Ep 1 | How Your Systems Can Shrink Your Payroll Costs and Increase Your Profit - Descript

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Welcome to the Day to Day Assist podcast.

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I'm your host, Jennifer, here to give

you bite sized tips on how to transform

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your workday with strategic processes,

technology, and human resources.

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My goal is to help you run your

side hustle, six figure, or multi

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million dollar business chaos free.

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More income does not

automatically equal more profit.

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Profit is what's left over after you've

paid all of your expenses for the month.

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So that $10,000 payment that

hit from your client minus all

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the software, all the team, all.

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All the materials, all the owners pay.

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All the marketing.

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Et cetera.

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If you want to increase your

profitability, focusing on your systems

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is one way that you can do that.

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An investment in your systems is

honestly one of the only investments

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that will help you save money

and make money at the same time.

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In this episode, I will share three ways

systems can increase your profitability

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by reducing your monthly expenses.

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Okay.

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So number one is systems help your team

work more efficiently throughout the day.

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Which will help you save on payroll.

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About three years ago, I worked for

the government doing human resource

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work for soldiers who were retiring.

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The job had absolutely nothing documented.

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And, if any of you listening to

this episode, have ever worked

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for the government, you know

it's a whole different world.

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They have clearance processes and

softwares that are just exclusive to them.

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I had to ask my manager how

to do every little thing...

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almost every day.

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And if I forgot to take a note of

what he was saying, or if I had a

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soldier who had, you know, some type

of unique situation, which they all

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have some type of unique situation,

then I had to wait for him to help me.

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And not only was this annoying,

but it took me so long to do

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what I needed to do, which.

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Which meant that my company was not

getting the most out of my working hours.

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Maybe in your business, you have an

employee or a contractor who constantly

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has to ask you questions about how

to deliver services to your clients

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or how to do certain everyday tasks.

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And that's costing you hours

because that team member is

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adding all of that time to their.

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Our time sheet that they're sending

you at the end of every month.

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When you have things documented correctly

and your process for delivering services

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is essentially the same for every

client, your team is able to work without

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constantly having to ask you questions.

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Or waste time.

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You won't have to wonder why it

took them so long to do something

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that takes you 20 or 30 minutes.

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And.

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When they are more efficient,

you can save money on payroll.

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Number two.

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Automated systems could help you

reduce operational costs by up to 30%.

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There's a company called McKinsey

and Company, and they are

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a popular consulting firm.

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Who released a study in 2019

with that exact statement.

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I will link it in.

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The podcast description below in case you

want to go and read it for yourself, but.

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I meet business owners all the

time who are just really hesitant

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about investing in tech tools and

automation and it always surprises me.

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I'm talking about companies making.

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one to $5 million per year.

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Okay.

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And.

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While I do understand that

it can seem expensive.

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I know that some tools.

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Are are, can go upwards of a

thousand dollars per month.

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And.

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Those fees can just add up with more

team members, but most of the tools

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we help our clients use will do

the work that you would pay a team

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member way more money to do manually.

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Let's say that right now You are paying an

admin to send out your invoice reminders

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or your receipts to your clients manually.

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Maybe it's only taking them a couple

of hours a week to do that at.

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At $30 an hour or so.

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You think that it's not that bad.

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But $60 per week times four weeks

in a month is $240 to send out

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invoice reminders and receipts.

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And.

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There's just so much room for human

error and forgetfulness and sending out

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reminders and things like that manually.

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With an automated client follow-up

system in your CRM tool for maybe $50 a

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month, you could do the same exact thing

with less error and even more volume.

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Now you cut that monthly

expense down by almost $200.

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And if you applied that same

example to multiple repetitive

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tasks in your business.

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You would be saving so much time.

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You could be automating.

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Mundane, repetitive, cumbersome tasks and

using your payroll budget to have people

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on your team who can focus on higher

level work, like improving the client

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experience, business growth, strategy,

service fulfillment, things like that.

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When you start to see technology and

automation as an asset or an investment,

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and not just another monthly subscription,

then you can really start to save

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money in the long run by using it.

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And last but not least number three.

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Systems help you remain in your CEO role.

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And avoid overspending on tasks.

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I'm working with a real estate agent

right now who told me when we first

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started working together, "you know,

Jennifer, I spend my entire day telling

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my team to 'do this' and to 'do that'."

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Those were literally her exact words.

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Because she has to explain everything

over and over and over again, she's

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spending more money paying her team

member for that learning curve.

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And she spending her hourly rate on it.

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Plus.

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She's paying them to correct whatever

mistakes they make, because she doesn't

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have any steps written out anywhere

for them to reference and do the work

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correctly the first time, which is why

we're helping her with that right now.

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But when you don't have systems,

you're forced to step out of your CEO

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position and pay yourself to do tasks

that you just have no business doing.

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If your CEO, hourly rate is $200

an hour and the hourly rate of

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the person sending out reminder

emails is $35 an hour, then you're

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spending $200 doing a task that

you originally allocated $35 for.

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Systems just help everyone get paid for

the type of work that they're doing,

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which keeps you from overspending.

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Okay.

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So today you heard me talk about how

systems are going to help your team be

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more efficient to reduce your payroll.

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Reduce operations costs by up to 30%.

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And they're going to help you

step back into your CEO role.

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Now you can take what you learned

from this episode and, you know,

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go and see how your systems

could be impacting your expenses.

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I know you're probably already having

conversations with your CPA about

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how to increase your profit in 2025.

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With more profit, you can

just do so many things.

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You can pay yourself more, you can

purchase or start another company.

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You can hire more team members.

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You can invest in the

development of your business.

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Or you can even pay off debt.

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Investing in your systems will

increase your profitability by

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reducing your expenses and freeing

up time for you and your team to

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work with more clients next year.

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If you're a service provider in the real

estate, consulting, or creative industry,

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and you want this for your business.

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Then we have the perfect service for you.

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All of those nagging operations

problems your business has been

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experiencing can finally be eliminated

in two months or less with our

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Done-for-You Systems Service.

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Your processes will be simplified.

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Your tech tools will be set up.

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And.

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And all of the procedures will

be documented so that your

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team can follow them easily.

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You will increase your profit margin

and be able to remove yourself from

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day to day work if that's your desire.

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As always, you can find more

information about this service by

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clicking the link in the show notes.