Hello! I'm Michele

Understanding Content Systems: The Key to Efficient Content Creation

I don't know about you, but questions provide the best value when it comes to creating organic core content. If you’ve thought: What exactly is a content system, and why is it helpful this is for you? Understanding content systems is key to efficient content creation. A system at its core ensures that you never miss a task.

I know what my jargon means, but not everybody does. Let me explain what a content system is to me and my business and what it's all about. A system is consistent. Having one place where you are consistent will help you with the other areas of your health and wellness business.

Understanding Content Systems

First, what do I mean when I say content system? We'll think of this as everything inside your content bucket. When you tip that bucket over, it spreads the word about you and your wellness business everywhere. But what's really in that content bucket? It is all the before and after you push the record on your next podcast episode. That’s just one item on the checklist for your content creation.

Your content system includes all the steps involved in creating one piece of content, promoting it online, and what you do once a new client says yes to working with you.

It contains all your checklists, processes, templates, and workflows—all the things that ensure the content creation stays smooth and easy.

If you're still unsure what I'm talking about, here are the pieces that I considered to be a content system.

The Key Pieces to an Efficient Content Creation System

The key piece in your content system begins with your core content, let’s say you have a podcast. It will contain all those processes, workflows, and checklists that go under your podcast workflow.

Can you see a long list of to-do items? Or would that make you feel overwhelmed?

It is important to understand how you work best. Are you able to see one super long podcast workflow? If not, you can break it down into individual tasks on separate cards in your project management software.

We all think differently, so some entrepreneurs need to break it down into bite-sized chunks so they don't get overwhelmed. Others can have the whole list, and it does not bother them.

You will need to decide that for yourself, but these are the things that are potentially in your podcast workflow.

The Key Pieces to an Efficient Content Creation System

The key piece in your content system begins with your core content, let’s say you have a podcast. It will contain all those processes, workflows, and checklists that go under your podcast workflow.

Can you see a long list of to-do items? Or would that make you feel overwhelmed?

It is important to understand how you work best. Are you able to see one super long podcast workflow? If not, you can break it down into individual tasks on separate cards in your project management software.

We all think differently, so some entrepreneurs need to break it down into bite-sized chunks so they don't get overwhelmed. Others can have the whole list, and it does not bother them.

You will need to decide that for yourself, but these are the things that are potentially in your podcast workflow.

Podcast Workflow

What is your podcast pre-work?

The pre-work is all the tasks that happen before you press record on your latest episode. These would be tasks like ideation, outline, and all the steps before you record.

Do you need to script things out? Or do you thrive with only an outline?

It’s funny; I need to have a full script. Do I repeat it word for word? Nope. But it will keep me more on track. I’ve tried the outline approach, and I’ve found in the long run, the process will be much longer. I am not efficient; if I don't have a script, I am a squirrel chasing a nut. Who the heck even knows what I’ll end up talking about? It gets worse; the editing becomes a complete time suck for my Content VA. Live and learn, am I right?

A key to efficient content creation is to understand how you work best.

Podcast After The Recording

The bulk of the work is after you record the episode. I'm sure I'm preaching to the choir on this one.

If it's more than one step, it needs to be a process. So, how would you like it edited? Your content VA or Podcast Editor needs to understand this.

What are your personal criteria or values around how you want your podcasts edited. Are you okay with filler words and gaps, or do you want those removed from the edit version? Are you okay when you flub up the words like I do? Words are hard 95% of the time for me, that’s real life.

Are you okay with having these in your podcast? How do you want your podcast to sound?

Other items that may be part of your podcast editing process are the transcription and show notes.

Would having a template make this simpler for you? What most people don’t realize is that templates reduce your decisions, which helps you be consistent with content creation.

What are the repeated steps to exporting, uploading, and scheduling?

You see all those different pieces that go along with that podcasting workflow—so many steps. Am I right?

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What Are Other Pieces of A Content System

Where else are you able to create templates that you use in your content creation—think about your social media graphics—this falls into your content system.

What are those things that you use repeatedly in the same format?

How about your email marketing? Do you have a simple, repeatable process and template you use for the weekly emails that you send out to your list?

Launch Process

Your launch processes are 100% part of your content system. Here is why I think this way.

All the emails that you have in your launch, social media. This is all content that will be created.

That is all content creation so it falls into your content system.

Email Marketing

Your lead magnet? Again content you will be creating to grow your business to your email list.

The checklist for creating a new lead magnet. I'm guessing you have multiple lead magnets. The process to create and launch a new lead magnet is the same. Why not create your workflow in a project management system, that way you don't have to try and remember every single stinking step.

Digital Products

Is one of your streams of revenue digital products?

If so, this is content you’ll need to create. It falls in your content systems bucket.

Digital products and launching courses are easier to do when you’re not reinventing the wheel each time.

Have the process set up as a template so that you won’t miss a task and have to double back!

Think about all the things. The first time you do something is the most difficult; however, if you document what you do along the way, you’ll know what worked and did not work for you.

Your process for a live launch and cash injection launches all have processes that you need to follow step by step. In order to bring them out into the world.

Client Onboarding

Let’s not forget, why your create all the content to begin with it is for your clients. All of your content leads up to your client onboarding process. What's all the content that you create for them client onboarding?

Do you have a coaching doc? Do you use a certain template in Asana or your project management system?

Are you picking up what I'm laying down? Understanding content system in it’s simpliyity is anything that is content.

Your content helps the right people to transform from being lurkers to clients. Come on Friend, I cannot be the only one that lurks before they buy.

So, I've used the content bucket analogy, but here's another way that I want you to think about your content system, if you want to visualize it. So want you to imagine that content system is like a mind map.

Another Way of Understanding Content Systems

Are you visual? If so, think of your content system as a mind map.

With your main piece of content (e.g., your podcast) at the center and all the related tasks and processes branching out from it. Each of these “spokes” is essential to your content system, and you need all of them in place for it to work effectively. Your podcast episodes should drive traffic to your lead magnets, sales pages, and other places where the right people can find and work with you.

The Power of a Content System

I know the list may seem endless, but it's crucial to take one piece of content and multiply it for the most impact on your business. A content system ensures that you don't miss a task; every action, task, template, and process supports creating content for your business. And what does your content do? It drives the right people to you at the right time.

If you're feeling overwhelmed by all the components of a content system, don't worry! That's where my content creation team comes in. We specialize in taking the load off your shoulders with our done-for-you content repurposing services. We can transform a single podcast episode into eight distinct pieces of content, helping you grow your audience and impact with less effort on your part.

It’s Time To Wrap This Up

A content system includes all the processes, checklists, and templates you need to make content creation easier and ensure that every piece of content works harder for you so you can focus on what you do best.

I hope you found this valuable. Remember, with the right system and mindset, you can achieve the success you desire. Thank you for reading. I appreciate you, and I hope you have a great week!

← Transform Your Business with the Mindful Yes Mindset

Transform Your Business with the Mindful Yes Mindset

by Michele | Planning-Organization-Productivity

You've finally just shy of the six-figure revenue mark in your online business; you’ve reached this point through sheer will, determination, and hustle. Lots and lots of hustle. You know what got you here will not grow you any further. Because you’re burnt out and exhausted from saying yes to everything and anything that needs to be done to grow your online business. You’re tired of wearing all the hats in your business. It is time to say no to the distractions that keep you from focusing on what matters the tasks necessary to grow your business.

You Know That You Have To Say No To Doing It All

Overcoming the yes to everything mindset, starts with knowing what you need to say no to doing. It is figuring out the tasks that are distracting you and keeping you stuck. It is that mindset that keeps you holding on tight out of fear that it will not be done right. You have to let go of control in areas of your business that you can offload to a virtual team member.

If you’re like others, this brings on a whole new set of worries because now you’ll be required to manage a team member.

It is time for you to say no to doing all the things in your business.

With continued growth, it has you questioning what tasks you must say yes to and tasks that you must say no to.

What are the tasks you want to let go of? What are the ones that maybe you love to do, but someone else can do this easily to allow you more time to work with more clients?

For me, it was the realization that I was holding on to all the pieces of the content creation because I love that piece. Obviously, since content management is the main service I offer in my business. By keeping all the things to get my podcast from recorded to published, it limited the number of clients I could take on. For me, the decision to say no to all the steps after the podcast was recorded became a lot simpler.

Once I realized that it was time to expand my content creation team past me. Once I said yes to hiring and let go of control, I felt a weight off my shoulders.

You see, long-form content is necessary for marketing and lead generation in your business. Ask yourself, does this get your “yes”? Are you the one that needs to do it all?

Perhaps, it is something else that needs to be a hard no and what must be a mindful yes in your business. Here are the steps to help you figure out how to Say No to the Distractions that Keep You from Focusing on What Matters.

Recognize the Weight of “Yes To Everything”

Your business journey to this point has been marked by an incredible willingness to embrace every opportunity. The yes to everything mindset has served you well to grow your business. You only have so many hours in the day and let’s be real your family needs you too.

Overcoming the yes-to-everything mindset begins by asking yourself: At what expense? Each “yes” carries weight, impacting not only your schedule but also your well-being and focus. The feeling of perpetual overwhelm is a sign—it's time to evaluate what truly deserves your time and energy.

3 key points I want you to consider for a Mindful Yes:

1. Let the Pressure of Guilt Make the Decision:

When faced with difficult decisions, it's common for business owners like you to feel the pressure to say “yes” to everyone and everything. This mindset stems from a desire to please and a fear of missing out. However, it's important to understand that it's okay to say no to certain tasks or opportunities. Instead of relying on mindfulness, you allow the pressure of guilt to make the decision for you. Trust your gut and listen to your inner voice, which will guide you towards saying no to the things that don't align with your priorities.

2. Sacrificing Time with Clients or Family:

One consequence of saying yes to everything can be giving up valuable time with your clients or family. When you take on too many commitments, you risk neglecting the people who matter most to you. Remember, saying no to some tasks or projects allows you to give more time to those who truly deserve your attention. Prioritizing your relationships and making time for self-care are key factors in maintaining a successful and fulfilling coaching career.

3. Guilt for Saying Yes:

The guilt associated with saying no can weigh heavily on your mind. You may feel like you're letting others down or missing out on that one valuable opportunity. However, it's important to remember that saying yes to everything often leads to overwhelm and burnout. By learning to say no, you can minimize the guilt associated with your decisions. Remember that saying no lets you focus on what truly matters and make conscious choices about your time and commitments.

When you say yes to something that is not in alignment with your life and business, you’ll likely have to say no to something that would be a better fit. Or if you said yes, you'll have to back out. Or worse, you'll say yes and have to miss time with your family.

Friends, I learned this lesson before I started my business journey, but I’m saving that story for my email list.

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How to Pick Your Mindful Yes:

1. Listen to Your Body:

Your body is often a giveaway when it comes to decision-making. Are you feeling drained or exhausted? Are you experiencing physical discomfort or stress? If yes, it's a sign that you need to say no. Listen to your body's cues. Saying no to things that are draining your energy or distract you from the bigger picture opens up room to say yes to the opportunities that truly energize and will impact your business growth.

2. Evaluate the Significance:

Before saying yes to anything, take a moment to evaluate the significance it holds in your life and business. Consider how it will align with your values and help you achieve your goals. If it's not a top priority or doesn't align with your long-term impact, it's okay to say no. Remember that saying no to less important tasks opens up space for more meaningful work. If you’re not sure, it is okay to sleep on it. If someone needs an answer right now without giving you time to figure out if it fits into your life, it may be a good idea to say no.

Time To Wrap This Up

As a just about six-figure coach, you have achieved success through hard work and hustle. However, as you continue to grow, it becomes necessary to prioritize your time and energy. By shifting your mindset from “yes to everything” to “choosing the right yes,” you can say no to the distractions that keep you from focusing on what truly matters. Trust your gut, are saying yes out of guilt, or is it because it is a true yes? Don’t let the pressure of guilt steamroll you into the wrong decision. Be mindful of what gets your yes.

Listen to your body to guide you in making the right decisions, prioritize your time with clients and family, and evaluate the significance of each opportunity before saying yes. By following these steps, you can overcome your “yes to everything” mindset and unlock greater success in your business journey.

Friend, if you’re ready to say no to all the things and focus on growing your audience and impact with less overwhelm, I’d love to help you maximize your podcast so you can stop saying yes to all the things and posting to all the places and focus on creating the content, bringing on another client and giving more time to what matters most, your family. If this sounds like what you’ve been hoping for, please consider hiring us as your content creation team. With our easy done-for-you content repurposing service, we turn your podcast into eight pieces of content to grow your audience and impact in less time.

Here is the link to discover if this is the missing piece in your consistent content creation.

Michele Duwe from Miss Task | Small Business Owner working at desk: Finding Work Life Balance for Entrepreneurs This Thanksgiving

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Simple Process To Planning and Brainstorming Your Opt-In Freebie

by Michele | Content Marketing, Planning-Organization-Productivity

After a few years in the life coaching business and honing in on your niche, you've realized that your old opt-in isn't working. While it still gets a lot of downloads, it's no longer attracting the right people.

The dwindling number of subscribers converting to paid offers screams this to you. It's disappointing, right? Despite all the effort you put into your business, that essential tool for growing your email list—the lead magnet—has been quietly falling short, leading to lower-than-desired conversion rates.

We've all been there, putting off the creation of a new, more aligned opt-in because, honestly, the whole process feels daunting.

Where do you start? The first place I would begin is planning and brainstorming your opt-in. However, I'll give you the whole process.

How is that?

When the Problem You Solve Changes

As business owners grow, it is natural to focus on one specific problem; when that happens, it requires updating several marketing pieces. If your current opt-in is not producing the conversion rates you've had in the past, it's a clear sign that something needs to change. Likely, your free offer to grow your email list is no longer in alignment with your paid offer. This is a common sign of the bigger problem: mismatched opt-in content.

Focusing on the Solution

To fix the bigger problem, planning and brainstorming your opt-in is crucial. The longer you put it off, the bigger the effect it will have on your business. That's a stressful problem to have. Despite being overwhelming, it is necessary to come up with a strategy that engages and converts your audience. I'm guessing you already have a good understanding of the problem your audience is trying to solve. Now, it is time to plan an opt-in that leaves your paid offer irresistible.

Step One: Begin With The End In Mind

What most people do not realize is that the simplest way to plan is to start with the end in mind. What paid offer will your updated opt-in and email series lead them to? Your opt-in should solve one quick-fix problem. Then, your email sequence takes them down the path of getting to know you. Understanding what it is like to work with you.

As a result, we begin at the end, which is your paid offer. What free offer can you create that is easy to do and gives them a quick fix to the problem they are actively trying to solve?

Remember, it only needs to be one piece. Actually, it is better this way. Each email in your sequence should bring them one step closer to saying ‘yes' to your offer.

Step Two: Idea Generation with Conversion in Mind

At this point, you have a very clear picture of the problem you are solving. As I said at the beginning, you've overtime niche down from a general life coach or virtual assistant into a very specific market. This has come from working with a broad range of clients. Along the way, you've discovered what you love to do most.

Now is the time to write an exhaustive list of ideas. I want to mention this because it has been an ah-ha moment for more than one client.

What free content have you already created? Here's the thing: you can repurpose content with a proven track record of driving engagement and interest. This content can become your new opt-in. I know, right? Huge time saver!

It's funny how this previously created content can be overlooked. Are you one who likes to go live inside your Facebook Group or Instagram? I sure hope you have all those videos. Put them together into either a video or audio email series. You see your new opt-in doesn't need to be a PDF. It can be an educational email series.

Have you done a live challenge with your audience? This can be turned into an opt-in to your email list.

I sure hope that I have your wheels turning here.

Step Three: Decide On Your Email Opt-In and Create the Outlines

Map out an email journey that leads your subscribers to your paid offer. You're not for everyone, and it is the job of the email series to help them decide if you're the right one.

I understand this is easy to say, but it takes longer to do. You have a list of all your ideas. Which one is the right one? What is most in line with your paid offer? Does one feel easier to create?

Be mindful of the copy you use in your emails. You want it to generate a true connection with your ideal client. It is not all about selling; it is about connecting with the right person. I always think the right people will find you. Personally, the people I gravitate to work with get me. They are the ones who speak my language. You see, this is why marketers talk about interviewing ideal clients when just getting started.

Step three in planning and brainstorming your opt-in is about outlining and gathering. It is the time when you make all the hard decisions. Again, you want all the content to focus on delivering quality and easy action steps. Think about what one thing they can do to get a quick win.

Here is a quick checklist for copy and images:

Sales Page
– Take a look at the current sales page for your paid offer.
– Does this need any updating?
– Or is everything still good.
Email Automation Sequence
– How many emails
– Don't forget about adding in testimonial
– Final email is the ask or your sales pitch
Landing Page
Sign Up Thank You Page
– After signing up for your lists
– After signing up for your services
Freebie

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Step Four: Creating the Content

Now, it's all about creating the content. You've made all the decisions have an outline, and now is the time to develop your new freebie.

If you've decided to create a workbook, it doesn't need to be very long. If you have downloaded my quarterly planning guide, you know I did not follow this rule because it is around 50 pages. Here is the link if you’re curious: https://misstask.com/free-planning-workbook

If you're creating a workbook, up to five pages will do.

During the create phrase, you will create it all. You will write your copy, find your images, and follow your outlines to create it all!

Step Five: Setting Up the Automation

For some who are not as techie, this may be the hardest part of the whole process. Before you set up the automation, have all the leg work done ahead of time. You do not want to write your emails while you are setting up the automation. That will be too much task switching, without a doubt, make you exhausted and overwhelmed.

When you task switching, you’ll be doing tasks that are not anything alike. The switching is what makes you feel exhausted and overwhelmed.

You have your whole plan. It's already laid out for you. Now, you just need to plug that into the automation and you configure your email marketing platform for that automatic delivery. To initiate that follow-up sequence that happens automatically to nurture your subscribers towards your desired action, which is to sign up for your paid service.

Step Six: Launching and Promoting Your Freebie

Now, step six is actually launching and promoting your new freebie to attract the right people.

You announce your new freebie and begin talking about it everywhere. You start putting it out so that it can be discovered. You add it to your website. You're doing all the things to leverage your existing list.

You can handle it as if it were a re-engagement campaign. Your new target list is whoever clicks on the link to download the new freebie, and everyone else gets pruned away.

You're putting the problem of your new opt-in freebie out there to find your people.

Put it out on your social media channels and create reels. What are all the different things that you can do to promote your new freebie and attract signups? My guess is you have a pretty good handle on promoting your services.

Step Seven: Tracking and Analyzing Metrics

Don't skip step seven. This is when you know what you need to tweak and change so you can identify those key metrics and track the performance of your new opt-in over time.

When you review metrics, you're able to refine your strategy based on that data and feedback, which gives you a really good look into how it's performing.

I'm guessing you've already been tracking your metrics because you're looking to change your opt-in because it's not converting. Right? So you have to have some idea of your numbers, at least I'm assuming you do.

Time To Wrap This Up

Those are the seven different steps for planning and brainstorming your new opt-in. I hope that this has given you a really good step-by-step approach. I get that it doesn't include every single step-that would be way to much information for one post—it's more like big buckets of steps. But these are the buckets of steps that make up the are part of an opt-in building process inside a content system. My goal was to help you with the steps needed to create an opt-in that can help boost your conversion rates.

Focusing on what your audience needs, leveraging those effective strategies, and guiding your subscribers towards your ultimate goal with a carefully planned email series, you're setting the stage for the freebie that's going to connect deeply with your ideal audience.

Thank you so much for your time. I appreciate you. And I hope you have a wonderful week.