The truth? Seventy percent of businesses fail because they scale wrong. They don’t prioritize. They don’t simplify. They skip steps and try to automate chaos. Sound familiar? If you’re frustrated with your growth or feeling like you’re running in circles, you’re not alone. Let’s break this down with five steps to systematize, optimize, and grow—in a way that’s sustainable. Ready to build a business that works for you instead of you working for it? Let’s dive in.
Five Steps to Systematize, Optimize, and Grow
Step 1: Identify the Main Priority
Scaling your business without priorities is like building a house without a foundation—it’ll collapse. Yet, so many advisors fall into the trap of trying to do it all. Back when I was scaling one of my firms, I was working harder than ever. I had my hands in everything—client meetings, marketing, hiring. You name it, I was doing it. I thought, “If I just work harder, it’ll all come together.” Spoiler alert: It didn’t. I was burning out and still getting nowhere.
Here’s what I learned: If you don’t know your main priority, your business will stall. It’s that simple. Jeff Bezos didn’t start Amazon by selling everything from books to banana slicers. He sold one thing: books. He focused on getting that one thing right before moving on to the next. For me, setting boundaries was a game-changer. I decided I wasn’t taking client meetings on Mondays or Fridays. Those were my days to focus on planning and family—non-negotiables. And guess what? The world didn’t end. Ask yourself: What drives revenue in your firm? What enhances your client experience? What’s absolutely essential for success right now? Write it down. Define your non-negotiables. That’s your foundation.
Step 2: Delete What’s Unnecessary
Half the stuff you’re doing right now is probably a waste of time. It’s not that it’s bad; it’s just not moving the needle. Forbes says 63% of business owners struggle with time management because they’re drowning in nice-to-haves instead of focusing on must-haves. I once worked with a landscaping company that was barely breaking even. Their crews were running inefficient routes, offering too many services, and basically spinning their wheels. We took a hard look at their processes and cut the fluff. No more unnecessary stops or unprofitable services. Three months later, their revenue jumped 26%.
What’s your fluff? Southwest Airlines famously cut meal service because it didn’t align with their goal of affordable, reliable flights. What’s your “meal service”? Identify it and cut it. Conduct a “time and impact audit.” At the end of each day, write down the tasks you did that didn’t need your involvement. Commit to cutting at least 10% of the noise every quarter. You’ll thank me later.
Step 3: Simplify Before Optimizing
Here’s where a lot of advisors get it wrong: They try to optimize complex systems without simplifying them first. It’s like rearranging deck chairs on the Titanic. Bain & Company found that businesses that simplify their operations grow 20% faster. Why? Because complexity kills momentum. When I was scaling my business, I realized our onboarding process was way too complicated. Ten steps for every new client? Ridiculous. By cutting it down to the essentials, we freed up hours every week. More time, less hassle. Steve Jobs is a great example. When he returned to Apple, he slashed their product line by 70%, focusing only on core products like the iMac. At first, people thought he was crazy. But that move saved Apple and laid the groundwork for its explosive growth. Ask yourself: Are your workflows bloated? Are there unnecessary steps bogging you down? Simplify. Cut the clutter. Then, and only then, think about optimization.
Step 4: Accelerate Cycle Time
If you want to grow fast, you need to move fast. McKinsey found that companies that improve their cycle times grow revenue twice as fast as their competitors. That’s not a small edge; that’s a game-changer. Let me tell you about a financial advisor I coached. They were taking 92 days—yes, three months—to go from signing a client to getting paid. By the time the check came in, the excitement of landing the client had worn off. We streamlined their process and cut that time in half. Cash flow improved. Client satisfaction skyrocketed.
What about you? Look at your cycle times. How long does it take to onboard a client, deliver a plan, or respond to an inquiry? Where can you trim the fat? Think about companies like Zappos. They’re not just selling shoes; they’re delivering “wow” moments with insanely fast shipping. What’s your version of a “wow” moment? Whether it’s faster onboarding or quicker responses, find a way to impress your clients.
Step 5: Automate the Right Way
Automation is amazing—when you do it right. PwC says automation can cut operational costs by 30-40%. But if you automate chaos, all you get is faster chaos. When I first started automating, I went overboard. I added tools for everything: scheduling, marketing, client management. But I hadn’t simplified my processes yet, so it just made a mess faster. I learned to simplify first – automate second. Now, we use tools like Zapier to integrate systems and HubSpot for marketing automation. These tools handle repetitive tasks like client follow-ups, so my team can focus on higher-value work. What’s one repetitive task that drives you nuts? Start there. Automate it. It could be client onboarding, email follow-ups, or scheduling. You’ll free up time and wonder why you didn’t do it sooner.
Let me say it again: Don’t automate chaos. It’s like putting a GPS system in a car with no engine. Simplify first. Get your house in order. Then automate.
Conclusion
Scaling isn’t about working more hours or taking on more clients. It’s about working smarter. It’s about doing the right things better. Here’s a quick recap: Identify your main priority. Delete unnecessary elements. Simplify before optimizing. Accelerate cycle time. Automate the right way. Remember, every successful advisor has faced growing pains. The difference between those who succeed and those who fail is persistence and smart decisions. So, which of these five steps will you tackle first? Pick one, and commit to it this week.
If you’re ready to stop spinning your wheels and start scaling your firm the right way, let’s chat. Schedule a FREE STRATEGY CALL today, and let’s make scaling simple and sustainable.