learning them.

21:14 Break the cycle: Focus on meaningful goals.

25:56 Clients succeed by implementing operational systems.

28:50 Traction and E Myth transformed my business mindset.

32:33 Distill concepts for practical, actionable learning.

35:52 Notes app organises content ideas effectively now.

37:21 Binaural beats enhance focus, meditation, and productivity.

41:33 Consistency and systems improve life and business.

VALUABLE RESOURCES

Steve Day: 

🎙 In this episode of the Systemize Your Success podcast, Dr. Steve Day explores the Fathom AI Notetaker. He details why it has become the preferred choice for his business over other alternatives. Additionally, he discusses the essential role of AI note-taking apps in enhancing productivity and communication within teams, highlighting Fathom's impressive free version and affordable premium features.

Listeners will learn how to maximise the app's capabilities, including unlimited storage, real-time highlights, and seamless integration with tools like Slack and Zapier. Steve also shares insights on how to efficiently manage meeting notes and action points, making it easier for teams to access important information.

So, tune in to discover how Fathom can transform your business meetings and improve collaboration.

KEY TAKEAWAYS

💡 Fathom as the Preferred AI Note-Taking App: Fathom was chosen over other AI note-taking apps because of its impressive features. It offers a robust free version and a reasonably priced premium version. The premium version includes additional team functionalities.

💡 Enhanced Meeting Management: Using Fathom helps businesses efficiently summarise meetings. Additionally, it features clickable timestamps and action points. This makes it easier for team members to revisit important discussions without sifting through lengthy recordings.

💡 Unlimited Free Storage: Fathom provides unlimited storage for meeting recordings at no cost. This eliminates the need for businesses to use other storage solutions. For example, Google Drive can quickly fill up.

💡 Real-Time Highlighting Feature: Fathom includes a unique feature for capturing highlights during meetings in real-time. Users can share these highlights via Slack or save them for later use. This ensures that important moments are not forgotten.

💡 Integration with Zapier: Upgrading to the premium version enables integration with Zapier. This allows users to automate sharing meeting summaries and highlights. They can share across various platforms, such as Google Docs and Asana. This enhances team collaboration and accessibility.

BEST MOMENTS

00:51 - 💬 “We’ve settled on Fathom because of some of its amazing features. The fact that the free version is absolutely awesome.”

03:31  - 💬 “And because it's transcribed, you can actually search the transcript as well to find any instance of a keyword or a phrase that was said. So it's really easy to actually go back to the exact point that you want.”

11:04 - 💬 “It helps me with my incredibly forgetful brain because I can go back and find stuff just by remembering what it was about.”

TIMESTAMPED OVERVIEW

00:00 AI note-taking app improves meeting recall efficiency.

03:41 Fathom offers free unlimited meeting storage online.

09:18 Zap enhances meeting organisation, access, and summaries efficiently.

10:32 Fathom enhances meeting recall, search, and sharing.

VALUABLE RESOURCES