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💼 FCFC (7 of 7): How to scale
Published 12 months ago • 3 min read
Hey Reader,
Well, here we are - the final lesson of our journey together.
Over the past week, we've covered everything from landing your first clients to building your team.
We've talked about pricing strategies that actually work and how to delegate without losing control.
But you know what? I've saved what might be the most important lesson for last.
See, over these past 5½ years of running my firm, I've noticed something interesting. Most firm owners focus all their energy on getting clients. And sure, that's important (it's why we spent so much time on it in earlier lessons).
But what separates the firms that stay small from the ones that truly scale often has nothing to do with their client acquisition strategy.
It comes down to three things: People. Processes. Tools.
Simple, right? But like most simple things, the magic is in how you put them together.
Let's start with people, because everything else is pointless without the right team.
When I'm hiring, I look for three non-negotiable qualities: they need to be enjoyable to work with, reliable, and competent.
Notice the order there - I put "enjoyable to work with" first because life's too short to work with people you don't like, no matter how skilled they are.
But here's something crucial that most firm owners miss: it goes both ways.
Your team needs to genuinely enjoy working for your company. They need to feel connected to something bigger than just their daily tasks. When your people believe in what they're doing, magic happens.
Next up is processes, and this is where a lot of firms stumble.
You need two things here: consistent work product and backup plans. Every deliverable that goes to a client needs to maintain the same quality, regardless of who worked on it.
And when someone gets promoted or leaves (it happens), you need systems to ensure the work continues smoothly.
This is where tools come in, and I'm going to share exactly what we use to run our firm efficiently.
For collaboration, we've built what I call our "productivity stack":
A password management system (because sharing passwords via email is a disaster waiting to happen)
Document management through Microsoft SharePoint (we love the real-time collaboration)
A knowledge hub for all our SOPs
Task management through Asana
Practice management software to bring it all together
For operations, we focus on automation:
Proposal and invoicing software with auto-debit (get paid without chasing payments)
Automated payroll processing
Virtual credit cards for team spending
Bill pay tools that sync directly with our accounting software
But here's my favorite productivity hack: batch similar tasks together. I group all my client calls, internal meetings, and deep work sessions. It prevents context switching, which is a massive time drain.
I even color-code my calendar so I can see at a glance how I'm spending my time.
Another game-changer?
Qualifying prospects before they can book your time. We have a brief questionnaire that helps weed out non-ideal clients before they get on my calendar.
Trust me, this saves countless hours of unproductive sales calls.
As we wrap up this email course, I want you to remember something important: building a successful firm isn't about working harder - it's about building systems that work harder for you.
Look at your current setup. Which of these three pillars needs the most attention? People? Processes? Tools? Start there, and the other pieces will follow.
Tomorrow, I'll send you an email with some exciting next steps and ways we can continue working together to build your dream firm. I've got something special planned that I think you're going to love.
But for now, I just want to say thank you. Thank you for trusting me to guide you through this journey.
Building a firm can feel lonely sometimes, but remember - you're not alone. There's a whole community of us figuring this out together.
Josh (Your CFO Guy) Fractional CFO for Startups | Founder & CEO at Mighty Digits
NEW YORK United States of America
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