How to Scale Your Health and Wellness Business Using Systems and Processes


As a solopreneur or small enterprise proprietor within the well being and wellness business, checking off every day’s seemingly countless duties—from lead era to shopper onboarding to precise teaching to invoicing—is difficult sufficient; with the restricted time you have got, creating (or fine-tuning present) methods and processes is probably going on the backside of your precedence listing.

And in addition to, aren’t methods and processes extra suited to large-scale firms (suppose: Google, McDonald’s, Amazon) with 1000’s or tens of millions of staff? Reply: No. 

Programs and processes are useful to all companies, irrespective of their measurement.

Accomplished proper, they may enable you step away from the effort of day-to-day menial duties to concentrate on high-value actions that’ll quickly scale your enterprise and income.

On this article, be taught what methods and processes are, the precise advantages they could carry to your well being and wellness enterprise, and, most significantly, how, precisely, you must go about constructing—and implementing—efficient, environment friendly methods and processes.

What Are “Programs and Processes”?

Whereas methods and processes are sometimes used interchangeably, they’re distinct ideas. To elaborate: A system is a set of processes, instruments, individuals, and techniques that work collectively to unravel an issue or obtain a enterprise objective.

Take, as an illustration, your email marketing. Your system might appear like this:

  • Processes: Develop a content material calendar, draft emails, and create automated gross sales funnels.
  • Instruments: A content material calendar platform (e.g., Trello, CoSchedule, or Asana), phrase processor (e.g., Microsoft Phrase 365, Google Docs, or Apple Pages), e-mail advertising and marketing service (e.g., ConvertKit, Drip, or Mailchimp)
  • Individuals: You (in the event you’re a solopreneur)
  • Methods: Your focus is on quick, scannable e-mail content material to catch the reader’s consideration, so your key messages get learn and remembered.

However, processes check with all of the steps you are taking to finish a activity. For instance, listed here are the steps you could take to develop an e-mail content material calendar:

  1. Analysis trending business matters.
  2. Evaluate generally requested questions from shoppers.
  3. Record eight e-mail matters.
  4. Plug them into your content material calendar platform, together with their publishing dates.

Backside line? Any time you have got a selected manner of doing issues in your enterprise (e.g., shopper outreach), that, in itself, is a system. And likelihood is, you most likely have already got a lot of methods arrange and operating in your enterprise—with out even realizing it.

Advantages of Programs and Processes for Companies (When Accomplished Proper)

However here is the factor: Not all methods and processes assist your enterprise.

Extra particularly, some methods could also be pointless, counterproductive, overly costly, or too time-consuming—in the end that means you find yourself doing extra however with much less to point out for it. Because of this, you could possibly finally end up burned out, overwhelmed, and exhausted.

Evaluate that to efficient, environment friendly methods that break down duties into documented, repeatable, step-by-step processes that enable you:

  • Enhance productiveness: With all the things laid out, you don’t should reinvent the wheel each time you want one thing achieved, serving to you do extra in much less time.
  • Ship a constant expertise: Say goodbye to forgetting about scheduling check-in sessions with shoppers or accumulating fee. Nicely-documented methods and processes can help you create constant experiences for all potential and present shoppers, driving shopper loyalty. 
  • Scale your enterprise: There’s typically a direct correlation between the variety of efficient, environment friendly methods operating in your enterprise to the period of time you must spend on creating new services that cater to totally different buyer segments (e.g., branching into online personal training as a Certified Personal Trainer), so that you enhance your income.
  • Decrease labor prices: Prepared to begin hiring (or already operating a group)? Nicely-documented methods and processes assist even new staff hit the bottom operating as they’ve a set, unambiguous manner of doing issues. This implies you’ll spend much less time (and cash) coaching new staff, supervising their work, and requesting edits.

How one can Create Programs and Processes That Work

To reiterate: When the precise methods are in place, you’ll enhance productiveness, scale back stress, be higher in a position to concentrate on revenue-generating work, and enhance revenue margins.

Now, the one query is: How precisely do you go about constructing essentially the most streamlined, environment friendly, and efficient methods and processes based mostly on your enterprise objectives? There are 4 steps to it.

#1: Doc Every little thing You Do

Step one is to doc all of the actions you do to run your enterprise.

This might embody duties you do repeatedly (e.g., happening shopper discovery calls, publishing weblog posts, sending out invoices) or a single exercise you suppose you’ll probably repeat sooner or later (e.g., writing an e-book, providing free trials, or launching a brand new service providing).

Here is a tip: As an alternative of attempting to recall all the things you do for your enterprise in a single sitting, go about your day as traditional for every week and make a remark of all the things you do. This fashion, you are much less more likely to overlook one thing necessary.

To assist add extra construction to your methods, think about categorizing your actions when it comes to enterprise features:

  • Operations: These are actions you try this handle your enterprise’s “inside workings.” Examples embody enterprise objective setting, e-mail administration, and private web site upkeep.
  • Gross sales and advertising and marketing: These are actions you do to draw and convert shoppers. Examples embody content marketing, automated gross sales funnels, and product launches.
  • Finance: Every little thing to do with cash, together with invoicing shoppers, paying staff, and filing taxes.

#2: Break Down Every Exercise

After getting a listing of actions (i.e., methods) your enterprise must operate, break down every one based on the method, instruments, and other people wanted to finish it from begin to end:

  • Course of: The step-by-step sequence of actions
  • Instruments: The required units, apps, or software program you utilize
  • Individuals: The particular person (or individuals) accountable for every step of the method
  • Methods: The techniques, suggestions, or methods you utilize

#3: Search for Methods to Enhance Your Programs

Earlier than you leap proper into overhauling each system in your enterprise, know this. You solely need to remodel a system if—and provided that—it will provide you with a big strategic benefit. In order you are evaluating potential tweaks, ask your self:

  • Will it present a direct worth to shoppers?
  • Will it make issues simpler and extra environment friendly for me (and my group)?
  • Will it scale back prices?
  • Will it enhance income and/or revenue margins?

In the event you aren’t going to hit a kind of issues, you must most likely depart that system as is and focus your consideration elsewhere.

However as soon as you’ve got recognized a enterprise system that is an excellent candidate for an overhaul, some of the necessary issues to do is decide the place you are ranging from (i.e., your baseline) and the place you hope to finish up.

That is the place key efficiency indicators (KPIs)—like income, bills, revenue margins, gross sales conversions, and different monetary ratios—are available.

How one can Enhance Your System

Then, with the specified outcomes or outcomes you need, use the next framework to brainstorm methods to enhance your system:

  1. Delete: What are you able to get rid of from the system as a result of the processes, instruments, individuals, or methods are time-consuming, pointless, redundant, not related, or unproductive? For instance, do you really want to pay for a premium accounting software once you solely use its most elementary options (which you could possibly simply get from one other free software)?
  2. Defer: Which features of the system could possibly be useful however do not actually should be a part of the system proper now? For instance, upgrading to a pricier e-mail advertising and marketing software program that permits you entry to options like pre-built automation workflows, break up testing, efficiency studies, and SMS push notifications might sound like a good suggestion, however you’re unlikely to see optimistic (or dependable) outcomes with a small subscriber rely.
  3. Automate: What duties are you able to automate utilizing software program, apps, or different instruments? A 2017 McKinsey report on productiveness and automation suggests about 60% of all occupations have at the very least 30% of constituent actions that could possibly be automated. As an illustration, among the best personal training apps and software programs may help you handle administrative duties (e.g., shopper reserving), fee processing, and shoppers’ exercise applications—multi functional centralized location.  
  4. Delegate: What duties stop you from taking advantage of your time, vitality, abilities, and experience (e.g., chasing shoppers for fee)? What duties do you dislike doing (e.g., individually combing by means of suggestions types)? These are sometimes the duties you must delegate or outsource to others (every time doable).
  5. Consolidate: Is it doable to consolidate your duties or batch them with the intention to full them quicker? Combing by means of generally requested questions in your social media posts might assist offer you loads of concepts for potential weblog publish matters, as an illustration. 

#4: Roll Out, Consider, and Refine

You’ve recognized a enterprise system that must be overhauled, outlined your excellent consequence, and developed a plan to enhance its processes. Now, it’s time to implement.

And whereas it could be tempting to suppose “mission achieved” and pat your self on the again for a job effectively achieved, as soon as a brand new system is in place, you must take time to judge it. When you’ve got a group, be certain that they know your new enterprise course of is not set in stone and also you welcome trustworthy suggestions in regards to the adjustments.

You and your group (the place relevant) ought to take into consideration the next questions:

  • Did the brand new system resolve an issue or attain a objective?
  • How a lot enchancment may be attributed to the brand new system?
  • If there wasn’t any enchancment, what was the trigger? How will you treatment the state of affairs or maybe return to the best way issues have been?

At any time when essential, return to the drafting board and proceed to tweak and refine your system.

And that is your first system overhaul. Now, remember to repeat the method with one other system:

  1. Evaluate your listing of potential enterprise methods.
  2. Choose one with the utmost potential (e.g., most important influence in your revenue margins) and create the brand new system.
  3. Take a look at the system in your enterprise—and refine it to work out any bottlenecks, glitches, and hiccups.
  4. Repeat the method once more.

#5: Retailer Your Enterprise Programs Someplace Protected

At this level, you should have documented at the very least a dozen methods that’ll assist your enterprise run like a well-oiled machine.

Think about in the event you misplaced them since you wrote them on random sticky notes and scraps of paper. Past losing your time, you could possibly lose useful info since you’ve forgotten your methods.

To forestall that catastrophe, you must doc all methods—which means all processes, instruments, individuals, and techniques—utilizing organized, well-designed instruments.

Examples embody Evernote, One Note, Google Drive, Asana, Trello, and Notion.

In the event you use a couple of platform (e.g., you utilize Asana to retailer your course of checklists), ensure you arrange one central reference level with hyperlinks to all different related documentation. Sure: Meaning you must think about using platforms that work effectively collectively.


Constructing the precise methods to help your enterprise may be extremely useful.

They can help you run your operations easily and effectively, releasing up treasured time you could possibly make investments elsewhere.

Whereas organising new methods—and fine-tuning present ones—takes effort and time, it’s all value it when all the things comes collectively to be just right for you.


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