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5 Steps to Turn Your Business Into a Well Oiled Machine



how to automate your business
Image Credit: Unsplash

A lot of online business owners that I interact with run “one man” operations. They spend most of their time delivering to their clients, leaving little room to bring in new ones, and generally grow their business. I’ve been there myself, and it’s incredibly easy to get stuck on solopreneur island, because in order to get off you have to jump into the unknown water and swim.

There are a two main problems with being a solopreneur, and if you are one these it may seem very familiar to you. First of all, as mentioned above, it’s easy to get busy delivering to clients, but that doesn’t actually grow your business, getting NEW clients does. The other big problem is that everything depends on you. You can’t get sick, tired, or go on a holiday, because as soon as you take your foot off the gas pedal, everything stops. Funnily enough, many of us start our own businesses in order to get freedom, yet many just end up creating another job for themselves.

The good news is that you can get off solopreneur island. I’ve done it, and here’s how to do it yourself:

Step #1 – Get clarity & package your offers

A lot of solopreneurs offer a wide range of services. They talk to prospects from all angles, and tailor make their services to fit each unique client’s needs. Sounds like a noble thing to do, but it’s not sustainable. A better approach is to look at the common denominator of the clients you’ve already worked with, and see if you can turn that into a front end offer.

I used to talk to prospects, listen to their needs, and then create a proposal, which usually got rejected. Since we sell video production, I told myself that every video is different, and you can’t turn that into a package. That was simply a limiting belief, and we eventually started offering 30, 60, and 90 second videos with either template or custom graphics.

Look at all the things you’re offering, and see if you can turn your offers into a menu, just like at a restaurant.

“Time = life; therefore, waste your time and waste your life, or master your time and master your life.” – Alan Lakein

Step #2 – Start treating your website like the asset it could be

Your website can get you new clients on autopilot. Don’t hold your website back by having 3 portfolio items and a contact form. Turn it into a salesman.

We get anywhere from 5-20 new clients every single month through our website. The way to accomplish this is to first and foremost realize that people cannot make a purchase if they have unanswered questions. Put all the information they need to make a decision right there on your website. If your prices are less than $1,000 for what you offer, I believe you can make the sale right there on the website. If it’s higher than $1,000 I generally recommend to get people on a phone call first.

These are some things you should do to your website: describe the problem your audience has, describe your solution, show lots of previous work, and tons of testimonials. You should also answer all the frequently asked questions, offer a guarantee, show pictures of your team and most importantly, go for the sale/phone call, not a contact form. Don’t hold your website back, let it work for you.

Step #3 – Build a high quality team

People freak out about hiring. They think hiring means you have to be able to pay someone $60,000 a year, but that’s not true. Like anything else, you can and should, start small. I hired my Project Manager for 3 hours per week when we started.

You’ll also note I wrote “high quality” above. This is crucial. When you hire a $3/hour graphics designer from India, I promise you’ll get $3 quality work. The problem with being cheap when you hire is that you get people that aren’t good at what they do, and can’t solve their own problems. When people can’t solve their own problems it’ll be up to you to do that. You’ll end up working just as much as if you didn’t hire them in the first place, therefore you are effectively paying money to give yourself stress. Does that sound like a good deal to you?

It’s better to hire a $25/h person for 3 hours than a $5/h person for a month. Once I decided to try hiring a high quality freelancer instead of a cheap one, I instantly saw the benefits and have never gone back.

Step #4 – Build systems and procedures

You should have a process in place for everything that is done in your business, especially the stuff that is done repeatedly. Use project management software so that your client facing work always follows the same structure. Use Trello for internal processes. Create documents and checklists showing how to do things.

If you’re training a new employee, record a video rather than doing the training live as you should expect to have to train another person on the same exact thing in the future.  This way a ton of the training will already be ready to go if your employee quits on you (this happened to me and I was able to successfully replace a project manager and have the new one up and running within one week!)

“To be happy, we must not be too concerned with others.” – Albert Camus

Step #5 – Automate when possible

Make a list of every task that happens in your business from when a prospect finds you to when your product is delivered to them. Then, look at how many of those things can actually be done by a computer, and get to work using ApiX-Drive or Zapier and all your other tools.

If you find yourself having the same conversations over and over again, just record a video and save yourself the time! Every automation you put in place is going to save you minutes and eventually hours every single week. This frees up your time so that you can focus on growing your business, instead of just delivering to your clients.


Getting off solopreneur island is not rocket science. You’ll need to get clear on what your packages are, put your client acquisition on autopilot, get a high quality team in place, document and checklist everything, and finally automate what you can.

Once you actually go through with this you’ll find that your business can run without you, but more importantly you’ll be able to spend your time on growing the business, and not being forced to do the day-to-day operations.

What’s your main takeaway from this article? Comment below!

Robert Neckelius is an international online business owner and teacher who has lived in Sweden, Japan, USA, Australia, and Poland. He helps people start, grow, and eventually live off their online business so they can live a life of freedom. You can get more information here on my website

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How to Manage Your Startup’s Finances More Efficiently

No matter how groundbreaking your product or service, your startup could quickly be on shaky ground without proper financial management



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Running a triumphant startup requires juggling numerous responsibilities. From managing operations and coordinating with team members to developing innovative marketing strategies and nurturing relationships with clients, the to-do list seems endless. (more…)

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5 Strategic Power Moves to Successfully Build Your Empire

Transitioning from idea to empire is a journey of strategic planning, execution, and constant evolution



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The journey from a fledgling idea to a thriving empire is both exhilarating and daunting. The Startup Launchpad is not just a process but also a strategic framework that enables visionary entrepreneurs to become market leaders. This framework comprises five power moves, each a critical steppingstone in building a successful business.

These moves—Ideation, Business Plan, Online Presence, Strategic Marketing, and Launch and Growth—are the blueprint for turning aspirations into achievements. (more…)

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How to Avoid Startup Clichés and Buzzwords When Pitching Investors

Using jargon can make you sound like you’re trying to fill space instead of providing meaningful data



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Entrepreneurs frequently seek startup funding through a variety of channels. Yet, none seem as challenging as successfully pitching to experienced investors. After all, investors are pressed for time and eager for opportunities. These characteristics make it challenging to motivate them, especially if you’re bombarding them with a pitch full of jargon. (more…)

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From Idea to Empire: 5 Power Moves for Your Startup to Thrive in Today’s Market

As an entrepreneur, I’ve learned that understanding market dynamics and choosing the right business model are crucial



How to thrive in the startup market in 2024

As an entrepreneur, I’ve learned that understanding market dynamics and choosing the right business model are crucial.

A few months into the startup, I was quick to gauge why it is necessary to go beyond the nuances of operational efficiency and the art of sustaining a business amid growing competition.

Collaboration is key.

The HR and the recruiting teams work with departments to foster a culture of collaboration, but what’s indispensable to business performance is the sync between the marketing and sales teams. What we’d consider as entrepreneurs is the need to ensure seamless collaboration to predict and achieve business goals together. In turn, this will help secure long-term recurring revenue for the business.

Besides, entrepreneurs need to focus on revenue as they gear up to take their startup from $0 to $1 million. The journey is filled with critical decisions, from identifying your target customer base to choosing the right funding strategy.

So, what next?

Read on… because here are five practical, results-driven strategies that you as a founder can implement to make a mark in their industry.

#1. Embrace the Lean Methodology

What is lean methodology?

It is all about pivoting resources to create more value for customers with fewer resources. 

This principle encourages you to be more agile and allow rapid iteration based on customer feedback rather than spending years perfecting a product before it hits the market.

Want to implement it?

Here’s what you can do.

Build “Measure-Learn” Loop: What I did was develop a minimum viable product (MVP), a simple version of the product. You can do the same since it allows you to start the learning process as quickly as possible. After launching MVP, measure how customers use it and learn from their behaviors and feedback.

Here’s what I can recommend here:

  • Identify the core features that solve your customers’ primary needs and focus solely on those to develop your MVP.
  • Know the feedback channels where early users can communicate their experiences, suggestions, and complaints.
  • Analyze user behavior and feedback to make informed product development and iteration decisions.

#2. Focus on Customer Development

Let’s talk about taking our startup to the next level. 

It’s not just about getting customers – it’s about really getting to know them. We need to dive into their world, understand their struggles, and see how our product or service can make a difference in their lives. 

It’s like we’re detectives, piecing together the puzzle of our business hypothesis by actually chatting with our customers

What would you ideally do here?

Understand Customer Segments: I’d say, start dividing your target market into segments and develop a deep understanding of each segment’s demographics, behaviors, needs, and pain points. The idea is to get into their shoes and really feel what they feel.

Ensure your Product Clicks: When starting up, think of what you offer and consider whether it clicks with what our customers need. My thought was “Does my product solve their problems? Does it make their day better?” Put yourself through a tough grilling session to show customers the value proposition and ensure that the product’s promise matches what our customers are looking for.

I’d recommend the following actions here:

  • Talk to them – through surveys, interviews, or even casual chats. The goal? To gather real, raw insights about what they need and expect.
  • Use the collected data to create detailed profiles for each type of customer. This way, everyone on our team really understood we were serving. I think this should help your startup as well.
  • Try out different versions of our product with a few customer groups. It’s all about feedback here – understanding if you’re hitting the mark or if we need to pivot.

#3. Foster a Data-Driven Culture

The digital world is highly data driven since it fuels key decisions in a startup. 

I believe it’s essential for us to build a data-driven culture. This means, you’ll move from making decisions based on hunches or assumptions. Instead, the focus should be on data analytics and insights to guide our strategies and improve our outcomes.

What can you do?

Use Data Analytics Tools: You should be using these tools to gather, analyze, and interpret data related to customer behavior, market trends, and our business operations. Here, consider the adoption of pipeline forecasting that leverages AI to find patterns in marketing data. 

In turn, you’ll get areas for improvement since it can analyze historical data and predict the outcome for you to plan your.

Action Items:

  • Pinpoint key performance indicators (KPIs) that align with your business objectives and ensure they are measurable and actionable.
  • Next, you can consider training your team to understand and use data analytics tools. This might involve workshops or bringing in experts to build a data-savvy workforce.
  • Once everything is in place, regularly review data reports and dashboards. This gives us a clear picture of a startup’s health and helps adjust your strategies and predict future trends.

#4. Strengthen Your Financial Acumen

A good grip on financial skills is important to steer your business towards growth and making sure it stays on track. For this, you’ll have to understand the money side of things, which helps you manage your cash flow. Think of figuring out smart investment moves and sizing up any risks that come your way.

Here’s a tip on how you can get savvy with your finances.

Maintain Rigorous Financial Discipline: I’m really focused on cultivating a strong company culture, one that truly resonates with our mission. So, I’d suggest fostering open communication and encouraging a sense of ownership and collaboration among everyone in the team.

Action Items:

  • Get to know your financial statements inside out – I’m talking about the income statement, balance sheet, and cash flow statement. These are like the vital signs for your business’s financial health
  • Use financial forecasting that helps predict your future money moves. With this, you will have a heads-up on upcoming revenues, expenses, and how much cash you’ll need. Also, research on the available financial forecasting tools that can make predictions spot-on.
  • Don’t go at it alone. Regularly touch base with financial advisors or mentors. With them by your side, you’ll have a fresh perspective on your financial strategies to ensure you’re on the right path to hit your business goals.

5. Prioritize Team Building and Leadership Development

It is crucial to focus on building a solid team and developing strong leaders. This means putting our resources into the people who are going to propel our company forward. 

What you’ll aim for here?

Creating a culture where everyone collaborates and every team member has the chance to emerge as a leader.

What I would do:

Cultivate a Strong Company Culture: This culture should mirror our mission and foster open communication. It’s important that it encourages everyone to feel a sense of ownership and work together.

Invest in Leadership and Team Development: As founders, we’ll have to make way for opportunities for teams to enhance their skills, face new challenges, and grow in their careers.

Some concrete steps that you should consider taking:

  • Begin with clearly communicating your startup’s vision, mission, and values so that every team member is on the same page.
  • Conduct regular team-building activities and workshops to boost skills and strengthen a sense of unity and collaboration.
  • How about starting a mentorship program within our organization? The more experienced team members could guide and support the growth of newer or less experienced folks.
  • Alas… encourage feedback at all levels. We should keep striving to create an environment where open, honest communication is the norm and everyone feels safe to speak up.

I know it’s one thing to get your head around these ideas and quite another to actually make them a part of your everyday business life. But that’s where the real magic happens, right? It’s all in the doing. 

As a startup founder, this means more than just being a big dreamer. How about rolling up your sleeves to be the planner who pays attention to the smallest details. Ultimately, these tips and more tactics around it will help carve a leader in you who listens and cares and the learner who’s always ready to adapt

So, as you’re either starting out or moving forward on this entrepreneurial adventure, keep these practical tips right there.

May these be your guiding lights, helping you steer through the wild and exciting world of building a startup that’s not just a dream, but a thriving reality.

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