The Mind Your Time Podcast | Business Systems for Service Providers

Shannon Baker | Business Operations Strategist
  • 5.0(49개의 평가)
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Running a service-based business doesn’t have to feel so chaotic! If you’re a virtual assistant, consultant, OBM, or service provider who’s delivering great results for clients but struggling behind the scenes, The Mind Your Time Podcast will help you fix the backend systems that keep you stuck. Hosted by Shannon Baker, a business operations strategist with 20+ years of experience, this podcast explores the tools, systems, and strategies you need to: Streamline your business operationsCreate smooth onboarding and client workflowsDelegate with confidencePrevent burnout and reclaim your timeLive your legacy instead of just leaving it behind Using her proven POWER In Motion framework, Shannon helps service providers simplify their backend, strengthen boundaries, and grow sustainably without having to be on demand. Each episode delivers practical insights, relatable stories, and quick-win strategies to help you stop spinning your wheels, organize your business, and step into the role of a confident leader your clients trust so they never want to leave. Subscribe now and learn how to build a service-based business that runs smoothly, supports your lifestyle, and grows without burning you out.

  1. 3일 전

    You’re Not Behind, You’re Just Building Without Support

    Ever felt like a fraud despite your success because behind the scenes you’re scrambling just to keep up?  The truth is the problem isn’t you. You’ve simply outgrown the systems you started your business with. The most successful service providers often struggle the most with backend operations because they’re brilliant at delivery but haven’t had time to build the foundation their business actually needs. In this episode, I share my own journey from booked-out VA to systems strategist and reveal the clarity that changed everything. Backend chaos isn’t solved by doing more!  It’s fixed by building an infrastructure that supports your zone of genius. You’ll learn why you can’t fix what you can’t see, how to pinpoint the system causing the most stress, and how one small intentional change can bring immediate relief. I’ll walk you through the quick wins that bring relief right away and show you how the Systems & Sanity Suite inside the Mind Your Time Society can help you build the structure you need, one system at a time without pressure and without having to do it all alone. Here’s what we will unpack today: 2:28 – How I went from being booked out as a VA to realizing my backend was dragging me down and what I actually needed instead of another offer 3:50 - Why every client feels like a different experience, and how missing systems are the reason things feel scattered and heavy 4:13 – Why disorganization isn’t your fault and how to reframe the belief that you’re just “bad at systems” 6:24 – How the Back Office POWER Checklist can help you identify what’s missing in your back office and where to start fixing it 8:35 - How a simple, repeatable onboarding workflow transforms client trust: guiding them with clarity, care, and confidence, without you having to explain everything every time 10:12 - A quick win challenge to help you spot what’s really slowing you down and take the first step toward clarity 11:37 – What’s inside the Systems & Sanity Suite and how the Mind Your Time Society gives you structure without pressure Related Episodes Mentioned: Episode 212 - The 6 Core Systems Your Business Needs to Grow Without Burnout Resources Mentioned: 🔍 Ready to get clear about what’s really happening in the back end of your business? The Back Office POWER Checklist is a fillable Google Doc you can complete online (no printing, no overwhelm).  It helps you uncover what’s working, what’s missing, and where your systems are silently slowing you down so you can fix the real problems, not just the symptoms.  🔧 Ready to simplify your back office and finally feel in control? Join The Mind Your Time Society , your space for smart systems, sanity-saving tools, and real support. You’ll get access to the Systems & Sanity Suite which contains plug-and-play templates, strategy driven resources, and access to expert guidance so you can run your business like a pro without the overwhelm. Let me know your thoughts! Click here to send me a text. Leave a Rating and Review: https://ratethispodcast.com/mindyourtime

    17분
  2. Coffee Chat Take 4: You’re Doing CEO Work Without CEO Systems

    8월 28일

    Coffee Chat Take 4: You’re Doing CEO Work Without CEO Systems

    Welcome to another Coffee Chat Take! A bite-sized episode designed to feel like a quick voice note from a friend who gets it. If you’ve been feeling the weight of growth and wondering why it doesn’t feel as good as it looks, this is your reminder: you don’t need to work harder. You need the right structure. Today, I’m talking about a trap I see way too many consultants fall into, doing CEO-level work without the CEO-level systems to support them. On the outside, things look great. You’re booked out, clients love you, and the opportunities keep coming.  But behind the scenes? You’re juggling endless details, repeating the same tasks, and cleaning up problems that shouldn’t exist in the first place. If you’re tired of your days being filled with chasing client info, fixing preventable mistakes, or typing the same email for the tenth time, this one’s for you. I’m sharing a real client story that might sound a lot like yours and the one shift that helped her stop working harder and start leading her business like a CEO. In this short but powerful episode, you’ll learn why success can start to feel heavier instead of lighter, how to pinpoint the process that’s draining you the most, and the simple way to start building systems that give you back your time, energy, and focus. Resources Mentioned: Episode 216 - The Must-Fix Business Systems That Make or Break Your Growth 🔍 Want to see exactly what’s going on behind the scenes in your business? Grab the Back Office POWER Checklist which is a simple, fillable Google Doc you can complete right on your screen. It will help you spot what’s working, what’s missing, and where your systems are quietly slowing you down, so you can focus on fixing the real issues instead of chasing surface-level solutions. Let’s Stay Connected: Follow @mindyourtimepodcast and @the_shannonbaker on Instagram Let me know your thoughts! Click here to send me a text. Leave a Rating and Review: https://ratethispodcast.com/mindyourtime

    7분

  3. 8월 21일

    The Must-Fix Business Systems That Make or Break Your Growth

    Are your business systems for growth actually helping you scale, or are they slowly wearing you down?  If every new client, project, or opportunity is making your business feel heavier instead of lighter, you are not alone. It is easy to think that growth just means more clients, more revenue, more opportunities. But without the right systems in place, more can quickly become too much. In this episode, I am pulling back the curtain on the must-fix business systems for growth that either support your success or quietly sabotage it. These are the foundations that keep things running smoothly behind the scenes so you can lead with clarity, protect your time, and grow without burning out. Whether you have been working in organized chaos or patching things together as you go, those cracks in your backend will show up as your business expands. This conversation will help you get clear on what is actually slowing you down and where to focus so growth feels easier, not heavier. Tune in to hear the one system most business owners skip and why skipping it keeps them stuck in survival mode. You will hear more about: 1:48: The moment I realized my backend was holding my business back and how that shifted everything about the way I work 4:26: Why growth exposes every crack in your backend and how to recognize the warning signs before they cost you time, energy, and clients 6:46: The truth about why tools don’t fix messy processes and what to focus on before you invest in new software or team members 9:25: How the right systems turn you into a leader who guides the business instead of one who’s always putting out fires 11:09: A quick win challenge to help you see exactly where your process is breaking down and how to start fixing it today 14:10: How the Back Office POWER Checklist can help you identify your gaps and create a clear plan for sustainable growth  Related Episodes Mentioned: EP 212 - The 6 Core Systems Your Business Needs to Grow Without Burnout EP 214 - Stop Hiring in Chaos: How to Delegate Successfully Resources Mentioned: 📋 Grab the Back Office POWER Checklist,  a fillable Google Doc, to help you quickly audit your back office, spot inefficiencies, and create a smoother, more efficient business! Let me know your thoughts! Click here to send me a text. Leave a Rating and Review: https://ratethispodcast.com/mindyourtime

    16분
  4. Coffee Chat Take 3: Why I Made My Health a Non-Negotiable and What It Taught Me About Business

    8월 14일

    Coffee Chat Take 3: Why I Made My Health a Non-Negotiable and What It Taught Me About Business

    Welcome to another Coffee Chat Take! A bite-sized episode designed to feel like a quick voice note from a friend who gets it. Today, I’m pulling back the curtain on a boundary I reinforced this summer that changed more than just my energy levels.  It changed how I lead in my personal life and in my business. If you’ve been telling yourself “I’ll get to that later” when it comes to your own needs, this one’s for you. We’re talking about why I made my health a non-negotiable, what had to shift to make that happen, and how the lessons I’ve learned are directly impacting the way I run my business.  Spoiler: it has everything to do with support, structure, and sustainable growth and nothing to do with doing more. In this short but powerful episode, I’m showing you how investing in your own well-being isn’t just a personal win, it’s a leadership decision. If you’ve been craving more focus and clarity, but life and business feel too full to start, this is your invitation to reset. Let me know your thoughts! Click here to send me a text. Leave a Rating and Review: https://ratethispodcast.com/mindyourtime

    5분

  5. 8월 7일

    Why September Is the Best Time to Reset Your Business

    If your business feels messy behind the scenes or like it’s running you instead of the other way around, this episode is your chance to pause and reset! Whether you’re just getting started, in the thick of client work, or trying to rebuild after burnout, this episode will walk you through a refresh that’s rooted in clarity, not hustle. Most entrepreneurs wait for January to hit “reset,” but by then, you’re already tired and overcommitted. So today we’re going to talk about why I treat September like my January and how this one mindset shift transformed the way I plan, set goals, and build momentum. September is a chance to slow down, reflect on what’s working, and align your next steps with the season you’re actually in. So tune in to hear a practical, values-driven approach to reset your mission, refocus your goals, and clean up your backend so you can finish the year strong without having to restart from scratch. 3:23 – The moment I stopped chasing shiny objects and started treating September like the start of my year 6:16 – Why I shut down a financially successful business and how that season helped me reset with clarity and intention 8:31 - The scary investment that helped me discover my mission and build a business that is aligned with my values 12:44 – The three-step reset plan I revisit every year to realign my business with my mission and goals 16:31 – How to use the Back Office POWER Checklist to identify what’s holding your business back right now 17:38 – Why the POWER In Motion Jumpstart Session is the best place to begin if you’re ready to reset with support Related Episodes Mentioned: Episode 212 - The 6 Core Systems Your Business Needs to Grow Without Burnout Resources Mentioned: 📋 Grab the Back Office POWER Checklist,  a fillable PDF, to quickly audit your back office, spot inefficiencies, and create a smoother, more efficient operation! 🧭 Feeling stuck behind the scenes? Let’s clear it up.  Book a POWER In Motion Jumpstart Session, a focused 60-minute strategy call where we’ll identify what’s holding your business back and map out a custom 30-day action plan. You’ll walk away with clarity, direction, and a plan to create a backend that’s finally in motion. Let me know your thoughts! Click here to send me a text. Leave a Rating and Review: https://ratethispodcast.com/mindyourtime

    23분
  6. Coffee Chat Take 2: Why Delegation Isn’t Working (And What to Do Instead)

    7월 31일

    Coffee Chat Take 2: Why Delegation Isn’t Working (And What to Do Instead)

    Welcome to another Coffee Chat Take! A bite-sized episode designed to feel like a quick voice note from a friend who gets it. Today, we’re sitting down for a real talk about delegation. If you’ve hired help but still feel like you’re juggling everything yourself, this one’s for you. We’re unpacking a truth that might shift everything: Delegation isn’t failing. You’re just delegating without being correctly prepared. In this short but powerful episode, I’m talking about the real reason delegation often fails. And it has nothing to do with who you hired. Without the right systems, even the most skilled support person is left guessing. And that guesswork? It creates more stress, not less. So if you’re ready to stop spinning your wheels and start getting the help you actually need, this is your sign to slow down and start with clarity. Mentioned in this episode: Episode 138 - Mastering the Art of Delegation: Overcoming Disorganization and Reclaiming Control of Your Back Office Episode 166 - Two Solutions to Help You Stop Being the Bottleneck In Your Business Episode 212 - The 6 Core Systems Your Business Needs to Grow Without Burnout Episode 214 - Stop Hiring in Chaos: How to Delegate Successfully Grab the Back Office POWER Checklist here. It’s your first step to building a business that supports you, not burns you out. Let’s Stay Connected: Follow @mindyourtimepodcast and @the_shannonbaker on Instagram Let me know your thoughts! Click here to send me a text. Leave a Rating and Review: https://ratethispodcast.com/mindyourtime

    6분

  7. 7월 24일

    Stop Hiring in Chaos: How to Delegate Successfully

    If you’ve ever hired someone to lighten your load and still felt like you were doing everything yourself, this episode is for you! Entrepreneurs are often told, “Just hire help,” but what no one tells you is how to prepare your business to receive that help in a way that actually works. Without structure, even the most capable virtual assistant can’t succeed.  And without clarity, you’ll find yourself stuck in the same cycle: repeating tasks, chasing updates, and wondering why things still feel so heavy. So today, I’m pulling back the curtain on what really causes delegation to fail and it’s probably not what you think. It’s not about who you hired. It’s about what you dropped them into. You’ll hear how my client went from swearing off VAs altogether to creating a structured plan to bring on the right support with confidence. All because she took the time to prepare her backend with intention instead of rushing into another chaotic handoff. What we cover today: 2:43 – What a messy backend taught me about why delegation keeps breaking down 4:23 – Why hiring help without systems just creates more stress 5:41 – How the Back Office POWER Checklist shows you what’s really slowing you down 6:56 – What changed when Carla 2.0 stopped hiring from burnout and started preparing with intention 8:00 – How a clear plan made Carla confident about hiring again 10:02 – The mindset shifts that make delegation work and give you your time back  Resources Mentioned: 📋 Grab the Back Office POWER Checklist, a fillable Google Doc that will help you  quickly audit your back office, spot inefficiencies, and create a smoother, more efficient operations one system at a time! Let me know your thoughts! Click here to send me a text. Leave a Rating and Review: https://ratethispodcast.com/mindyourtime

    14분
  8. Coffee Chat Take 1: You’re Not Behind—You’re Building Without Support

    7월 17일

    Coffee Chat Take 1: You’re Not Behind—You’re Building Without Support

    Welcome to the very first Coffee Chat Take! These new, bite-sized episodes are my way of staying connected with you in between the full-length episodes you’re used to. They’re short, informal, and straight from the heart. Like a quick voice note from a friend who gets it! In this first one, I’m sharing why I decided to start this series and offering a reminder that I know someone out there needs to hear: You’re not behind. You’re just building without the right support. If your business feels heavy, scattered, or like you’re always playing catch-up… it’s not a personal failure. It’s just time to build with more clarity, structure, and ease. These mini episodes are designed to give you a quick reset, a moment to pause, reflect, and take a breath before diving back into the day. Press play for today's 4-minute dose of encouragement! And if it resonates, share it with someone who might need the same reminder. Mentioned in this episode: Join the MY-T Society Systems & Sanity Suite and get the support you need Book your POWER In Motion Jumpstart Session Let’s Stay Connected: Follow @mindyourtimepodcast and @the_shannonbaker on Instagram Grab the Back Office POWER Checklist here. It’s your first step to building a business that supports you, not burns you out. Let me know your thoughts! Click here to send me a text. Leave a Rating and Review: https://ratethispodcast.com/mindyourtime

    4분
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Running a service-based business doesn’t have to feel so chaotic! If you’re a virtual assistant, consultant, OBM, or service provider who’s delivering great results for clients but struggling behind the scenes, The Mind Your Time Podcast will help you fix the backend systems that keep you stuck. Hosted by Shannon Baker, a business operations strategist with 20+ years of experience, this podcast explores the tools, systems, and strategies you need to: Streamline your business operationsCreate smooth onboarding and client workflowsDelegate with confidencePrevent burnout and reclaim your timeLive your legacy instead of just leaving it behind Using her proven POWER In Motion framework, Shannon helps service providers simplify their backend, strengthen boundaries, and grow sustainably without having to be on demand. Each episode delivers practical insights, relatable stories, and quick-win strategies to help you stop spinning your wheels, organize your business, and step into the role of a confident leader your clients trust so they never want to leave. Subscribe now and learn how to build a service-based business that runs smoothly, supports your lifestyle, and grows without burning you out.

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