CEO mindset: Vision with action is the key to growth
Starting a business takes grit and determination. As time passes, many business owners focus on automation and efficient systems implementation. Business begins to flow smoothly, which is awesome! A smooth-running engine can feel adequate. It can be tempting to rest on your laurels and continue as you always have. However, a CEO wouldn’t stop there. CEO mindset is what sets the most successful entrepreneurs and business owners apart from the rest!
Assuming you want your business to grow, your mindset is key. So, let’s take a look at CEO mindset and what practical tweaks you can produce today, (no matter if you’re in your first year of business or a well seasoned business), to transform into tomorrow’s successful outcomes.
Beliefs and behaviours of an effecive CEO
When I think back to my previous corporate life. There are certain thought patterns, beliefs and behaviours each CEO displayed. Traits like:
Strategic decision-making
Being a visionary rather than being bogged down in the nitty gritty daily operations
Strong communication skills
Realistic optimism
Brilliant listening skills
Reading people effectively
A willingness to take calculated risks.
Understanding the value the business produces
Here are a few practical ways you can introduce a CEO mindset for your small business.
Vision and mission
Have a Vision and plan of what you want to achieve, and how you’re planning to achieve it. Your mission statement is a perfect starting block.
But what is a Mission / Vision Statement?
It’s a summary of an organisations core purpose, focus and goals. While the mission is the ‘what’ and ‘how’, the vision statement is the ‘why’.
Combined, they should be a guiding beacon supporting you as an owner in all areas of your business. From sales pitches, to social media marketing, to the way you engage with your customers or clients. If you’re consistently making decisions inline with your ultimate goals, it will assist with developing a strong brand and differentiate you from your competition.
Your mission statement should also guide all those who join your organisation when it begins to scale. From contractors to employees at all levels. As author Simon Sinek said,
People don’t buy what you do, they buy why you do it.
As the CEO is the ultimate decision maker, when it comes to setting a company’s vision. It’s important to plan ahead. Where do you want to be in five, ten, or 15 years? A CEO will consider all stakeholders, and have a clear understanding what enables the business to generate value.
Planning
Set aside time to plan out your vision and mission – long-term planning. Regularly block off time in your calendar and mark it ‘planning’, this is important for the success and health of your business. Then you can batch plan your quarterly blogs and socials. You know you can market yourself online, to build your brand, but unless you know your long-term goals, these approaches may not be well aligned.
Continuous learning and development
Focus on learning new skills and mindset approaches, as Jim Rhon shares:
Everyday stand guard at the door of your mind.
So, read or study and then apply that to your business or personal life which will in turn positively impact your business.
Mentor
CEOs rely on subject matter experts to advise them on vital company information, data and issues. They often have a team of advisors and need to report to a Board of Directors to remain accountable and provide guidance. CEO mindset: Consider how you too could benefit from a business advisor, accountability partners and subject matter experts to guide you in various areas of the business.
Physical movement and mindset work
Tony Robbins, is someone I admire, he uses deep practice incantations, along with physical movement to ensure he is in the right headspace. He says
…the more you do something with focus, trying to do it as well as you can, you [build up the fatty layer of insulation around your nervous system called myelin] in your brain.
This will enable your focus and positive attitudes to be sustained.
Robbins also practices mindfulness techniques. For example, saying 3 things he’s grateful for that day. Whilst the incantations are still a work in progress for me, the gratitude statements have formed part of my daily routine, and I am better for it. Who inspires you? And how can you learn from them to continuously develop and grow?
Upskill
Staying focused on continuous learning and development, for example how to coach employees effectively. This skill is so important as when eventually, the business grows to a point where you must learn to manage the people who manage systems and processes, you will be prepared and ready to become a genuine CEO. So as a business owner, be flexible and adaptive to learn new skills as your role changes.
Systemise and outsource
CEOs look to the future. So why not implement processes and systems that will be needed in the future? If you only focus on the here and now, you may end up with only short-term plans and results, but lacking business direction.
So introduce a company handbook, even if it’s just you! Or have an outsourcing strategy before you’re ready to outsource. Set up your processes and procedures, with the mindset someone will need to use them one day, hopefully soon!
You can have a CEO mindset no matter what stage you are at in your business. Whether you’re about to launch or a well seasoned business owner. Focus on one area at a time and put your CEO hat on. For example, for my business, I’ll own up! I’ve been neglecting my financial management. Which we can all agree is far from ideal for a small business owner. While my accountant is not concerned, as I’m following the compliance requirements. I haven’t paid enough attention to doing it well and efficiently, because I don’t know HOW to do it well, and I don’t LOVE doing it. So I’ve avoided it.
I’m currently using a free accounting software, why? Because it’s intuitive and everything I need for now. But … while it does suit my business as it stands at this moment, fast-forward 2 years, or possibly even 6-12 months, and it’s unlikely to be sustainable. Its free features are incredible, but it also means some processing requirements are more cumbersome and consequently time-consuming.
To put my CEO mindset hat on, I know I need to look at the current issues and the future, I need to:
Source and receive training from a tax agent or book keeper who is familiar with this software, how to set it up properly, so it’s compliant and simple to report to ATO.
Look and plan for the future. I intend to grow the business, this software will soon not be fit for my business. So, I’m researching and seeking guidance on the best financial software systems for my business and budget for the next 5 years.
Take steps to learn bookkeeping for my business. Not because it is a service, I want to offer my clients. But because it is a skill as a small business owner, that I need to know!
Know how to administer it myself, so I can make educated decisions and clearly define the tasks required.
Outsource it to a bookkeeper with aligned business ethics, and effective communication skills.
Have a think about your business. What areas are you ready to learn about, or outsource or both?
Reduce stress
Finally, if you look at where the pressure is: assess how you can remove it?
Notice it, observe it with no judgement, not saying I’m a ‘failure” or ‘should’ instead step outside of yourself and assess what you need. What takes the pressure off for you? A holistic balance is a key ingredient for a happy and healthy business owner.
So actively partake in activities which reduce stress, help you stay centered, and keep you positively focused. Continuously learn new skills, simplify some areas, Batch plan your quarterly blogs and socials, outsource if needed. Plan ahead in alignment with your vision and mission, and act on those plans.
I wonder how many new business owners start their business as I did? With a rather exciting, guns blazing idealistic dream.
Upon reflection and review, I imagined sipping coffee while working with other people in a shared space. Doing what I love with versatile service offerings.
From contracts management, to project management, social media, admin, grants and blog writing.
I dreamt of this amazing flexible lifestyle. Taking the kids to the beach, watching them play, while shooting out a piece of work! I wouldn’t need to be around corporate politics or have meetings for meeting’s sake. At the conclusion of my first full year in business, I have a confession to make.
I was WRONG. Being a small business owner is hard yards. Yes, there are amazing flexibilities. I’ve been there at the school assemblies and important events. But I can tell you, sand, laptops and young kids near waves while I try to focus on work instead of them…don’t mesh well. In truth, I didn’t know how much I didn’t know. I thought my law degrees and 20 years of business experience would be ample experience to run a business.
Don’t get me wrong, I’ve loved the journey, but now realise it isn’t as clear cut as I imagined.
Here is my year in review:
1. Purpose and vision
My purpose and vision remain, to support small business owners. So you’re not overwhelmed, having to wear all the hats that small business ownership demands. I love freeing up your precious time providing necessary marketing support. This allows you to focus on your passion space and growth. After all, this is the reason you started your business.
Reflection: Do you think I stopped to think about how I would not wear all the hats while making this happen for them? Nup! So now all the advice I am giving my clients, I am planning to take on board more for myself in the coming year. I’ll increase focus on time management, increase automation, streamline processes and outsource where required.
2. Networking
This year I started networking. In the beginning, I was nervous and hated it. I thought I needed to have a sales ‘elevator pitch’. I had been reading on forums and group coaching about how important it is to sell your abilities. (Whilst I’m well aware I need work in this space). I have actually loved the fact that I haven’t had to do this.
Instead, I’ve been building genuine connections with people. Getting to know them and their business. I love listening to their personal values and journey. The right people have and will continue to engage my services, as I come from this authentic space. Networking is something I look forward to now, it is more like catching up with passionate like minded friends.
I’ve been a bit of a networking flirt, due to family and work commitments. This year I have networked with:
Sydney Hills Business Mums
Hills District Business Empowerment Network
MIBA Hills District
Sydney Hills Business Chamber
I subbed twice for a BNI group too.
I look forward to continuing my networking in 2020. With my youngest now starting school, I know the time will still remain limited. 930-2.30pm is a short workday.
Reading at school, and turning off the computer at 3 pm is high on my priority list. As I strive to create a holistic balance in my life for next year too.
My clients are so important, their work will always be a high priority for me. As they come first, networking opportunities will be strategically planned around working commitments.
3. Collaborations & contras
A new collaboration with Kym Thompson from Clear View Imaging has been wonderful. She is an amazing local social media photographer. who offers quality photography and social media video clips for all your social media content.
She creates the sets, shoots the pics and I add copy, hashtags, planning and scheduling on the various platforms. I look forward to this taking more shape in 2020.
An awesome contra deal with Rebecca Swanson. I provided the copy for a LinkedIn article, blog and press release. Rebecca gifted me with some amazing coaching.
Blog writing sub-contracting with the amazing copywriter and trainer Leanne Shelton.
I’m super excited for next years collaborations. They are being fleshed out with a couple of different businesses. So watch this space.
I’ve been in discussions with a Government organisation. This is relating to mindset, overwhelm and mental health for small business owners. It’s a space I’m passionate about and will see where this leads.
To that point, there was an amazing FB group I was going to start. Yet, it’s currently benched after several discussions with some very experienced business owners. I’m heeding their advice and for now, and pivoting.
Meanwhile, I’ll be transitioning the concept into guest blogs in 2020. Various business experts will useful and practical information, within their area of expertise. It will be relevant and helpful guidance for the small business owner.
Why? I’m passionate to provide you with tools to create a holistic balance and growth in your personal and business life.
4. Subcontractors
I have an amazing growing team of Australian Sub-contractors, assisting to provide a second to none service. They assist in the following spaces:
Video editing
Social media and graphic design
Sales, project and admin support
There are two more VA’s (Marketing support and a copywriter), who’ve been screened. They fit the very stringent values and client focus testing. They will join the Versatile team as the business continues to grow.
5. Sydney VA group
I started a Sydney VA Facebook group called the Sydney Virtual Assistant Support Community, which now has 64 members. It provides a local support network for Sydney based virtual assistants.
Amanda Primrose is the other amazing group admin. We have arranged two meetups this year with many more to come in the new year. We’re looking at having marketing and sales support sessions.
Co-working catch-ups within LCA’s will be a focus in the new year, as it can be quite isolating working from home. It’s nice to bounce ideas off someone else and have a laugh and some company too.
6. Perceptions realised
With the experience of stating that I have law degrees, versus stating I’m a VA or I own a VA business. I’ve come to a rather uncomfortable realisation. There’s a perception around the (under) value of VA work. Particularly because people instinctively think $12 p/hr offshore or basic admin.
As such, I’m re-branding slightly in 2020. I still own Versatile VA. However, they’ll be a soft change with the addition of a tag line:
your outsourced marketing support
This will remove the assumption of only admin and make it clearer the value and service offering I’m providing.
As I further niche and refine my services over the years, my long-term clients and new clients alike will reap the benefits. The desire to provide an amazing customer-centred, professional experience will be unaltered.
Another exciting change: I’ll be creating packages for blogs and socials and these will be available early 2020. This is to further streamline and simplify the offering to my clients.
New offerings
Social media and blog writing planning coaching sessions are now available. It starts with a free discovery call where we connect via zoom and nut out a quarterly strategy together. This is still in its infancy and I look forward to providing this service to many more clients in the coming year. I will also be offering a free social media audit for all new clients. Many more offers to come too including incentives for continuing a retainer agreement.
7. Clients
What a blessing to work with such incredible businesses this year. I work with a variety of industries. From Finance and property sector, recruitment, marketing, coaching and health and wellness.
A huge thank you to you, my clients, for continuing to choose Versatile VA! Thank you for your clear concise communication, your passion for business growth and trust in me with your babies (your business). It’s lovely to feel a member of your team and I love working with each one of you. I’m so lucky to have scored such really lovely people!
Thank you also for the amazing reviews, they mean the world. It has been such a pleasure to provide vital support for your business growth and help to reduce overwhelm.
I am excited to say many of my project clients have indicated they intend to utilise my services again for their next projects.
My target: 5 new retainer clients by June 2019. My sub-contractors sitting in the sidelines can show what they’re made of. I too am looking forward to sinking my teeth into some new projects.
This year I had a client call from another State who was referred to me by someone I didn’t know. This is exciting news for me. She retained my services for a project and I hope to hear from her again in the future.
Growth space
Next year I intend to phone my clients more frequently, to add a more personal touch and check-in. Emails don’t cut it and I always intend to but time gets away. Upon reflection, this is now an important part of the service and is being allocated to the process.
There are some incredible new prospects I’ve recently met for coffee and fingers crossed. So excited by these prospects who are ethically aligned and their passion for their business is abundantly evident. Watch this space. I’d be honoured to work with them.
8. Public speaking
This year I lead one networking group session on time management and goal setting. I received brilliant feedback and gained benefit from it myself. Read more about the benefit here.
I decided to up the ante and push myself further out of my comfort zone. So I’ll be doing 4 public speaking engagements next year.
9. Continuous learning
Workshops
I have participated in workshops for:
SEO
Basic bookkeeping
Social media marketing
Marketing
Facebook Ads
Studying
Having completed a full copywriting course via UDEMY earlier this year, I am currently completing a Social Media Management Course via Freelance University. I want to continue expanding my knowledge in all things SEO, social media and copywriting, along with learning about the inner workings of several systems.
I’m now well aware business ownership is a learning journey, a journey of growth, and refinement. I’ve made my share of mistakes. I have laughed, connected with some absolutely inspiring, supportive and incredible business owners. Collaborated, cried, felt imposter syndrome 1000 times, doubted my abilities and questioned my decisions, felt excitement that I took another step in the right direction. I love my client’s, the challenges and the journey.
Mindset and business are super connected…what a rollercoaster it’s been. Bring on 2020. I have set myself challenges, am excited to continue to grow the business and myself.
Wishing you a happy restorative New Year!
Thank you for listening to my self-indulgent reflection, of a year that was. And after a short break, I look forward to serving and connecting with you next year. On that note, I hope you all enjoy a short break too. We all deserve a break, to spend time with loved ones, to allow ourselves. In fact, we all NEED a break. Taking time out helps you get back to the reason and mindset of when and why you started the business in the first place and gives you the mental energy to pivot and change when needed.
5 tips to help your business systemise and outsource
So you’ve decided it’s time to outsource your time-consuming business tasks and those projects as Marie Condo would say, that don’t ‘spark joy’.
You’re not alone, in Australia, numerous businesses are seeing the value in outsourcing significant parts of their work to online business services/outsourcing partners, as it brings in expertise from outside the business to assist with a specific project or manage a specific function, when required.
Outsourcing is an effective business strategy used by companies in all industries to run a cost effective and efficient business and is instrumental in business growth. However, for it to be effective, it’s important to do the groundwork first.
Here are 5 tips to help your business systemise and outsource like a pro.
1. Determine the tasks that you want to outsource
As a small business owner, you’re likely to be wearing many hats, to drive growth in your business, its vital you assess which tasks are not core to your business function, and systemise where possible and outsource the remainder. The first step is to record all the tasks which are NOT core to your business function.
You then need to assess which of these tasks take the most time to complete? Remember your time is money. The person you are hiring will, in most cases cost less per hour than you charge. By delegating the time-consuming tasks, you have allowed yourself the room to focus on your big picture business growth.
Next, write down at any tasks you don’t enjoy doing. If any tasks give you a sense of overwhelm or frustration, they should be outsourced, leaving you space to be a happier, healthier and more focused CEO.
Lastly, maybe there are tasks, which you actually enjoy doing and its not overly time-consuming, it may even be central to your business function, but you are now getting so busy you need an extra pair of hands now and then to help you out. Maybe you’re going away on holidays and need someone to hold down the fort? Sign up for our free template to help document your tasks.
2. Systemise your tasks
Before you outsource, assess if any tasks can be systemised. For example, if you are taking all the phone calls from prospect clients, diarising initial meetings and sending meeting invitations, consider using a booking system instead, e.g Calendly or Acuity. This allows your customers to book a meeting time which works best for them, (you’ve already set your available time), it will automatically place the booking into your calendar for you both, and can integrate with an online meeting tool like Skype or Zoom.
If you are emailing the same response to multiple customers, then set it up as an automated template. This can even be done using Gmail with canned responses. Use the systems you’re currently using and enhance them to work for you.
3. Document your processes
Once you’ve recorded all business tasks on a spreadsheet, document processes for all the tasks you intend to outsource. An easy way to do this to log in to Zoom and record yourself actually doing the task, it will record your voice your computer screen, then save it to a folder with a clear naming convention e.g.: ‘Business name_taskname_processes_year’.
To set up your outsourced project for success, always start with a clear statement of the outcome you want to achieve. Define your requirements clearly. Your outsource partner will need accurate complete information to provide a quality proposal covering requirements, time frame and cost.
Information to provide:
What is the process for the task (as above)?
What is the deadline or the priority for this task?
What documents, contacts, logins or other resources are needed to do the task?
Are there any risks or dependencies that may hold up task completion?
By relaying as much relevant and concise information as possible to your virtual assistant, you will increase clarity and accuracy and reduce overwhelm.
5. Build the trust – Start outsourcing with small tasks
In order to grow your business, outsourcing is essential. However, as a small business owner, you have a vested interest to provide the BEST service possible to your customers, so it can be daunting to trust someone to take on your work.
If you really want to grow as an entrepreneur, you’ve got to learn to delegate.
Richard Branson.
Outsourcing work to your marketing or virtual assistant involves trust they hold the same service and ethical values as you do. Using an outsourcing partner from your own country and background, with English as a first language and where you can validate references, or certifications with ease can help mitigate some of these concerns.
Consider doing a trial run with smaller tasks, before you make a long-term commitment. You will be able to ascertain if your outsource partner’s capabilities, communication and ethics are matched to your expectations and vice versa. Be prepared to put in time and effort to train and explain at the beginning, you won’t immediately have extra time but it won’t be too long before you will soon be reaping the benefits.
Open communication is key and as your business relationship evolves, provide feedback and solicit feedback from your outsource partner. Keeping an open line of communication is vital to ensure everyone is on the same page and expectations are being met on both sides.
Oursource your digital marketing tasks to Versatile Marketing
At Versatile Marketing, you can access customer centric, experienced marketing assistants and online business managers any time you need it, without the costs of having an employee. By staying focused on your core business function and outsourcing the rest, you can free up your time to get the balance back and scale your business.
Planning
