THE LIFESTYLE ENTREPRENEUR

Read time - 3 minutes

My 2025 - Practice Management

The last few weeks I’ve highlighted the wins and challenges in growing my coaching business in 2025.

The three major parts of my business:

-Sales/Business development - read article here

-Delivery of services - which we call “Mastery” in my community -

-Practice management or administrative support - which I’ll lay out today

Practice management is the term for all back-office, administrative, and operational management of my coaching business. Mine is an extremely simple business - I sell my services through facilitated sessions with teams. But like any business, that still comes with a decent amount of adminstrative support to make it all go smoothly.

2025 brought dramatic improvement to my business from a practice management standpoint, and I’ll break it down into three sections:

1. Team/organization

2. Structure

3. Tools

Team: I can generally be considered a solopreneur, although I’m technically not because I have one full-time team member. Cami is my practice manager, and she sits in multiple seats on my accountability chart (org chart):

• Sales/marketing - Organizes all my social media content and distribution, schedules and organizes events, manages my CRM and contact lists, and generally spends time thinking about how to put me in front of new prospects

• Admin/assistant work - Organizes and manages my email, calendar and scheduling, completing tasks as needed

• Client admin - Send check-in emails, schedules sessions, sends followup, and generally maintains the administrative needs of my work with clients

• Finance - Creates and sends invoices to clients, communicates monthly with bookeeper

Cami is my second practice manager. I had one for about a year, transistioned away for about 5 months, and onboarded Cami in July. I leaned hard into delegating properly and building a good working relationship, and I started seeing immediate benefit in freeing up my workload and headpace, and also saw financial benefit within 2 months in the form of new clients.

Cami is “full-time” with me but I’d gues works about 20 hours a week for me at this point. Those 20 hours are extremely high impact, and allow me to focus most of my time on developing myself as a coach and facilitator, being present with my clients, and writing about my journey.

The only additional team members I use are a regular bookeeper I pay monthly, and my CPA I pay monthly to run my payroll and also be available for any questions I have.

Structure: Put simply, we run our practice on EOS, and it works. Shocker. Here’s a quick rundown of what that works like:

• Vision - We have a Vision/Traction Organizer (VTO) that we update quarterly and establish rocks (priorities) for eachother each quarter.

• Meeting Pulse - We have a weekly Level 10 meeting once a week to stay on track and solve key issues each week. We also communicate on Whatsapp throughout the day as needed. Our other meeting is a Quarterly planning meeting, which is half-day at this point

• Data - Our scorecard is reviewed each week and we hold eachother accountable to executing our weekly tasks to keep the business moving forward

• Process - We have some processes documented so they can be repeated

This structure just simply works. We don’t meet more than we need to , but we make sure to meet regularly to stay on the same page, connect, and also make sure she has what she needs to do good work.

Tools: Like everyone, we use a good amount of tools to run our business. I won’t list 100% of the tools we use, but the major ones are listed here:

• Google - Gmail, Calendar, and drive

• Notion - repository of most of our data, content, processes, tasks, etc.

• Hubspot - CRM & monthly newsletter

• Beehiv - Weekly newsletter

• Whatsapp - daily chat and sharing of files/images. This is how we communicate on a daily basis

• AuthoredUp - Great LinkedIn content tool we use to post and schedule our content

Overall my practice has grown not only by revenue, but by efficiency and horsepower over the next year. We still have plenty of challenges, but have the team, processes, and structure to meet all my goals in 2026.

My biggest takeaway for my business, and any business - once product/market fit is established and the economics of the business are sufficient to invest further into - it’s all about moving up in the unique value area of what you can provide to your business, and delegating everything else relentlessly.

I’ll continue doing that this year, by pushing Cami and myself to build better and better systems, and continue leveling up.

Talk to you next week,

Mike