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Scaling Your Online Coaching Business: Key Systems You Need

Introduction

If you want to scale your online coaching business to 100 clients or more, there are certain systems that you need in place. Over the past few months, I have had the opportunity to work with some of the biggest and best coaches in the online space, and I have identified a few key systems that have helped them scale their client numbers without needing to hire more support coaches or team members.

Why Systems are Important for Your Fitness Business

Before we dive into the specific systems, let's talk about why systems are important for your fitness business. Implementing systems allows you to:

  • Have more free time
  • Provide consistent service
  • Make coaching easier
  • Generate more profit

Now that we understand the importance of systems, let's explore the five key systems that can help you scale your online coaching business.

Lead Tracker

The first system you need to implement is a lead tracker. If you're not tracking your leads, you're leaving money on the table. Simply jotting them down on a notepad or keeping track of them in your Instagram DMs is not efficient. You need a place where you can track your leads, see how many conversations you've started, how many people have engaged with you, how many people you've sent the call link to, and how many people have booked a call after receiving the link.

My recommendation for a lead tracker is to set up a simple board on Trello. This will keep you accountable and ensure that you're not missing out on any opportunities.

Automated Onboarding and Offboarding

As a coach, you don't need to manually send welcome emails and PDFs to your clients. All of this should be automated, allowing you to focus on coaching. Set up an account on Zapier and link it to all the onboarding steps you currently do. List out every single action that needs to happen for your clients to go from being unaware to fully onboarded in your coaching program. Then, determine which parts of the process can be automated and create procedures to make the rest more efficient.

Client Management Dashboard

A client management dashboard is essential for keeping track of all your clients and their progress. Without a centralized place to manage this information, you're wasting time and missing out on opportunities. Set up a client management dashboard on Trello or any other platform that suits your needs. Create lists for new clients, clients in the first 30 days, 60 to 90 days, and 90 to 180 days. Import all your clients and set up automation to move them through the different stages of the client lifecycle.

Smart Check-In System

Most coaches have a lengthy check-in process with their clients, but this can be boring and repetitive. To make check-ins more engaging, you need to build a system with logic that meets clients where they're at. Use platforms like Typeform or JotForm to create check-in forms with built-in logic. Differentiate between clients having a good week, an okay week, or a bad week, and tailor the questions accordingly. This will make check-ins more engaging for clients and make it easier for you to extract useful information.

Call Booking System

A call booking system is crucial for ensuring that clients show up for scheduled calls. It involves three key phases:

  1. Pre-qualifying and call booking: Before clients book a call, have pre-qualifying questions to ensure they're a good fit for your program.
  2. Call confirmation: After booking a call, redirect clients to a call confirmed page. This page should include a video where you showcase your knowledge and expertise, share past results, and address any FAQs or objections they might have.
  3. Email and text reminders: Send reminders to clients to ensure they show up for the call.

Conclusion

Implementing these five key systems can help you scale your online coaching business to 100 clients or more without needing additional support coaches. By tracking your leads, automating onboarding and offboarding, setting up a client management dashboard, creating a smart check-in system, and establishing a call booking system, you can increase your revenue, upgrade delivery, and free up more time to focus on coaching.

If you want to learn more about setting up systems for your business or determine the specific systems you need, feel free to reach out to me or visit my website for a free systems audit. Follow me on Instagram for daily content on systems for coaches.

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