Tech Tools for 1-1 Coaching with Kajabi
[00:00:00] Hey there, I'm Kylie Ross and let's get confident with tech. If you are an entrepreneur, small business owner or a content creator, like a writer, blogger, photographer, artists, et cetera, you are welcome and totally in the right place to be more Tech Savvy and Tech Confident. In this podcast I will give you powerful action steps to automate your business processes with the ultimate goal, to save you time and frustration so that you can sell and scale your business with ease.
[00:00:27] Now you might also hear in my voice. I caught COVID, just over a month ago, as I'm sure most of you have had. My son went on school camp and everyone on the school camp came home with, COVID including the teachers and it got shared around quite a lot of families.
[00:00:43] So I'm recovering from that and I have really, really been struggling with the energy levels and the brain fog is next level. It's like I'll open up a tab on my laptop and forget why I even opened it within those few seconds. It's literally been really horrible. So trying to get a lot of work done has been really, really difficult and I've been putting off getting back to creating podcasts just because my voice hasn't quite come back and it comes and goes and the energy levels and my brain can't think. The reason I'm telling you this is that my business continued on without me. Now I'm a solopreneur, I'm the only person in my business, so if I don't do anything, nothing happens.
[00:01:23] But the advantage of having quite a lot of my workflows automated. Is that things still happen. So courses got sold. I didn't have to be involved with them because these were, self learning courses where I've created videos and workbooks and the users can download what they need and watch the videos.
[00:01:45] I haven't had any questions pop up from those. So that all went well. I did have three coaching sessions booked before. Um, because I didn't realize to turn that one off. So I was getting coaching sessions bookings, but they were only for half an hour or an hour and they were, they were fairly spread out, which was quite nice.
[00:02:03] I just needed to be in front of my computer for an hour at a time and because everything was automated, the agenda was already set up we knew what we were doing. We got in and we talked business and we talked about what tools we needed and what their pain points were, resolved issues, created plans for next steps. And, and it all just happened. And I was so thankful that this is what I like to focus on is the automation of getting things done.
[00:02:29] I don't like busy-work and I'm just imagining, if I had the process for booking my time was ringing me or sending me an email, and then there was the back and forth about, oh, when are you available? I'm available this time? Oh, no, I can't do that and you know. How annoying would that have been to be going backwards and forwards and then trying to get the money for it and then sending an invoice and then chasing it up and trying to remember to check, has it been paid before the session?
[00:02:59] That would have just done my head in, I wouldn't have been able to cope, so nothing would have happened. And at least this way, things were still ticking along. Okay. I wasn't in social media and I wasn't, podcasting and I wasn't around consistently. So sales did drop a little bit, which would be as expected. But at least things were still ticking over and I'm so thankful that I had the automations to do that.
[00:03:23] Okay, so let's get into it. Today we're talking about tech tools for staying organized and running your business. Every business has what I like to list out as seven main workflow types in their business. That's running your business, which we're going to be talking about mostly today. Content Creation and Sharing. So your social media type of posts. Online course creation. Podcast episode creation. Website creation and maintenance. Book writing, editing, and publishing and possibly Product Launch.
[00:03:58] Now not everyone will have all of those things. It depends on your type of business.
[00:04:02] That's the seven main topics that we're going to be talking about over the course of this series of the podcast. Today, my focus is on operations and running your business. After all, there's really no point in doing a lot of manual busy work, if you can free up your time.
[00:04:18] To explain how I've used tech tools to automate a part of my business. I thought I'd explain how my one-to-one coaching works to give you an example.
[00:04:26] I use Kajabi as my website. I sell one-to-one coaching as well as my online courses from my website. So Kajabi takes the payment. Now Kajabi is linked to Stripe and PayPal. So I have those two payment gateways that I use. The user can pay either way they prefer with a credit card or with their PayPal.
[00:04:47] The payment is taken directly on Kajabi, syncs that to Stripe and PayPal. So successful payment comes through, it then gives the user access to log into their personal coaching portal on my website, and then they can book the session.
[00:05:02] What the personal coaching does is it allows me to add videos, content, checklists, so anything to do with the type of coaching they're purchasing. We can have the number of sessions up there. We can have agendas in there. They can take notes. I can take notes. We can share notes. It's a very collaborative type of tool and that's what I really liked about using Kajabi to do this.
[00:05:26] Once they log in for the first time there's a button to schedule, a zoom.
[00:05:30] I've also integrated Zoom with Kajabi and with Calendly to do all of this. Calendly, I set up different event types for my coaching products and that is where the booking calendar sits. So Kajabi links with the calendar. So once they schedule a zoom it opens up Calendly and it books the time with them.
[00:05:50] Then we'll send them a zoom link because I've integrated Calendly and zoom together. Now I'm not using a paid zoom. I'm just using a free zoom.
[00:05:59] Then they've got that booking, they've got their email and then I have an email sequence that they're in as part of my Kajabi people, one of my members, and I set up an email sequence for that particular coaching product.
[00:06:12] There's always a reminder email that goes out. I usually like to send a reminder email out the day before, and then maybe an hour or 15 minutes before the actual session and that can either be done by SMS or by email. Depends what details they've provided or you've asked to capture as part of the Calendly booking.
[00:06:31] When we go to do the actual zoom, they just log into my website. So I've got one place to do everything. One place to find all the coaching collateral, book the session, and hit the button and run the Zoom. Zoom pops open for them and we get on a call together. We have our session. I can record it or not record it depending on the preference of who I'm talking to. That recording though, what I do is I upload it to the coaching portal and they've got that there for future reference. So quite often the things that I'm talking about. We could be picking my brains, we could be automating a specific process or a specific workflow in your business and we might have a few sessions to run that. That's a lot to take in there's a lot of information to remember. So that's why I record it. I then follow up with notes from the session, which are then uploaded to the coaching portal as well - one place to do everything.
[00:07:23] This whole process, also updates when they make their booking, it also updates my calendar and I update ClickUp.
[00:07:32] When we're talking about running your business and organizing, you've got various things to do. You've got your financials to organize. You've got sales to make what's the collateral you're going to do. When are you going to do your social media? When have you got booked appointments? When are you going to do personal stuff? So your calendar is your place to be.
[00:07:52] I use an app called ClickUp, which is a project management tool that is another one app to do them all. Over the years, I've used a calendar for this, a To-Do list for that and email for this, website for that, coaching product for this, zoom for this. And it is very clunky trying to do all the different bits of tech all together, but once you've automated a workflow process, it runs so seamlessly.
[00:08:18] When we're talking about my example there, my coaching person has gone to my website. Seen what they liked, booked a call and they've paid for it straightaway. So that money has already hit my Stripe or my PayPal. I also have that particular step automating my Xero bookkeeping, so it's already created an invoice and a sales receipt, and it emails that out to the user.
[00:08:43] I haven't touched anything yet. I get an email to say that a new booking has happened and it tells me when. That also updates my ClickUp app with the booking, because sometimes depending on the type of booking, I need to prep for it.
[00:08:58] I might need to read through what they're asking for and make sure I have the appropriate collateral ready. That appointment, which updates my calendar, which I also have my Calendly booking so I never miss anything.
[00:09:12] I like to make my bookings so that people can't book me an hour or a day in advance. I'd like to have at least two to three days warning that I'm going to be having a session. And that's my personal preference. You can certainly have yours anyway that you want to, but I'm never caught out because I'm always, at the end of each evening, I do a lookup to see what, okay, what's my next 3 days?
[00:09:32] Or my next week, what am I doing this week? So I'm always prepared following through because I have everything in ClickUp that lists all the tasks that I've got to do. I create templates for quite a lot of the different tasks so that when something comes in, it's automated, it populates relevant fields for me.
[00:09:49] I can slice and dice my to-do list anyway, I want, because in my to do list I have content creation. I have online courses that are in progress, ideas of things that are coming up, podcast episodes that are, coming up. What am I working on this week? What needs to be done? I'm also co-authoring an anthology, so I have sessions that I'm writing there so I need to blockout sections on my calendar. So automating my life is how I can manage all of this.
[00:10:18] If you're interested in learning more about Kajabi, I do have, an online course that I'm in the phase of completing in the next week or so, depending on my health obviously. It would have been done already by now, if I hadn't been rundown.
[00:10:34] So what I'm doing is, I've had a few coaching clients asking me specific Kajabi questions. Like, how would I do this and how do I do this for my business? And what are the next steps? I can see all these tutorials on the Kajabi website, but I don't know which order to do things in. What I've done is I've created a website from scratch and I've, recorded exactly how I built it.
[00:10:57] As you first log on to Kajabi as a new user, whether it's a trial user or whether it's a paid user to start with it doesn't really matter. I'm creating a website called techsavvytoolkit.com. Www.techsavvytoolkit.com and that's where I'm going to be hosting this course.
[00:11:16] That way, as you go through the course, you can see exactly how I've created the website that you're looking at. You can use that website for reference. You'll be getting a checklist of the order of events. The best way to do it. So you don't have to follow the order of events, but if you do quite often, they have a knock on effect to save you time in other steps that come up later on, rather than doing a lot of manual busy work of repeating things.
[00:11:40] I'm going to give you a checklist and that's going to come in a few different formats. A PDF, a Clickup template, a monday.com template and an Assana template, and a Trello template because everyone likes to run their project management in different way. So I'm going to create a whole heap of templates.
[00:11:54] The aim of the process will be, if your new to Kajabi, is to create your Kajabi website in 30 days. The usual trial period for checking out Kajabi to see if it's what you'd like is 30 days. So let's get you a website, get your course up and running. Get coaching, podcast, whatever it is that you want to do, I'm going to go through all the features and get you up and running.
[00:12:18] There's going to be a community side as well, so that you can ask questions and see what other people doing. Now that course is coming out as I said very shortly. So watch out for that one.
[00:12:27] If you go to techsavvy,toolkit.com you'll see the waitlist. So if it's something that you're interested in, jump on the wait list, people in the wait list for your information, will be getting a discount to the course price when that starts.
[00:12:40] If you found today's episode useful, I would love for you to screenshot it and share it. Remember to subscribe and review wherever you listen, it really does mean the world to me, that you find value in me sharing my experience and stories.
[00:12:53] So please tag me in @techsavvycreatives on Instagram.
[00:12:58] I'm on YouTube as the Tech Savvy Creatives. Let me know where you're listening from and let me know what your key takeaways are from this episode. I'd love to hear them.
[00:13:06] So thanks for showing up today and I'll talk to you in the next episode.