WW 274: How to Manage More Clients in Your Growing Money Coaching Business - Solo Show

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Resources FROM THIS EPISODE

Recommended Listen: Episode 232: 12 Boundaries I Set In My Money Coaching Business
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A Quick Recap from this episode

I’m excited about this week’s episode because it answers a big question that a lot of coaches have even before they start getting clients. This question in particular is one of those things that keeps us stuck when we’re getting started or if you’re a seasoned coach, it may be something you’re desperately needing right now. So for this episode we’re going to dive in to how you can manage more clients when your business is growing so that you can continue to build a thriving coaching business without the overwhelm.

I remember this feeling like a question I just couldn’t figure out, honestly because i just didn’t have the clients at the time. As I started to build though, I’d put some of those foundational systems in place along the way, and ultimately when I hit around 20 clients at a time, I realized I had to start getting organized and managing all of them better. So if you put these systems in place and start to actually manage clients instead of just working with them, then you’ll be able to take on 20, 30, or even 40 or more clients without it becoming daunting.

1. Set clear boundaries / expectations.

This can look like a lot of things and will be different for everyone, but you need to set expectations with your clients up front. It can help to provide some sort of onboarding guide to them, but you want to be clear about when and how communication and calls will happen, what support looks like, how the program will be delivered to them, what happens if they miss a call / don’t respect the time, etc. This is basically anything that you need them to know in order to get the best experience out of working together. When you’re clear up front, the client feels more prepared and is more likely to respect your time and boundaries.

2. Utilize a CRM (client relationship management) system.

This can be used to track leads and potential customers, but it’s also great for managing your current clients. There are tons of different free and paid softwares that you could choose from for this, but I personally use Asana. I have an Asana project template set up for my clients and then each task on that project is a client profile, and within each of those I can create sub-tasks for that specific client. I can take notes, add attachments, or anything else I need to do to keep up with that client’s information, progress, goals, and next steps. All of those sub-tasks that are things I need to work on pop up on my Asana calendar, so it creates an easy, organized way to know what needs to get done for each client, where they’re at in the program or with a payment plan, and anything else that I need.

3. Schedule everything out on your calendar.

As a business owner, I’m sometimes controlled by what’s in my calendar. So Google Calendar reminds me of the actual appointments that need to happen but I also put in time blocks that allow me to focus on the tasks that I put into Asana, like client admin work, client check ins, session prepping, or even things like recording podcast episodes. So I use a mix of two calendars and it allows me to start the day by seeing exactly what I need to do that day and stay on top of everything.

The other important part of this is just pre-scheduling all of those client calls. So if you’re working with a client every week for 12 weeks, for example, having a set day and time each week that you’ll meet is important, and putting that into your calendar gives you some structure with that client and helps set the clear expectations that this is when you’ll be working together each week. This is really powerful because it gets you and the client to equally commit to a time and date that will work for you some time in the future. Then you can base other tasks related to that client off when their calls are.

4. Have a framework.

If you’ve been around at all, you know I love to talk about this one, but having a framework is so clutch when you’re managing clients because it gives you a structure in place for each client to be guided by. It doesn’t mean that they’re all going through it exactly the same way, but it provides some milestones that help you determine where each client is at and what their clear next step should be. This also reduces a lot of your prep time for sessions and just overall makes your coaching more effective.

5. Have a scaling strategy.

This is kind of the next step of the framework. You need to have a strategy in place for how you’re going to scale up. You can absolutely build a thriving coaching business just offering 1-on-1 but having both a framework and a scaling strategy in place allows you to expand into group coaching or even pulling your methodology into an evergreen, self-paced course. It gives you options.

So that’s it for this one! Again, I don’t want you to trip over the start line, so if you’re just starting out, just focus on getting that first handful of clients for now and allow some of these things to be the focus later, but if you’re in a place of growth and expansion in your business, making sure you’re utilizing these 5 tips is going to help you take on and manage more clients to continue building your thriving coaching business.

If you want to get these foundational elements of creating a framework and putting it into a well packaged program in place, enrollment is open for the Coaching Framework Builder where in only 5 weeks, you can have a fully built out methodology for your own financial coaching business.

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