STEP 5.3: A CASE STUDY
Builds Her First System
Maria is thrilled with her first 5 coaching clients, but a new, repetitive task is filling up her day: manually sending welcome emails with PDFs and calendar links. It's disruptive and ripe for error.
The Challenge
How can Maria deliver a consistent, professional welcome experience to every new coaching client without having to manually send every single email? She needs a system to handle the repetitive work.
The Action
Maria decides to create her first-ever Standard Operating Procedure (SOP) for "New Client Onboarding."
1. Write Down Every Step
Maria lists every tiny step of her manual process, from seeing the payment notification to finding their email, attaching the PDF, and sending her calendar link. She realizes it's all "robot work" with multiple points of failure.
2. Identify Automation Opportunities
Maria realizes her payment processor can automatically "talk" to her email marketing tool. This is a game-changer.
Automation Plan:
"I can set up a rule so that whenever someone enrolls in my program, it automatically adds them to my email list and sends them a pre-written welcome email with the link to my client portal. Steps 1 through 9 can be completely automated!"
The Outcome
By spending one hour setting up this system, Maria saves hours of future work and reduces errors. Every client now gets a professional, welcoming email the instant they enroll. Maria has successfully built her first system, freeing up time to focus on coaching.
New SOP: New Client Onboarding
Part 1: Automation Setup (One-Time)
- Write welcome email template with a link to the client portal.
- Create automation rule: "When a client enrolls, send 'Welcome Email'."
Part 2: Ongoing Process (Weekly)
- Every Friday, review new client progress and send a personal check-in.