How Project Management Transformed a Business Coach’s Operations
Every established business making sales and looking to streamline its services or products—whether to deliver faster, simplify processes, improve efficiency, or raise quality—needs a project management consultant or team member. Here’s a real-world example of how our team at Wasson Management + Marketing stepped in to revolutionize operations for one of our clients.
The Project Management Problem: Disorganization and Missed Opportunities
A business coach for moms came to us with a familiar set of challenges. She wanted to:
- Make more sales in her group coaching program and online courses.
- Maintain consistent podcast production to support her marketing.
- Streamline her internal systems to avoid dropped balls and missed deadlines.
At the time, her business was running on a reactive rather than proactive approach:
- She couldn’t track where her sales were coming from.
- Sales calls for her group coaching program were random and unstructured.
- Podcast episodes were often rushed, recorded at the last minute.
- Deliverables for her group coaching program were sometimes delayed or forgotten.
She needed structure, systems, and clarity—and that’s exactly what we delivered.
Our Approach: Streamlining from the Inside Out
As her project management team, we started with a full consultation to prioritize her most pressing needs, create sustainable systems, and assign responsibilities to her team members. Here’s how we broke it down:
Step 1: Revamping Client Deliverables for the Group Coaching Program
The first priority was ensuring her paying clients received what they were promised. After years of operating without a clear system, there were inconsistencies in:
- Knowing when each member’s program started and ended.
- Tracking deliverables and onboarding/offboarding processes.
We created a comprehensive system to map out every client’s journey:
- Onboarding: Each new member was slotted into the correct starting point based on their join date and program progress.
- Deliverables: Clear timelines and automated reminders ensured clients received all promised resources on time.
- Offboarding: A streamlined offboarding process tracked completion, gathered feedback, and encouraged referrals.
This new system reduced confusion, boosted participation, and increased overall client satisfaction.
Step 2: Building a Referral and Sales System
During the offboarding process, we introduced a referral system that fed directly into the sales pipeline. Referrals were incentivized, tracked, and integrated with the marketing strategy to bring in steady leads.
For her group coaching program, we replaced sporadic marketing efforts with consistent, automated systems, including:
- Email Campaigns: Regular outreach to nurture leads and encourage enrollment.
- Google Ads: A steady stream of paid traffic targeting her ideal audience.
- Podcast Promotions: Leveraging her podcast episodes to highlight the value of her programs and direct listeners to sign up.
These systems ensured there was always a flow of potential clients entering the pipeline.
Step 3: Optimizing Podcast Production
Her podcast was a critical marketing tool, but the last-minute approach wasn’t sustainable. We helped her make the decision to outsource podcast management. By hiring an external team to handle editing, publishing, and promotional tasks, her internal team could focus on:
- Delivering an exceptional experience to current clients.
- Managing the email, ads, and social media marketing campaigns.
This shift allowed her business to scale without overwhelming her existing team.
Step 4: Supporting Team Growth
With the foundational systems in place, it became clear that the team needed to grow. Thanks to the clarity provided by these new systems, hiring decisions were easier to make. Everyone knew their responsibilities, and there was less room for miscommunication or overlap.
Our ongoing role as her project management team has been to:
- Monitor systems and ensure they’re functioning smoothly.
- Keep team members accountable and satisfied in their roles.
- Identify opportunities for continued improvement and growth.
Why Every Business Needs a Project Management Team
As a business owner, your focus should be on innovation, growth, and serving your clients—not micromanaging day-to-day operations. That’s where we come in. At Wasson Management + Marketing, we ensure your systems run seamlessly, your team members stay engaged, and your business operates like the well-oiled machine you’ve always envisioned.
Let us handle the details so you can focus on what you do best: building your business and achieving your goals.
Ready to streamline your operations and elevate your business? Contact us today to learn how we can support you with expert project management services.
