We Make Systems Sexy

Client love!

Have YOU wondered what it would feel like to have someone remove the chaos from your inbox? But like REALLY take over so you could feel the difference and not be left wondering what's getting lost in that madness?

We Make Systems Sexy is known for...well, systems. But did you know we do so much more? We have a boutique agency made up of an amazing core group of people who love getting down into the knitty gritty stuff too. We love coordinating your chaos so you can focus on what you do best - not getting bogged down in the details. While we usually start working with clients on systems and organization, many of our clients continue to work with our team from inbox management to content repurposing, Drive organization and everything in between.

Wanna know how we can help coordinate all of your chaos? DM me to chat!

I have a few GREAT tools in my tech stack but today I want to highlight one of my absolute favorites - LOOM. LOOM is a fantastic tool to record anything and everything. The free plan offers up to 25 videos, 5 minutes each. The first paid tier offers UNLIMITED videos and UNLIMITED length. I highly recommend the first paid tier. Record tasks for team members, explain issues to clients, share testimonials, record SOPs for your team and SO much more with LOOM. My team uses this tool EVERY. SINGLE. DAY in my business.

We started working with Sally just a few short months ago and we found her in UTTER chaos. In the middle of launching her bestselling book Speaking Story, Sally's chaos needed coordinating.

Sally chose to work with our ops team on an ongoing basis so she gets the systems AND support we can offer long-term. How does she feel about the support she's received, especially during the chaotic book launch time?

"Not sure I'd be getting through this launch without a gazillion things either getting lost, or just totally in the WAITING ZONE for a full month without you. I just totally trust you. You get in there and handle things like a pro before I even know it's there!"

Wanna feel supported like Sally? Let's chat.

If you've been around long enough, you know we started as GP Virtual Services, serving real estate agents primarily in a VA capacity. Well, a few things have changed as we realized our strengths were really systems, project management, hiring, organizing and all that juicy stuff in between. And thus, We Make Systems Sexy was born. Since then, Ashley, the owner and founder of We Make Systems Sexy, became a Certified Online Business Manager, was in the first cohort of Certified Dubsado Specialists, Honeybook Educator and our fave - Verified ClickUp Consultant. We live and breathe systems and we're here to tell you, they're not the boring entity they've been made out to be!!! Chat us up if you think systems are boring because we'd love to change your mind!

As a business owner, you wear many hats and are in a constant mental battle of trying to do all the things and do them well.

STAHP IT. 🚫

If you simplify what you're doing and focus on the quality of a task, then over time the quantity will naturally increase. How do we do this?

Look to simplify where possible - are you trying to do too many things at once? As a visionary you can easily fall into the trap of "let's do all these things and do them now!!" which of course means more thinking, decisions and delegation.

Instead of writing out your laundry list checklist, why not focus your energies on items that will really move the needle today?

Personally, I use the top 5 method of writing down my top 5 priorities for the day and focus just on those few five. I don't even THINK about anything else until those items are done. The result is having clarity on where my efforts should be focused and feeling accomplished once those items are completed.

How are you doing with this in your business? Tell me in the comments below! 👇

One of my favorites quotes from the book SYSTEMology.

"You must learn to clone yourself and your best team members so that the business can grow without single-person dependency. You must evolve from being an employee of a business you own to a TRUE business owner - the owner of a profitable enterprise that works without you.

The solution to the problem lies in the development of your business systems. That is, the non-urgent but extremely important, detail-oriented task of documenting, organizing, and optimizing how your business functions.

Rarely do business owners get excited by the idea of documenting their systems...but having a business that works without your constant oversight? That's a different story."

Make sure you have your systems in place people. I want you to take a vacation without your business burning to the ground. Wanna know how we can help or curious about what we do? Let's chat!

Raise your hand if you sometimes wonder why you still feel like the bottleneck of your business, no matter how many team members you hire?

We're reliable. We've got your back when you need us.
Questions?

🚫 STOP holding your business back from success!

Being a bottleneck is completely stunting your growth as a business owner.

Instead, do this:
Lead your team to take more ownership of their role.

💭 Ask yourself: Where is your team relying on you to make decisions or tell them what to do?

Get to the solution by working together to clarify their role and lay out expectations of where they can take more ownership and make decisions on their own.

Still feeling stuck on how to begin this process? You need a strategy session ASAP, my friend! Send us a message today to get this cleared up and align yourself again as a leader, and not a bottleneck.

While we can’t put a numerical value on how much time you’ll save with systems, we CAN speak to the value of knowing exactly what’s going on at any given moment in your business. Think of it this way - you won’t be sifting through sticky notes, scrolling through an endless list of iPhone voice memos, or wondering where you put that spiral notebook. Instead, you’ll know exactly what to do when you get a great idea, need to complete a task, or accidentally get distracted. Because it’s all in ClickUp!

In business since 2020.
Me + 4 team members.
Served over 100+ clients in different systems/ops capacities.
Been systems-minded since...how old am I?

Need help figuring out the organization and systems in your business? I won't treat you like another number. I will, however, help you coordinate that chaos you've been shoving under the bed all this time.

Contact me with link in bio!

The first iteration of my business was GP Virtual Services (I'm a Georgia Peach transplanted to Guatemala so the G stands for both) but always a peach in my heart!

So when I changed my business to focus on systems (my looovveee language), the peach had to come along for the ride!

You can take the girl out of the peach but you can't take the peach out of the girl...or something like that :-)

I get it. The word 'systems' doesn't exactly conjure up steamy thoughts. People think systems are a snooze fest. But hold up.

Have you thought about what having systems in place can do for you and your business?

Remember the quote from SYSTEMology? "Rarely do business owners get excited by the idea of documenting their systems...but having a business that works without your constant oversight? That's a different story."

THAT is sexy right there. Wanna take a vacation? Wanna take a guilt free sick day and not be worried your business is exploding in the background? Wanna delegate things to team members and not panic they won't get it right?

HELLOOOOOO SYSTEMS! If you wanna know how to make YOUR systems SEXY, we should chat!

When I first started my business back in 2020, I knew almost immediately I wanted to be known for ClickUp services. I saw right away its capabilities and didn't see a lot of people in my network utilizing it yet. After I got a little experience under my belt, I wanted to apply to become a Verified Consultant but the doors were closed so I hopped on the wait list and...waited.

Back in September, I got an email inviting me to apply but I kept putting it off - until last week. And this morning I woke up to this fabulous news!

I'm officially a Verified ClickUp Consultant! 🤩

Let's hear from YOU 📢

What would you most like to learn about? 👩🎓
A) ClickUp - How to set up for success
B) Hiring & Onboarding - Bringing on the right team member for your business
C) Building an SOP Manual - How to create and maintain your business operations in one universal location
D) How to Audit your Tech Stack - Are you overpaying for duplicate services? Can you consolidate your memberships?

Let me know in the comments below 👇

Do you feel like you are at a point of congestion with your systems because you are the bottleneck in EVERY.SINGLE.THING. that comes through your business?

At We Make Systems Sexy we can not only develop a strategy customized to your business needs, but we also have processes in place to assist you with the implementation of that strategy.

We specialize in SOP creation and organization as well as system set-up and optimization to make your business work for you 🗃️

🚫 STOP holding your business back from success!

Being a bottleneck is completely stunting your growth as a business owner.

Instead, do this:
Lead your team to take more ownership of their role.

💭 Ask yourself: Where is your team relying on you to make decisions or tell them what to do?

Get to the solution by working together to clarify their role and lay out expectations of where they can take more ownership and make decisions on their own.

Still feeling stuck on how to begin this process? You need a strategy session ASAP, my friend! Send us a message today to get this cleared up and align yourself again as a leader, and not a bottleneck. ✔️

With SOPs it's so important to be detailed. You need to be able to come out of the task that you're doing and say, "Okay if I were a new person looking at this task, what information would I need? What would be the best way to help me to complete this task in a productive and effective manner?"

From there, write it according to those thoughts and that exact thought process.

If you are to that point where you know you need SOPs, but you feel like you do not have the brain power or brain space to tackle developing SOPs, please shoot us a message and say, "I want more information on the SOP Manual VIP day."

This is going to take you from feeling overwhelmed and bogged down by the day-to-day tasks of your business to feeling free like you actually can work on growing your business rather than on all of the tedious day-to-day. Say goodbye to stress and hello to streamlined operations.

Charlene with Chromace Consulting hired our team to complete an SOP Manual for her business. Hear what she had to say about working with us:

"Working with Ashley was amazing! As they say, it's hard doing for yourself, what you do for others. I didn't have time to document the processes and workflows in my business and manage all the moving pieces. Ashley came in, quickly cleaned things up, and documented all of my systems. Now I can easily onboard new team members and clients as my agency grows. She is very detailed and organized in the work she does. It was such a relief to have someone in my business who understood what I needed and made sure it was quickly taken care of. When working with Ashley your business is in good hands!"

If you enjoyed this information, you would *love* the weekly emails I send to my insiders because I also include special tips and tricks via a personalized loom tutorial video. That's right, my newsletter subscribers get special treatment. If you want in, use the link in my bio to sign up.

I see a lot of new faces here so I wanted to take a moment to reintroduce who we are and how our story began at We Make Systems Sexy.

👋 Hi, I'm Ashley, originally from the southeast of the United States (I'm a Georgia peach). My husband and I actually moved abroad about five and a half years ago. And just a few years ago, I just decided to start my own online business.

I was working online, but I was teaching beforehand and realized that was not my passion. And so I got the wheels kind of turning as I discovered what it is to be a VA and then I became Certified as an Online Business Manager.

And everything just kind of took off from there. ✈️

I then became certified as a Dubsado specialist and I am also a ClickUp expert. I became a lover of all things systems, and just really realized that was my strength and my forte.

I thrive working with creative business owners who love jiving on their vision but can’t make heads or tails of how to stay organized on the back end. My work is about making the not-so-glamorous part of your business GLAMOROUS. Then, when the back end shines, your business will soar above the rest!

It is also my mission to ensure your current and future team members are the right fit and in harmony with your business’s mission, vision, and values.

I offer VIP Days to my clients that are looking for instant gratification in getting their systems and processes built out through Dubsado, ClickUp, or SOP Manuals (or all 3!) Let's chat today about giving you the process power you never even knew you needed.

Here's our top 5 Tech Stack tools and how they can benefit your business:

1. ClickUp - So much more than a glorified checklist, ClickUp can automate recurring tasks, keep track of due dates and host vital information needed to operate your business like branding, passwords, and SOP's (aka my love language)

2. Dubsado - I can't say enough how much you need a Client Relationship Management tool and Dubsado is our fave! We can receive a lead, schedule a call, send a proposal, get our contract signed and have the invoice paid ALL DONE AUTOMATICALLY through workflows!

3. Canva - Every post we create is done in Canva. The free version is great for starters but we use the Pro membership to get added features and be able to pre-schedule our content to save us time every month.

4. Loom - This tool is so versatile from being able to communicate more clearly with clients to offering visual "hands-on" training to team members.

5. Slack - Looking for a professional way to manage communication and not get bombarded with texts? Slack can be customized with hot-topic channels and also silenced outside of business hours so you can truly take that needed time off. It also integrates with ClickUp - BONUS!

What is your current tech stack? What tools would you like to learn more about? Tell me in the comments! 💭

ClickUp, Dubsado & an SOP Manual – 3 items that are non-negotiable if you want to elevate your business to the next level 📈

📝 Truth is, we can fill our to-do list with All. The. Things. …but biz owners like you know that being productive is about filling your time with the RIGHT stuff, even if that means leaving some of the things undone. Say hello to ClickUp – our favorite project management tool. Yet, it’s so much more than that. Not only can we monitor our day to day effortlessly with auto-reminders and tasks, but we even use this platform for social media planning and personal appointments.

💪 Good job, girl! You worked hard all week! Yet, still feeling unproductive? Could be time for a CRM like Dubsado to make your business practices more streamlined than ever. This robust platform almost does it all! Scheduling, Lead Capture, Proposal, Contract, Invoice – the list goes on. Once you’ve started to automate your intake processes for your clients, your business will certainly elevate to the next level.

🤔 “And then what do I do?” Have you heard this from some of your team members? Maybe your processes aren’t clear and your team can’t seem to move forward without you having to be the bottleneck in your business. It’s time for a solid SOP Manual to be put in place. This is THE standard for your team when a question arises or they aren’t sure just exactly what to do from A to B. It’s like adding your very being onto paper. Instead of just a text away, now you are just a click away. This has got to be done for every single business, no matter the size. And it’s better to get your SOP Manual in place before things get out of hand.

Do either of these tools sound like something you're looking for? Not sure how to make it work for your biz?

Let's talk about it when you book a free consultation call with Ashley, our CEO + Systems Expert. 📆📞

Click the link in our bio to pick a day and time!

Tell me in the comments below what your dream work schedule is?! How many days a month are you working? ⬇️

If you're looking to scale in 2024 in client intake a internal operations, you need to make sure you have your standard operating procedures in place.

Do you know what your processes are? Are they all documented? Do you know what a proper SOP looks like?

I have found that MANY people don't even realize what constitutes an SOP and what should/should not be documented. I've also realized that most people don't even know the potential for documented processes they have lying around - not documented. If you don't know your processes and, you're likely wasting time and money but repeating things you don't need to be repeating.

We recently helped a client go from little to no systems to being fully booked out with a PLAN in place for 2024. How? We examined their current processes, audited what was there and what was missing and created a game plan.

Do you want to clear the path for a fully booked out calendar for 2024, confident that you have the systems in place to handle it? DM to start the convo!

Why work with We Make Systems Sexy?
*To IDENTIFY what your current processes are
*To be able to have the help to audit what you're missing
*To be able to have someone collaborate with you to build our your systems and optimize

Let's make your systems sexy. DM for more info!

Get. Your. Systems. In. Place.

This is applies to your daily routine. Your meal planning. Your vacation plans. Whether you're a new business owner or 10 years in.

You will FALL to the level of your systems so get them in place from the start. If you don't have them in place-now's the time. It's not an "it's never too late" moment. Systems. Are. So. Important!

Tell what what systems you have in place or ask me what in the world I'm talking about in the comments!

Let's talk Project Management! 🗃️

As an Online Business Manager, my goal is to get you set up in an organized and automated system and process so you can make your business work for you, not the other way around!

So how does a Project Management tool, like ClickUp, help you to do just that?

Pros of using ClickUp:
1 Due date reminders
2 Can assign/delegate to other team members and keep track of progress
3 Automation!

Now, using a hand-written to-do list for your project management may work for some, but when you are ready to scale your business, that requires duplication and how many people have access to your handwritten list? ONE - just you!

Cons of using a handwritten process for your project management:
1 You are constantly the bottleneck because you're the one with all the answers
2 Difficult and time consuming to delegate tasks to other team members
3 You have to mentally track progress of tasks and due dates

But switching over to the electronic side can feel overwhelming, right? That's where me and my team come in!

We will make this process smooth and seamless for you by:
1 Helping you develop a workflow that works for you
2 Delegate out the right tasks to the right people
3 Set up automations to save you time and money

Book a call today! Check the link in our bio to book!

Here's a behind the scenes look at one of my favorite things to do in my business:

⭐ Coaching, consulting and strategy calls!

This screenshot was taken during the "Riches in the Niches" workshop I co-hosted with where we dove into all things ClickUp!

One of the many reasons why I love moments like this in my business is because I truly enjoy teaching others and sharing what I have learned along the way.

What's your favorite thing about your business? Tell me in the comments below 👇