The Mind Your Time Podcast | Business Systems for Service Providers

Shannon Baker | Business Operations Strategist
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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. OCT 23

    Stop Letting Tools Run You: How to Organize Your Operations Without Overwhelm

    Are your tools actually helping you run your business or are they just giving you more to manage? If your day-to-day operations still feel messy behind the scenes, even with all the apps and automations, this episode is for you. I’m breaking down how to organize your operations without overwhelm so your business finally works for you again. You’ll learn how to simplify your business systems, choose tools that truly fit the way you work, and create structure that brings calm instead of chaos. Here’s what you’ll take away from this episode: 2:16 – The moment I realized my business was running me instead of the other way around and how documented processes changed everything 4:09 – Why setting one clear goal for the next 90 days is the key to building momentum and reducing overwhelm 5:30 - Three ways tech tools should support your day-to-day: saving time, running things efficiently, and giving you space to focus on what matters 8:55 – Common mistakes business owners make when choosing tools and how to avoid wasting time and money 15:13 – How the Back Office POWER Checklist helps you find and fix the gaps in your operations so your business runs smoothly and sustainably 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 business and finally feel in control? The Mind Your Time Society is your space for smart systems, sanity-saving tools, and real support. Inside, you’ll find copy-paste scripts, plug-and-play templates, and a guided 90-Day Roadmap so you always know what to focus on next. Whether you’re tired of late nights, wrong-fit clients, or a calendar that never gives you breathing room, the Society gives you the clarity and structure to 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

    18 min
  2. How to Go From Scrambling to Strategic with Emani Guy

    OCT 16

    How to Go From Scrambling to Strategic with Emani Guy

    When the systems behind your business don’t match the level of your skill, even the most talented service provider can find themselves stuck in a cycle of burnout and scrambling to keep up.  In this episode, I sit down with Emani Guy, CEO and Founder of Made New Marketing, to talk about her journey from overwhelm to clarity. Through candid reflections, real-life pivots, and strategic systems, she shares how she built a foundation that now allows her to work intentionally, set boundaries confidently, and grow sustainably. Emani’s story is a powerful reminder that building a thriving business isn’t about doing more. It’s about getting clear, setting up systems that actually support you, and creating space to lead from a place of strength. Before you hit play, know this: what you’ll hear isn’t a highlight reel. It’s the behind-the-scenes truth about what happens when you stop patching problems and start building structure that lasts. 5:12 – Why Emani’s early business days were marked by hustle, burnout, and a lack of systems and what finally made her take a step back to realign 9:04 – The turning point: how gaining clarity on her vision and services shifted everything in her business 15:02 – How using Airtable and client-focused systems transformed her onboarding experience, improved retention and made service delivery smoother 20:14 – How putting boundaries around her calendar helps protect her energy, create admin days, and work more strategically 28:32 – How embracing pivots and revisiting systems quarterly helped Emani rebuild her confidence and set her business up for sustainable growth 31:46 – The role the Mind Your Time Society resources played in helping Emani document, refine, and reset her systems to support her vision for the future Related Episodes Mentioned: EP 218 - Systems Reset Series: Being Great at What You Do Isn’t Enough (And That’s Not Your Fault) EP 219 - Systems Reset Series: Your Client Onboarding Shouldn’t Be a Guessing Game EP 220 - Systems Reset Series: Why a Messy Calendar Costs You More Than Time EP 221 - Systems Reset Series: From Scrambling to Strategic — Your Next Step as a Consultant  Resources Mentioned: ⏰ Ready to see where your time is really slipping away? The Boundary Reset Scorecard is a quick, fillable Google Doc you can complete online in under two minutes. It helps you spot the gaps in your boundaries, from unclear office hours to unsynced calendars so you know exactly where your time is leaking and what to fix first. 🔧 Ready to turn those ❌’s into ✅’s?  Join The Mind Your Time Society, your space for guided resets, copy-paste scripts, and a 90-Day Roadmap that makes boundaries stick. You’ll get the tools and support you need to reclaim your calendar, protect your energy, and finally feel in control of your time. Let me know your thoughts! Click here to send me a text. Leave a Rating and Review: https://ratethispodcast.com/mindyourtime

    39 min

  3. OCT 9

    Systems Reset Series: From Scrambling to Strategic — Your Next Step as a Consultant

    What if the real reason you’re exhausted isn’t because you need more clients or more hours? In this final episode of the Systems Reset Series, we pull everything together to help you take the next step to go from scrambling to strategic. We talk about why being great at what you do isn’t enough and how building strategic systems can turn constant chaos into calm.  If you’ve been nodding along through this series, this episode is the bridge between awareness and action. This is the moment where everything you’ve learned comes together and you see exactly what it looks like to lead with structure and confidence. Through real insights and clips from my conversation with Emani, you’ll see what happens when you finally stop reacting and start leading with clarity.  Some of the things we discuss today: 01:24 – The real reason your skills alone can’t sustain growth and what it takes to move from scrambling to strategic. 03:28 – How Emani’s story of burnout shows that talent without systems leads to chaos and what she did to turn it around. 05:29 – Why onboarding isn’t just paperwork but your first act of leadership, and how a simple structure can change your entire client experience. 08:15 – The calendar and boundary reset every consultant needs to protect energy, prevent burnout, and reclaim control of their time. 12:01 – How to take your next step toward building strategic systems for consultants that create freedom, confidence, and a business that runs smoothly behind the scenes. Related Episodes Mentioned: EP 218 - Systems Reset Series: Being Great at What You Do Isn’t Enough (And That’s Not Your Fault) EP 219 - Systems Reset Series: Your Client Onboarding Shouldn’t Be a Guessing Game EP 220 - Systems Reset Series: Why a Messy Calendar Costs You More Than Time Resources Mentioned: ⏰ Ready to see where your time is really slipping away? The Boundary Reset Scorecard is a quick, fillable Google Doc you can complete online in under two minutes. It helps you spot the gaps in your boundaries ,from unclear office hours to unsynced calendars so you know exactly where your time is leaking and what to fix first. 🔧 Ready to turn those ❌’s into ✅’s?  Join The Mind Your Time Society, your space for guided resets, copy-paste scripts, and a 90-Day Roadmap that makes boundaries stick. You’ll get the tools and support you need to reclaim your calendar, protect your energy, and finally feel in control of your time. Let me know your thoughts! Click here to send me a text. Leave a Rating and Review: https://ratethispodcast.com/mindyourtime

    15 min

  4. OCT 2

    Systems Reset Series: Why a Messy Calendar Costs You More Than Time

    Your calendar is more than a place to track meetings. It’s the front line of your boundaries! It drains your energy, steals family moments, and keeps you overbooked with the wrong clients. But with a few simple resets, you can reclaim your schedule, attract the right people, and finally feel like you’re leading your business instead of the other way around. When your time is scattered, your growth stalls. That’s why this conversation matters so much. I’ll walk you through how to reset your scheduling system, create clarity around your office hours, and set up tools that actually protect your energy. Because when your calendar reflects your real life, you don’t just gain efficiency, you gain freedom. In this episode of the Systems Reset Series, I’m pulling back the curtain on why a messy calendar costs you more than time.  Episode Breakdown 1:56 – The difference between office hours and working hours and why clarifying this one thing changes everything 4:30 - The simple email tweak that will save you hours and free you from your inbox 6:03 – How syncing your business and personal calendars prevents double-booking and protects your non-negotiables 8:29 – Why scheduling tools alone don’t fix capacity gaps and what to do instead 9:35 – How one member cut discovery calls in half and finally took a stress-free vacation 11:31 – How a structured calendar shifts you from on demand to in demand 14:33 - This week’s quick win challenge to help you reclaim lost time Related Episodes Mentioned: 218 - Systems Reset Series: Being Great at What You Do Isn’t Enough (And That’s Not Your Fault) 219 - Systems Reset Series: Your Client Onboarding Shouldn’t Be a Guessing Game Resources Mentioned: ⏰ Ready to see where your time is really slipping away? Grab the Boundary Reset Scorecard a quick, fillable Google Doc you can complete online in under two minutes. It helps you spot the gaps in your boundaries, from unclear office hours to unsynced calendars so you know exactly where your time is leaking and what to fix first. 🔧 Ready to turn those ❌’s into ✅’s?  Join The Mind Your Time Society, your space for guided resets, copy-paste scripts, and a 90-Day Roadmap that makes boundaries stick. You’ll get the tools and support you need to reclaim your calendar, protect your energy, and finally feel in control of your time. Let me know your thoughts! Click here to send me a text. Leave a Rating and Review: https://ratethispodcast.com/mindyourtime

    19 min

  5. SEP 25

    Systems Reset Series: Your Client Onboarding Shouldn’t Be a Guessing Game

    Onboarding is often the very first test of how professional, reliable, and confident you appear to your clients. If it’s scattered and reactive, you’re starting the relationship on shaky ground.Client onboarding doesn’t have to feel like chaos.  In fact, when you treat onboarding as a system instead of an afterthought, it stops draining your time and starts positioning you as the leader your clients need. Why does this matter? Because when you lead with structure, you create trust, protect your time, and set the tone for the entire partnership. In this episode of the Systems Reset Series, I’m showing you how to turn onboarding from a constant fire drill into a smooth, repeatable process that sets you up for stronger client relationships. 3:04 – How a Saturday morning client call exposed some gaps in my back office that had to be addressed 4:27 – Why the first weeks with a new client feel messy now and how missing systems set the wrong tone 7:17 – How one member of the Mind Your Time Society went from chasing files and nagging clients to saving hours every week with a repeatable onboarding system 9:30 – What you can’t outsource and how the right tools make it easier to set clear boundaries 14:15 – How a smooth onboarding process shifts clients from resisting structure to respecting you as a trusted partner 17:24 – This week’s quick win challenge that helps you start building a professional onboarding process Related Episodes Mentioned: 218 - Systems Reset Series: Being Great at What You Do Isn’t Enough (And That’s Not Your Fault) 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 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

    24 min

  6. SEP 18

    Systems Reset Series: Being Great at What You Do Isn’t Enough (And That’s Not Your Fault)

    Do you ever feel like being great at what you do should be enough, but behind the scenes your business is still a hot mess?  If that sounds familiar, this episode is your wake-up call! I’m kicking off the Systems Reset Series with a real conversation about why talent and hustle can’t carry your business forward on their own, why it’s not your fault if things feel scattered, and how the right systems can finally give you the freedom you’ve been chasing. The truth is, when your backend is duct-taped together, no amount of effort will make things easier. You’ll keep spinning in survival mode until you put the right structure in place. This episode will help you uncover what’s really draining your time and energy, show you how to break free of the chaos, and give you a simple first step to start leading your business with confidence. 3:23 – Why being great at what you do isn’t enough to keep your business running smoothly 6:14  – The real reason discovery calls are draining and projects require more work than they should 8:48 – How one of my members shifted from being “not a systems person” to booking more aligned clients with ease 9:59 – The moment I realized systems give you freedom and build confidence 11:32 – A quick win challenge to help you create your first system without overwhelm 13:12 – The simple next steps you should take to uncover the gaps in your back office and finally put systems in place 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 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

    17 min
  7. Coffee Chat Take 5: I Had to Reset My Own Systems (Yep, Even Me)

    SEP 11

    Coffee Chat Take 5: I Had to Reset My Own Systems (Yep, Even Me)

    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: EP 217 - You’re Not Behind, You’re Just Building Without Support 🔍 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

    7 min

  8. SEP 4

    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

    17 min
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About

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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