Today’s post is from someone who is an expert at creating and implementing systems to streamline your business to make your life easier and much more productive.
If you feel bogged down with tasks, and you’re spinning your wheels when it comes to working with your clients, this post will be tremendously helpful for you.
Here’s Nathalie Garcia….
Being a Healthpreneur means wearing many hats, but I don’t have to tell you that.
You have two options – either charge more or get more efficient.
To grow a successful practice, you need to focus your time on creating content to engage clients and keep them coming back. The real question is; what systems do you have in place to manage these clients once you get them?
There are common areas where Health & Wellness Practitioners continuously spend too much time. Keeping yourself occupied with busy work means spending more time IN your business and not ON your business.
You have to be able to justify anything that takes you away from finding, engaging and coaching clients–that’s where you really need to be spending your time if you want make money.
I get it. I was there…I struggled.
Yippee! I got my first client! It was exciting to help someone transform their health, but, man, it was time-consuming. Maybe it was my fault. Maybe I wasn’t organized enough, or good enough…
Then client #2 came and client #3 and I was already starting to feel overwhelmed with the workload. What?! How was that possible? How was I ever going to be able to scale this business and make money?
I was shocked to see how much time I was wasting on repetitive work like scheduling appointments, reminders, sending forms and documents, deciphering handwriting and digging through papers.
I realized it wasn’t my fault; I was only one person and my business wasn’t set up in a way to help me succeed.
Without a system, you’re hurting your bottom line.
If you spend one hour coaching a client and then an additional hour (or two) on creating client recommendations and communication, it won’t take long to realize that your hourly rate is slashed in half…or worse! So you have two options– either charge more or get more efficient.
Charging more is only a short-term fix as you will always be capped at the number of clients you can take on without improving your efficiency.
Technology can really help streamline your work to save you lots of time… if you find the right tool. So many of our users say that they used to piece together multiple, single-function applications that just didn’t integrate with one another.
Another common complaint I’ve heard is that coaches were paying too much money for systems that just weren’t built for them.
As a Nutritionist, I struggled with both expensive tech tools and many single-function applications before co-founding Practice Better. Practice Better is a cloud-based Client Management Platform that was created specifically to support you so you could be more efficient and profitable at any stage of your career. (You can start your own Practice Better account for FREE HERE)
Take a look around–all successful businesses have systems in place to ensure high standards of quality, consistency, and efficiency. Your business requires the same if you plan to grow.
Are you making some of these common mistakes?
There are many places that Healthpreneurs spend too much time. Booking and re-booking clients, sending and collecting forms, and digging through papers & files are just the tip of the iceberg.
#1 Wasting time booking clients?
How much time does it take really take to book a session with a potential client? Sometimes it may take up to four emails to decide on a date and time. Don’t forget the email reminders before appointments and another sequence of emails if they need to reschedule!
This is your client’s first impression of what working with you will be like. Sure, maybe you’re very kind in the emails or funny, but will EVERYTHING take this long, they may wonder?
Clients may already be on the fence about seeing someone to help them address their health concerns. Don’t give them another opportunity to back out!
These emails, quite frankly, are a waste of your valuable time. Unless you’re in a large clinic or willing to put down extra cash on an assistant, you are not using your time to maximize your profits.
Thirty minutes of emailing back and forth over the course of days or playing phone tag simply reduces your hourly rate. Now multiple this 30 minutes by 10 clients.
That’s hours that you’re not using to create content, engage your audience and build your brand and business.
Using a tool like Practice Better to streamline your booking process allows you to setup your availability and services so clients can book from their client portal or from your website.
Email reminders for upcoming sessions are sent automatically because you have other things to do.
If you don’t want to automate this process, you can still improve your email efficiency by creating templates.
This will save you the time of having to recraft an email that basically says the same thing over and over again. Take the time to plan out what these emails will
include so you can get more information in one email to reduce the back and forth.
Information you can include in your template:
- A bit about yourself and what you do.
- A choice of two services offered. Include a short write-up about the benefits of each service, their duration and price.
- Options of how sessions can be conducted. E.g. online or in person @ address.
- 2 or 3 time slots you’re available.
- If they’re not available during that time, what times and days work best for them.
Follow-up emails can include:
- Directions to location where session will take place
- Instructions to complete forms and waivers
Set up a system that makes it easy for clients to book and rebook without thinking twice. This is important for you, but let’s get real– our clients’ time is just as important.
#2 Wasting time sending and collecting forms?
Sharing documents and forms is a key part of coaching health and wellness clients. Completing forms is anything but fun for clients, but, of course, we know they’re important.
Most coaches send these forms over email to clients who then have to print, complete, scan, upload and submit.
Most coaches send these forms over email to clients who then have to print, complete, scan, upload and submit.
Completing forms in-person forces clients to fill out forms under a time constraint, in one go, and often without all the information on hand.
You, the coach, are then stuck having to print and store lengthy forms.
Form-building applications allow clients to complete their forms online.
Oh but wait… many of these applications don’t actually allow clients to sign their forms. Hmm… you’ll need an app for that too.
Practice Better lets you send forms straight to a client’s email address and client portal so that forms may be completed 100% online. And they can even sign!
You’ll be notified once forms are completed and you can access completed forms from anywhere you have internet. Streamline and save yourself some time trying to decipher what your client has written!
#3 Wasting time digging through emails & documents?
“Where did that paper go?” “When was it that we discussed…?” “Ahhh, that file is at the clinic/at home/not here!” As much as you try to keep yourself organized, it’s near impossible to be truly efficient if you’re managing files from multiple locations or using multiple methods.
Streamlining your practice using a system like Practice Better means that you’ll always know where to find what you’re looking for. Your session notes, forms and professional recommendations, you’ll never lose anything again.
All these documents are time-stamped and organized in chronological order for both you and your clients.
That’s why this is so important. Saving time is saving money. If you’re spending 15 minutes looking through your computer’s hard drive or through a stack of papers with torn edges, your hourly rate is going down, down, down.
Forget what happens to your rate if you have to physically go to another location just to access your records.
Streamline your practice and use your extra time and money building your business, spending time with your family, or however you want!
Practice Better offers a FREE account option where you can coach up to 3 clients at no charge!
Nathalie Garcia is a Holistic Nutritionist and Co-Founder of Practice Better, an online Client Management Platform designed specifically for Health & Wellness Practitioners. Nathalie loves that through Practice Better she can now support other practitioners to help transform the health of so many more!
You can start your own Practice Better account for FREE HERE
Note: This post includes affiliate links which means I may receive a commission if you use the paid program level. I only recommend tools and services I believe in, but do your own research to determine if this is the right resource for you.
As a health coach, Facebook groups can be an amazing way to create a loyal, close-knit online community of raving fans. Unlike your Facebook business page, all of the members of your group can potentially see all of your posts. Today, I’m going to share 10 ways to boost engagement in your facebook group, because I know this can be a tricky thing.
[If you’re wondering why you would want to host your own Facebook group for your business, I created a detailed post about it HERE (including tips for promoting and growing your group), so be sure to check it out if you need more information.]
After you have your group up and running, you want to keep your members engaged and active, so they can get the most out of it, and get to know you. Your group is going to be a lot more fun for everyone (including you) when people are commenting, asking questions and getting involved.
In this post, I’m sharing my top 10 tips to help boost engagement in your Facebook group (and help keep it from becoming a ghost town).
You can also get a copy of this checklist with 10 Tips HERE, so you’ll have it handy to refer back to later.
Before we dive in to the nitty gritty here, I want to point out that it’s very important to set your group apart, so you want to figure out why people should join YOUR group, and what makes it different from other groups. In most cases, the more ‘nichey’ you can be, the better. For example, if the focus of your coaching business is geared to a paleo, vegan or vegetarian approach, that may be a good place to start to determine the theme of your group. Think about what spin you can put on it to make your group unique, and appeal to your ideal clients. If you’re too general, you may not get as much interest or engagement long term, so take that into consideration before you launch your group (or revisit this suggestion if your existing group has fizzled a bit).
NOTE: These 10 tips are geared for a free Facebook group, but most are applicable if you have a Facebook group that is part of one of your paid programs.
1. Tag people with a welcome message.
People love to be welcomed! I recommend doing this once a week so that your group newsfeed isn’t full of separate welcome messages on a daily basis. Tag the people that joined over the course of the week to welcome them. You can ask them where they’re from, or just ask them to introduce themselves.
To do this, you’ll click on ‘member’s in your group, and then sort by date (instead of choosing default or alphabetical), then you’ll see a list of the members that have joined within that time frame.
IMPORTANT: Remind members to add your group to their favorites/shortcuts and turn on notifications so they don’t miss anything. You can do this at the bottom of your welcome post.
If people don’t add your group to their favorites/shortcuts, and they belong to several groups, they may not see your posts, so this is key.
2. Set your group to closed (not public) and don’t add people without their permission.
People will feel more comfortable posting in your group when it’s closed vs. public. In a public group, members’ comments show up in their friend’s newsfeeds too, so people are wary about posting.
Do not just add people to your group because you want to grow it as quickly as you can. If your group is full of people that don’t care about being there, they won’t interact, so what’s the point, right?
3. Post your rules.
You can do this in the description section (after a welcome sentence or two, and what the group is about). Rules will help reduce sales posts, as well as any other types of posts you want to prevent. Screen people as best you can before you add them to make sure it’s not a spam account (you can outsource this to your VA if you have one).
4. Set an example
Be in the group at least 5 days a week to interact, answer questions and get conversations going. People are going to follow your lead, so if you aren’t involved in the group, they won’t be either.
TIME SAVING TIP: You can set up your posts ahead of time with a social media scheduling tool like Buffer, Hootsuite or PostPlanner. Another scheduling tool is Edgar. I use Edgar and I love because it recycles through my library of posts automatically (set up a post once and it lives on, and you just keep adding content that rotates through the queue – pricing starts at $49 per month, but it’s amazing).
Don’t schedule the same posts each week because that gets really boring for your members. I create 12 posts for 3 days each week (M-W-F) so I have 4-months worth of posts that I can reuse. On Tuesdays and Thursdays, I post other things like maybe one of my blog posts, a question, a poll, a motivational message or something else. I don’t have all 5 days planned out in advance, but that may appeal to you.
On occasion, I will share a special offer, flash sale or other offer that I think my group would be interested in.
5. Make it fun
Show your personality, don’t be perfect – be real. Let people get a glimpse into what you’re really like. It doesn’t all have to be serious.
6. Offer free goodies
Pin an opt-in to the top of your group as part of your welcome message. New members will appreciate this and it’s a great way to build your email list. Change out your free offer a few times a year. I prefer for this freebie to not lead to a sales pitch, but more of an opportunity for people to get to know you. Once they’re on your email list, they’ll know about any promotions or special offers you have throughout the year.
7. Provide free trainings or demos
Facebook live is great for this, but you can also add any recorded videos you already have. I like Facebook Live because it gives people a chance to see you live, and you can answer their questions right there on the spot.
8. Use graphics in your posts
Eye-catching graphics will grab people’s attention in the news feed. This is easy (and free) to do. You can use stock photo sites like pexels.com and pixabay.com and use picmonkey.com to add text. Easy breezy! Canva.com is another option for creating graphics.
9. Don’t talk at people
Since the goal of your group is to get people involved, and familiar with you, involve them, ask for feedback and ask questions. Do a poll from time to time to find out what people want to learn about the most or what they struggle with about certain topics.
Doing polls can also help you know what to include in your paid programs, as well as how to market your programs (what language to use, etc.)
10. Do a 5-7 day challenge
Free challenges work incredibly well to kick off a brand new group and get an influx of new members, and it’s very effective for breathing new life into an existing group. You just want your challenge topic to be relevant to the theme of your group.
If you need your own 7-Day Challenge, you can check out the 7-Day Healthy Habits Challenge here.
Don’t be afraid to test things to see what works best. I’ve been running Facebook groups for over 6 years, and it’s one of my absolute favorite things to do. I’ve learned by trial and error what works and what does not, so don’t be afraid to do the same with your own group. It’s always good to experiment from time to time.
Wishing you much success with your Facebook group.
CLICK HERE to grab your copy of this checklist so you can refer back to it any time.
If you’re a health coach or nutritionist, you have probably seen many kinds of done-for-you programs out there. These can be used to help build your business, and help your clients. But what exactly are done-for-you programs, and how do you know if they’re right for YOU?
A done-for-you program means that someone else has developed the program and they now offer it to other coaches to use in their business. These types of programs can save you time so that you have more energy to use for getting clients (instead of being stuck behind the computer for hours on end).
Some of the done-for-you program options include:
- 30-Day Jump Start
- Cleanse or detox
- Workshop or webinar
- Complete 6-month health coaching program
- Free challenge to grow your email list and create an online community
In order to determine if a done-for-you (DFY) program is right for you, consider these questions before you purchase.
- Will the program be a good fit for your audience?
- Are you able to customize the program to fit your target audience?
- Do you need a program to offer your clients (or potential clients) and you don’t have the time or desire to do it yourself?
It’s important to note that not all DFY programs are created equal. If you answered yes to those questions and are considering purchasing a DFY program, there a few key points to keep in mind:
Is there a fair and reasonable refund policy? I recommend a 30-Day refund policy. If someone doesn’t offer a refund policy, I would be wary.
Are you able to completely brand the program as your own (without including the creator’s copyright information) and edit the content as you choose? This was extremely important to me as I started my health coaching practice because I wanted to be seen as the expert. I didn’t want to just have handouts that had the school’s copyright on it. Having total flexibility with adding your own spin to it is important so your personality can come through.
Is there support after the sale? Good customer service is critical, and chances are you will have questions as you implement your program. Make sure ahead of time that someone will be available to respond to you in a reasonable timeframe.
Is the content high-quality? This is where the DFY program’s testimonials can be helpful, so be sure to read them. Also, ask your colleagues if they have heard good things about the program developer and the program itself. You don’t want your hard-earned money to go to waste.
When I started as a health coach, what I needed wasn’t available, so I went to work to create it – a comprehensive 12-session coaching program that could be delivered one-on-one or online. I found that once I had the content I needed, I was unstoppable to help people from all over the world.
Once I used the program and saw the great results people were getting, I made the program available for other coaches to use in their practice too.
One question you may be asking about done-for-you program is, “What if someone asks if I created the program from scratch?” It’s rare that anyone will ask you if you developed the program yourself, but in the off chance someone does, you can reply honestly that you collaborated with another health coach to put the program together. This is true since you will be customizing the program and adding your own personality to it.
Teachers do something similar to this where they offer their pre-made lesson plans to their colleagues. It’s a tremendous time saver, and a great way to get more done in less time.
Done-for-you programs provide a template and concrete, duplicatable system for you to get started as a health coach. Once you get practice and build your confidence, you will get a feel for what else your clients may need help with, and you can add to your coaching toolbox too.
When you have the tools and support you need to change lives, you feel more confident, and you feel as though anything really is possible!
You’ve got this! I’m rooting for you!
Speaking of done-for-you content, be sure to grab this fully customizable FREEBIE to build your email list or use as a client handout.
The Busy People’s Guide to Healthy Eating on the Go!