How to Structure Your Systems so You Have Time to Start a Second Business

If you’re dreaming of starting a second business but feel stuck in the day-to-day chaos of running your first one, this episode is exactly what you need.

In Episode 5 of The Operations Fix, I dive into how you can structure your systems to free up the time and mental energy needed to pursue your next big idea. Whether you’re a multi-passionate entrepreneur or simply know you’re meant for more, this episode lays out exactly how to make it happen—without sacrificing the quality of your first business.

Here’s what you’ll learn in this episode:

• Why documenting your service delivery process is the key to consistent results.

• How to hire doers to take client work off your plate.

• The power of having an oversight leader in your business.

Build a business that runs smoothly so you can grow effortlessly.

If you’ve been waiting for the perfect time to start your second business, now’s your chance to get the systems in place to make it a reality. You don’t have to choose between your existing business and your new dream—both can thrive when you have the right processes and team in place.

Ready to take the next step?

If you’re a service provider in the real estate, consulting, or creative industries, we can help you free up your time and streamline your operations with two solutions:

1. Done-for-You Systems: In just two months, we’ll fix the nagging operations problems in your business by simplifying processes, setting up tech tools, and documenting all procedures. You’ll finally have a business that operates seamlessly, retains more clients, and gives you the time and freedom you need to grow.

2. Systems for Solo CEOs Advisory: A self-paced course, resource library, and on-demand consulting solution designed to help you improve your operations, hire the right team members, and get expert answers to all your pressing business questions.

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If reading is more your style, enjoy the transcript below:

Right now, you want to start a second business. You’re multi-passionate and don’t want to choose between one venture or the other. But your workdays are so busy that the idea of juggling a second business feels impossible. That doesn’t mean you have to let that dream die. Deep down, you know there’s more impact and income waiting for you—you just need help getting your first business running smoothly on the back end so you can step up to the next thing.

Here’s how you can structure your systems to free up time to start a second business without sacrificing the quality of your first one:

Step 1: Document Your Service Delivery Process

The first thing you need to do is document your service delivery process so your services are delivered consistently, no matter who is doing the work. Proper documentation ensures anyone on your team can follow the steps and deliver the same high-quality results without your constant guidance.

Here’s how to do it:

1. Establish Standard Operating Procedures (SOPs): Write down the exact steps for delivering your service. Make it simple and easy to understand.

2. Create a Training Library: Organize these steps into a manual, video series, or another accessible format.

3. Hold Your Team Accountable: Ensure everyone follows the documented procedures and maintains the standards you set.

For example, if you run an event photography business, your documentation might include:

• Preparation Steps: Charging camera batteries, packing gear, and creating an event-specific checklist.

• Client Interaction Standards: Outlining pre-event calls to discuss schedules and expectations.

• Shot Lists: Templates for capturing must-have photos at events.

• Editing and Delivery: Step-by-step instructions for editing images and delivering galleries to clients.

• Off-boarding: A process for collecting client feedback and maintaining relationships.

By documenting these processes, you’ll spend less time explaining tasks and more time focusing on bigger goals. Your team will deliver excellent service consistently, even in your absence—freeing you up to start your second business.

Step 2: Hire Doers to Execute Your Vision

Once you’ve documented your processes, the next step is to hire doers—people who can follow your procedures and handle the day-to-day tasks.

These doers might include:

• Administrative Assistants: Managing repetitive tasks like scheduling, email management, or invoicing.

• Specialists: Delivering the core services your business offers.

For example:

• If you’re an esthetician offering facials and waxing, hire another licensed esthetician to perform these services.

• If you run a marketing agency, bring on graphic designers, blog writers, or social media managers to handle specific aspects of your work.

You don’t need full-time employees to get started. Part-time contractors or project-based hires can effectively fill these roles. The key is to ensure your processes are well-documented before hiring so you can confidently delegate tasks. This step will reduce your workload and allow you to focus on higher-level priorities, like planning your second business.

Step 3: Hire an Oversight Role

The final piece of the puzzle is hiring someone in an oversight position to manage your doers. This could be an:

• Operations Manager

• Online Business Manager (OBM)

• Executive Assistant

• Director of Operations

• Chief Operations Officer (COO)

This oversight role ensures the quality of your services remains consistent, even when you’re no longer directly involved. It also frees up your mental space to be a visionary and focus on new opportunities.

Here’s how it works:

• Manage Quality Assurance: They’ll ensure all tasks are completed to your standards.

• Streamline Day-to-Day Operations: They’ll handle project management, oversee the team, and resolve issues before they reach you.

• Support Business Growth: With their expertise, they can help you strategize and implement systems for your second business.

When I worked as an Operations Director for a real estate company, my boss was able to start three additional businesses over two years because I managed the day-to-day operations. She trusted me to oversee the team, deliver quality results, and offer strategic advice for her new ventures. Having this level of support allowed her to focus on growth without worrying about client satisfaction dropping.

Recap and Action Steps

If you want to start a second business, you now know how to structure your systems to free up time:

1. Document Your Service Delivery Process: Create SOPs and training materials to ensure consistent service.

2. Hire Doers: Delegate tasks to specialists and assistants who follow your guidelines.

3. Hire an Oversight Role: Bring on someone to manage your team and operations so you can focus on growth.

Take a moment to assess your current business:

• Do you deliver your services the same way every time? Are these steps documented?

• Do you have a team to execute your documented processes?

• Do you have an oversight role in place to ensure quality and manage day-to-day tasks?

If you’re ready to take the next step, we want to help you.

How We Can Help You Grow

At Day to Day Assist, we specialize in helping service providers in the real estate, consulting, and creative industries structure their systems for growth.

Done-for-You Systems: We’ll fix your operations challenges in two months or less. From simplifying processes to setting up tech tools and documenting procedures, we’ll transform your business operations so you can step back from the day-to-day.

Systems for Solo CEOs Advisory: Our self-paced course and resource library will teach you how to improve your operations with efficient processes, tech tools, and expert guidance to build a scalable business.