Systemize Your Success

🎙 In this episode, I share how one CRM - GoHighLevel - ended up replacing a whole stack of disconnected tools in my business. What started as a hunt for a simple way to centralise text and WhatsApp messages so my team could handle client comms without relying on what was on my phone (WA/SMS) turned into a complete overhaul of our calendars, checkouts, e‑signatures, automations and more. I walk you through how we consolidated tools like ActiveCampaign, Calendly, DocuSign, ThriveCart and a chunk of our Zapier automations into a single platform. You’ll hear about the pitfalls of juggling multiple apps, why owning your CRM account (not going through a reseller) is so critical, and how to plan a safe migration if you’re already on another system. If you want fewer subscriptions, cleaner client data and a team that can manage comms without you, this one’s for you. KEY TAKEAWAYS 💡 Centralise Client Comms or Lose Out on Profit: If messages live across your phone, WhatsApp, email, and DMs, you will definitely miss things, and you can’t reliably delegate to your team. 💡 One CRM, Many Tools Replaced: Moving to GoHighLevel replaced separate tools for email, calendars, checkouts, e‑signatures, and a chunk of Zapier. As a result, it cut costs, reduced complexity, automated sharing of information internally and sped everything up. 💡 Design for Team Access: Building everything around your phone or inbox is a big mistake; it stops your team from running your comms for you. 💡 Own Your CRM, Avoid Fragile Deals: Lifetime offers from resellers are tempting, but you risk a lack of support, price hikes, and potentially losing access to your data if their business disappears. 💡 Treat Migration as a Strategic Reset: Use any CRM move to clean up your business data and processes. Cleanse lists, rethink segmentation, and rebuild automations properly, rather than copying past mistakes into your new comms system. BEST MOMENTS 02:02  - 💬 “  I wanted a single place of reference that when I look at a particular client... I could see everything that was said to them by anyone in my team.”  10:02 - 💬 “ (GoHighLevel) allowed me to simplify all of my apps across calendars, across my checkouts, across my communications, all into one place.” 35:38 - 💬 “  Moving from one CRM to another isn’t a small undertaking. You need to plan; you need to make sure that you're segmenting your audience properly.” TIMESTAMPED OVERVIEW 00:00 Intro: Centralising client communication 03:42 What you can integrate in GoHighLevel 15:51 Custom objects and AI integration 27:52 Choosing the right CRM Software VALUABLE RESOURCES If you’re serious about simplifying your tech stack and centralising your client communications, don’t just take my word for it—go and play with the tool yourself. Check out GoHighLevel and get a 14-day free trial at ⁠https://sys.academy/tools⁠ 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 of Systemize Your Success, I sit down with Taylor Jean Anderson, a coach and systems strategist who helps people build online businesses around what they genuinely love to do. Most founders are drowning in tools and still doing low-value work. This episode is about flipping that. When we use AI right, it enables us to be more human and approachable, not less so. We become able to focus on presence, purpose, and meaningful work. We cover using AI as a true thought partner, quickly building a “second brain” for your business that updates automatically, and drawing clear lines between what should be automated and what only you, as a human, can and should do.   KEY TAKEAWAYS  💡 Let AI Do the Robot Work, So You Can Do the Human Work: Most founders are drowning in tools and still doing low‑value work. You can flip that. 💡 Use AI as a Thought Partner, Not a Typist: When you teach AI your offers, goals, and worldview, it stops spitting out generic answers and starts challenging your thinking like a strategic business partner.   💡 Don’t Systemise What Doesn’t Exist: Fancy workflows can’t fix unclear offers or missing foundations. Validate first, then build. Ask whether I need this yet? What business problem does this solve? 💡 Build a Second Brain from Your Own Data: Your coaching calls, sales calls, and content already hold the answers for your business. Use AI to mine your archive, find patterns and leverage what you already know. It is easier than you think and can be built to automatically update. BEST MOMENTS  02:57 - 💬 “When you utilise AI the correct way, it can actually make you more human.” — Taylor Jean Anderson 17:46 - 💬 “It's that ability to have that business partner you don't really want, but you need …. we can actually create an all-knowing business partner who has not got any ulterior motive other than for you to succeed” — Taylor Jean Anderson 32:30 - 💬 “I'm talking things into creation that previously would have been either very, very expensive, or taken too long.” — Dr Steve Day TIMESTAMPED OVERVIEW 00:00 Intro: The “AI Overwhelm” 01:00 Use AI to achieve harmony in life 09:40 Building robust AI systems that work 26:53 AI tools that work right out of the box VALUABLE RESOURCES ⁠For AI tools and other useful business app recommendations, go to https://sys.academy/tools LINKS TO CONNECT WITH THE GUEST  Website: https://royaltstudio.com/ Instagram: ⁠http://www.instagram.com/adaywithtaylorjean ABOUT THE GUEST  Taylor Jean is the owner of RoyalT Studio, where she helps business owners simplify marketing and sales with clear content, smart systems, and automation—including practical ways to use AI without losing your authentic voice. Her work blends strategy and intuitive leadership so growth feels sustainable, not overwhelming. 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 share how Claude has fundamentally changed the way I create and ship courses by turning a tangled mess of tools into a fully automated, end-to-end production line. I walk you through the stack of “skills” I’ve trained Claude to perform so far, including scraping all my course transcripts, generating logos, slides, handouts, and lock pages. As well as feeding everything into Circle and Descript. With all that in place, I have been able to create and deploy a brand-new course in under a week. You’ll hear how this compound automation approach is letting me build an AI-powered brain for my business that is dramatically increasing how fast I am able to turn ideas into live, revenue-generating business resources and services. KEY TAKEAWAYS 💡 Turn Claude into Your Execution Engine: Don’t just ask Claude questions; give it skills it can use repeatedly. Train it to do repeatable tasks, e.g. scraping, formatting, summarising, drafting, posting, and it will quietly run big chunks of your business while you stay focused on thinking and leading. 💡 Stack Small Skills Into Automated End‑to‑End Systems: The magic isn’t one clever prompt; it’s chaining lots of tiny Claude skills together so an entire workflow - content, ops, client delivery, sales and follow‑up can run from a single instruction. 💡 Feed Claude With Your Real Business Data and Processes: When you give Claude your transcripts, calls, documents, and templates, it stops being a generic chatbot and becomes a bespoke operator that understands how your business really runs. 💡 Let Claude Handle the “Faff,” Keep Humans for the Final 5%: Use Claude to do the clicking, copying, pasting, tagging, and drafting across your tools, then use your team to check the result and sign off before deployment. BEST MOMENTS 00:01 - 💬 “ The outlook for my business, for my life, for getting stuff done has changed more dramatically in the past three weeks than any other time in my past 20 years in business.”  05:27 - 💬 “Claude is giving me the power to share more, to be more productive, to be more valuable to my clients.” 07:18 - 💬 “I’m building something called an AI LMS, which is an amazing tool that can basically be the brain of your business.” 20:10 - 💬 “ Work with Claude is scary, but incredibly exciting… it can learn anything literally in seconds.” TIMESTAMPED OVERVIEW 00:00 Intro: Exploring AI's current potential 03:50 How to use Claude skills 08:05 Building an AI brain for your business 15:44 Integrating AI in business workflow VALUABLE RESOURCES You can put what you have learned in this episode to work immediately - start systemising your success with Claude. Download my recommended tools at ⁠https://sys.academy/tools⁠⁠ and join our paid community 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 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/