#178 - What a Week in the Life of Hello Funnels Looks Like!

Hello, hello everybody. It is Kate here from hello Funnels and welcome to Doing It Online podcast. Today we're going to take you for a little behind the scenes tour of life here at our virtual hello Funnels hq. We're going to walk you through what a week in the Life of the HelloFunnels team looks like and hopefully give you some inspiration about different ways that maybe you can structure your own work, your own team, your own systems to help you to have a more productive and just enjoyable work week. So let's dive on in.

This is the Doing It Online podcast with your host, serial entrepreneur 6 and 7 figure funnel strategist and super nerd Kate McKibben. Where every week we're here talking nerdy and sharing the things that actually work to help you do what you do online. But better, easier and with a ton more profit too. Are you ready? Let's do it.

Alrighty guys. So as I mentioned, this episode is a little bit of a Big Brother style episode. No, I was not organized enough to get someone to come and follow me around for a week. That sounds kind of like hell to me. But we are going to walk you through some of our key systems, our key processes and what it really does look like. As I said, a week in the life of hellofunnels and hellofunnels team. So first of all, caveat. Pretty much everyone on our team, not everybody, but majority of our team are mums. So and majority of the team, including myself, only work part time. So we have a very virtual. And also another caveat, no one is lives within, you know like a thousand kilometers of each other. So we're all in different states, if not countries. And so everything is very virtual but also deliberately everything is very flexible because you know, anyone who's listening who has children, particularly small children, understands that that is just the way that it has to be. And I kind of love that we've been able to do that not just for my own, for myself, but also for our team as well. So we do, yeah, we have most pretty much everyone on the team is sort of able to roughly set their own hours and work when works best for them, but a couple of times throughout the week where we have meetings or where it just makes sense for for us to be online at the same time if we're needing to communicate or have feedback on different things. The other thing is because we do all work remotely is that Slack is very much basically our virtual co working space. We do all of our communications in Slack. There are no emails from the team to each other. We use ClickUp for our sort of task management system, which does have comments and whatnot, but we found that the notifications got a little out of control. We love Slack. We use Slack for our client community as well. So it just made sense to use it for our team and I think it works really well. It also means that we can actually have our team meetings inside Slack huddles. And, you know, this is not an ad for Slack, by the way, but just kind of gives you an idea of how we work. Once a week we have our weekly emoji check in where everybody has to put up three emojis, which all have different meanings. One is, let's just know sort of what their workload is like, so whether they've got free capacity or it's just crazy and they might need some help. The other one is, do they have everything they need for that week to be able to do their tasks? And the final one is kind of like freeform, just one that sort of like is a little bit of an update on what's been happening with them, how they're feeling, and usually that sparks a little bit conversation as well. Like someone might say that they're sick or someone might post something really random like a cat dancing and you can't. And then everyone's like, oh, what does that mean? What are you up to? And, you know, I just find for us and for myself as a manager of a team, it's a very, very simple little mechanism that we've been able to add in, but I find I don't, I don't know if this is true of the team. I probably should ask them, but I feel that being able to put in an emoji to say, hey, I've got too much on my plate is much easier than actually putting your hand up and saying, hey, I've got too much on my plate. And so it just kind of takes a bit of the pressure off and it just allows the team to be able to communicate like that quite, quite easily and without having to feel like there's anything negative about letting us know these things. So that's been really great for us. And we do that sort of once a week. At the start of the week. Now, for myself, before I dive into like a week, a day by day kind of breakdown, there's three things that I do absolutely every morning. The very first things I do, as soon as I log in, I normally grab my coffee, sit down, and this is what I try and get done. First thing Just to sort of set me up for the day. The first, one very first thing I always do is go into our client community and go through and answer all the questions in there because I want to make sure that people aren't waiting. Also because early in the morning is often still like evening for a lot of our clients if they're in other parts of the world. It does give them a chance to then jump on and have a follow up question if they need to while we're on the same time zone. So I always try and do that as early in the morning as I can. Then I jump into the team slack and again just go through if anyone's, you know, posted anything that I need to look at or they've asked any questions or they need a log, you know, whatever it is, just make sure that everybody has everything that they need for the day. And then the final thing that I always do is I check our rolling sort of seven day dashboard which we've got set up in segmetrics. And that just really gives me a good idea of how we're tracking on our really important goals and metrics. And that's kind of like a little just health check for me for the business. Now traditionally, like I actually set that up to be something I looked at weekly, but I'm a bit obsessed with it so I check it every day. Now I'm gonna go through the week and how that kind of looks for me. So for me personally, I love to be able to block out big chunks of time, to be able to do big chunky projects. Like I don't work well when I'm jumping in and out of meetings or I'm having. I've got multiple things that I kind of have to do through a day. I work really well. If I can sit down and go, I'm just gonna be really la focused on this thing. And I love, that's the part of the job that I really love, part of running business. I love sort of working in those, those meteor projects. So for me, Mondays and Tuesdays I have no meetings unless absolutely have to. And though that is my project work time and the way that it's worked out, like I, if I probably sat down and designed my week, I probably wouldn't have put that first. I probably would have put like meetings and whatnot first. But actually it works so well for me to come in after a weekend or fresh brain, all feeling creative and excited and being able to really put like my best time and energy into those bigger tasks before you sort of get derailed with the other minutiae of a business. So that works brilliantly for me. And those days guys, as I mentioned, they are in kinder hours. Like that's not a full on full long day. And usually I eat my, I eat my lunch at my desk, I've sort of, I sit down, I get it done, I barely move other than for, you know, bathroom breaks. So that's like that. I can be a very, very laser focused person when I want to on Wednesdays. Wednesdays is all of my meetings, all of my calls pretty much back to back. Got client calls, team meetings and then I have and they go through to probably from about 8:30 through to about 1 I'll have lunch and then I leave that afternoon free for if there's any other meetings that I need to jump into or need to organize maybe with freelancers or contracts or something like that or just for catching up on things that maybe I haven't had a chance to look into because I have been in that sort of laser focused project mode on the Monday and Tuesday. Then Thursdays is actually a short day for me and it's my last day of the week. And usually after working so intensely for those other three days, the creativity's gone a little awry. And so end of the week tasks for me, admin kind of things, proofreading stuff. Although I'm the, I'm the sense check proofreader, not the proof proofreader, that's not someone else on my team. Reading through, copy, giving feedback again, making sure everything is set up for everyone to be able to do what they need to do the start of next week. And then Fridays I have off with my son. So the only things that I do on the Friday is I still jump in in the morning while I'm having my coffee and go through and check the client and my team slack again. Just make sure everybody has exactly what they need. And that's pretty much it. And then Saturdays and Sundays I try and stay away from my laptop as much as I can. I am addicted to it. It does come back. But, but that's our week. That's our sort of. That's my week. That's our structure. And that sort of works really well for us. Obviously everybody's business is different. If you've got an amazing structure or any awesome productivity hack, I would love to hear it. Pop it below. If you're watching this on YouTube or DM us over @ hello Funnels, let us know. Otherwise, I hope this has been useful. I hope has given you some ideas around how you could pot essentially structure and block out your own weeks to make the most of the way that you best work and to be able to be more productive and find more enjoyment. I think as well is important in in how you are able to do the work that you do for your business. But otherwise, guys, have an amazing week. I will see you next week. Well, you'll see me and yeah, keep doing what you do.

Bye.

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