5-Steps to Build a Dream Team for Your Coaching Business

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As a coach, you probably

have a ton of knowledge and a strong desire to help others to succeed. 

But let’s be real…

Running a business isn’t something you can do alone. 

It takes a lot of hard work, time and dedication. 

That’s why it is better to build your coaching business with a team.

Why building a Team Matters?

When the competition is tough, your team can be the key to make your business strive forward. 

Think of them as the engine that keeps things moving, allowing you to focus on what you do best – coaching. 

With a reliable team by your side, you can kiss goodbye to those endless long office hours dealing with nitty-gritty tasks. 

That means more time and energy to focus on delivering top-notch coaching services. 

(And so that your kids don’t forget what you look like). 

But how do you put together a perfect team for your business?

Let’s break it down to 5 simple steps that could help you to create your coaching business dream team:

Step 1: Determine the Skills and Roles Required

Now that we understand why having a team is important, the first step is to figure out what kind of team you need.

Think of this step as laying the foundation for building your dream team. 

Start by asking yourself, “Why do you need to hire?”

It’s not just about having more hands on deck…

Hiring the right people can skyrocket any business.

Conversely, the wrong people can destroy your business. 

That’s why getting the right team members is like finding the perfect puzzle piece. 

You want people who fit well in your culture and also possess the skills you need. 

Acquiring top talent in your team means bringing in people who can contribute their expertise to your coaching business. 

Imagine having a team that shares your passion, and is eager to turn your vision into reality. 

So, think about how many people you need in your team. 

Consider this as the fuel for your business’s growth. 

Let’s break down some key roles you should consider to build your coaching dream team:

Administrative role

As you start your business, obviously there will be a lot of administrative work that needs to be done…

The person behind the administrative role is like the backbone of your coaching business. 

Although their tasks are not considered high-value work, it helps in keeping your business running smoothly and saving you time. 

As someone who is in the administrative role, organisation is their superpower. 

They’ll make sure everything runs smoothly behind the scenes, handling tasks like scheduling, correspondence and social media management. 

When hiring for that role, seek candidates with specific qualities. 

Look for detail-oriented candidates who love getting things right. They should also be organised and able to handle tasks with ease. 

As they’ll also be chatting with clients, and partners, good people skills are a must too. 

As business might go hectic sometimes, it’s important to have someone who can keep their cool under pressure. 

So, being calm and collected when given a variety of tasks is the key trait you want to look for in this person

As your coaching business grows, the task for administrative role might change too. 

So the person in this role needs to be adaptable to changes and ready to take on new tasks as the business grows.

2. Customer Service

Having someone dedicated to customer service is like having a friendly face that ensures your clients are happy and satisfied…

…even when you are not physically present. 

It gives you more time to focus on high-value tasks that require your attention as a business owner…

Like developing new products or services and working on your sales and marketing. 

In any coaching business, the person behind the customer service role is super important. 

Their main mission is to keep your clients happy…

…and one of their key responsibilities is to retain clients in your coaching business. 

They make sure your clients stick around by providing the support and assistance needed – ensuring a successful start and finish to their coaching journey. 

So, when hiring for this role, you’ll want someone who is friendly, efficient and a problem solving champ. 

Pay close attention to how they present themselves, communicate and their skill in conveying information to others.

3. Personal Assistant

This would be your right-hand helper…

Making sure your appointments and commitments don’t clash, giving you an extra hand to manage your busy schedule. 

Their main task includes creating a to-do list, setting reminders on important dates and managing your calendar – making sure you never miss an appointment or deadline. 

They might also help you with prospecting – conducting research on leads and handling initial communications with the potential client. 

When selecting the right candidate for this role, make sure to interview several candidates and pick someone you’re comfortable working with. 

Remember, it’s essential to clearly communicate your expectations before bringing them on board to your team. 

The main reason to have a personal assistant is to free you from time-consuming and lower-priority tasks. 

So, your personal assistant should allow you to focus on high-value activities.

4. Bookkeeper

The person in this role should be the go-to expert for all things money related. 

So, you might need someone who is detail-oriented and good with numbers. 

They are the ones that will ensure your financial house is in order, keeping track of your income and expenses…

…as well as preparing tax returns. 

While you may be able to hire a part-time bookkeeper initially, you might want to consider planning ahead for this person to assume a full-time role as your business grows. 

Now that you’ve got the key people figured out, the next step is to transform this group into a high-performing dream team.

Step 2: Building a High-Performing Team

But before we go any further on assembling your dream team, let’s talk about who you want in those roles. 

To build a high-performing team in your coaching business, it’s not just about finding anyone who fits the role. 

It’s about finding the right people that can work and synergise effectively in a team. 

Imagine this:

You want a team where everyone is rowing in the same direction. 

When you are hiring, consider the traits and qualities you’d love to see: 

  • Are they well-spoken? 
  • Do they appear passionate or driven? 
  • How do they present themselves
  • Are they open to feedback? 
  • Are they self-motivated? 
  • Do they share the same values?
  • Will they fit in your company culture?
  • Can they buy into your vision? 

And if there are specific skills or experience you’re after, make sure the person you hire checks all those boxes. 

This approach not only helps you to find the right fit for your business but also makes the hiring process smoother. 

A high-performing team isn’t just a bunch of people that work together. 

It’s also about having a team that is aligned with your company’s vision, culture and values.

Encouraging open communication is more than just creating a dynamic work environment.

It is also an important role to shape your company’s values, vision and culture. 

When you encourage your team to share their ideas and thoughts, it fosters collaboration and adds value to your company. 

By promoting the culture of open communication in your company, you’ll also improve your team’s ability to communicate and help everyone to grow. 

In the end, this effort creates a workplace where everyone feels connected to your business vision and actively works towards it.

Step 3: Hiring & Training: Shaping Your Dream Team

Now that you’ve identified the ideal qualities for your dream team, the next step is to make your final choice. 

It’s time to choose those candidates that have the most potential…

Not just for the job but also for their growth in the future. 

When it comes to forming your dream team, here’s what you should look into: 

Hire for Attitude, Train for Skills

Don’t just hire based on skills. Also, pay attention to the candidates’ attitudes. 

Skills can be taught, but a positive attitude and willingness to learn are qualities that are invaluable. 

Next, look into team compatibility. 

Think about whether these potential team members will work well together. 

It’s not just about individual skills, it’s also about how they will fit into your team. 

When you’re considering candidates, ask yourself questions like:

  • “Would this person work well with the team?”
  • “Would I want to work with this person?”

These questions can guide you towards those who not only fit the job description but also contribute positively to your team’s dynamic. 

Educate and Empower your Team

Once you’ve found the right fit to your dream team, it’s time to invest in their growth. 

That means providing adequate training and resources, making them feel supported in their growth. 

Here’s how you can educate and empower them: 

  • Passing on your knowledge

You’re not just a coach for your clients. You are a coach for your team too. 

Sharing what you know with your team is important. 

When you share your knowledge with your team, it helps them to be better at their job. 

This will also help them to understand your coaching business direction better and bring everyone on the same page as you. 

  • Investing in growth

Encourage your team to level up their skills and explore new horizons. 

Support their professional development by providing training, skill development and mentorship. 

Supporting your team’s growth pays off in the long run. 

When your team members feel that you’re invested in the growth, they are more likely to go the extra mile for your coaching business. 

Remember that your goal in the hiring process is to create a team that works well together and keeps growing by fostering their development. 

By doing so, you are not just building your dream, you are also nurturing a group of individuals who are all in for your coaching business’s success. 

Next we will look into how outsourcing and freelancers can be valuable additions to build your coaching business dream team. 

Step 4: Outsourcing and Freelancers – Expanding Your Team

Building your dream team doesn’t always mean hiring full-time employees. 

Sometimes, you can tap into external resources to fill in specific roles and get the job done efficiently. 

Just imagine having a crew of specialists right at your fingertips, each highly skilled in their area of expertise. 

That’s what outsourcing and hiring freelancers can offer. 

Consider outsourcing experts to your team for tasks that demand specific skill sets. 

These include technical stuff such as web design, graphic design, bookkeeping, or video production and editing. 

You can easily find these professionals on platforms like Fiverr and Upwork. 

These platforms connect you with freelancers from all over, offering a wide range of services. 

When searching for freelancers, look for those who not only have the skills but also understand your business and its goals. 

Before jumping into hiring your preferred freelancers, check out their portfolios, read reviews and have a quick chat with them to see you are both on the same page.

But not just freelancers you can hire as your key people, think the same way about hiring agencies too. 

Because sometimes you simply can’t get all the necessary skills from a single individual. 

Take for example: Marketing can help to enhance your coaching business to another level, but expecting a freelancer to know how to run ads, design graphics, do copywriting, edit videos, build landing pages – it’s not possible. 

That’s when you should hire a team of marketing experts with an agency, like Radical Marketing (shameless plug).

By outsourcing your marketing needs to an agency, you’ll have a team of experts running your marketing. 

So, what about your sales team?

You need someone to close the deals and turn these potential clients into paying customers. 

But here’s the big question: 

Should you build your own in-house sales team or opt for outsourcing?

It’s like deciding whether to assemble a team from scratch or to bring in outside experts to tackle your sales effort. 

Before you decide on anything, let’s break down the pros and cons of outsourcing your sales team: 

    The Pros: 

  • Speedy Scaling: Outsourcing your sales efforts allows you to quickly scale up without the delays of hiring and training. 
  • Cost-Efficiency: Outsourcing often comes with cost savings. It simply means that you don’t have to spend on hiring, training and maintaining an in-house team, and only have to pay for the services you need, when you need them. 
  • Access to Expertise: You’ll get the know-how to the table –  gaining access to expert sales strategies, techniques, and market trends. Allowing you to generate a high volume of sales returns. 

    The Cons: 
  • Less Direct Control: Compared to an in-house team, you won’t have the similar level of direct control over the day-to-day activities of an outsourced team. 
  • Alignment Challenges: You need to have constant communication and coordination with your in-house and outsourced team. This way, you can make sure their strategies are always aligned with your brand values and goals. 

Remember, outsourcing comes with a price, so weigh against the potential rewards it may bring to your business.

Step 5: Managing Team Performance - Keeping Your Dream Team Thriving

Once you’ve put together your dream team, it’s time to help them perform their best. 

You can do this by setting KPIs and goals together… and making sure everyone is reaching them.

Think of KPIs and scorecards as your team’s GPS. 

Helping you to track their work progress, measure success and find areas that need improvement…

All without micromanaging your team. 

This sets a clear idea for your team on their scope of responsibility, keeping everyone on track. 

It is also important to support your employees’ growth within the company. 

It’s perfectly normal for team members to encounter challenges. 

But the key is to spot these challenges early and to overcome them.  

Whether they are related to teamwork, communication, or even workload. 

When you’re able to identify these challenges, take proactive steps to address them with your team.

Find solutions that could help them to overcome these challenges. 

Create an environment where they feel valued, respected and heard. 

Overcoming their challenges could simply mean providing support during their tough times… 

…giving them the freedom to share ideas that could contribute to make their work systemisation better. 

Encourage team collaboration, and celebrate their success. 

When team members feel like they are well supported in their career growth, they’ll be more likely to stay motivated and contribute effectively to the team. 

Remember, good team members can transform your business…

…while a bad hire can cost your business millions. 

So choose wisely. 

But, a lot can happen in a span of a few months or even weeks for most companies…

Sometimes, there will be times when a team member may not be the right fit.

Despite your best efforts to train them, they may end up falling behind. 

Perhaps they have trouble keeping up with the workload or they lose interest, maybe they found out the job wasn’t what they really wanted in the first place. 

So keep an open communication channel with your team. 

Sometimes, better communication with your team can fix the problem. 

Provide necessary support if they are willing to improve. 

 But, if all else fails, you might have to think about parting ways, by letting them go…

There’s nothing worse than having someone who is not passionate about their job, working for you just to get a paycheck. 

You could be doing them a favour by them with someone else…

Who is more excited about the job and can inject a better energy to the team. 

Just like getting out of a bad relationship, it’s a tough call sometimes. 

As hard as it may seem… you just need to let them go for the greater good..

…of your company and for your dream team too. 

Building the Dream Team for Your Coaching Business

It’s an undeniable fact that starting and running your own coaching business is not easy. 

That is why putting together the right team is essential for any coaching business. 

Here’s a short recap on what we have covered in the article: 

Step 1: Determine the Skills and Roles You Need – Start by figuring out who should be in your team and why. From people who handle the nitty-gritty tasks in your company to the ones that keep your finances in check. 

Step 2: Building a High-Performing Team – Creating a high-performing team is not just about putting anyone to fill in the key roles. It’s about assembling a group of people who share the same vision, and have the right skills. 

Step 3: Hiring and Training – When building your team, go beyond hiring only for skills. Select candidates that have the attitude to learn and grow together in a team. Once you have found the right fit, invest in their growth through training and support. 

Step 4: Outsourcing and Freelancers – Building your dream team doesn’t always mean hiring full time employees. Sometimes outsourcing teams like sales and marketing can boost your business capabilities. 

Step 5: Managing Team Performance – Measure your team’s performance by setting goals and KPIs. When your team faces challenges, create a supportive environment to help them grow. But if you think they don’t align well with the company, consider parting ways for the company’s greater good. 

So, by following these steps, you’ll be on your way to build your dream team…

… that’ll help your coaching business reach the moon.  

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