Last Updated on September 3, 2024 by Treana Wunsch
Building a business that runs itself might sound like a dream, but it’s a dream worth chasing. Did you know that only about 50% of businesses survive past their fifth year? Yeah, it’s a grim stat, but it’s one that keeps many business owners up at night. But what if I told you that the key to not just surviving but thriving lies in creating a business that doesn’t need you 24/7? That’s right! Imagine a life where your business works for you, not the other way around.
For service-based skilled trades businesses, the grind can be relentless. You’re often juggling multiple roles—project manager, marketer, accountant—it’s a lot. Trust me, I’ve been there, and I’ve seen clients go through the same thing. They start with big dreams, but soon they’re drowning in the day-to-day tasks. That’s why the idea of building a self-running business isn’t just a luxury; it’s a necessity. If you want to achieve long-term sustainability and, more importantly, personal freedom, then this is something you need to consider seriously.
Now, I’m not here to sell you on a magic formula because, let’s be real, there isn’t one. What I can offer, though, is my approach: work smarter, not harder. It’s something I’ve preached for years, both in my own businesses and to my clients. The beauty of this philosophy is that it emphasizes automating and delegating the right tasks, which is critical for creating a business that can thrive without you needing to micromanage everything. It’s about setting up systems that work so well that you can step away—whether it’s for a vacation or just to spend more time on the parts of the business you actually enjoy.
I’m not saying it’s easy. I remember when I first started trying to systematize my business. It felt like I was trying to juggle while walking a tightrope. But over time, with trial and error (and more than a few mistakes), I figured out what works. And that’s what I’m here to share with you—practical, real-world tips that I’ve learned from both my own journey and from helping clients transform their businesses. So, if you’re ready to start building a business that runs itself, keep reading, because I’ve got some juicy insights coming your way.
Step 1: Audit Your Current Business Operations
Building a business that runs itself starts with understanding what’s working and what’s not. And yeah, I know the word “audit” makes most of us groan—it sounds like something boring accountants do. But in reality, auditing your business operations is like taking a deep breath and figuring out exactly where you stand. Without this step, you’re just guessing at what needs fixing.
Identify the Core Functions of Your Business
The first thing you need to do is identify the core functions of your business. I’m talking about the nuts and bolts—service delivery, client management, financial management, and marketing. Think of these as the pillars holding up your entire operation. If one of them crumbles, everything else will follow. I once had a client—let’s call him Dave—who thought his main problem was marketing. But after digging deeper, we found out that his service delivery was where the real issue lay. He was over-promising and under-delivering, which tanked his client retention. Identifying this core function helped us focus on what really mattered.
Evaluate the Efficiency of Your Operations
Once you’ve nailed down the core functions, it’s time to evaluate how efficiently they’re running. Are you spending too much time putting out fires instead of moving forward? Are there tasks that you could easily delegate or automate? One practical tip here is to create a simple checklist of your daily, weekly, and monthly tasks. Rate each one based on how smoothly it runs. If you’re constantly bogged down by a task, that’s a sign it needs some love—or maybe it’s time to let it go entirely.
Spot the Bottlenecks: Where Your Business Slows Down
Now let’s talk about bottlenecks—the places where your business starts to choke. These are the sneaky little spots that slow everything down, and trust me, every business has them. I had another client, Lisa, who was great at bringing in new clients but terrible at managing her finances. She didn’t have a reliable system for invoicing or following up on payments, which meant her cash flow was all over the place. Identifying this bottleneck was like flipping a switch—once we fixed it, everything else started to flow much more smoothly.
Case Study: Mike's Financial Bottleneck and How We Fixed It
Speaking of bottlenecks, let me tell you about Mike. Mike’s business was stuck because of a financial bottleneck. He was awesome at getting projects done, but when it came to cash flow, he was constantly in panic mode. We did a deep dive into his operations and found out that his invoicing system was a mess. Clients weren’t paying on time, and Mike didn’t have the tools in place to track overdue payments. We set up a streamlined invoicing process, complete with automated reminders, and it made all the difference. Suddenly, Mike wasn’t just surviving—he was thriving.
Time Commitment: Realistically, this audit process can take about 6-8 weeks if you’re working 80 hours a week. It’s a time-consuming step, but it’s essential for setting the stage for everything else. Take your time with it, and make sure you’re thorough.
RELATED ARTICLE: How a Business Process Audit Can Streamline Your Operations and Boost Profit
Step 2: Planning and Coordination
So you’ve audited your business and have a clear picture of where you stand. Great! Now it’s time to put together a game plan that keeps everything running smoothly. Trust me, flying by the seat of your pants is only fun until it isn’t. Planning and coordination are what will keep your business on track, even when life throws you a curveball.
Create a Strategic Business Plan Aligned with Your Goals
The first step here is to create a strategic business plan that aligns with your long-term goals. This isn’t just about writing down some lofty dreams; it’s about getting clear on where you want to go and how you’re going to get there. When I first started, I was all over the place—taking on projects that didn’t align with my goals just to pay the bills. But once I sat down and mapped out a plan, I was able to focus on the work that mattered and start saying “no” to the stuff that didn’t.
Implement Project Management Tools for Better Coordination
Planning is great, but without the right tools to keep you on track, it’s easy to get lost. This is where project management tools come in. Whether it’s Trello, Asana, or good old Google Workspace, find a system that works for you and stick to it. One of my clients was a total mess when it came to deadlines. He had great ideas but no system to bring them to life. We set him up with a simple workflow in Google Workspace, and suddenly, his team was more organized, projects were getting completed on time, and he was less stressed.
Ensure Smooth Communication Across Your Team
Even with the best plans and tools, things can fall apart if your team isn’t communicating effectively. I’ve seen it happen—one department has no idea what the other is doing, and projects get delayed because of it. To prevent this, make sure everyone is on the same page. Regular check-ins, clear communication channels, and setting expectations from the get-go can make a world of difference.
Case Study: How Effective Planning Saved a Business
Let me tell you about a client I’ll call Sarah. Sarah’s business was in chaos—projects were delayed, clients were unhappy, and her team was overwhelmed. We took a step back and realized that the problem wasn’t the work itself but the lack of planning and coordination. We implemented a strategic business plan, introduced project management tools, and set up regular team meetings. Within a few months, Sarah’s business was back on track, and she even started taking weekends off again—something she hadn’t done in years.
Time Commitment: Planning and coordination will likely take about 5-7 weeks if you’re working 80 hours a week. This step is crucial for ensuring that your business has a clear direction and that your team is aligned with your goals.
RELATED ARTICLE: How to Write a Business Plan for Small Business: The Intro
Step 3: Systematize and Streamline Processes
Once you’ve got your plans in place, it’s time to systematize and streamline your processes. This step is all about making your business as efficient as possible so you can focus on what really matters—growing your business and enjoying the freedom you’ve worked so hard to achieve.
Document Your Processes with Standard Operating Procedures (SOPs)
If there’s one thing I’ve learned, it’s that you can’t rely on memory alone to keep your business running smoothly. That’s why documenting your processes is crucial. Standard Operating Procedures (SOPs) might sound like something out of a corporate handbook, but they’re essential for small businesses too. When you have SOPs in place, you don’t have to worry about things falling apart if you’re not around. I remember working with a client who didn’t have anything documented. When one of his key employees left, it was like the sky was falling. We spent weeks scrambling to piece things back together. After that, we made sure to document everything—and I mean everything.
Automate Routine Tasks with the Right Tools
Let’s face it: Some tasks are just plain boring. But that doesn’t mean they aren’t important. The good news? You don’t have to do them all yourself. Automation is your best friend here. Whether it’s invoicing, scheduling, or even marketing, there are tools out there that can handle the repetitive stuff so you can focus on bigger things.
I’ve used everything from CRM systems to social media schedulers to free up my time. One of my clients was spending hours every week manually sending out invoices. We set him up on Quickbooks Online, and suddenly, he had those hours back to focus on growing his business.
Delegate Tasks to Free Up Your Time
Automation is great, but not everything can be automated. That’s where delegation comes in. I’ll be honest—this was a tough one for me. Letting go of control and trusting someone else to get the job done was scary. But the truth is, you can’t do everything yourself.
By delegating tasks to the right people, you’re not just freeing up your time—you’re also empowering your team to take on more responsibility. One client I worked with was a total control freak. He was burning out fast because he wouldn’t let anyone else do the work. We started small, delegating just a few tasks, and over time, he learned to let go. The result? His business grew, and he finally had time to focus on the big picture.
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Case Study: Streamlining Operations with Effective Systems
I had a client—let’s call her Jane—who was drowning in the day-to-day grind of her business. She was involved in every little detail, and it was wearing her out. We took a close look at her processes and found that she was doing way too much manually. By documenting her processes, automating routine tasks, and delegating where it made sense, we were able to streamline her operations. The change was almost immediate. Jane was no longer buried in the small stuff and could finally start working on growing her business instead of just keeping it afloat.
Time Commitment: Systematizing and streamlining processes will take about 6-8 weeks if you’re working 80 hours a week. It’s a crucial investment in making your business more efficient and freeing up your time for higher-level tasks.
RELATED ARTICLE: Systemizing Your Business Operations: The Ultimate Guide to Maximizing Efficiency in Your Small Business
Step 4: Build a Reliable Team
At this point, you’ve audited your business, set up plans, and streamlined processes. Now it’s time to talk about the most important asset you’ll ever have—your team. Without the right people in place, all the systems in the world won’t save you. Building a reliable team is key to creating a business that can run without you.
Hire and Train Team Members Who Align with Your Values
Hiring the right people is about more than just finding someone who can do the job. You need to find people who align with your values and who believe in what you’re trying to build. I’ve seen too many business owners make the mistake of hiring someone just because they had the right skills, only to find out later that they weren’t a good fit culturally. It’s not just about what’s on their resume—it’s about whether they’re the right person for your team. Once you’ve found the right people, invest in training them. Teach them not just how to do their job, but how to do it in a way that aligns with your business’s goals and values. Hire for attitude, not skill.
Empower Your Team to Take Ownership of Their Roles
Once your team is in place, the next step is to empower them to take ownership of their roles. This means giving them the autonomy to make decisions and the responsibility to see things through. It’s not always easy to let go of control, but if you want your business to run without you, it’s essential. I remember a time when I was micromanaging every little detail, and it was driving my team—and me—crazy. Once I started empowering them to take ownership, not only did they become more engaged, but they also started coming up with ideas and solutions that I hadn’t even considered.
Foster Strong Communication and Growth Within Your Team
Communication is the glue that holds your team together. Without it, things can quickly fall apart. Make sure you have regular check-ins with your team, and encourage open communication. If something’s not working, talk about it. If someone has an idea, listen. And don’t forget about growth—invest in your team’s development. Whether it’s through training, mentoring, or just giving them new challenges, helping your team grow is one of the best investments you can make.
Case Study: Building a Team That Runs the Business
I had a client—let’s call him Tom—who was struggling with a team that just wasn’t performing. After digging into the issue, we realized that the problem wasn’t the team itself but how Tom was managing them. He wasn’t empowering them to take ownership, and communication was almost nonexistent. We worked on building a culture of trust, where team members felt empowered and communication was open and honest. The change was remarkable. Tom’s team became more engaged, more productive, and, most importantly, they started running the business in a way that allowed Tom to step back and focus on growing it.
Time Commitment: Building a reliable team is a critical step and will likely take 8-10 weeks. Given your workload, consider seeking help in the hiring process to make this as efficient as possible. A great team will make a world of difference.
RELATED ARTICLE: Get More Done in Less Time: How Hiring an Online Business Manager Can Transform Your Business
Step 5: Client Relationship Management
Your clients are the lifeblood of your business, and managing those relationships effectively is key to keeping them happy and coming back for more. Building strong client relationships isn’t just about delivering a great product or service—it’s about the entire experience, from the first point of contact to the follow-up after the job is done.
Deliver Exceptional Client Service Consistently
First and foremost, you need to deliver exceptional client service consistently. It’s not enough to do a great job sometimes—you need to do it every time. This means setting clear expectations from the beginning, communicating regularly throughout the process, and always delivering on your promises. One thing I’ve learned is that clients remember how you made them feel more than the actual work you did. If you make them feel valued and respected, they’ll keep coming back.
Map Out and Optimize the Client Journey
The client journey doesn’t start when they hire you—it starts the moment they hear about you. Mapping out this journey helps you understand the different touchpoints where you can make a positive impact. From your website to your email communications to the actual work you do, every interaction should be designed to enhance the client experience. One client I worked with had a great service but a terrible onboarding process. Clients were confused and frustrated before they even got started. We took a step back, mapped out the client journey, and made some simple changes that turned the onboarding process into a positive experience. The result? Happier clients and more referrals.
Implement Strategies for Client Retention
Once you’ve delivered a great service and optimized the client journey, the next step is to keep those clients coming back. Client retention strategies are all about maintaining those relationships and staying top of mind. This could be through regular follow-ups, special offers, or simply keeping in touch. One of my favourite strategies is sending personalized thank-you notes. It’s a small gesture, but it goes a long way in making clients feel appreciated. I had a client who started doing this, and not only did it improve client retention, but it also led to more referrals.
Case Study: Boosting Client Satisfaction and Retention
I worked with a client—let’s call her Emily—who was struggling with client retention. She was great at getting new clients, but they weren’t sticking around. After digging into the issue, we realized that while she was delivering a great service, she wasn’t doing enough to maintain those relationships after the job was done. We implemented a few simple strategies—like regular follow-ups and personalized thank-you notes—and within a few months, her client retention rates started to climb. Not only were clients sticking around, but they were also referring new business to her.
Time Commitment: Setting up effective client relationship management systems should take around 5-7 weeks. This step is ongoing, but investing this time upfront will pay off in stronger client loyalty and more referrals.
Step 6: Establish Marketing and Lead Generation on Autopilot
Marketing and lead generation are essential for any business, but they can be time-consuming. The good news? With the right strategies, you can put these tasks on autopilot, freeing up your time to focus on other areas of your business.
Set Up Automated Marketing Campaigns
One of the best ways to automate your marketing is through automated campaigns. Whether it’s email marketing, social media, or even PPC ads, setting up automated campaigns allows you to keep your marketing efforts consistent without having to manually manage them every day. I remember a time when I was spending hours every week managing my social media accounts. It was exhausting and took time away from more important tasks. Then I discovered social media schedulers. I could plan out my content for the week in one sitting and let the scheduler handle the rest. It was a game-changer.
Create Client Acquisition Systems That Run Themselves
Getting new clients is great, but if you’re constantly having to hustle for each one, it’s not sustainable. That’s why setting up client acquisition systems that run themselves is so important. This could be through referral programs, lead magnets, or even a well-optimized website that brings in leads while you sleep. One of my clients was constantly stressed about where the next job would come from. We set up a simple lead magnet on her website that offered a free guide in exchange for an email address. Within a few weeks, she had a steady stream of leads coming in without having to lift a finger.
Integrate Financial Tracking with Marketing to Measure ROI
Marketing is great, but you need to know if it’s actually working. This is where financial tracking comes in. By integrating your marketing efforts with financial tracking, you can measure your ROI and make data-driven decisions about where
to invest your time and money. I’ve seen too many businesses pour money into marketing without knowing if it’s actually paying off. Don’t make that mistake. Track your results, measure your ROI, and adjust your strategy as needed.
Case Study: How Automated Marketing Grew a Business
Let me tell you about a client of mine who was struggling to keep up with marketing. She was trying to do everything manually—email campaigns, social media posts, you name it—and it was wearing her out. We set up automated marketing campaigns for her, including an email series that nurtured leads over time. The difference was night and day. Not only did she start bringing in more leads, but she also had more time to focus on other areas of her business. And the best part? She wasn’t constantly stressing about where the next client would come from.
Time Commitment: Establishing marketing and lead generation on autopilot can take 6-8 weeks. This step might be more challenging with an 80-hour workweek, but once it’s set up, it will save you significant time and effort in the long run.
RELATED ARTICLE: Small Business Marketing: The Foundation of Success
Step 7: Monitor, Adjust, and Scale
You’ve put in the work to build a business that runs itself, but that doesn’t mean you can just set it and forget it. To keep your business running smoothly, you need to regularly monitor your performance, make adjustments as needed, and scale your operations without increasing your workload.
Conduct Regular Performance Reviews
Regular performance reviews are key to staying on top of your business’s health. This doesn’t have to be a formal process—just taking the time to check in on how things are going can make a big difference. Are your systems still working as they should? Are your clients happy? Is your team performing well? I’ve found that regular reviews help catch small issues before they become big problems. It’s like getting a tune-up for your car—you don’t wait until it breaks down to take it to the shop.
Commit to Continuous Improvement of Your Systems
Even the best systems can get stale over time. That’s why continuous improvement is so important. Always be on the lookout for ways to make your processes more efficient, your team more effective, and your clients more satisfied. One of my clients was doing well, but he noticed that his lead generation had started to plateau. We took a closer look and found that his marketing campaigns hadn’t been updated in over a year. A few tweaks later, and his leads were back on the rise.
Scale Your Business Without Increasing Your Workload
Scaling your business is the ultimate goal, but it’s important to do it in a way that doesn’t increase your workload. This means finding ways to grow without adding more hours to your day. Whether it’s through automation, delegation, or bringing on new team members, the key is to scale smart, not hard. I’ve seen businesses double their revenue without the owner working a single extra hour. It’s all about being strategic and making sure your systems can handle the growth.
Case Study: Scaling a Business to Operate Independently
I worked with a client—let’s call him John—who was ready to scale his business but didn’t want to burn out in the process. We focused on refining his systems, automating where possible, and building a strong team that could handle the increased workload. The result? John’s business grew significantly, but his workload didn’t. In fact, he was able to step back and take a much-needed vacation while his business continued to thrive.
Time Commitment: Monitoring, adjusting, and scaling should take about 5-7 weeks upfront. This is an ongoing process, but setting up regular check-ins and continuous improvement strategies from the start will help ensure your business can scale without adding to your workload.
The Less Your Business Needs You, The More Successful It Is
So there you have it—the blueprint for building a business that runs itself. It’s not a quick fix, and with the kind of hours you’re putting in, I get that finding extra time to overhaul your business might feel impossible. But trust me, it’s worth it. Let’s recap the time commitment you’re looking at:
– Audit Your Business Operations: 6-8 weeks
– Planning and Coordination: 5-7 weeks
– Systematize and Streamline Processes: 6-8 weeks
– Build a Reliable Team: 8-10 weeks
– Client Relationship Management: 5-7 weeks
– Establish Marketing and Lead Generation on Autopilot: 6-8 weeks
– Monitor, Adjust, and Scale: 5-7 weeks
In total, you’re looking at about 41-56 weeks—roughly 10 to 14 months—to go through these steps if you’re balancing them with an 80-hour workweek. I know that sounds like a long time, but remember, you’re not just adding more to your plate—you’re working toward freeing up your time and making your business run more efficiently.
The most important thing to remember is that this is your business, and you get to decide how it runs. Take the steps we’ve discussed, and tailor them to fit your unique situation. And don’t forget—building a business that runs itself isn’t just about making money; it’s about creating the freedom to live your life on your own terms.
So what’s next? Start taking action! Begin with an audit, map out your plans, and don’t be afraid to make changes as you go. If you’ve got any tips or experiences of your own, I’d love to hear them—feel free to share in the comments. And if you need some guidance along the way, you know where to find me. Let’s build a business that doesn’t just survive but thrives—without you having to be there every second.
