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. 14시간 전

    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

    19분

  2. 9월 25일

    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

    24분

  3. 9월 18일

    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

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

    9월 11일

    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

    7분

  5. 9월 4일

    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
  6. 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

  7. 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
  8. 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
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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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