331 | Entrepreneurship and Money: Creating Systems to Manage Finances and Time
When running a business, success is more than financial—it’s about creating systems, making tough decisions, and being intentional. Here’s how to get there.
Running a business isn’t just about being great at your craft. It’s about building a structure that supports your growth, aligns with your lifestyle, and allows you to thrive personally and professionally. In this post, we’re diving into the lessons learned from two clients: a law firm owner facing operational challenges and a property manager juggling short-term rentals. Their stories are packed with actionable insights for any entrepreneur striving to balance ambition and reality.
Key Takeaways
- Your Business, Your Rules: Employees don’t dictate your business’s success—you do. Set expectations, enforce KPIs, and create accountability.
- Systems Are Essential: Automating finances and operations ensures you can focus on growth, even during life’s curveballs.
- Evaluate Your Role: Being great at your craft doesn’t always mean you’re ready to run a business. It’s okay to reassess and pivot.
- Prepare for Off-Seasons: Plan and save during peak times to maintain financial stability during slower periods.
Episode Summary: Building a Business That Works for You
The Law Firm Owner’s Dilemma
A husband-and-wife duo running a Florida law firm found themselves at a crossroads. While their personal finances were solid, their business was holding them back. Here’s what they faced:
- Employee Accountability: Staff members were underperforming, with erratic attendance and low productivity.
- Financial Shortfalls: Despite hard work, their business wasn’t generating enough revenue to sustain their lifestyle, forcing them to reinvest tax refunds back into operations.
The Solution: We worked together to overhaul their business structure:
- Set KPIs: Employees were given clear performance expectations.
- Incentivize Excellence: Bonuses and incentives encouraged accountability and productivity.
- Simplify Staffing: Instead of relying on part-time employees, they considered hiring fewer, more reliable full-time staff.
By reclaiming control of their business and focusing on efficient systems, they’re now on track for sustainable growth.
Lessons from a Property Manager
Another client, managing eight rental properties, learned the hard truth about short-term rentals. While the Airbnb model seems glamorous, it’s a grind, especially if the numbers don’t add up.
- Short-Term vs. Long-Term Rentals: Transitioning to long-term leases wasn’t viable without a financial cushion.
- Unexpected Life Challenges: With a busy family life, homeschooling, and a spouse’s medical challenges, this client needed systems to stay afloat.
The Solution: Automate and plan for off-seasons.
- Save During Peak Times: Earnings from high-performing months were stored to cover low seasons.
- Leverage Automation: From property management to personal finances, everything was set to run in the background, giving the client space to breathe and focus on her family.
The Hard Truth: Are You Ready to Run a Business?
A common theme with both clients: running a business is a different skill set than excelling at a job. It’s not just about doing what you love—it’s about managing people, systems, and strategy.
As Michael Gerber explains in The E-Myth Revisited, many business owners fall into the “technician trap,” assuming that being great at their craft makes them great entrepreneurs. Success requires stepping out of the day-to-day grind and into a leadership role.
Your Action Plan for a Thriving Business
- Audit Your Business: Are your employees, systems, and finances aligned with your goals? If not, what needs to change?
- Set Clear Expectations: From KPIs to incentives, give your team a roadmap for success.
- Automate and Save: Implement systems that allow you to step back while maintaining financial stability.
- Reassess Your Role: Ask yourself if entrepreneurship is the best path for you—or if working for someone else might provide better financial and personal rewards.
Final Thoughts
Entrepreneurship is a journey filled with lessons. Whether you’re managing a law firm, rental properties, or another business, the key is building systems that work for you—not the other way around. Need help getting there? Start by evaluating your numbers, setting clear goals, and, if needed, seeking an outside perspective to unlock fresh solutions.
Your business is yours—so make it thrive.
Call to Action: Ready to transform your business and finances? Let’s chat! Reach out to schedule a consultation and take the first step toward building the life you deserve.
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Transcript
All right. So the contestant that is up today for lessons. From the sessions you know, A lot of our clients are entrepreneurs. Runner’s right. So that’s just kind of a trend that we have seen. In this particular. Client. He is a husband and wife together. They own a. Law firm. Down south in Florida. And they are lovely.
They have completely. Transformed their personal finances. And so that is pretty much set it and forget it. Like they’re good. Good. And so we’re working on the business, but the more they share about. The business. Like we need a little bit more than just financial coaching for business. You know, there are just some things that are happening that are really. Not allowing his business to grow, not allowing him to Succeed as a business owner and feel like he’s successful because he. Is there a one income family?
She does a couple of things on the side, but you know, for the most part. It’s it’s his business. That’s bringing in. Most of the money and You know, it’s just, there’s some things that just aren’t working. He has a couple. Employees that are not pulling their weight. And they like come in when they want. They leave when they want, they just won’t show up.
And he is so bogged. Down with all of his cases. That he just hasn’t had time. Time to really address the situation and what’s going on. And so. In his wife kind of looked at the numbers and she said, well, you know, that office, that she’s. Running, it just kind of brings in $7,000 a month. So we’ll just kind of leave it be.
And I was like, oh, absolutely. Not, I said, you are not allowing this employee to kind of dictate. Determine how well your business does, what if it’s doing $15,000 a month? On autopilot. Like what if that is your normal? Not just, we’re going to settle at seven. Because the 7,000. And what the, what the rest of the business is doing. It’s not bringing in the money that you need to be able to, for you to live your lifestyle. And so anyways, we, we did a lot of coaching on like, what. If you set KPIs for them, which are key performance indicators, what if you said, this is what. We’re going to do from this point on, you have to be held accountable to just this. New way of how we’re going to do things in the, in the office.
And what if you brought in a new person? That can now take and do a, what two people can do versus. Having two people that, that kind of worked part-time. Anyways, and just setting. Setting a hole, like an overhaul of your business setting new expectations. What if you set a bonus. Bonuses to these and say we have a good, a better and a best goal here. Here and based on how you H if you hit those goals, you get bonuses like gift cards and. Things like that. That that we can, we can give you two. As an incentive. So anyways, there was a lot of things that were. Going on that just were not allowing him to be, or have a successful business in intern. Turn it was hurting his personal finances because they had to this. This is the first year that they actually got money back from their business, from the tougher taxes. And they had to put it all back right back into the business because they were short. Short money this month.
So anyways, it was just really, really hard to kind of watch. Watch him kind of go through this over the last couple of months, but. But anyways, when we really sat down and we talked about the business and what the new. New plan could be, you could see the excitement and like, Hey, there’s a chance that. These things could be better. Yeah, I think, you know, we always say it, but it’s. It’s very special to have an outside perspective on what’s going on. Whether it’s business or personal or whatever. And so that really does help.
And I think. I think the other thing. That I heard just based on my clients. Sometimes. You. You need to evaluate whether you. I need to be in business for yourself. Right. So you, you know, w I remember. I was reading that book. And some people are really good technicians and then. They become business owners or they go into business for themselves because they think that. They’re better at the job.
So therefore they might want to have a business Doing it, and that’s not always the case. You might be better at the job, but running a busy. Business as a whole different sort of job. And not that we want to. Like flashing of his dreams, but you just have to be so intentional and it’s really, really, really. Really hard.
I was thinking yesterday, Vanessa. Last night whenever. I was like, . I used to run my own business and I re. Really likes stayed at a certain. Level the whole time. And it was because I didn’t, I didn’t work as. Hard as I do for our business now. And now that we’re in, we’re not honestly we could be doing. Better and more, but, but we’re not even, we’re not even hitting the level. That we could, if you know right now.
And it’s just, it just takes so much more. Work then you’re going to, then you think it will. And it’s it’s because of all the different things that you have to do, it’s not. Not just the job. It is running a business, growing a business, the systems, the backend, all. All this stuff. So I think that’s part of it.
And so I see a lot of people struggling financially. Really because they’ve gone into business for themselves where they. They are just not, they’re not either willing or equipped or equipped to do. All the things in there and they’re capped at their income versus if you were able to, if you were working for. Someone, if you found the right job doing the thing that you’re really good at. You might be able. To make more money.
Now on the flip side, obviously as an entrepreneur, you might be able, you really technically. I have no ceiling on what you can make. Right. It just, it just, it’s a lot more work than. People think. Well, and it just, like you said, it has, there’s a lot of avenues. And a lot of things that you don’t think about kind of, if you were in that technician role and you were working. For other people. You don’t think about all the other responsibilities that come along with with. With having your own business and you know, one of the things I told them, I was like, this is your business. This isn’t your employees business. So you need to decide how you want it run. And, and you get to decide that like, that is your choice. And so when it was, we’re going to bring his wife in as well and allow her to kind of be part of it. And hopefully they’re going to come out of this and, and they are, they will. And they’re amazing and I love them so much.
And and y’all know who you are. Cause she used to listen to the. Podcast all the time, but it’s just seeing, like Shana said a different perspective. If you guys feel like you’re stuck, have somebody else come in and look at stuff because you. They may be able to find things or they will, they will see things differently.
And they’ll find things that you. You had, you never even thought about. 📍
Well, so that brings me to my next. Client that what I was thinking about is they’ve we’ve been with, they’ve been. With us for awhile and they run. Might say. It’s a side business. They have a real estate. They have six different or no, I’m sorry.
Eight. Eight different real estate properties that they rent out. . So, you know, there’s a lot that we’ve gone back and forth because people for another thing, people. I think they want to get into Airbnb and they’re like, this is going to be great. And then, or they see. That it’s quote unquote. Great. Right now it. It is not great. We’re here to tell. That is a lot of work, a lot, lot, lot of work, and especially to be profitable. Cuttable.
And so anyway, long story. W what that made me remind reminded. We have is they They were considering. Going going through long-term rental from short term. So they have two. To long-term results. And I think the rest of them are all short term or whatever. Some sort of mix and they wanted to do all of them because Airbnb is not as much fun as everybody. He says it is right. We looked at the numbers and the, she literally couldn’t afford it yet. She could not afford to do it, but they were already like going to have this conversation going to drive over. Over to, to get it all set up and fixed up.
And we looked at the numbers. And it’s like, you can’t like, you literally will not make enough money to cover everything. So it’s just. Nice to have another perspective on your finances. That’s a good, that’s a good thing, but the. The flip side for them is because they, you know, they’re still in the short term, like right. Right now. She said November was a really weird. Weird November.
Usually it’s not great, but it’s not this terrible. And so. So the, the thing is she has assistance in place to have backup. Income basically is what we’ll call it to make sure everything’s still paid for. So. I think that that’s a good lesson is if you have. Off seasons. Then, you know, we’ve talked about before, try to set aside money during the high, the high. Time so that you can still pay all your bills and pay yourself on the off season. And all of that is set up automatically, which is super important because they. I have moved, I think three times this year.
You know, her husband had. I had a medical diagnosis. That was really tough. She’s got two young kids that she homeschools, by the way. She. She runs manages eight blocks. She doesn’t manage all of them, but she manages at least half of those properties. She’s herself. And also she’s just a human in the world.
So like, You don’t have time. And that’s what she says. She said, thank goodness. All of this is set up because I don’t have to do anything. And even if I take my focus off the finances and we’re doing anything else, it’s still. Running in the background. And that is the exact reason that we do. While we do what we do is we know you’re busy.
We know you have things to do. We want you on. On the backend to just know things are running and your money is managed. And you just, you can come in and supervise it here and there, but you don’t have to put so much time and effort into it. Well, I love how you said. And also she’s a human, like. Also you have a life you have. Friends, you have family, you have things in your life that you have going on.
And so when. You have all these systems set up? I think that’s like the best part. Sometimes of all. This is. You know, we’ve said it a million times. You can have a budget. That’s great. What does. It doing for you, if you don’t have a system in place to make it happen. And so like when. We have all of our clients set up a system, whether it’s business or whether it’s personal. Having that backup income to know like that is completely. Like the weight of that is off your shoulders and you don’t even have to think about it. It finances are one less thing on your plate.
Like I just, yeah, for sure. And I remember her she’s, she’s been around a minute and I just love her so much. And. She’s made a lot of progress and I can’t imagine. Like her still being in the same situation that she was. Yeah. You know? Yeah, that would be tough. And so, you know, A general way to do this guys. Is just to see what you require monthly.
Right? And then you, obviously what you require. As far as income goes, For either for your business, both for your business and personally, right. And so we’re going to add that up. We’re going. Gonna see what that number is divided by 12 and then our income can ma. Like whatever our income is, what we pay ourselves.
We’ll match that amount rather than. Everything. You know, so you, on these high months, you might make double what you make. On the low months, it doesn’t mean you pay yourself double. You still find that number that we just talked about. And that’s what you’re paying yourself. And you’re storing like a, like a squirrel with his naps. You’re storing the rest of it up for winter.
So or whatever your offices. Off season is so that you have it there to pull from and pay yourself on the off season. And I. Really quick, you had our chiropractor one time, right? Who went on a lot of. Occasions. And so that is quote unquote, you need money for off season or when you’re not there. Yeah.
So you have to have that lawn care companies are a lot like that. Yeah. I’m trying to think of what else. Lawyers are like that as for you have. To be there to make money. That’s pretty much. How it is, right. You have to be there to make. Money, which I know a lot of people try to get off of that scale. Get off of that time for money, but yeah, any, any of them like all of our. A spa people are hairdressers and stuff like that.
I have massage. I have two massage therapists. It’s so. So funny, cause they’re all there on the same day of coaching and it usually back to back. So I just get. All my massage therapy conversations all at once done, but they’re the same way. Like they’re trying to go on vacation and like, well, if I’m going on vacation, I need to be able to store up my money. Yep. And so that way it’s, it’s available to me when I’m gone.


