100 episodes

Dr Steve Day from the systems and outsourcing University reveals evey app, hack and trick he’s used to outsource the entire day to day running of his businesses. You’ll discover how to transform your work from a time-sapping, energy draining grind into something you enjoy doing each day. You’ll learn about letting go, trusting other people to do your work, about virtual assistants, outsourcing, managing a remote team, using apps and technology, creating systems, and stopping your business being reliant on superstar employees that are hard to find and even harder to keep hold of.

You shouldn’t have to do all the work yourself, even if you’re on a tight budget. The sooner you outsource your work, the sooner you can focus on leading your company and doing the stuff that only you can do to make your business a success. Steve openly shares his wins, losses and lessons from creating affordable, practical systems that anyone can use. If you’re a business owner who wants to have more time to focus on doing the important stuff, then you’re gonna love this podcast. No nonsense practical advice, inspiring interviews and unbiased reviews of all the things you need to create any awesome business that you can be proud of. Steve has deconstructed the dark-art of creating sophisticated business systems into a simple step-by-step method that anyone can follow. Hit subscribe and get ready to transform the way you work.

Systemize Your Success Podcast Dr Steve Day

    • Business
    • 5.0 • 21 Ratings

Dr Steve Day from the systems and outsourcing University reveals evey app, hack and trick he’s used to outsource the entire day to day running of his businesses. You’ll discover how to transform your work from a time-sapping, energy draining grind into something you enjoy doing each day. You’ll learn about letting go, trusting other people to do your work, about virtual assistants, outsourcing, managing a remote team, using apps and technology, creating systems, and stopping your business being reliant on superstar employees that are hard to find and even harder to keep hold of.

You shouldn’t have to do all the work yourself, even if you’re on a tight budget. The sooner you outsource your work, the sooner you can focus on leading your company and doing the stuff that only you can do to make your business a success. Steve openly shares his wins, losses and lessons from creating affordable, practical systems that anyone can use. If you’re a business owner who wants to have more time to focus on doing the important stuff, then you’re gonna love this podcast. No nonsense practical advice, inspiring interviews and unbiased reviews of all the things you need to create any awesome business that you can be proud of. Steve has deconstructed the dark-art of creating sophisticated business systems into a simple step-by-step method that anyone can follow. Hit subscribe and get ready to transform the way you work.

    SYS 182: Profit First: Unlocking Financial Freedom for Business Owners - Interview with Tom Griffiths, Founder of Synergy CFO Solutions

    SYS 182: Profit First: Unlocking Financial Freedom for Business Owners - Interview with Tom Griffiths, Founder of Synergy CFO Solutions

    🎙 Dr. Steve Day is joined by Tom Griffiths, the founder of Synergy CFO Solutions. Tom shares his expertise in financial management for small businesses, emphasising the importance of understanding and improving profits and cash flow for financial freedom. He introduces the concept of 16 drivers that can impact revenue, profits, and cash flow in any business.
    Tom also discusses practical strategies for tracking financial metrics, setting goals, and implementing systems to achieve business success. 
    The episode provides valuable insights into financial management and offers actionable advice for business owners looking to enhance their financial health and achieve their long-term goals.
     
    KEY TAKEAWAYS
    Focus on the 16 Drivers: Use the 16 drivers to track and improve your business's revenue, profits, and cash flow. Implement Profit First System: Separate business cash into different accounts to ensure proper allocation and avoid overspending. Use Notion for Organization: Utilize Notion for note-taking, project management, and team collaboration to keep everything in one place. Track Key Financial Metrics: Regularly monitor revenue, gross profit, net profit, and cash balance to assess your business's financial health. Define Success on Your Own Terms: Success is running a business that positively impacts the world, allows flexibility in work, and meets financial obligations.  
    BEST MOMENTS
    02:40 - 💬 “I'm smiling for those listening on the podcast to this because your vision if you like, the reasons you do your work, very similar to the reasons I started my business.” - Steve Day
    05:00 - 💬 “I think the official status is something like, I say official, because it's very hard to get official stats for small businesses, but it's about 80% of small businesses that go out of business struggle because of cash flow issues.” - Tom Griffiths
    29:37 - 💬 “Moveable goal syndrome is that we never reach our goals because we keep moving the goalpost.” - Steve Day
     
    TIMESTAMPED OVERVIEW
    00:00 Finance background, helping friends with business.
    06:15 Lack of understanding leads to business problems.
    07:45 Business owners spin plates and neglect underlying problems. Stress.
    13:03 Setting up and organising multiple bank accounts.
    15:54 Financial jargon helps accountants understand business.
    17:36 Focus on key drivers for business success.
    22:30 Manage cash flow to support business growth.
    24:36 Summarizing the process of tracking business drivers.
    26:42 Reverse engineer business goals for success.
    30:41 16 drivers can be broken down further. Track revenue, profit, and cash for success.
     
    VALUABLE RESOURCES
    Website: https://www.systemizeyoursuccess.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
     
    GUEST RESOURCES
    Free report: The 16 Parts of Your Business...that Drive Revenue, Profit and Cash Flow: https://synergycfosolutions.co/16drivers/
    LinkedIn: https://www.linkedin.com/in/tomgriffiths8
    Website: https://synergycfosolutions.co/
     
    ABOUT THE GUEST
    Tom Griffiths founded Synergy CFO Solutions because he realised that many small business owners need a financial guide to help them grow and succeed.
    Due to his financial background following the first eight years of his career in banking, he can look at a business and spot the underlying reasons why it is not profitable and has poor cash flow.
    He understands both sides of a business (the financial side and the business ownership side). More importantly, he knows how to fix it so that the business can grow and become more profitable.
     
    ABOUT THE HOST
    Steve used to be a slave to his business, but moving to Sweden in 2015 forced him to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he

    • 37 min
    SYS 181: Six Tips to Transform Knowledge Into Action: My Just-In-Time Learning Strategy

    SYS 181: Six Tips to Transform Knowledge Into Action: My Just-In-Time Learning Strategy

    🎙 Information overload is a common challenge for small business owners, who constantly need to learn and develop in various areas to grow their businesses.
    In this podcast episode, Dr. Steve Day shares his top six tips for maximising the value of learning experiences. He emphasises the importance of learning what is needed at the right time, focusing on book recommendations from trusted sources, and implementing the knowledge gained.
    Steve highlights the significance of creating actionable plans from the information learned, utilising AI to enhance notes, and treating each book as a valuable learning opportunity.
    By following a structured approach and only focusing on the most relevant books, listeners can extract tangible value from their learning experiences and apply them effectively in their businesses.
     
    KEY TAKEAWAYS
    💡 Information Overload: Small business owners face the challenge of knowing what to learn and when to learn it in order to progress.
    💡 Focused Learning: Develop a system for selecting the right things to learn at the right time and implementing the knowledge gained.
    💡 Just-in-Time Learning: Only focus on learning what is needed at the moment to avoid wasting time on irrelevant information.
    💡 Book Recommendations: Take recommendations from trusted sources and categorise them for future reference.
    💡 Implementation: After reading a book, create an action plan, make notes, and use AI. This is to enrich the learning experience for tangible results in business.
     
    BEST MOMENTS
    00:00 - 💬 “Information overload is a serious problem as a small business owner.”
    19:48 - 💬 “Knowledge gained and not implemented or used will be knowledge lost going forward.”
    23:08 - 💬 “Only focus on the top books you're recommended by sifting through at double speed, quitting halfway through if they're no good, and focusing on the ones that are absolutely brilliant.”
     
    TIMESTAMPED OVERVIEW
    03:08 Listening to audiobooks helps focus and retain information.
    08:50 Just-in-time learning, moving courses to a new platform.
    12:46 Insightful but impractical; save time by skimming.
    16:41 Use AI to create a detailed action plan.
    17:33 Create specific, measurable, and achievable learning goals.
    21:27 Value expensive courses, but books offer more knowledge.
     
    VALUABLE RESOURCES
    Dr Steve Day’s Book Recommendations
    Website: https://www.systemizeyoursuccess.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
     
    ABOUT THE HOST
    Steve used to be a slave to his business, but moving to Sweden in 2015 forced him to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve has been investing in property since 2002, has a degree in computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants.
    Most business owners feel overwhelmed because they don’t know how to create systems or get the right help.
    Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start making more money.

    • 25 min
    SYS 180: My Latest Tips on Using Video to Revolutionize Communication and Boost Productivity

    SYS 180: My Latest Tips on Using Video to Revolutionize Communication and Boost Productivity

    🎙 In this episode, Dr. Steve Day discusses the power of using video for communication and productivity. He highlights how video can provide more detailed and effective instructions compared to written or verbal communication, especially when it comes to training new team members or troubleshooting issues.
    Steve emphasises the importance of using video for screen capture and communication, recommending the app ScreenPal for its affordability and user-friendly features.
    By incorporating video into daily operations, businesses can streamline communication, improve productivity, and enhance collaboration within remote teams.
     
    KEY TAKEAWAYS
    💡 Utilise Video for Communication: Video is a powerful tool for communication, especially when delegating tasks or explaining complex processes. It provides more information and details than written or verbal instructions.
    💡 Overcome Communication Challenges: Video can help overcome communication challenges by allowing viewers to see and emulate actions, reducing misunderstandings, and building rapport through facial expressions.
    💡 Efficient Problem-Solving: Using video to solve problems can streamline the process by allowing the expert to spot issues that the communicator may not be aware of, leading to quicker resolutions.
    💡 Choose the Right Tool: When using video communication, it's essential to select a tool that seamlessly uploads and shares videos, such as ScreenPal.  This is to ensure efficient and effective communication.
    💡 Increase Productivity with Asynchronous Communication: Asynchronous communication, especially when enhanced with video, can significantly boost productivity by removing barriers and facilitating clear and concise communication.
     
    BEST MOMENTS
    01:43 - 💬 “Updating the traditional operation manuals is a total waste of life and time, and video you can record on the flight as you're doing your work anyway.”
    03:00 - 💬 “You don't know how much you know. And therefore, it's very hard for you to remember what it was like to be an absolute novice. And therefore explain things in a simple enough way for somebody new to do something.”
    08:23 - 💬 “The video has allowed the communication to happen beyond the capability of the person who is communicating it.”
    10:56 - 💬 “Using video in that asynchronous communication makes it even more powerful.”
     
    TIMESTAMPED OVERVIEW
    00:00 Delegation and communication hurdles overcome with video.
    05:26 Experts can see what novices can't.
    08:48 Affordable with great team options and automatic cloud upload.
    09:59 Use video for seamless communication and productivity.
     
    VALUABLE RESOURCES
    Website: https://www.systemizeyoursuccess.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
     
    ABOUT THE HOST
    Steve used to be a slave to his business, but moving to Sweden in 2015 forced him to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve has been investing in property since 2002, has a degree in computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants.
    Most business owners feel overwhelmed because they don’t know how to create systems or get the right help.
    Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start making more money.

    • 12 min
    SYS 179: Simplifying App Development for Business Owners - Interview with Norman Ortiz, Founder of App Studio

    SYS 179: Simplifying App Development for Business Owners - Interview with Norman Ortiz, Founder of App Studio

    🎙 Dr. Steve Day interviews Norman Ortiz, the creator of App Studio, a platform dedicated to simplifying app development for small and micro business owners. It enables them to effortlessly create apps to promote their businesses.
    Norman shares the inspiration behind starting the company and discusses the types of apps suitable for businesses, such as marketing, loyalty programs, and event management. 
    He highlights the ease of using App Studio compared to traditional app development methods and shares success stories of clients who have benefited from the platform. Norman also talks about the company's future direction, incorporating AI technology and expanding the suite of apps offered.
     
    KEY TAKEAWAYS
    💡 Norman Ortiz is the innovative mind behind App Studio, empowering small and micro business owners to create apps effortlessly from their mobile devices.
    💡 App Studio suits businesses looking to marketise their services, advertise, get new orders, retain customers, and implement loyalty programs.
    💡 The platform is unsuitable for businesses looking to create tool or game apps, as it focuses on promoting businesses and engaging customers.
    💡 App Studio offers a free model where users only pay for unlocking additional features or custom screens, making it cost-effective and user-friendly.
    💡 Norman Ortiz envisions App Studio expanding into the AI space, offering AI technology within the app-building experience and enhancing complementary areas like generative AI for logo designs.
     
    BEST MOMENTS
    09:22 - 💬 “It's a lot of cumbersome. And a typical business owner doesn't have these skill sets or know where to find these developers. Or how to communicate and document in the right manner.” - Norman Ortiz
    09:41 - 💬 “It's so much easier to just get your phone, go to the App Store or Google Play. Download this app, and just start building it at any time.” - Norman Ortiz
    20:11 - 💬 “Success is when you have a goal, and you look at it, and you see that you're getting there or you are already there.” - Norman Ortiz
     
    TIMESTAMPED OVERVIEW
    00:00 Most businesses want apps to market themselves.
    04:19 Time-consuming platform requires manual content input.
    08:21 Challenges in finding and managing development teams.
    11:19 Transitioned from developer to UI/UX designer expert.
    13:24 Exciting product engagement leads to new opportunities.
    20:41 Legacy app is available, but it will be phasing out soon.
     
    VALUABLE RESOURCES
    Website: https://www.systemizeyoursuccess.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
     
    GUEST RESOURCES
    App Studio: https://ãpps.com
    LinkedIn: https://www.linkedin.com/in/normanjortiz/
     
    ABOUT THE HOST
    Steve used to be a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve has been investing in property since 2002, has a degree in computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants.
    Most business owners are overwhelmed because they don’t know how to create systems or get the right help.
    Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start making more money.

    • 23 min
    SYS 178: Business Automation Secrets: My Proven Strategies for Avoiding Time-Wasting Mistakes

    SYS 178: Business Automation Secrets: My Proven Strategies for Avoiding Time-Wasting Mistakes

    🎙 In this episode of the Systemize Your Success podcast, Dr. Steve Day delves into business automation secrets. He discusses the benefits and drawbacks of automating tasks, emphasising the importance of proper planning and involvement in the automation process. 
    Steve shares valuable insights and lessons learned from automating various aspects of his business over the past seven years. He provides practical tips for business owners and managers on when to automate, how to approach automation, and the significance of process mapping in creating effective automations. 
    He also highlights five key tips for future-proofing automation, including the importance of documentation, organisation, and standardised naming conventions. 
    This episode teaches listeners valuable knowledge on optimising automation processes to scale their businesses efficiently and effectively.
     
    KEY TAKEAWAYS
    Automating the right tasks in your business can be a huge time saver, but it's not without its drawbacks. It's essential to ensure that the process is well-established before automating to avoid automating something that is broken. Before automating a task, it is crucial to do it manually with a human first to test the process, understand the time-saving potential, and gather data on the efficiency of automation. Involving staff in the automation process can increase morale, motivation, and skill development. It also allows for a more seamless transition and understanding of the automated processes within the organisation. Process mapping is a valuable skill for business owners and managers to visually represent workflows, tasks, and handovers clearly and understandably. It helps in communicating automation requirements effectively. Standardising naming conventions for tags, custom fields, and automation, organising them into folders, adding notes to explain triggers and actions, and using unique identifiers can significantly improve the efficiency and effectiveness of automation in the long run.  
    BEST MOMENTS
    01:09 - 💬 “Setting up automation takes a huge amount of time. And if we don't have the process absolutely nailed before we automate it, then we end up automating something that's broken.”
    02:09 - 💬 “Having that data originally, or to begin with, about the actual time saving you're gonna get is important.”
    13:59 - 💬 “Mastering process mapping before you start building out automations is the most valuable thing I think a manager or business owner can do.”
    17:02 - 💬 “Put notes on everything that isn't absolutely obvious. The more notes you put on, the easier it will be for you and for other people to understand what you've built.”
    25:42 - 💬 “Standardizing the way that you name everything, whether it's automations, tags, or custom fields, means that you can group things together easily.”
     
    TIMESTAMPED OVERVIEW
    00:00 Setting up automation saves time and money.
    04:03 Automation is time-consuming but visually powerful.
    10:52 Automate and document to ensure future-proofing.
    13:28 Master process mapping before implementing automations. Standardise.
    18:31 Group automations in folders for better organisation.
    20:51 Automate triggers and note source and destination.
    25:52 Using tags to trigger automated actions in Zapier.
    28:04 Use unique identifiers for stable automations.
     
    VALUABLE RESOURCES
    Website: https://www.systemizeyoursuccess.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
     
    ABOUT THE HOST
    Steve used to be a slave to his business, but moving to Sweden in 2015 forced him to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve has been investing in pro

    • 32 min
    SYS 177: How I Stopped Being a Bottleneck in My Own Business: A Guide to Freedom and Growth

    SYS 177: How I Stopped Being a Bottleneck in My Own Business: A Guide to Freedom and Growth

    🎙 This episode discusses the challenges small business owners face. Due to their involvement in all decision-making processes, they act as the bottlenecks in their businesses.
    Steve Day shares his experience of transitioning from task-based delegation to systemising processes to empower his team to work autonomously.
    He provides insights on mapping out processes, setting clear timelines for decision-making, and holding oneself accountable to the same standards as the team.
     
    KEY TAKEAWAYS
    Running a small business can lead to being the bottleneck that hinders progress. Delegating tasks on a task-by-task basis can be inefficient and time-consuming. Systemising processes and creating guidelines can empower staff to function autonomously. Formalising processes and setting strict guidelines can improve efficiency and predictability. Holding oneself accountable to guidelines set for the team can lead to increased productivity and efficiency.  
    BEST MOMENTS
    00:00  - 💬 “If, like me, you run a small business, you've no doubt experienced that feeling of being the bottleneck, of the reason your business isn't progressing as fast as it should be, or just the ball around your business's leg, so to speak.
    02:36  - 💬 “The more sophisticated these systems became, the less I got involved in making things go slowly because it wasn't me they were waiting for. Because it’s already documented how things should be done without my involvement.
    04:25 - 💬 “But if you had some more strict guidelines about when things would be done and when you would get that back, it would make it easier for you as the staff member to be able to plan.
    13:21 - 💬 “That will allow their team to run more efficiently, more productively, get more done in a timely fashion, in a more predictable way, without being overloaded or overwhelmed because things come back at unexpected times.
     
    TIMESTAMPED OVERVIEW
    00:00 Small business owners must empower staff decisively.
    04:31 Setting strict guidelines is crucial for efficiency.
    07:52 Formalizing processes and adherence to policies is crucial.
     
    VALUABLE RESOURCES
    Website: https://www.systemizeyoursuccess.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
     
    ABOUT THE HOST
    Steve used to be a slave to his business, but moving to Sweden in 2015 forced him to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve has been investing in property since 2002, has a degree in computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants.
    Most business owners feel overwhelmed because they don’t know how to create systems or get the right help.
    Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start making more money.

    • 15 min

Customer Reviews

5.0 out of 5
21 Ratings

21 Ratings

HE 2017 ,

GDPR and all topics! Simply First Class

Very useful information and ready to implement. Si much value to business owners. Thank you for such a great Podcast.

MichelleC34 ,

Great focus for a business podcast!

How to systemize for success is one of the ongoing goals in any business and it’s great to see Steve has taken this topic and looked at it for many angles. A variety of quality guests and a highly experienced host. I look forward to following this podcast.

Rodwellbeing ,

Helpful advice for small business owners

Steve has provided me with help in my own business and it's great that he's now sharing his extensive knowledge via a podcast. Most small business owners lack time and so implementing what you'll learn on this podcast will make a big difference as it already has done for me.

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