Additional Tools to Help Streamline the Administrivia

Administrivia: Ways to “Lead the Routine” in your Coaching Business

Additional Tools to help streamline the Administrivia

4-5-2012

Finances

Chase Bank allows you to deposit checks with your i-phone
QuickBooks allows you to electronically invoice and receive payment electronically

Scheduling

The Coaches Console – (allows you to invoice, track payment, schedule, etc )* (See page 3 for more information from Samia Kornweibel – Thanks Samia!)
(free) – allows you to collect payments, schedule meetings
– for $119 plus set up forthe software – allows you to have an on-line appointment system. Contact Toolie Garner at for information on how to set it up and customize it to your needs.

Software tools

Msecure.com (helps in tracking passwords) -
Roboform – another password management tool -
Neat.com – allows you to scan receipts
Express Copy – allows you to design a postcard offline and upload it and they mail it to your database
Constant Contact/Mail Chimp/A Weber – for email broadcasting services (MailChimp connects your messages to Social Media)
– web-based customer relationship management system
– inexpensive software that allows you to back up a LOT of data.
Learn all the tips with Outlook! (see next page) (Recommend the book, The Hamster Revolution by Mike Song)
– scans business cards from your i-phone!

Organizing

Helping with clutter -
Helping with clutter – local person I highly recommend – Laura Leist, Eliminate Chaos -
Any book by Julie Morgenstern!

Hiring/Virtual Assistants

reviews –with high accountability)
(Jo Simmons, my virtual assistant – highly recommend)
– has content and tools for entrepreneurs on hiring employees, etc

Additional Virtual Assistant services by Samia Kornweibel

1)AVirtual Connection:Attached is an Efficiency Analysis from Christine Edick, gave a fantastic presentation last year through the ICF’s webinars on a similar topic to our call today.

2)Sheic Support:Angee Robertson, below. She’s offered incredible service to me as a client of The Coaches Console.

3)Emerging Virtual Assistant: Kim Gray, bio below. She gave a very informative training 2 months ago on the benefits of a VA and shared 3 powerful, easy practices to build our coaching businesses…I’ve implemented them and had great success.

Business Productivity

Laura Stack – – myriads of tools and books!
Mark LeBlanc – - highly recommend his book entitled “Growing your Business” – can purchase from the website

Other Tools:

Set your timer to 29 minutes!

Outlook Tips on how to use Autocorrect to save you on typing

(The Hamster Revolution, Mike Song)

For Outlook 2010

-Click File/Options/Mail/Spelling and Autocorrect

-Go to Autocorrect Options – Autocorrect

-Add trigger and long phrase under Replace: and With:

For Outlook 2007

-Click Tools/Options/Spelling/Spelling and Autocorrect

-Click Autocorrect Options/Autocorrect

-Replace short phrases with long ones

Outlook Tips on how to turn off the “ding” in your email

For Outlook 2010

-File/Options/Mail/Message Arrival

Uncheck all boxes

For Outlook 2007

-Tools/Options

Click on Email Options

Click on Advanced Email Options

Uncheck the appropriate boxes

Information on Coaches Console

(from Samia)

The Coaches Console has been an incredible tool for me to organize, streamline, expand and manage my business with confidence, ease and professional systems.

As a business owner The Coaches Console has allowed me to have full-service support for my coaching business:

Client Management: track client info (addresses, contact, birthdays, etc), schedule appointments, take session notes, track my hours for ICF certification, automatically send out appointment reminders and sync my calendars so I never miss an appointment.
Payments: take electronic payments from clients, create invoices and track payments and then sync them with QuickBooks, pull reports so I can see how my business is doing, what outstanding invoices there are and project how much income I may bring in this month or year.
Communication: write my own or access templates for newsletters and send them out to my contacts, track all client communication in one place so I don’t have to dig through Outlook anymore.
On-going Training: free training classes on how to optimize one’s use of the Console and there are even business building training classes offered that gives you access to experienced coaches who share their best practices. The training and implementation of the best practices I learned here has allowed me to gracefully double my business in 6 months without breaking a sweat!

My clients have 24/7 internet-based access to their own private client website where they can:

Fill out their own profile, intake, goals, call strategy, post session recap, feedback and completion forms.
Journal, track research and share questions with me between sessions via a confidential client log that only we have access to.
Review invoices and make electronic payments via PayPal or Practice Pay Solutions.
Read articles I’ve selected as ‘top resources’ for their coaching journey that are stored in an electronic library.

I’ve received rave review from my clients, especially those that worked with me before I implemented the system, as they’ve all experienced even more exceptional, high touch service from me (with low maintenance on my side, I might add!)….so it’s really a high touch, low maintenance system.

Here’s the link to The Coaches Console that gives you access to a demo and more info: .The pricing is based on your payment preference: if you want to pay monthly it’s $588 or $49/month or for an annual subscription it’s only $498 or $41.50/month.I believe they are running a special discount right now that can save coaches even more money on the subscription. This tool has helped me on so many levels to manage my business administration and build my confidence as a business owner and a coach that I’ve become an ambassador/affiliate to share my experience with other coaches so they can create and maintain order quickly, professionally and with ease while they continue to give exceptional service to their clients.

Jan Dwyer Bang, MBA, CSP

Boundless Results

1/25/2019