5 automatic systems to streamline and grow your coaching business

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By: Michelle CastilloBlog

Have you begun to see some success with your coaching business?
Does this success get you dreaming of impacting the lives of more clients and making more money at the same time?
You might be wondering, what is the next step? 

Most coaches I work with started up their business by networking and getting referrals.

While this can be an excellent way to start up, as soon as they begin increasing their client base, they also run out of time to continue networking.  Their calendar is full of coaching sessions and there is less and less time and energy to go out and have the conversations required to get more clients. 

Sound familiar?

If you are wondering what the next step is, this article is for you.

Because now is the time to start streamlining your business by installing automatic systems. 

Automatic systems can help you:

  • Create consistency
  • Serve your clients better
  • Make leads do not fall through the cracks
  • And save time

Below are five systems that you can use right now in your coaching  business.

System #1 – A Calendar System

All the back and forth messaging to try and arrange a meeting can take up so much time. Would you like someone to take care of all that scheduling for you so that you can use that time on other things?

Good news - You don’t have to go out and hire a personal assistant.  An automatic calendar system can do the job for you.

A good calendar system works like that:

  • It integrates with your online calendar, shows your clients when you’re available and makes the appointment.
  • Leads, prospects and clients can pick a time that is available on your calendar and convenient for them by clicking a schedule button.
  • The appointment is automatically added to your calendar.
  • Zoom details are added to the meeting reminders.
  • Confirmations and reminders can are sent via email and SMS, increasing the rate of attendance.
  • Turning on reminders for yourself will prevent you from ever missing an opportunity with a current or future client.

System #2 – Automatic Networking follow-up campaign

Networking can be an excellent way to build relationships, exchange referrals and find potential clients. But a major aspect of the success of networking is following up with new contacts you meet in networking events.

To streamline your follow-up efforts and save time with this process, I recommend creating a networking follow-up campaign.

This is a simple system that works like that: When you add a new contact into the campaign, the system  automatically sends a series of follow up emails and SMS messages, eliminating the chance of missed opportunities due to referrals or leads falling through the cracks. 

And, isn’t the fortune in the follow-up?

System #3 – Online Lead Capture System

A prospective customer is very unlikely to hire you during their first visit to your website. This is why it is essential to have a lead capture system in place.

A lead capture system can take many shapes and forms. They all have the following in common:

  • A visitor to your website is presented with an opportunity to signup in exchange for a free gift, also known as a lead magnet or an irresistible free offer. This lead magnet could be an educational video, a how to guide or an ebook. (Take a look at my previous blog, How to create lead magnets that convert like crazy, for more ideas.) .
  • When a visitor signs up to get the lead magnet, they are redirected to a thank you page. 
  • At the same time, their contact information is automatically added to a CRM/Email marketing software.
  • An  email is sent to the new contact detailing how the lead magnet can be accessed.

System #4 – An Introduction Email campaign

Congratulations, you have new subscribers!

But this is only the beginning. Now is the time to nurture the new relationship. 

You start by sending a welcome email campaign.

The welcome email is your chance to introduce yourself and to build a relationship that feels more personable. Here is how it’s done:

  • The first message should feel like a greeting card. Say something like “Thank You!” or “Welcome!”.
  • Let them know what they can expect, like subscriber benefits or email frequency.
  • Prompt them to make micro-commitments, like looking out for special offers or events.

Note: The welcome email campaign is sent only once to each contact. It is important to have a mechanism to ensure that if someone is added to your database again, they do not get the welcome email a second time.

System #5 – Automatic New Client Onboarding campaign

As a coach, you probably already have an onboarding process.  This is what you do right after a new client signs up for your coaching services. You may be sending a welcome email or video, invite them to schedule your first one-on-one meeting, let them know what to expect and much more.

A positive onboarding experience confirms to your clients that they made the right choice. It also, ultimately, helps you retain them as clients.

Instead of sending emails manually, implement an automatic system that can be triggered by their first payment of when they sign a contract with you.

When you set up an automated system for onboarding you can take all your hard work in preparing a campaign, enter the information once and let the sending be done for you.

In conclusion

You now have a roadmap to streamlining your coaching business with automation.

If you're ready to streamline your coaching business and you feel you need some help, let's talk. 

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About the Author

Michelle is an online marketing expert , passionate about helping business owners to benefit from today’s online technology. I provide my clients with hype-free concise advice and services about the reality of what online success requires.

Michelle Castillo

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