Full Transcript for Why Your Business Feels Harder Than It Should: Process Mapping and Automation with Jimena Serfaty

00:05:26.160 --> 00:05:31.920 Because we can solve something right now, because that's what you think this is what you need. 00:05:32.000 --> 00:05:38.480 But it's like, well, if in five years you want to get somewhere else, is this the best place to start? 00:05:38.640 --> 00:05:40.080 Is this what we want to do? 00:05:40.320 --> 00:05:42.720 We want to make sure that it grows with you. 00:05:42.960 --> 00:05:52.640 There's nothing worse, because I've seen this many times, than migrating a platform after years of using it, and you need to move everything with you. 00:05:53.520 --> 00:05:58.080 And that's just because you're just trying to solve this issue right now. 00:05:58.320 --> 00:06:12.560 And I think one of the biggest problems that I see is that people can visualize their process, and that's when the gaps happen because they're like, oh, I thought I'd fix this. 00:06:12.800 --> 00:06:14.800 And I'm like, let's go back. 00:06:14.960 --> 00:06:28.800 And that's what I do with people, I just put everything in a process map because when we see it, it's like, oh, that's where that was missing, that's where that email needs to go, that's where that video needs to be added, or that PDF or guide or whatever it is. 00:06:29.200 --> 00:06:31.600 So that's what I start doing with people. 00:06:31.760 --> 00:06:37.280 And when you see it, you can see, can you see that there's way too many steps here? 00:06:37.520 --> 00:06:42.240 Maybe we can reduce them easier for you and for the client. 00:06:42.480 --> 00:06:47.360 So I think the biggest issue is just people not being able to see their process. 00:06:47.680 --> 00:06:48.000 Right. 00:06:48.160 --> 00:07:06.320 So something you that it's so interesting because I think this is something that a lot of people do, or it's it's one of the biggest issues that I see too is that people start their business and they don't in the beginning, they don't create the process. 00:07:06.720 --> 00:07:13.920 They just like, but you actually have to stay, you yes, you have your business, but you have to think about the process along the way. 00:07:14.000 --> 00:07:26.560 And as you were sharing, the scalability because you could get into X system, but if it's not gonna scale with you, or if your process, yeah, if you're the only one that's doing it, how do you scale? 00:07:26.720 --> 00:07:31.680 I mean, maybe you don't want to scale, but you know, which is all well and good. 00:07:32.000 --> 00:07:36.400 But if you do, what does that look like and how do you do it, right? 00:07:36.960 --> 00:07:37.920 Exactly. 00:07:38.400 --> 00:07:44.720 One of the things that happen as well is people following trends because of platforms. 00:07:44.879 --> 00:07:55.280 So now this platform is super popular, so everybody wants there, and then they just use it a few months, or they're just using a few features because it happens. 00:07:55.360 --> 00:08:11.520 Oh, everybody recommends me this one, so I'm gonna buy this one, and then

you got 10 different platforms that you're using, but you're only using like one thing in each, and at the same time, they're not talking to each other, which creates more work for you at the end of the day. 00:08:11.920 --> 00:08:17.439 So that also happens, especially because nobody knows everything. 00:08:17.680 --> 00:08:33.600 So when you're trying to work and you're trying to move and continue to build your business or take your clients in, you're like, I need to learn this platform and doing this and doing that, or with your team, whoever is with you, or unless you're alone. 00:08:33.919 --> 00:08:38.960 So it's very hard for you to pick when you don't know. 00:08:39.200 --> 00:08:42.799 So you're like, ah, should I follow everybody? 00:08:42.960 --> 00:08:44.559 Is this the best for me? 00:08:44.960 --> 00:08:46.639 Or maybe there's another one. 00:08:46.799 --> 00:08:48.639 There's so many tools nowadays. 00:08:48.879 --> 00:08:53.600 Oh my god, there's so many tools, there's so many things, and so every day you're getting pitched with different things. 00:08:53.759 --> 00:09:05.519 And it's it's really great to have somebody else that's sort of like outside looking at what you're doing because sometimes you just, you know, it's what's right for you is not gonna be right for the for another person. 00:09:05.600 --> 00:09:28.639 And I know like there's there are a couple of CRMs out there, and I won't badmouth anybody, but there's a very popular one that's got a couple of initials, and a lot of people use it, and it's a great system, but it has so many different options that it's actually, you know, it's actually not, I think, the right system for a lot of people anymore because it's actually gotten too big or it's gotten too big. 00:09:28.879 --> 00:09:29.680 Too many. 00:09:30.000 --> 00:09:43.440 And it's anyway, but that's so really look at what you're look at the system that you're using and really dive into what is the right thing for you to move to scalability. 00:09:43.600 --> 00:09:47.680 And does it have more bells and whistles that you're gonna need? 00:09:47.920 --> 00:09:51.279 Because that's if it has too many bells and whistles, then why are you paying for the system? 00:09:51.360 --> 00:09:53.759 And like you're you're paying for all the other stuff. 00:09:54.080 --> 00:09:55.600 So I so I'm curious. 00:09:55.759 --> 00:09:59.920 So so, first of all, listeners, I think that's a really big thing for you to like stop and listen. 00:10:00.159 --> 00:10:04.480 Like, do you do you have your processes set up and mapped out? 00:10:04.639 --> 00:10:09.840 If you don't, do me a favor, set aside some time and map out your system. 00:10:10.000 --> 00:10:14.639 And if you need help, you can always reach out to one of us because we can we're happy to help walk you through that. 00:10:14.879 --> 00:10:42.159 But here's the other thing I wanted to ask, ask you, Jimena, is is what what are early warning signs for our our business owners and businesses that maybe there is something that you know they see the sign, and either that's they've outgrown their current process or they really need to make a shift. 00:10:42.320 --> 00:10:44.320 Like what what are the signs? 00:10:45.279 --> 00:10:57.759 So one thing, and this is something that I still see a lot in different size companies, is reminders for a contract, for a payment. 00:10:58.000 --> 00:11:11.519 People don't have that automated, so then you need to remember, somebody needs to, and then that can be just somewhere there, and you're like, didn't I have this person somewhere? 00:11:11.759 --> 00:11:12.879 What happened to that? 00:11:12.960 --> 00:11:15.360 And that's just because there's nobody tracking that. 00:11:15.519 --> 00:11:28.960 So having an automation for that, and even to flag if after you got all your steps, nothing happens, then tell a person, like the system, tells a person saying, Hey, reach out to them. 00:11:29.200 --> 00:11:30.800 So you can have both things. 00:11:30.879 --> 00:11:40.320 You can have an automation that does it for you, and then when all those stages pass, then you can go in and be like, hey, talk to me, what's going on? 00:11:40.480 --> 00:11:42.159 Let's have a conversation. 00:11:42.399 --> 00:11:56.480 And the other thing is this is more about when your system is too old or again, it just might not be the right one for you when you have so many works around. 00:11:56.639 --> 00:12:05.440 So it's like, oh, well, this one is not working, so I do this, and then you start covering and just patching things because that's what you're doing. 00:12:05.680 --> 00:12:12.960 And at the end of the day, it the thing that I see people is that they don't realize how much admin they end up doing. 00:12:13.279 --> 00:12:17.279 Most people don't time themselves, they don't have clock in, clock out. 00:12:17.440 --> 00:12:21.360 I usually do it because it just helps me see where my time is going. 00:12:21.840 --> 00:12:27.279 So because it's five minutes here, five minutes there, you don't realize. 00:12:27.440 --> 00:12:35.759 But if you start taking that into account, you're like, oh wow, I spend five hours doing all these extra things that I shouldn't be doing. 00:12:36.000 --> 00:12:37.600 That's why we build this system. 00:12:37.680 --> 00:12:38.399 What's going on? 00:12:38.480 --> 00:12:39.440 Right, right, right. 00:12:39.600 --> 00:12:41.120 So I like use it. 00:12:41.200 --> 00:12:42.399 So there's a free system out there. 00:12:42.480 --> 00:12:43.680 It's called Clockify. 00:12:43.759 --> 00:12:47.279 And Clockify, it's free, it's free, it's a free, it's a free tool. 00:12:47.600 --> 00:12:52.480 You can use it for, but a great way to track what your daily tasks are and what you're doing. 00:12:52.560 --> 00:12:57.840 And I I would highly recommend to anybody, again, this is a really, really, really big tip. 00:12:59.840 --> 00:13:11.200 Spend two weeks tracking everything you do for every

minute of the day that you're working, because you will be surprised. 00:13:11.279 --> 00:13:12.080 I will bet. 00:13:12.320 --> 00:13:13.759 You'll see where time is. 00:13:13.920 --> 00:13:26.560 Sometimes you might realize, oh, I just I did doom scrolling and you didn't realize you were doom scrolling, or maybe, you know, maybe you're watching the news more than you should, or you know, maybe you're spending more time. 00:13:26.800 --> 00:13:28.320 You know, where are you spending your time? 00:13:28.480 --> 00:13:33.120 If you're client focused, are you spending more time with client A than client B? 00:13:33.200 --> 00:13:36.080 And is client A paying you the same amount as client B? 00:13:36.639 --> 00:13:38.720 So 100%. 00:13:39.120 --> 00:13:41.200 And I use Clockyfy myself as well. 00:13:42.240 --> 00:13:44.399 So I also recommend it very much. 00:13:44.560 --> 00:13:48.879 So I think in there, you know, there's no there's no affiliate or anything like that. 00:13:48.960 --> 00:13:50.080 I just happen to think it's a great thing. 00:13:50.159 --> 00:13:54.480 But so we'll put a link to Clockify in there for people, you know, so you can track your track it. 00:13:56.240 --> 00:13:59.120 But yes, I think those are the two main things. 00:13:59.279 --> 00:14:03.840 It's just yeah, people they just don't realize where the time goes. 00:14:04.080 --> 00:14:11.279 And it could be with your team, it could be reviewing things, uh, anything that's happening. 00:14:11.600 --> 00:14:19.360 And again, two weeks is a great amount of time for you to be like, oh, yes, this is crazy like a whole day. 00:14:19.680 --> 00:14:20.879 So 100%. 00:14:21.200 --> 00:14:23.040 These will be the two things that I say the most. 00:14:23.680 --> 00:14:28.000 So, so this is you know, talking about systems and things like that. 00:14:28.240 --> 00:14:37.040 So a lot of times people just automatically assume, right, that they need a shiny new tool. 00:14:37.200 --> 00:14:38.320 Like something's not working. 00:14:38.480 --> 00:14:40.639 I need a shiny new tool. 00:14:41.840 --> 00:14:47.200 So how do you go in and help them determine, you know, that what the real problem is? 00:14:47.360 --> 00:14:52.879 You know, like sometimes it could be technology, sometimes it could be the process, sometimes it could be the people involved. 00:14:54.240 --> 00:14:56.960 Oh no, that is very true and right. 00:14:57.759 --> 00:15:05.200 But yes, so the thing is I just start with them asking them questions like, okay, what are what's happening? 00:15:05.360 --> 00:15:07.279 What are the issues that you see? 00:15:07.680 --> 00:15:11.440 And we start just like feeling things like, what do you think is a bottleneck? 00:15:11.600 --> 00:15:13.519 And we will start seeing what they say. 00:15:13.600 --> 00:15:22.480 Because they, yes, sometimes they will say it's a platform, or I don't think my platform like it's doing everything that I need. 00:15:22.800 --> 00:15:30.000 And the reality is most platforms are growing a lot, especially in the last three years. 00:15:30.159 --> 00:15:32.080 They evolved, they're adding new features. 00:15:32.320 --> 00:15:38.320 The ones that haven't done that, they're probably gonna be left behind because you need to keep moving. 00:15:38.480 --> 00:15:40.159 If not, bye-bye. 00:15:40.240 --> 00:15:41.840 Like we don't need to anymore. 00:15:42.080 --> 00:15:50.399 So we just need to understand is it because you change your offers or what you need or the process that you want to have in place? 00:15:50.560 --> 00:15:59.600 Because something that happens with processes in general is it's once you map it, that doesn't mean that that's the last version of it. 00:15:59.840 --> 00:16:02.159 Right with processes, they change. 00:16:02.320 --> 00:16:04.800 There's many, many iterations. 00:16:05.279 --> 00:16:12.240 You can create and set up one that you think, okay, this is gonna be it. 00:16:12.320 --> 00:16:16.639 But until people are start using it, you start using it, you're not gonna know. 00:16:16.960 --> 00:16:20.000 Your clients are gonna give you feedback, you're gonna realize. 00:16:20.080 --> 00:16:31.200 So something that happens is okay, I have all my onboarding set up, I send them the contracts, all the steps, but they keep asking me questions. 00:16:31.519 --> 00:16:35.840 All right, and now and I spend too much time just back and forth answering questions. 00:16:36.320 --> 00:16:42.080 All right, why don't you create a PDF for frequently asked questions? 00:16:42.320 --> 00:16:55.279 Or if they're having issues with our client portal, just to say something, add our recording of how to use it in that onboarding, so then you can avoid that. 00:16:55.360 --> 00:16:58.240 But again, you're not gonna know until you start using it. 00:16:58.720 --> 00:17:03.840 And then you do your little twicks here and there and see what works. 00:17:04.559 --> 00:17:07.599 But it's a lot of testing. 00:17:07.920 --> 00:17:09.920 That's the only way that you can realize. 00:17:10.079 --> 00:17:16.799 Just test things out, and when it comes to platforms, I just ask them, like, what do you want? 00:17:16.879 --> 00:17:17.839 What do you want to see? 00:17:18.159 --> 00:17:19.200 Which ones are you using? 00:17:19.279 --> 00:17:20.960 Like, what features are you using from this? 00:17:21.119 --> 00:17:26.159 Because again, a lot of the times they're just using not even 20% of it. 00:17:26.319 --> 00:17:27.599 So they're like, I don't want it. 00:17:27.679 --> 00:17:36.240 And I mean, and I'm like, is it that you don't want it, you don't know how to use it, or you didn't realize you had all these other possibilities in it. 00:17:37.039 --> 00:17:41.919 So we need to understand what's going, what's going on, right? 00:17:42.079 --> 00:17:51.599 So actually, something that you just said that I want to make sure that people actually really understand is that being able to measure and monitor and adjust to

what they're doing. 00:17:51.759 --> 00:17:56.480 You know, once you set something in motion, it's really important to test it. 00:17:56.559 --> 00:18:01.199 You know, maybe you have to measure it and monitor again, measure, monitor, and adjust. 00:18:01.599 --> 00:18:17.279 So I I want to go back to something that when you started your business, I saw something that you posted the other day, and you were and you said something about, you know, not having everything set up by the time I think you had your first client. 00:18:17.439 --> 00:18:19.679 So tell me about getting your first client. 00:18:19.839 --> 00:18:30.959 And because I think that's also something about that some people feel that they need to have absolutely everything in place before they hit go. 00:18:31.599 --> 00:18:33.919 And sometimes you just need to go. 00:18:34.879 --> 00:18:35.759 Exactly. 00:18:36.079 --> 00:18:36.799 100%. 00:18:37.679 --> 00:18:52.559 So I did VA five-day challenge with an amazing academy, and I just went in, and every day during five days of a week, you needed to just you had a task. 00:18:53.039 --> 00:19:01.279 And one of the tasks was to reach out to your network or people that you would like to work with and say, Hey, these are my new offers. 00:19:01.439 --> 00:19:06.639 Because during the week I created my own offers, I was like, these are my new offers. 00:19:07.119 --> 00:19:14.399 If you were looking for somebody like me, in my case, I started as admin BA, would you be interested in it? 00:19:15.679 --> 00:19:19.439 If not, tell me what you think, what other things would you be interested in? 00:19:19.599 --> 00:19:24.639 And if you know anybody that could be interested in these services, please let me know. 00:19:25.359 --> 00:19:29.599 I sent one email because I didn't know who to send it to. 00:19:29.679 --> 00:19:41.759 But I sent one email, and that person reached back to me and said, Hey, I actually got somebody that needs somebody to do admin, it was like data entry and invoicing. 00:19:42.000 --> 00:19:46.319 My parents are accountants, I've been doing that for them since I'm 11. 00:19:46.480 --> 00:19:49.359 So I was like, done, no problem. 00:19:50.000 --> 00:19:51.919 So that's how I got it. 00:19:52.000 --> 00:19:56.079 I didn't have contracts yet, I didn't have my invoicing platform. 00:19:56.319 --> 00:19:58.240 I continued doing the course after that. 00:19:58.399 --> 00:20:00.719 So I was like, okay, how do I invoice these people? 00:20:00.799 --> 00:20:04.159 I got a month or two figure this out so I can start with them. 00:20:04.319 --> 00:20:05.439 But that's what I did. 00:20:05.679 --> 00:20:11.679 I just need to take that step, and it can be so hard, especially when you're like, I'm not ready. 00:20:11.839 --> 00:20:14.879 I don't have a website, that's one that many people get stuck. 00:20:15.359 --> 00:20:18.240 And it's like, you don't even have a need a website for this. 00:20:19.119 --> 00:20:24.959 You can have, let's say, calendarly, like a scheduler that it's for free. 00:20:25.039 --> 00:20:28.399 You can have one event there just to get somebody in your calendar. 00:20:28.719 --> 00:20:37.119 You can use something like Notion, that is also for free, and you can create public pages, so you can put your offers there, and they can click and do everything. 00:20:37.279 --> 00:20:42.399 So you don't need even a website to start your business, you just need to start. 00:20:42.719 --> 00:20:44.000 That's all you need. 00:20:46.000 --> 00:20:47.919 It's so true, and it's so funny. 00:20:48.000 --> 00:20:55.839 You know, I I feel like sometimes websites right now are like TV shows and TV channels, right? 00:20:56.079 --> 00:20:57.279 There are so many. 00:20:57.439 --> 00:20:59.839 So, how do you get attention, right? 00:20:59.919 --> 00:21:01.439 How does it get attention? 00:21:01.759 --> 00:21:09.679 So, yes, it's great to have the website because people can go and and but you still have to drive traffic there. 00:21:10.639 --> 00:21:12.319 So, how are you driving traffic? 00:21:12.559 --> 00:21:19.199 So, really, the biggest thing is, and and listeners, you know, I'm a big proponent of relationship capital. 00:21:19.679 --> 00:21:23.039 You read to reach out and connect with people. 00:21:23.599 --> 00:21:25.519 Can we use the best? 00:21:25.679 --> 00:21:30.639 Yes, it's you know, and ask, you know, ask that question. 00:21:30.879 --> 00:21:35.679 And I I like I, you know, I'm always about the I'll call it the backdoor approach. 00:21:35.919 --> 00:21:38.399 Do you know anybody who could use? 00:21:39.119 --> 00:21:48.399 They could raise their hand or not, but exactly who or who do you know that might be right? 00:21:48.639 --> 00:22:07.839 So when you when you ask the question, you can tell people what you're doing, then they might raise their own hand, but exactly unless you, you know, anyway, so that's so important to you know, ask ask that ask people, reach out, connect with people. 00:22:08.079 --> 00:22:13.679 So, you know, what is the thing that you like the most? 00:22:13.839 --> 00:22:16.719 Like what is your favorite thing to do in your business? 00:22:19.839 --> 00:22:22.000 My process mapping sessions. 00:22:22.319 --> 00:22:30.639 Because when I'm talking to people and I'm asking them questions, and they're like, Oh, I had I had people even telling me I don't have a process. 00:22:31.839 --> 00:22:34.719 And I tell them, you do have a process. 00:22:35.039 --> 00:22:37.519 You just don't call it a process, but you do have it. 00:22:37.759 --> 00:22:39.919 There are steps that you're following for this. 00:22:40.319 --> 00:22:44.559 So as soon as you start speaking, I start thinking. 00:22:44.799 --> 00:22:52.159 So by the time they're telling me something, I'm already two, three steps ahead, thinking of like, they need to add this, they need to add that. 00:22:52.319 --> 00:22:55.839 I also add a lot of the okay, what happens if somebody

says no? 00:22:56.319 --> 00:22:57.599 Well, that never happens. 00:22:57.759 --> 00:23:00.319 But what happens if it does happen? 00:23:00.639 --> 00:23:02.959 We need to have that option as well. 00:23:03.279 --> 00:23:06.240 Because if one day that happens, you're not prepared for it. 00:23:06.319 --> 00:23:08.879 And you're like, ah, what do I do now? 00:23:09.119 --> 00:23:12.480 So just process mapping is my favorite thing. 00:23:12.719 --> 00:23:18.879 Just helping people untangle all that and getting all those steps and ideas out of their head. 00:23:19.039 --> 00:23:21.039 Because it happens to most of us. 00:23:21.199 --> 00:23:22.480 Everything just lives in our head. 00:23:22.559 --> 00:23:26.959 And it's like, how do I take all of this out in an organized way? 00:23:27.359 --> 00:23:28.079 Yeah, you know what? 00:23:28.240 --> 00:23:35.839 And sometimes it's so much easier to be able to share that with somebody because they can actually dissect it and and and share that with them, you know. 00:23:35.919 --> 00:23:36.639 So it's really great. 00:23:36.879 --> 00:23:37.279 Exactly. 00:23:38.159 --> 00:23:42.480 So I could talk to you about this for hours and hours and hours because I think this is such an important process. 00:23:42.559 --> 00:23:52.480 But so, how can our listeners connect with you and learn more about what you're doing and you know, even get a process mapping session with you? 00:23:53.359 --> 00:23:56.559 You can find me on jimian.co. 00:23:57.199 --> 00:23:58.399 That's my website. 00:23:58.639 --> 00:24:02.559 You can use my full name, Jimena Sarfati, in LinkedIn. 00:24:02.639 --> 00:24:06.240 You can also find me there and on my Instagram as well. 00:24:06.399 --> 00:24:09.039 That is Jimmy and C O. 00:24:09.759 --> 00:24:12.480 Oh, the lower dash blind. 00:24:12.559 --> 00:24:13.199 Yeah. 00:24:13.599 --> 00:24:18.799 Well, we will put all of those links in the show notes so you guys will have all of them. 00:24:18.879 --> 00:24:33.279 So please do me the favor, listeners, and connect with Jimina because you know, the what she's offering and what she does is so important, particularly in the business world, to have you to have unstoppable success at creating those processes for you. 00:24:33.519 --> 00:24:36.240 And then, listeners, please do me the other favor. 00:24:36.799 --> 00:24:43.519 We would love for you to share this episode with your friends, your family, and your colleagues, and then also become a supporter of the show. 00:24:43.839 --> 00:24:48.879 Unstoppable success is all about helping you have that unstoppable success. 00:24:49.039 --> 00:25:05.279 And when you're a supporter of the show, you actually get behind-the-scenes show notes, you get extra material from our amazing guests, and you also get extra insight into our community. 00:25:05.439 --> 00:25:08.079 So join and become a supporter of the show. 00:25:08.240 --> 00:25:10.399 The link for that will be in the show notes. 00:25:10.639 --> 00:25:12.879 Listeners, thank you so much for listening. 00:25:13.039 --> 00:25:15.119 We so appreciate each and every one of you. 00:25:15.199 --> 00:25:18.799 And thank you for being Himana to be a great guest. 00:25:19.119 --> 00:25:20.799 I so appreciate having you. 00:25:21.039 --> 00:25:24.480 And listeners, this is the Unstoppable Success Podcast. 00:25:24.559 --> 00:25:29.599 I'm your host, Jaclyn Strominger, and we are here to help you leap to your greatest success. 00:25:37.279 --> 00:25:40.079 Here's to your unstoppable success. 00:25:40.559 --> 00:25:45.199 You've been listening to the Unstoppable Success podcast with Jaclyn Strominger. 00:25:45.679 --> 00:25:50.159 Subscribe, share, and keep building your unstoppable life. 00:25:50.480 --> 00:25:52.240 We'll see you at the top.