Podcast
Systemize Your Success Podcast
Hosted by Dr Steve Day · EN
Reclaim your time, reduce stress, and create more impact.
For years, Dr. Steve Day was a slave to his businesses - working insane hours and living in constant stress and overwhelm. After suffering through burnout and depression, he realised that success doesn’t come from doing more; it comes from aligning your work with your ideal life and systemising the things that matter.
That shift changed everything.
By focusing on key systems, he transformed his business and lifestyle - emigrating to Sweden and living with more presence, purpose and impact.
In Systemize Your Success, he shares the strategies that helped him step out of the grind so that you can do the same.
This podcast is for small business owners who want to honour their authentic selves, create more space and freedom, and leverage their strengths for meaningful impact. You'll learn how to streamline operations, outsource effectively, manage a remote team, and set up systems that free you to focus on building a business you feel proud to talk about.
If you’re ready to build a successful business and have the freedom to enjoy it- hit subscribe, and let's make it happen.
31episodes
Episodes
Newest firstAll episodes
FOMO, Insomnia, Identity Crisis! The Reality of Using AI in Business | Ep 278
2w ago00:25:09Tap to summarize🎙 In this episode, I open up about the very real FOMO and identity crisis I’ve been wrestling with as AI explodes across the business world. I share the sleepless nights, the technical headaches of getting Claude Code and task‑running agents to work within tools like Asana, and the uncomfortable question of whether I should rip up my existing business and go “AI‑first” from scratch. You’ll hear why I*didn’t sack my team, how I’m instead building a human‑friendly interface between staff and AI, and why delegation, systems, and clear communication are now more critical than ever. If you’re a business owner who feels both excited and overwhelmed by AI - and you’re wondering how to move forward without blowing up everything that’s already working - this one’s for you. KEY TAKEAWAYS 💡 Tame AI FOMO Before It Derails You: You can´t afford to ignore AI, but you also don’t want to blow up a working business just because others are sprinting ahead with AI. Instead of reacting to the hype and giving in to FOMO, make calm, deliberate decisions. 💡 Adopt AI in Bite‑Sized, Relevant Steps: Measure how far you’ve already come, then pick the next practical use case for your business instead of chasing every shiny AI possibility. 💡 Make AI Work Through Familiar Workflows: Design simple, human‑friendly interfaces, e.g. task boards, so your team can “delegate to AI” without needing to become technical. 💡 Manage AI Like a Team Member: Set goals, boundaries, permissions, and feedback loops for your AI agents just as you would for humans, so they’re powerful but safe and aligned with your culture. Without human oversight, AI can easily go off in the wrong direction. 💡 Don’t Build in Isolation: Plug into communities, open‑source tools, and experienced guides so you can shortcut the hard technical work and avoid trying to figure AI out alone. BEST MOMENTS 00:04 - 💬 “ The AI FOMO epidemic is rampant in the business world right now.” 03:52 - 💬 “ The AI agent is going away, doing them and then reporting back, just like a human would.” 07:35 - 💬 “ We sometimes lose sight of how far we've come. We focus on the goal that's in front of us, and that goal never, ever can be reached.” 16:52 - 💬 “ AI is not a silver bullet. It's not like, hey, AI, go run my business, and then off it goes and runs your business.” 21: 32 - 💬 “ We can't just plug AI into this. It's got to be an interaction between the AI and the humans.” TIMESTAMPED OVERVIEW 00:00 Intro: Facing AI challenges and realisations 05:18 Managing staff access and training 07:41 The gap and the gain philosophy 12:27 Discussing AI tools and resources 15:02 Using AI to Enhance Business 16:32 Training and guiding new employees 21:23 Deciding on technology solutions VALUABLE RESOURCES Join our private, focused, and supportive community designed for freedom-driven entrepreneurs at https://join.sys.academy LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/
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Simplified DNS, A Faster Site, and Unlimited SSL For Free - What's The Catch? | Ep 277
3w ago00:15:00Tap to summarize🎙 In this episode, I share how I’ve taken the chaos of managing dozens of DNS records, SSL certificates, and email settings across multiple providers for my websites. I simplified it all into one, non‑techie‑friendly dashboard using Cloudflare. I walk you through how I now spin up subdomains, connect tools like my CRM, and handle DKIM and DNS changes in minutes instead of hours – often with one‑click integrations. You’ll hear how Cloudflare has saved me hundreds of pounds a year on SSL, dramatically improved my sites’ speed and security, and virtually eliminated the stress of “I’ve broken the website” moments. If you’re an entrepreneur or business owner who hates technical faff but needs reliable, fast, secure websites, this will show you a simple way to centralise and systemise all your DNS and domain management. KEY TAKEAWAYS 💡 Centralise All Your DNS: Save time and reduce stress by pointing all of your domains’ nameservers to Cloudflare. All your DNS changes can be made in one simple, consistent dashboard, instead of having to remember how to do it across several hosting panels. 💡 Security and Potential For Cost Savings: Cloudflare bundles free SSL, DDoS protection, proxy-based IP masking, and other security tools that many hosts charge for, meaning there is the potential to both harden your sites and reduce recurring costs each year. 💡 Website Speed Improvements Directly Impacts Sales: Faster load times via Cloudflare’s CDN and caching reduce friction for visitors, which meaningfully boosts conversions and revenue. BEST MOMENTS 00:24 - 💬 “ I have no affiliation with them, but I want to share it today, because it is awesome.” 06:34 - 💬 “ You only have one login and one dashboard to deal with. That is absolutely priceless.” 10:45 - 💬 “ The website loads faster, and you get more sales as a result.” 11:43 - 💬 “ It will take you less than five minutes to put a website from where it currently is onto here.” TIMESTAMPED OVERVIEW 00:00 Intro: Using Cloudflare for website management 01:00 Simplification and time saving 06:30 Cost savings and security 10:49 Performance and reliability enhancements VALUABLE RESOURCES Go to sys.academy/tools to check out how amazing Cloudflare is yourself - also check out other cool tools and apps that we use and recommend. LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/
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AI Augmented Team: Real Growth Without The Cost | Ep 276
4w ago00:15:59Tap to summarize🎙 In this episode, I share why I’m no longer excited about replacing whole teams with AI and instead, focus on building AI‑augmented teams that get better results, faster, without blowing the payroll budget. I’ll walk you through how I “hire and train” AI like a new team member using Standard Operating Procedures (SOPs), templates, and examples, and why treating AI like a search engine is the fastest way to get mediocre outcomes. You’ll hear why I’ve moved my own workflows from ChatGPT to Claude, how I’m using projects, skills, and autonomous agents to amplify what my existing team can do, and a simple first experiment you can run today with one role or process. If you want to turn your current staff into an AI‑powered, higher‑level team instead of trying to replace them, this episode is for you. KEY TAKEAWAYS 💡 Stop Chasing Full Replacement of Your Team With AI: For most businesses, particularly small businesses, an AI‑augmented team beats the fantasy of firing everyone and letting AI run the show. 💡 Train AI Like a New Hire: The more SOPs, examples, and context you give your AI, the more consistent, on‑brand work it can deliver without you. 💡 Pick ONE Core AI Platform: Go deep on a single tool and master it. Explore and be persistent. Understand its strengths, limits, and integrations. Only use other AI tools if your chosen platform fails for certain tasks. 💡 Make Your Team the AI Owners, Not the Victims: When your team helps design and direct how AI is used, it stops feeling like a threat and becomes a tool that enables them to escape the grind and lean into higher‑value work that quickly moves the needle. 💡 Start Today, With One Process: Get one of your team members to choose a single role or task, upload everything into a project, and let your team member and AI co‑design a better workflow. Do this with each team member. BEST MOMENTS 02:06 - 💬 “ (With AI) the opportunities of possibilities are massive, but so is that learning curve and that is putting off a lot of people.” 05:44 - 💬 “ I'm now dedicated to learning Claude and mastering it and only using other tools if Claude fails.” 13:08 - 💬 “ The future is not AI or humans. The future is AI augmented by humans.” 13:15 - 💬 “ We get far more done at a far higher level than we could ever think was possible before, without having to blow our budgets on amazing consultants and stuff.” TIMESTAMPED OVERVIEW 00:00 Into: Training AI for consistency 02:20 Use AI to support - not replace 05:19 Exploring different AI tools 09:28 Human AI collaboration VALUABLE RESOURCES Get free access to our DIDACT Framework—here's the link to our best Guides, Frameworks, and Templates: https://sys.academy/guides LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/
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Stuck in Overthinking? Break the Mental Loops Draining Your Business ft. Dave Nyss, Founder of Real Learning | Ep 275
Apr 3000:45:52Tap to summarize🎙In this episode, I sit down with Dave Nyss, founder of Real Learning. Together, we explore how “red energy loops” of stress, overthinking and self‑doubt quietly drain your business, how to spot the blind spots and mental filters that keep you stuck, and how to recondition your brain so you can operate more from flow, peace and unconscious brilliance while still growing a profitable business. We discuss recognising anxiety as a signal that something needs adjusting, designing your business around your zone of genius, and ditching the grind. KEY TAKEAWAYS 💡 Design for Flow, Not Grind: Flow is that state where work feels light, focused and almost effortless - like following a trusted sat nav rather than fighting your way through fog. Instead of glorifying grind, notice the type of work, clients, schedule, environment that make you feel calm, clear and absorbed, and deliberately build more of your business to match those - then, flow becomes your default, not an accident. 💡 Debug Your Thinking Like Software: When you feel stressed, stuck, or are overthinking, don’t override it and push through - pause and “debug” the situation by asking which belief or assumption is making this feel hard – rewrite your mental code. 💡 Fix Your Brain’s Filters: Your brain constantly filters and deletes information it thinks isn’t important, based on past experience and beliefs. In business, that means you literally cannot see opportunities or solutions that don’t fit your current story. When everything feels hard, assume your filters are working against you and ask, “What possibility am I automatically ruling out here?” BEST MOMENTS 04:35 - 💬 “ We can actually achieve a lot more by doing a lot less.” — Dave Nyss 19:02 - 💬 “ I focus on what is the missing piece? What is making it hard?” — Dave Nyss 22:16 - 💬 “ People say ‘I've got imposter syndrome’ - Why not get rid of it? ...you can get rid of anything.” — Dave Nyss 35:13 - 💬 “ So much in business is wrapped around this we cannot fail mentality, which, for most people, just causes us to limit ourselves and do what is safe.” — Dave Nyss 36:88 - 💬 “ It should all be fun. If you could literally live by that mantra with regard to business, then you'll end up inevitably being in your zone of genius. Because the things that you find the easiest, the most fun, are typically the things you're best at.” — Steve Day TIMESTAMPED OVERVIEW 00:00 Intro: “ Supporting Business Growth & Wellbeing” 07:30 Blind spots and unconscious brilliance 18:33 Practical techniques 30:01 Spotting what you are really good at VALUABLE RESOURCES Join our private, focused, and supportive community designed for freedom-driven entrepreneurs at https://join.sys.academy/ LINKS TO CONNECT WITH THE GUEST Website: http://www.reallearning.co.uk LinkedIn: https://www.linkedin.com/in/davenyss/ ABOUT THE GUEST Dave Nyss is the founder of Real Learning and creator of the Always Thrive Framework, helping high-performing leaders reach peak performance while building stress-resilient, purpose-led businesses. With 15+ years of coaching experience and his background as Projects Director at a FTSE 250 tech company, Dave blends strategic clarity with intuitive insight to support ambitious founders and senior leaders. His work helps them turn stress into a useful signal, unlock sustainable high performance, and grow in a way that aligns with their values. LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/
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How Executive Assistants Unlock Growth Without Overwhelm ft. Tarra Stubbins, Founder of Take It Easy Group | Ep 274
Apr 2300:33:42Tap to summarize🎙 In this episode, I sit down with Tarra Stubbins, CEO of Take It Easy Group. She went from being a roadie to becoming Mick Jagger´s personal assistant. We unpack what it really means for your business when you get high‑level support at an early stage. We also dig into the difference between a task‑based VA and a strategic EA, why an EA can be your most important first hire, and how the right support pulls you out of the day‑to‑day so you can think, lead, and create at a higher level. If, like me, you’re at the stage where you need to delegate ownership of areas of your business rather than just tasks, this episode shows you what to look for, what to avoid, and how to set goals your systems and team can sustain. KEY TAKEAWAYS 💡 Hire an EA Early: A true executive assistant should be your first strategic hire if you want to grow fast, get out of the weeds and into CEO‑level work. 💡 Set Goals Your Business Can Actually Support: Ambition is great, but if your systems, capacity, and team can’t realistically handle the targets you set, those “big goals” will break your business instead of growing it. 💡 Systems Enable, Not Stifle, Creativity: Guardrails, workflows, and AI free you to spend more time in your real zone of genius. BEST MOMENTS 07:46 - 💬 “ Understand the operational systems behind the business so you can run faster.” — Tarra Stubbins 10:07 - 💬 “ There's something missing in the ability for me to actually execute the level I want to now. It's like I'm holding myself back.” — Steve Day 14:27 - 💬 “ If you hire an executive assistant first as your first hire, whether it's part-time or even full-time, it's your most strategic move.” — Tarra Stubbins 24:39 - 💬 “ It doesn't matter what my morning routine is, it matters what works for you and your schedule and your goals in this season of life that you're in right now.” — Tarra Stubbins TIMESTAMPED OVERVIEW 00:00 Intro: Ever thought about hiring an EA? 09:32 EA vs. VA 15:49 Setting the Right Goals 24:50 Redefining Success & Impact VALUABLE RESOURCES Get free access to our DIDACT and Recruit Right frameworks—here's the link to our best Guides, Frameworks, and Templates: https://sys.academy/guides LINKS TO CONNECT WITH THE GUEST Website: https://www.takeiteasygroup.com LinkedIn: https://www.linkedin.com/in/tarrastubbins ABOUT THE GUEST Tarra Stubbins is the visionary founder and CEO of two multi-million-dollar service-based organisations, built entirely through her dedication to goal-setting and unwavering determination despite having no formal business background. With over two decades of diverse experience, she has managed the lives of and worked alongside legendary musicians like Mick Jagger and Drake and high-profile CEOs such as Richard Branson. Known for her no-nonsense, purpose-driven approach, Tarra specialises in empowering individuals to achieve their personal and professional goals. She transforms daily lives by eliminating ineffective multitasking habits and introducing proven techniques utilised by the world's most successful people. Passionate about helping others unleash their inner potential, Tarra continues to inspire countless individuals to live the lives they've always dreamed of LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/
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Not Getting Honest Feedback from Your Team? Try This New System | Ep 273
Apr 1500:12:55Tap to summarize🎙 In this episode, I share how and why we’ve built a simple, structured feedback system into our meetings to make sure that even the most timid team members feel safe giving honest, constructive feedback - and yes, even to me as the business owner. I’ll walk you through our meeting scoring, the Meeting CHAIR guide, and the pre‑written feedback scripts we use to keep feedback objective, future‑focused, and consistent across the whole team. You’ll hear how this system has improved punctuality, reduced meeting chaos, and helped us overcome cultural barriers that normally make it hard to “challenge the boss.” If you want a team that actually tells you what you need to hear, not just what you want to hear, this is for you. KEY TAKEAWAYS 💡Why Empower Your Staff to Make You Better: Everybody, including “the boss”, needs feedback to help them to improve the way they work. So, empowering your staff to break free of social norms and provide direct feedback on how you are performing is very effective. 💡Systemise Feedback: Don’t rely on casually inviting “honest feedback”. If you do, you´ll never receive any. Build structured feedback into your business – I share how my meeting chairing process does this and how it is changing my company’s culture for the better. 💡Give Meeting Chairs a Clear Playbook That Includes Feedback: Use a Meeting CHAIR guide, scoring, and pre‑written feedback scripts so anyone can run efficient, on‑time meetings that improve how each team member performs. BEST MOMENTS 00:27 - 💬 “ My staff are now feeling empowered to give me the essential feedback that I need to improve as a member of the team.” 03:13 - 💬 “ The feedback is meant to be generic. It's meant to be future-focused, and therefore I'm actually thinking - I actually need to do this. I need to change my behaviour.” 10:03 - 💬 “ It's the systemized approach to doing this that has allowed this to actually happen and make a difference in the business.” TIMESTAMPED OVERVIEW 00:00 Intro: Empowering Staff Through Feedback 01:00 Why Bosses Also Need Feedback 04:40 The Meeting CHAIR Guide and Scripted Feedback Messages 07:10 Normalising ‘Challenging the Boss’ VALUABLE RESOURCES Join our Community so you can learn more about how to empower your staff and build a business that doesn't rely on you as the business owner: https://join.sys.academy/ LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/
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Could a Fractional COO Help You Step Out of the Day-to-Day? ft. Tamara Munoz, Founder of Behind the Screens | Ep 272
Apr 800:38:51Tap to summarize🎙 In this episode, I sit down with Tamara Munoz, a Fractional COO specialist and founder of Behind the Screens. Together, we explore how to get high-level operational support before you can justify appointing a full-time COO, and what it really looks like to extract yourself from the day-to-day while still running a lean, human-centric business that supports your goals of being present for family and living with purpose and peace. If, like Steve, you want a fractional operations manager, somebody to be your “second brain” and basically do all of the essential stuff that you just wish you didn't have to do, this episode is for you. KEY TAKEAWAYS 💡Small Businesses Need COOs Too: You don’t need a big team to be a “real” CEO: even a lean, lifestyle-focused business benefits hugely from fractional COO support. 💡Hire Fractional Brains, Not Just Fractional Hands: At a certain stage, another assistant isn’t the answer. A fractional COO becomes your “2nd brain” - they turn your vision into contracts, systems and hires that fuel growth while you continue to steer your business. 💡You Decide What ‘Big Enough’ Is: Top‑line growth that crushes your profit or your nervous system is fake success. Define what presence, peace, and security look like for you, then only scale in ways that protect all three. BEST MOMENTS 01:04 - 💬 “ I can grow my business without losing control, without breaking the bank, and also to do it without breaking my lifestyle goals of living with more presence, purpose and peace.” - Steve Day 15:35 - 💬 “ I call it CEO extraction. We gotta get you out of the trenches. We walk them through this whole framework.” - Tamara Munoz 26:18 - 💬 “ Then make decisions based on, okay, we are fully optimised, and we're nearing capacity. What's our next step?” - Tamara Munoz TIMESTAMPED OVERVIEW 00:00 Intro: Getting operational support 11:45 Defining what success will look like 24:50 Scaling a company with a fractional COO 34:36 Finding peace and presence VALUABLE RESOURCES Get free access to our DIDACT and Recruit Right frameworks—here's the link to our best Guides, Frameworks, and Templates: https://sys.academy/guides LINKS TO CONNECT WITH THE GUEST Website https://behindthescreens.biz IG PAGE: https://www.instagram.com/behindthescreens.biz IG Profile: https://www.instagram.com/tamaramunozwhilden ABOUT THE GUEST Tamara Munoz is a Fractional COO for leading online businesses and founder of Behind the Screens, partnering with growth-minded CEOs to build calm, effective operations. After running high-stakes, 24/7 operations for brands like Disney and Starbucks, she saw firsthand how traditional corporate systems burn people out—and became determined to prove you can protect both people and performance. Today, Tamara leads a 22-person team, helping founders get out of the trenches, close operational gaps, and reclaim their time without sacrificing growth. A first-generation American, she now finds joy in travelling and cooking with her husband and three young children. LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/
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Turn Your Vision Into Operational Flow—Without Doing Everything Yourself | Ep 271
Apr 200:20:50Tap to summarize🎙 In this episode, I dig into what it really takes to build a business that no longer depends on you for every answer, every decision, and every tiny task. I start with the mindset shift from “I’ll just work harder” to “how do I turn my vision into operational flow?” I walk you through how to get what’s in your head into systems, often using affordable virtual assistants to build and improve them for you, so your team can actually use them. Including my “you should only ever answer a question once” philosophy. You’ll hear how to delegate in a way that creates systemisation assets, not just quick fixes, why this lets even non‑superstar team members perform at a high level, and how the same skills of documentation and process mapping are exactly what you need to unlock AI, automation, and even more freedom in your business. KEY TAKEAWAYS 💡 Turn Vision into Operational Flow: Don’t aim to get better at “doing more”; focus on translating the ideas in your head into simple, documented systems so other people can execute without you in the loop 💡 Use Virtual Assistants to Build Your Systems for You: Don’t try to design and document every process yourself; train affordable virtual assistants to interview you and your team, capture how work is really done, and turn that knowledge into living systems and SOPs that keep improving over time. 💡 Answer Each Question Only Once: Create reusable assets, as you go, not one‑off answers to questions. Any task that might be repeated should be documented as it’s delegated, e.g. via a quick recording, screen share, or written steps. The work those up into full systems. 💡 Clear Systems Are the Foundation for Automation and AI: Clear process maps, triggers, and decision points are the raw material for automation and AI - without this operational clarity, no tool will reliably deliver freedom or scale. BEST MOMENTS 01:14 - 💬 “ Start building freedom into the way your business works.” 03:23 - 💬 “ You don´t even need to do it all yourself, you can actually train affordable virtual assistants to do this kind of work (building systems) for you.” 10:59 - 💬 “ This is about having better systems so you can actually still function at a decent level with B players or even C players in the business, if you have to.” 14:38 - 💬 “ Put words like wanting people to be systems thinkers, to love the idea of documentation in your job postings allow you to attract the right type of assistant into your business.” TIMESTAMPED OVERVIEW 00:00 Intro: “Creating Freedom Through Systems” 05:18 “Streamlining Systems for Continuous Improvement” 07:35 “Effective, Reproducible Delegation Systems” 10:49 “Power of Effective Systems” 17:56 “Impact Beyond Individuals: Generational Change” VALUABLE RESOURCES Check out my new website copy I’ve been talking about in this episode at www.systemsandoutsourcing.com LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/
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The AI-Powered Recruitment System We Use to Eliminate Subjective Hiring Decisions | Ep 270
Mar 2600:16:00Tap to summarize🎙 In this episode, I share my incredibly frustrating experience of recruitment, including hiring my replacement as an intern, recruiting for my various companies, and running a recruitment agency. A journey that took me from hating recruitment to building an AI-powered, VA-driven system that finally makes hiring simple, objective, and repeatable. You’ll see why traditional recruitment is so slow and draining for business owners. I explain why my fully systemized recruitment process ignores CVs, how it removes early-stage gut-feeling errors, and instead uses standardised applications and AI-supported screening to objectively filter candidates down to a high-quality shortlist. Whether you’re hiring your first virtual assistant or growing a small remote team, this episode is for you. It is the first step towards replacing guesswork with a clear, step-by-step process that will finally enable you to turn recruitment into a strength in your business. KEY TAKEAWAYS 💡Stop Trusting CVs and Gut Feel: AI‑polished CVs and “she seems nice” interviews are a terrible basis for judging who can actually do the work. 💡Use Test Tasks As An Initial Filter: Use structured applications, test tasks, and clear scoring to filter candidates. Reserve your human judgment for the final interview stage. 💡Own Your Recruitment System: When agencies control your hiring, you stay dependent, delay firing, and tolerate mediocre performance. 💡Make Hiring Easy to Run Without You: When a VA can run the entire process, you can mostly remove yourself and your management team from the equation. Creating a near-frictionless hiring process ensures you get the right people into the right places quickly - particularly important during periods of high growth. BEST MOMENTS 00:31 - 💬 “ There was no way of comparing like for like. It was purely down to my gut feeling about who should replace me in my role.” 05:17 - 💬 “You can waste huge amounts of time on taking someone through a recruiting process and interviewing them and even hiring them, only to find out they can't actually do everything they said they could do.” 07:47 - 💬 “I believe a business owner can easily do the recruitment better than anybody else.” 11:17 - 💬 “You need your company to stand out from every other job advert out there. To be the one that's different, the one that actually speaks to that person.” TIMESTAMPED OVERVIEW 00:00 Intro: “Hating Recruitment to Perfecting It” 06:44 Avoid Overreliance on Recruitment Agencies 08:32 AI-Powered Recruitment Made Easy 12:12 Streamlined Hiring Process Workshop VALUABLE RESOURCES If recruitment currently feels slow, hit‑and‑miss, and painful, this is your next step. Register for our Recruit Right Workshop at sys.academy/recruit LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.
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The Missing Skill Between Visionary Ideas and Operational Flow | Ep 269
Mar 1900:12:36Tap to summarize🎙Have you ever had a great business idea stuck in your head, but struggled to turn it into something your team could actually build and execute? In today's episode, we discussed the game-changing skill of process mapping—how to transform visionary concepts into systematic, executable workflows that truly drive your company forward. I shared proven methods and frameworks, and broke down simple, standardised approaches anyone can use to visualise and communicate their ideas, whether for automations, AI, or human-driven processes. We explored the steps for mapping out sequences, triggers, accountability, and how to bridge process maps into actionable task delegation, making your systems not just clear but operational. I also reflected on years spent helping entrepreneurs unlock these tools, including personal stories with clients who finally saw their ideas come to life. So if you're ready to stop bottlenecking your business and start systemising your success, keep listening for practical steps and inspiration! KEY TAKEAWAYS 💡Learn The One Powerful Skill Every Visionary Leader Needs: Your real leverage as a leader is learning the skill of turning messy ideas in your head into clear, step‑by‑step flows others can execute. Then, actually delegating. 💡Process Maps Make Ideas Valuable: Until a vision is mapped, tested, and run by others, it’s just an idea with zero value to your clients or company. 💡Standardise How You Map: Use one simple, shared mapping standard so anyone in your team can “read the map” and build or run the system without you. Then, turn those process maps into task‑management flows that assign owners, deadlines and checklists so you can watch your ideas happen in real time. BEST MOMENTS 01:24 - 💬 “ They either get dragged into the weeds of doing it all themselves, or they get frustrated that other people just don't understand.” 06:41 - 💬 “I'll literally just interview them and pull out the entire process from them, step by step, and map it out in a very standardised way.” 07:09 - 💬 “There's a very small set of rules and very small set of symbols you need on your process map to map out 95% of any business process. You don't need all the bells and whistles.” TIMESTAMPED OVERVIEW 00:00 Intro: “Systematic Idea Visualisation Skills” 02:21 Using processing maps 04:37 Identifying key systems 08:25 Bridging process mapping across to task management VALUABLE RESOURCES To help you systemise your business and live with more purpose, presence, and peace, join our Community at https://join.sys.academy/ LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support. This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/
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