The 3 systems I built to scale my design business to $2… — Transcript

If your business depends on you, you don't own a business. You have a job, and it's the worst job in the world because you're working for a lunatic. So that's one of the quotes I read or I got from Michael E. Gerber from the book Buyback Your Time by Dan Martell. So from this quote, I feel like although it is very true, if your business entirely depends on you and you're selling your soul, it's not going to be great. But I feel like there's one part of the quote that he doesn't address directly. When you're starting out as a freelancer or when you're in the beginning of your journey of running a business at the craft level, you are the business basically. Like if you're a service provider providing web design services, you need to be there. I feel like the goal isn't to remove yourself from the business, but more so systemizing how you show up within your own business. So if you're stuck at 3 to 6K months burning out, every client feels like you're starting from scratch. The good news is you don't need to hire a team. You don't need to scale into an agency. You can just stay as a one-person team or as a one-person business. You don't need to delegate tasks. You don't need to hire people. We're early in our journey in our freelance journey. We don't have the money to scale a team or to hire a bunch of people when we can't take care of ourselves. So that's why in this video, I'll show you the exact systems that I built for my own one-person business to allow myself to scale all the way to six figures without hiring an entire team or scaling into an agency, just staying lean as a one-person business. But first, I want to share with you guys a quick story about how I got here in the first place, building my own systems and scaling my one-person business all the way to six figures. I started my journey around 2022. At this time, I didn't have any systems. I was just trial and erroring. The initial mindset that I had was hustle, like just do more because in order to hit 10K months, which was my dream back then, I just needed to do more, hustle more, spend more hours working, and eventually I was burned out and overwhelmed because at the same time I was doing university work while also spending hours and hours on the business. Some months I would make 3K months, 3K, or some months I would make 4K, and there would be months like two months straight I would make zero income at all because I was just drowning in a bunch of unnecessary work that doesn't move the needle at all. Fast forward to now, after building a bit more system, a lot of trial and erroring. Like I want to set this straight. So this transformation didn't happen within a snap of a finger. It took me two years straight of constantly iterating and experimenting. So in 2025, which is now, I built proper systems. I managed to drop out of uni and have a lot of financial freedom and do a lot of meaningful and great work for my clients, which I'm very proud of. And the most important thing is I have a business where I'm not burning out. I'm not fully overwhelmed with what is given to me because I have proper systems to support myself. A very important thing is also financial freedom. I get to do a lot of big scale projects that range from 10K to 22K USD. Most other important thing is also having a very consistent income. So it's very predictable. That's my quick story, and once again, it just didn't happen from the get-go. It took a lot of experimentation, a lot of sacrifice, and investment into myself. So this is why I want to share with you guys my own story and how I did it so you don't have to make the same mistakes again. So one of the biggest mindset shifts throughout this period or until now is that systems aren't just for productivity to do more. It's meant to help you run your business to do less with the exact same results every single time. So that you have more time for deep work, which is, let's say, building your system to get more leads into your business or doing client work or doing content rather than doing admin work like replying to emails or things like that. And number two, you have less mental overload and you have more energy for, you know, life basically. And three, when you have proper systems, it kind of sounds weird at the moment. Like it doesn't make sense right now, but it will make sense later on. But number three, you get more work, you get more referrals. So I'll get to that later on within this video and you'll get why I mean by having proper systems, you get more work into your business. So before actually showing you my own personal systems, I want to let you guys know that you should have proper tools to build your own systems. Like you can't just build your own system inside your head. That's not how it works. So as a prerequisite, just choose any tool that could work for you to store information to make your work easier. So for me, I run my business entirely on Notion and Figma, just those two tools. But if you use other, you know, let's say if you don't use Notion, there's so many other options like Trello or ClickUp or just the Google suite like Google Docs or Google Slides, just whatever works best for you guys. But in this video, I'll be showing you guys my own Notion and Figma systems. When it comes to systems in my own personal business, I have three types of systems. One is admin systems, two lead systems, and the third one delivery systems. So let's take this one by one. Let's start off with admin systems first. So basically what admin systems are are just basically having a repeatable process for all administration work. Like let's say out of all the list of admin tasks, let's say you can build a system for invoices. You can build a system for responding to your clients or writing emails, your finances, your subscriptions, and the entire list that you can imagine for admin work. But the problem here is that when we don't have systems to organize all these administration tasks, at the point you're wearing way too many hats. And when you're wearing too many hats, let's say one time you're doing emails and then you're sourcing that information from your brain to write this specific email to this specific client, and then the other time you would do another proposal for two different types of clients and you would source information from your brain to write this proposal for this one client, and then for the other one you also write the proposal but also it's in a different way. So that's kind of the problem when you don't have a system is that you're literally wearing so many multiple hats, especially as a solopreneur, as a one-person business, and all of these tasks, like not only just admin work, all these tasks are just living inside your head. So every time you do client delivery, you do admin work, you're just spending a lot of energy, brain energy, to draw the information from your brain and perform that task, and it would lead to constant burnout if you're just constantly just drawing, spending a lot of energy and your mental energy, and eventually it would get overloaded. So that's why it's so important to put them in the systems. So let's say for admin work you can systemize them by emails or by proposals or by calendar management. So let's say for emails you can have reusable email templates or for proposals you have a template that you can reuse for every new client, and all you need to do is to change the wording or change the content of it so that it's aligned with the prospect that you're talking to. So that's kind of the power of systems, and I'll show you guys how I actually implement this in my own business. So this is the Notion system that I've been using over the past two years. Ever since building this system, it has saved me so much time. And let's focus specifically on admin work in this case. To start with, like things like emails, responding to emails, I have a resource for myself to use with a bunch of email templates that I can reuse for

Michael E. Gerber from the book Buyback Your Time by Dan Martell. So from this quote, I feel like although is very true, if your business entirely depends on you and you're selling your soul, it's not going to be great. But I feel

like there's one part of the quote that he doesn't address directly. When you're starting out as a freelancer or when you're in the beginning of your journey of running a business at the craft level, you are the business basically.

Like if you're a service provider providing web design services, you need to be there. I feel like the goal isn't to remove yourself from the business, but more so of systemizing how you show up within your own business. So if

you're stuck at 3 to 6K months burning out, every client feels like you're starting from scratch. The good news is you don't need to hire a team. You don't need to scale into an agency. You can just stay as a oneperson team or as a

oneperson business. You don't need to delegate task. You don't need to hire people. We're early in our journey in our freelance journey. We don't have the money to scale a team or to hire bunch of people when we can't take care of

ourselves. So that's why in this video I'll show you the exact systems that I built for my own oneperson business to allow myself to scale all the way to six figures without hiring an entire team or scaling into an agency just staying lean

as a one person business. But first I want to share you guys a quick story how I got here in the first place building my own systems and scaling my oneperson business all the way to six figures. I

started my journey around 2022. At this time I didn't have any systems. I was just trial and erroring. The initial mindset that I had was hustle like just do more because in order to hit 10k months which was my dreams back then I

just need to do more, hustle more, spend more hours working and eventually I was burned out and overwhelmed because at the same time I was doing university work while also like spending hours and hours into the business with some months

I would make 3K months uh 3K or some months I would make 4K and there would be months like 2 months straight I would make zero like income at all because I was just drowning in like a bunch of

unnecessary work that doesn't move the needle at all. Fast forward to now after building a bit more system, a lot of trial and erroring. Like I I want to set this straight. So this transformation didn't happen within a snap of finger.

It took me 2 years straight of constantly iterating and experimenting. So in 2025, which is now, I built proper systems. I managed to drop out of uni and have a lot of financial freedom and do a lot of meaningful and great work

for my clients which I'm very proud of. And the most important thing is I have a business where I'm not burning out. I'm not fully overwhelmed with what is given to me because I have proper systems to support myself. Very important thing is

also financial freedom. I get to do a lot of big scale projects that range from 10k to 22k USD. Most other important thing is also having a very consistent income. So it's very predictable. That's my quick story and

once again it just didn't happen from the get- go. It took a lot of experimentation, a lot of sacrifice and investment into myself. So this is why I want to share you guys my own story and how I did it so you don't have to make

make the same mistakes again. So one of the biggest mindset shift throughout this period or until now is that systems aren't just for productivity to do more.

It's meant to help you run your business to do less with the exact same results every single time. So that you have more time for deep work, which is let's say building your system to get more leads into your business or doing client work

or doing content rather than doing like admin work like replying to emails or things like that. And number two, you have less mental overload and you have more energy for you know life basically.

And three, when you have a proper systems, it kind of sounds weird at the moment. Like it doesn't make sense right now, but it will make sense later on.

But number three, you get more work, you get and more referrals. So I'll get to that later on within this video and you'll get why I mean by having proper system, you get more work into your business. So before actually showing you

my own personal systems, I want to let you guys know that you should have proper tools to build your own systems.

Like you can't just build your own system inside your head. That's not how it works. So as a prerequisite, just choose any tool that could work for you to store information to make your work easier. So for me, I run my business

entirely on notion and Figma, just those two tools. But if you use other, you know, let's say if you don't use Notion, there's so many other options like Trello or ClickUp or just the Google suite like Google Docs or Google Slides,

just whatever works for best for you guys. But in this video, I'll be showing you guys my own notion and Figma systems. When it comes to systems in my own personal business, I have three types of systems. One is admin systems,

two lead systems, and the third one delivery systems. So let's take this one by one. Let's start off with admin systems first. So basically what admin systems are are just basically having a repeatable process for all administration work. Like let's say out

of all the list of admin tasks let's say you can build system for invoices. You can build system for responding to your clients or writing emails your finances your subscriptions and all the entire list that you can imagine

for admin work. But the problem here is that when we don't have systems to organize all these administration tasks at the point you're wearing way too many hats. And when you're wearing too many hats, let's say one time you're doing

emails and then you're sourcing that information from your brain to write this specific email to this specific client and then the other time you would do another proposal for two different type of clients and you would source information from your brain to write

this proposal for this one client and then for the other one you write also write the proposal but also it's in a different way. So that's kind of the problem when you don't have a system is that you're literally wearing so many

multiple hats especially as a soloreneur as a one person business and all of these task like not only just admin work all these tasks are just living inside your head. So every time you do client delivery, you do admin work, you're just

spending a lot of energy in your brain energy to draw the information from your brain and perform that task and it would lead to constant burnout if you're just constantly just drawing spending a lot of energy in your mental energy and

eventually it would get overloaded. So that's why it's so important to put them in the systems. So let's say for admin work you can systemize them by emails or by proposals or like by calendar management. So let's say for emails you

can have reusable email templates or for proposals you have a template that you can reuse for every new client and all you need to do is to change the wording or change the content of it so that it's

aligned with the prospect that you're talking to. So that's kind of the power of systems and I'll show you guys how I actually implement this in my own business. So this is the notion system that I've been using over the past two

years. Ever since building this system, it has saved me so much time. And let's focus specifically on admin work in this case. To start with like things like emails, responding to emails, I have a resource for myself to use with a bunch

of like email templates that I can reuse for really common client scenarios. So in this case after spending two years I kind of digested and collected and sourced all kind of the common scenarios that I went through working with clients

doing discovery calls or getting new prospects or just handing off projects. For instance, let's say if the client booked a sales call with you, how do you follow up with them afterwards? Or let's say after you have a call with them,

what do you need to respond in a way that you position yourself as an expert?

Again, this has been a lifesaver and I've been using these email templates every single day because a lot of the times the scenarios, the email template, the emails are very similar. You just need to tailor them in a way that it

matches the context and aligns with the prospect as well. So again, there's a lot of different categories from like project offboarding, project issues, project management, pricing issues, closing the project, sales call, rejecting a project. This might help for

you as well. Let's say if you're working on Trello or if you're working on notion as well, just create a page for yourself for just common scenarios that you went through like communicating with clients.

Just see how you can systemize those emails, those conversations, those situations into a template so that every time those situation comes back up again, you already have a database of reusable templates that you can just use and this just saves a lot of time. So

another few parts that I think is also very very important when it comes to like systemizing your own business so that you can spend less time on admin work is actually having documents that so that you can reuse. So what I mean by

documents is basically reusable templates that you can use for proposals for your project starter file on Figma or things like that. So in in a sense basically these three things here and I use these three all the freaking time.

So when it comes to proposals, I have reusable templates for all of my prospects or all of my clients. So in a sense, every time I get a new client, which I would get, let's say sometimes a week, I would get two to three qualified

prospects and I would have to draft two to three proposals for those three prospects. And there's no guarantee that also close the deal as well. In order to reduce the time, have a template for all of my prospects. And this proposal

itself is easily editable. So in a sense, if I get a prospect, I just need to replace the content here so that it aligns with their company and also realign the deliverables as well.

Usually it would take me 2 to 3 hours drafting a proposal from scratch. But after templatizing the actual proposal itself, I think I'm spending around like 30 minutes max drafting a proposal for a prospect. In a sense, it has saved me a

lot of like energy and thinking time of like what I should include in a proposal. So this just gives me a very kind of foolproof way of making sure that the proposal is always consistent for all the prospects and it really

nails the most important things like the deliverables and actually making sure that we're addressing the problems, their solution, the impact of the work that we're doing for them and also like we have things like social proof that also helps us out as well. So just

having a very solid reusable proposal template just saves me a lot of time. And I feel like that should be something that every freelancers or any yeah one person business owner should do. And again I also have reusable templates for

my own invoices as well. So no need to spend the time to like create new designs. You can just reuse this over and over again. And there's honestly there's no need to like once you create this you can just use this forever or

just build on top of it. And the other thing I also have is a project starter template or a website strategy deck template to use in my actual uh delivery process which I'll show you guys later on. But overall that's kind of the

systems that I've been using for my admin work. I won't show you guys every single thing in the admin systems that I have here in my notion page because that would just take way too long. So if you

don't build these systems, you're losing hours and hours of very important work where you could be spending that time just doing much more meaningful and high impact work. So once you build these systems, you can spend less time on

these admin work which are usually very low value tasks, but you have to do it like it's impossible to not do admin work in a sense. But when you build these systems, you can spend less time on the admin work and you can channel

more of your energy into more meaningful and deep work that actually helps you scale your business. So that's one of the examples how I built my own kind of admin systems to like kind of reduce the time of doing admin work. So that's

number one with admin systems. And then number two, you have lead systems. So your business wouldn't exist if you don't have any leads coming into your business. If that makes sense. So in a sense in your business as well like

while you're doing admin systems you also need to have a proper lead system to bring in clients and you can't just let's say one day or one week you do code outreach and the other day you just scrap code outreaching and then you do

content creation and then the next week you would come back to code outreaching and then it goes in a cycle. Basically, one of the most important thing that personally helped me scale my own personal business because most of my

clients come from content creation and because I've built a proper system for my content creation, it allows me to bring in leads very consistently. Let's say two to three calls booked per week and sometimes I would just get sick of

discovery calls because I would get a bit too too many leads into the business where I would get sick of doing sales calls. So that's kind of the power of having a lead generation system. So rather than just doing whatever you feel

like having a proper system that can bring you predictable leads will change how you run your business forever because you don't have to let's say when you finish a project you don't have to think how do I get my next project

because once you have already have this lead system you don't have to worry about that. So when it comes to lead generation task or lead generation systems, you have so many different things. You have things like code outreaching, content creation, paid ads,

networking events, referrals, SEOs. This is honestly a lot of things and you can honestly just be fine with just one. For me at least, it's content creation and referrals. But most of the case, it's just content creation. So in my

business, I have a proper system for content creation. So every time I create a social media post or if I when I make a YouTube video, I would have a proper kind of structure or a guideline or a

space for myself to create very fast, create posts very fast, but also create posts in a sense where it's actually helping me drive leads and that actually brings in business. To show you guys my own actual lead generation system, in

this case it's mostly content creation. I have a dedicated content creation hub for myself to schedule all the kind of content. So what you guys here see here is just basically all my ideas that I have for content creation for YouTube.

So in this system here I just have a planner for all different types of content. So I have a YouTube and I have a pillar for let's say content ideas. So whenever I have some some random ideas let's say I'm doing dishes and I have

some ideas popping in my head. I can just jump on this notion system here and then just ideate as soon as possible as fast as possible. And I would have these kind of categories so that when I come

back to actually expand on the idea, I know what I was trying to say. So let's say the purpose of the content is to build following and grow. And then the category would be like design trends or mindset things or authority like sharing

my work process or results. So by having these categories, it really helps a lot on having a proper strategy as well.

Just knowing what you're posting and what's the context and what's the purpose of the content. Again, I also have like written content as well that I do for LinkedIn X and threads as well.

Instagram newsletter I don't do much often anymore. So, these two are kind of my main focus. And again, I also have like a checklist for myself is like how many posts I want to make every single month. And then about at the bottom

here, I have like a calendar view of just seeing all my posts being scheduled on LinkedIn X and threads and also YouTube as well. So these are just mostly productivity kind of systems to help me create like faster. But the most

important thing is the content strategy. If you don't have a proper content strategy, doing content is not going to generate you any leads or at least won't be as effective with helping you generate leads. In this document here, I

have like content formats and content strategy documents for myself to use. So in a sense or in the content creation hub, I have a customer profile for myself. So, I won't go too deep into this, but basically, if you're making

content and you don't know who you're talking to, then you might as well you're not talking to anyone. So, the most important thing when you're doing content is having a proper kind of systematic way to create content is by

having a proper foundation for it. So, having a clear idea of who you're talking to. Over here, I have my dream customer and followers and I would list all of their passions, their goals, their fears, struggles. So that whenever

every time I create content over here, when I plan out content, I always have these two people in mind to make sure that I can directly talk to them and actually create something that is relatable and is valuable for them. So

that's a bunch of like the content um systems that I have. I have much other things, many other things as well. So, if you guys are curious on how I use this content creation hub, I also have a

separate video going over this just this entire system by itself separately and also how you can build your own content strategy to bring in leads into your business. So, if you guys are interested, I'll link those video that

video in the top left or the top right of the video. Cool. Those are the content creation systems. I also even have I guess a script structure that I also follow to make sure that all the post is as optimized as possible. So in

a sense I'm just reducing as much friction as possible every time I create content. I already have a good idea a guideline of what I need to do or what I need to write. This has personally helped me bring all my clients like all

my clients have just been coming from content. And I would say I attribute a lot of the success or the lead generation because of the system that I have for myself to allow me to have a system a lead system that I can

consistently put work into. That's the kind of the lead system that I have. And just an overall recap, if you don't have a proper lead system, it's very easy for you to have a very inconsistent flow of leads. It can be very very scary like

when you finish a project and then after that like what do I do now like I would like how do I get my CL next client and you would do things like let's say out of desperation you would like send 100

cold emails and you would burn out after that and then you would kind of go into this kind of feast and famine loop of like constantly getting work and then not getting work and then getting work and not getting work and that was the

biggest problem for me earlier in my journey that's that's exact reason why I was stuck in 3 to 6k months and then some months I would make zero money at all because those months I would be like trying to find clients. I'll be

desperate to find clients and it's because I didn't have a consistent flow of leads. So when you build your like a very foolproof lead generation system.

So in this case for me it's content creation but it might for you it might be networking. It might be code outreaching. You might use a proper system for code outreaching for code emails. You would have a template. Let's

say for u emails, you have a template to send code DMs to people or you use a CRM systems to find and source all of your leads to send your code outreach to.

There's so many different ways to systemize your leads and you don't need to like manually collect leads because that would be not effective in a sense.

That's why I think it's so important to have a proven a proven in a sense like proven you need trial and error to like actually prove it and then also build like a reusable system to get consistent leads through your business. And that's

how it helped me to get from 3 to 4K months to all the way to 10 to 20k consistently for a year now. So that's lead systems. And if you're a creative stuck around four to 5K months and

you're still kind of figuring out your way on building systems and you've been finding the systems I've been showing you helpful so far, I actually converted this exact system that I used till today into an actual digital product that you

guys can use and implement into your own business to save you time and energy instead of creating your own system. So you can find that down below in description. Back to the video. So after you have finally built yourself an admin

system so you can save yourself from joining within admin work. After this you also built yourself a lead system so that you can draw in more clients into your business. The final thing would be delivery system. So how you deliver

projects and how you work with clients. I personally think this is the most important system that you should have in your business. No matter what stage you're in, having this will save you a lot of time. And going back to the point

where by having systems, it can get you more work and more referrals. And that's exactly what a delivery system would help you do is to help you impress the out of your clients and then eventually give you a good reputation

and then get more clients coming in your way. So without further ado, let's walk straight into how I create my own delivery systems and how you can create your own as well. All right. So to go a little bit deeper when it comes to

delivery tasks that you can systemize, there's a lot of them that you can systemize within this delivery systems pillar. So there's things from research, strategy, and within strategy itself, there's a lot of things like comparis, site mapping, mood boarding, and also

brand strategy as well. And then plus many other things from like project management, how do you manage your projects, how do you hand off, how do you handle the design and development process. So the reason why I put

delivery systems on the top of the system pillars is because it's serves as the most important foundation of your service business or whether if you're doing web design business or just any similar creative um business and your work is the sole reason why your ex your

business exists. That's your main offering and that's how you earn money. That's why it makes a lot of sense to invest a lot of time and effort and energy into developing a delivery systems so that you can impress the

out of your clients. Because if you don't have a proper delivery system to deliver your work in a predictable and an organized manner, it not only positions you as someone who doesn't know what they're doing, it's also compromising the results that you get

for your clients. And if you get a poor results for your clients or deliver a poor experience for your clients, it is very likely that you're not going to get repeat work or you're not going to get referrals from future clients. So that's

why it's so important to have a proper delivery systems to cover all these part of the delivery process so that you can impress your clients and also have a predictable way of working and delivering a consistent results for your

clients. And when you deliver a consistent results for your clients, clients will keep coming back to you and they will keep referring you to potential clients or prospects as well.

So I'll show you guys how I built my own delivery systems once again on notion in Figma and eventually having a system so for every project I'm not reinventing the wheel or I'm not reinventing each of the process from start to finish. So

back on the dashboard here and I think one of the biggest delivery system that I have on this system itself would be the client portals. So basically what the client portal is every time I have a new project I create this new page over

here and then it's basically serves as a reusable template. So every time I have a new project I can create this page and then this page serves as like a single source of truth for that project itself.

So basically a page to manage the project from start to finish. So all the way from onboarding to the final handoff. And in this page itself, I also have other resources for my clients to use as well. And overall, it's set up in

a way to be as clear as possible for clients and reduce as much friction and reduce as much confusion on the client's end. So every time we're working whether it's on the strategy stage or whe whether if it's on the web design stage

they know exactly where we are and where to you know access information or access resources. So everything basically kind of lists over here for every new projects. So to walk you guys through the client portal itself in the

beginning part here I have a welcome guide. So in this welcome guide, I just walk them through basic expectations what to expect from our collaboration and I I would also record them a loom video just to you know introduce them,

welcome them to the project itself and just walk them through the entire notion dashboard and then it's just going over a lot when it comes to like how we work, how we communicate and how would the project flow be just basically general

expectations. And I think this usually helps a lot with clients who are new with engaging like with freelancers or with service providers like us. It just gives them a piece of mind where to really understand how this would work on

their end and what to expect within the collaboration. So once they've read that through, we have other much many other things here with quick links for them to access like the Figma files, the brand guides, project proposals, staging link

and a directory for like meeting notes or contract and invoices. And over here we have like you know just setting expectations when it comes to the communication hours or the project status like where we currently are with the project stage whether if it's like

onboarding or if it's during the UX stage or development and then also there's like start and completion date here. So these are just like very general things for clients to once they jump on they already know what's the

current status of the project or if they want to check out the design they can just click the Fmma file here or they can go to the website staging link to see the development progress. So those are the kind of the things that we want

to start off with and then afterwards we have more of the comprehensive part of the project. So like more resources to kind of carry out the project or to run the project in a way to deliver the best

possible results for your clients. And also just make sure that we're positioning ourselves as someone who knows what we're doing and we are the expert rather than like a vendor or just someone who executes the project. With that said, I have onboarding steps or

onboarding onboarding task that I walk my clients through for every new project and that's always starts with a brand questionnaire. We don't start the project until we have this brand questionnaire filled up by our clients because this gives us all the context

about their business before we do any design work or any strategy work. And this serves as a really important foundation to deliver results for your clients. Because if you're designing without business context or without like a problem that you're trying to solve,

then the results is going to be non-existent. So you need to design something that is solving a specific problem or achieving a certain goal within the context of their business. So this is why we have like all these brand

questionnaire to help them fill this out. And then once we have this brand commissioner, we can also ask them to like fill out all the brand assets, the kickoff call where we would schedule a call together to jump on a call with

them to set expectations how we communicate and then we also asked them to at the same time schedule a strategy call and then have them provide the logging details for us. So in this onboarding step, it's just setting up

everything so that once we have all the necessary information we need, we can just move away move forward to design stage. So after that we also have supporting resources along with the the client portal itself. So we have things

like strategy files with a comparent analysis template table here to analyze competitors websites and then afterwards we also have a document here for a development quality assurance. So let's say every time we finish the development we also have things like CMS review. So

like what part of the CMS we can like adjust to improve their experience. And then we also have things like webdev bugs here. So like every time we do finish the draft of the development project, we have this space for clients

to kind of drop in images or like drop in all the issues in a sense. It's much easier for us and for our clients to like know where we want where we need to fix on the website. And yes, so that's

some of the additional resources that we have. And then at the end of here, we also have guides for our clients as well. So one of the biggest thing when you're delivering a project is making sure that your clients are providing the

right feedback for you. If they're not providing the right feedback for you, if it's like can you make this pop, then it'll be much harder both on our ends and you're wasting time because that feedback is not constructive or it's not

helpful in a way you can push the work forward so that it delivers a good results for your client. So that's why it's we have this feedback guide for clients to read through to give them a good guidance on how to provide good

feedback so that we can do the best work quality work for them. So that's one of the feedback page that we have and afterwards we have things like website carrier guide. So a career guide for them. So after we hand off the website,

how can they manage the website or how can they maintain the website on their own without us jumping in for them. And then along with that as well, we have training and handoff. So this is where we provide all the handoff files. And

then this is also where we add all in our CMS training videos. So right now this one is empty. But usually we would record all Loom videos to store all the training CMS training videos in here. So whenever we hand off our projects,

clients can always go back to this and they can change the content on their own. So those are all the project documents and at the same time we also have the timeline here. So clients can also track what's in progress and what's

in not or what's coming next. So just having a general timeline like this helps your clients kind of visualize where we are and what is else is need to be done. So in the case we want to adjust this, we can also adjust this as

well and just overall my clients find this extremely helpful to kind of see what's currently in progress and just oversee the progress of the project. But yeah, we have a lot of different stages over here from onboarding, identity, UX,

design development testing offboarding. So once again, it's all the way from the start till the end. And then at the end of here, we have a list view instead of a timeline view as well.

So that's kind of the client portal side of things. So along with the client portal, that's a space to kind of manage the project. So aside from that, we also have a project checklist. So I have a checklist so that I can reference back

and forth like all the time when I start a new project because from start to end of a project, there's so many different things that you need to be taken care of. So that's why we have this checklist

where we would have a checklist for let's say if we have a new lead in discovery. Let's say we have a new lead what do we do? So in a sense here I linked all all the email templates

according to the checklist as well. So let's say we're in the design process. What do we need to do from the start of the design process and all the way till the end of the design process. And then

just having this just make sure that you're delivering a consistent results for your clients. And also you're not reinventing the wheel or just wasting your brain energy all the time for every new project. If you have this as a

foundation, it can also make sure that you're saving a lot of time on your for yourself and for your clients and saving a lot of energy for yourself. And let's say if you want to add more things into

this own process, then you can put into this kind of checklist here to kind of you can make it even more refined. So just having all these kind of checklist really helps me make sure that nothing is really missing from the work that I'm

delivering for my clients and then it just makes sure that my clients are happy with the work that I deliver and also the experience that I deliver. So that's one of the process checklist I personally find really really helpful

and some people also find it extremely helpful as well who are using this checklist too. So along with that I also have more reus reusable templates for my uh delivery process. So with delivery process I have things like the strategy

deck template and this would be within the onboarding stage or more so of the strategy stage. So I have a deck to kind of outline most of the things I would do for my strategy. So for my own projects,

I have a strategy stage where I go over a lot of different things like brand strategy, compare analysis, site mapping, curve direction, topography, logo design, and then visual application. So I have like a template that I can reuse for every new project

that involves with strategy and then I can adapt that accordingly to their own project. So walking you guys through the strategy deck itself, I have things from all the way from the start to the end over here. And in a sense, all I need to

do is just replace the images and then replace the content, replace the design so that it matches directly with the client that I'm working with. So just having the strategy deck saves a lot of time. And also just having something

that is so solid for your clients before you actually go into design process and nailing the strategy part in the beginning. I think it's so important to make sure that you can deliver an incredible results or like really good

results for your clients after you hand off the website or after you hand off the project. So that's one of the other decks that we also have here and another template we also have which would be the project starter template. So for every

new project when we deliver projects uh when we have website designing we have a template for ourselves to use instead of creating a new file every time. So from things here we have things like sitemap um templates here, a style guide

template with a type system, a padding system, colors and spacing system here, and just overall a grid system as well.

And the point here is just save us as much setup time as possible so that we can just kick off the project as fast as possible. So that's pretty much all the systems I built for my own design

business. I think one of the most important thing when building systems is that it can be very overwhelming or it could be very challenging or confusing.

So if you're new to building systems or if you're undergoing on building your own systems, I would highly recommend just auditing what task within your business is taking a lot of time or a lot of energy and any task that you want

to just remove out of your plate and focus on a different task. Then I would really really recommend if you when you're getting new clients, when you're doing projects, when you're doing admin work or when you're just doing anything

within your business, set out some time apart to really identify what tasks are consuming a lot of your time and your energy. For me personally, one of the biggest uh time-consuming part of the business for me was writing proposals

and writing emails. So that was one of the most time-consuming part or task within my business which I systemized with to save me much more time so I can focus more on client work or more on content. So that's just one of the small

tips I would highly recommend if you're new to this or you're just building your systems. It's just yeah set out time to audit and then also build to systemize.

So I would say it's just mostly more of a step by step. So you build your systems as you grow, as you scale and as you learn as well. So hopefully you find all of the behind the scenes on how I

set up my my business and how I systemize my design business really really helpful. And if you found this video really helpful and valuable, make sure to do your own thing down there.

And once again, I still use this exact system and I have converted into a product that you can also use for your own business as well. So you can find that down below in the link in description. But anyways, thanks so much

for sticking around and till next time. Cheers.