live without

How I Run My Business: The People & Tools I Can’t Live Without

Whether it’s the solopreneur working from home with two kids or the startup founder running a team of 40 in Brooklyn, I’m fascinated by the systems that entrepreneurs create to grow and maintain their businesses.

On that note, I thought it would be interesting to introduce you to the tools and people I rely on every day to keep Factory45 running as smoothly as possible.

Before I get started, you should know that it wasn’t until the Fall of 2014 that I felt financially secure enough to make my first hire. So, in case you’re just starting your business now, remember that this doesn’t happen overnight.

THE PEOPLE

Rather than hiring full-time employees, I prefer to stay lean and hire contractors to help with critical components of my business. With sites like Upwork and HireMyMom.com it’s easy to hire part-time contractors, making it a win-win for you and for the person you’re hiring.

The contractor has the autonomy to run their own freelance business, set their own schedule and work from anywhere. The perk for you is that you can hire someone who specializes in the 1-2 skills you’re looking for.

I currently work with seven part-time contractors, who have (thankfully) become a well-oiled machine. I can act as project manager between each moving part, knowing that every person is doing their job as thoroughly and as quickly as possible.

It helps that every single one of them is also an ace at what they do, so building up trust happens quickly.

erika

Erika (Phoenix, AZ) manages the publishing of blog posts and the scheduling of emails for Factory45. So, for example, what you’re reading right now? She made it happen. After I write the content in a Google doc, I send the link to her with the photos to accompany it, and she designs it all on WordPress and ActiveCampaign.

 

Inaina (Atlanta, GA) designs the Keynote presentations that eventually become video lessons in the Factory45 program. She’s a former Apple employee with a profound knowledge of anything related to a Mac, and I was able to snag her off of Upwork nearly two years ago.

 

Shaunshaun (Seattle, WA) is the graphic designer for the Factory45 program. He creates the PDF’s, exercises, to-do lists and visual elements of the online course. I’m always telling him he’s fast as lightning (really, the man can whip up a PDF quicker than anyone I know).

 

Joshjosh (San Diego, CA) is the video editor for the Factory45 program and hiring him has saved me hours of time. After I record a video lesson for the course, I’m able to send Josh the draft so he can edit out any bloopers or mistakes. Rather than starting over every time I misspeak, hiring Josh allows me to record just one run-through.

 

Emilyemily (San Francisco, CA) has done all of the web design and development for the main Factory45 website and blog, as well as the private portal where my entrepreneurs are able to access the Factory45 program. She is the workhorse of the whole online operation and makes sure everything runs smoothly and looks beautiful.

 

Jerodostermeier-cpa copy (West Plain, MO) is my accountant and has managed the financial side of Factory45 as the business has continued to grow over the past two years. I’ve worked with Jerod since 2011 when I was making a poverty-line wage, so it’s been exciting to have him along for this ride. His help has also been invaluable in keeping all of my ducks in a row.


I know a lot of entrepreneurs hire people to do their blog writing and social media posting, but I’m pretty adamant about writing all of the content myself. You’ll never see a blog post with my name on it that wasn’t written by me. And every single word of the Factory45 program was written by me over many, many months.

There are only so many hours in the day, so hiring out “specialists” to take over the work that isn’t my strength, allows me to grow without burning out.

In addition to written content, I take the reins on strategic marketing, relationship building and most importantly, working with my entrepreneurs through Factory45.

THE TOOLS

  • Asana: Seriously, can’t live without it. It’s the ultimate task management resource. I was first introduced to it when I worked a brief stint for Danielle LaPorte in 2013 and I’ve relied on it ever since.
  • WordPress: I use WordPress for the Factory45 website, the blog and the program portal. I know how to create a blog post, but under Emily’s strict orders, I’m not allowed to touch anything else ; )
  • Google Drive: This is where all of my written content lives. I have close to 30 different folders for blog posts, launch strategies, marketing, each of my contractors, media outreach, etc. During the rare times that Google Drive crashes, my brain crashes too.
  • Dropbox: I use Dropbox as a collaborative sharing tool between myself, Emily, Shaun, Ina and Josh. It’s easy to transfer finished content from person to person so that it all ends up where it needs to be.
  • Edgar: For $49 a month, Edgar will save all of the social media posts that you schedule, and recycled them at a later date. Only a fraction of your audience sees a tweet or Facebook post when you send it out, so this ensures that your content doesn’t go to waste after one use.
  • ActiveCampaign: At the beginning of 2016, I made the transition from MailChimp (the email marketing platform I had been using since 2010) to ActiveCampaign. I wanted a fresh start and to clean house with my list, and with more advanced capabilities, I made the decision to migrate and I haven’t looked back.

I want to reiterate again that I bootstrapped for a long time and did everything by myself until I was ready to hand over some control.

When you’re first starting out it’s expected that you run all operations and stretch yourself thin so you have an understanding of everything that goes on in running your business.