All posts by : Zuzana

The Brutal Truth About Boundaries, Burnout, and Business Survival

1. The Lies We Tell Ourselves: “I Can Handle It All”

Let’s get one thing straight – saying yes to everything is the fastest way to business suicide. I used to think I could juggle multiple businesses, side projects, random favors, and nonsense requests all at once. I convinced myself I was “just being efficient.” What a joke.

Every ‘yes’ I threw out was a step closer to exhaustion, frustration, and mediocrity. More projects? Yes. Clients who were obviously going to be a nightmare? Yes. Helping people who wanted my expertise for free? Yes.

What did I get in return? Stress, wasted time, and the realization that I was building other people’s dreams instead of scaling my own empire.

2. The Breakdown: When Saying Yes Almost Wrecked Everything

You want the raw truth? Saying yes almost destroyed my businesses. It took one particularly disastrous client – a walking red flag – to drive that lesson home. I should’ve run the second I spotted their unrealistic demands, their last-minute “urgent” revisions, and their refusal to pay properly.

But no, I thought I could handle it. I thought I could fix it.

That deal ended in a financial loss, months of wasted time, and an energy drain so massive I nearly scrapped one of my ventures just to recover. I was left cleaning up a mess that could have been avoided with one simple word: NO.

That was the moment I realized saying yes is expensive, and saying no is power.

3. The No-Strategy That Saved My Sanity (And My Business)

After that disaster, I started ruthlessly filtering what gets my attention. Here’s my no-BS framework:

• If it doesn’t make me money, it’s a NO. (I’m not in business for charity.)
• If it drains my energy, it’s a NO. (No more babysitting grown professionals.)
• If it puts me in a reactive state, it’s a NO. (I lead, I don’t chase.)
• If it forces me to justify why I should do it, it’s a NO. (If it were truly worth my time, I wouldn’t need convincing.)

And most importantly: I don’t explain my NO.

People respect firm boundaries. If they don’t, they weren’t worth my time in the first place.

4. The Side Effect: How Saying No Built My Authority

Funny thing – when I started saying no, people started taking me more seriously. Before, I was the go-to “fixer.” Need something done? Ask me. Have a problem? Dump it on me.

Now? I’m selective. If I say yes to something, it’s because it actually matters. My time is valuable, and that alone has positioned me as someone worth listening to, working with, and investing in.

5. The Business Owner’s No-Checklist (Use This Before You Say Yes Again)

Before you say yes, ask yourself:

1. Is this moving my business forward, or just keeping me busy?
2. Would I still say yes if there was no guilt, no social pressure, and no “shoulds”?
3. Who actually benefits from this—me or someone else?
4. If I say no, what’s the worst that will happen? (Spoiler: Usually nothing.)
5. If I knew my time was worth $10,000 an hour, would I still say yes?

Final Thought: No Is Your Power Move

Weak CEOs say yes to everything. Powerful CEOs say no to almost everything.

Saying no isn’t rude. It’s not selfish. It’s the only way to lead multiple businesses without losing your mind.

Next time someone throws an opportunity, a request, or a “quick favor” your way—pause.

And ask yourself: Am I saying yes because I actually want this? Or because I’m afraid to say no?

Then make the right choice.

🔥 Want to learn how to free up your time and delegate like a pro? Get my free guide on outsourcing & delegation here.

Are You Hiring Someone to Work Across Multiple Companies? Here’s What You Need to Know

I remember the first time I realized my executive assistant was essentially running three of my businesses at once. It wasn’t a planned strategy – it just happened organically. A task here, a report there, a calendar that spanned across different companies. Suddenly, she wasn’t just an assistant; she was the glue holding multiple ventures together. And I wasn’t alone in this realization. If you own multiple businesses, chances are someone on your team – your assistant, financial controller, or operations manager – is working across them without a formalized approach.

This kind of hire can be a game-changer or a ticking time bomb, depending on how well it’s structured. It’s not traditional hiring, and it’s definitely not traditional onboarding. So let’s talk about what you need to consider before pulling someone into multiple companies, how to onboard them correctly, and what red flags to watch out for.

How Hiring for Multiple Companies Is Different

Imagine you’re hiring for a single company. You have a job description, a structured role, and an employee who integrates into one culture. Now, double or triple that complexity. Someone working across multiple companies will have to juggle different workflows, adapt to multiple leadership styles, and manage competing priorities.

Here’s where things get tricky:

• They need to understand and respect the identity of each business. One company might be a high-end consultancy, another a tech startup, and another a luxury publication. These are vastly different ecosystems.
• Time management is more critical than ever. If their role isn’t structured properly, they’ll feel stretched too thin and productivity will plummet.
• Legal and compliance issues can’t be ignored. If your companies are legally separate, how do you handle contracts, payroll, and confidentiality?

The truth is, hiring for multiple companies isn’t just about getting an employee to “do more.” It’s about structuring the role so they can excel without drowning in chaos.

What to Consider Before Hiring

1. Role Definition: Clarity Over Chaos

One of the biggest mistakes I see multi-business owners make is assuming that a great employee will just “figure it out.” That’s not a strategy; that’s a shortcut to burnout.

• Define which tasks belong to which company. Is this person running finances across businesses or just handling admin work? Is their role 60% in one company and 40% in another?
• Decide who they report to in each business. If they answer to different managers, you need clear decision-making boundaries.
• Document responsibilities. A shared Notion page, a structured SOP, or even a simple checklist will help set expectations from day one.

2. Salary & Compensation: Paying for Complexity

If someone is handling responsibilities across multiple businesses, they shouldn’t be paid like a single-company employee.

• Are they being paid by one business but working for several?
• Do they need a higher salary to reflect the additional complexity?
• Are benefits structured properly across multiple companies?

This is where fairness matters. Overloading someone without fair compensation leads to quiet quitting – or worse, them walking away with deep institutional knowledge.

3. Legal & Compliance Risks: What You Don’t Want to Ignore

This might not be the most exciting part of hiring, but it’s critical.

• Contracts & NDAs: If your businesses are legally separate, make sure there’s a clear agreement outlining confidentiality.
• Payroll & Taxation: Are they officially employed by one company, or are they splitting salaries? Get an accountant involved early.
• Data Access & Security: If they have access to sensitive financials or client data from multiple entities, you need security protocols in place.

Effective Onboarding: Setting Them Up for Success

(Linking the Forbes article on the first 100 days of onboarding here)

Onboarding someone for a multi-company role is not like onboarding a regular employee. It requires:

• A clear breakdown of each company’s workflow.
• Defined priorities for the first 30, 60, and 90 days.
• Dedicated check-ins to track progress and resolve bottlenecks.

If you skip this step, you’ll find your new hire confused, overwhelmed, and inefficient. Worse, they might start prioritizing one business over another, creating imbalances in your operations.

Cultural Fit & Mindset: The Hidden Challenge

(Referencing my Medium article on cultural and religious customization here: https://medium.com/@konupkova.zuzana/the-power-of-cultural-and-religious-customization-in-multi-business-leadership-unlocking-global-b64ae4580469)

An employee working across multiple companies needs to be highly adaptable. They’re not just switching between tasks; they’re switching between brand identities, leadership expectations, and even company cultures.

Some businesses require formality, others thrive in a startup mentality. If your employee can’t shift between these modes, they’ll struggle to integrate smoothly across ventures. That’s why assessing cultural fit is even more important when hiring for multiple companies.

Seamless Communication: The Key to Avoiding Chaos

(Referencing my article on communication here: https://www.zuzana.pro/connecting-the-dots-how-to-achieve-consistency-and-clear-communication-across-your-teams/)

The biggest failure point in multi-company hiring? Lack of communication.

• What happens when they receive conflicting priorities from different business owners?
• How do they track tasks across multiple ventures?
• What’s the best way to update teams without endless meetings?

Having a streamlined communication system – whether it’s Asana, Microsoft 365, or even structured Slack channels – makes all the difference. This isn’t just for them; it’s for you too. If you can’t easily check what’s happening across businesses, you’ll lose control over execution.

Red Flags & Pitfalls to Watch Out For

Not everyone thrives in a multi-company role. Some warning signs:

• They seem overwhelmed or constantly behind. Their workload might be unrealistic.
• They lack autonomy. Multi-company employees need to be self-starters.
• They struggle with prioritization. If they can’t balance competing demands, performance will suffer.
• There’s confusion over decision-making. Make sure it’s clear who they answer to for each business.

Final Thoughts: Setting Up for Long-Term Success

Hiring for multiple companies isn’t about dumping extra work on a great employee – it’s about structuring their role in a way that benefits both them and your businesses. Done right, they become the backbone of your operations, seamlessly managing tasks across ventures. Done wrong, they become the bottleneck that slows everything down.

So before you hire, ask yourself: Are you setting them up for success, or for burnout?

Have you hired someone across multiple businesses? What challenges did you face? Let’s discuss.

“It’s not the giant waves that sink a ship – it’s the unnoticed leaks.” This metaphor perfectly captures the challenge every business leader faces: the danger of overlooking small issues that, if left unchecked, can escalate into major setbacks.

As I shared in a recent LinkedIn post, effective leadership isn’t just about solving big, obvious problems. It’s about digging deeper – addressing the smaller, often hidden issues that can derail progress. Ignoring these small leaks today might result in major operational or financial crises tomorrow.

Small Problems, Big Impact

While businesses often focus on strategic goals and large-scale challenges, the reality is that small, overlooked issues can have outsized consequences. Consider these examples:

• A minor IT system glitch can lead to data breaches, damaging customer trust.
• Unclear project communication can delay delivery, frustrating clients and risking reputational damage.
• Unchecked small expenses may snowball into budget overruns, causing cash flow issues.

What makes these issues particularly dangerous is their tendency to compound. Small cracks in the foundation of your business can quickly become chasms if left unaddressed.

The Leadership Blind Spot

Why do so many leaders fail to address small issues?

1. Focus on big priorities: It’s easy to assume that solving “big” problems will cover all bases, but small issues can fester unnoticed.
2. False sense of security: Minor concerns are often deprioritized because they don’t seem urgent.
3. Time pressures: Leaders, stretched thin, may overlook these issues until they escalate.

As I highlighted in my post, true leadership requires the ability to look deeper – to identify what’s beneath the surface. It’s not enough to solve the problems that are visible; addressing the unseen ones often makes the biggest difference in long-term success.

The Snowball Effect

Small issues rarely remain small. Over time, they grow and intersect, creating larger challenges that are more costly to resolve.

• A communication gap can lead to misunderstandings, missed deadlines, and frustrated teams.
• Minor inefficiencies in operations can compound, reducing productivity and profitability.
• Ignoring a customer complaint can escalate into a negative review or a damaged reputation.

The cost of ignoring these small problems can far outweigh the effort required to address them early.

How to Spot and Solve Small Issues

Proactive leadership is key to preventing small problems from becoming monsters. Here’s how:

1. Encourage Open Dialogue: Foster a culture where team members feel comfortable raising minor concerns.
2. Regular Audits: Periodically review your operations, finances, and team workflows to uncover hidden risks.
3. Focus on Patterns: Look for recurring small issues – they often point to larger underlying problems.
4. Act Decisively: Address small problems promptly, even when they seem insignificant. Delays only make resolution more difficult.

Lessons from Effective Leadership

Successful leaders understand the importance of addressing small issues. As I mentioned in my LinkedIn post, it’s not just about solving today’s visible problems – it’s about building systems and strategies that prevent small leaks from becoming major breaches.

Think of leadership like tending a garden: weeds may start small, but if left unchecked, they’ll overrun the healthiest plants. Effective leaders keep their gardens thriving by catching the weeds early.

Small problems might seem insignificant, but they often hold the potential to create significant setbacks – or opportunities, if addressed early. True leadership is about catching those “leaks” before they grow into uncontrollable waves. By proactively identifying and resolving these issues, you set the foundation for sustainable growth and success.

This is just one piece of the puzzle when it comes to running multiple businesses effectively. If you’re ready to dive deeper into practical strategies for regaining time, focus, and control, stay tuned. My new ebook on delegation of decision-making – a must-read for multi-business owners – is now available here.

Additionally, I’m preparing to launch my masterclass, Back 2 Control, designed specifically for leaders juggling multiple ventures. It’s packed with actionable insights to help you optimize your operations and thrive.

Follow me for more insights, and let’s continue this journey together. The best is yet to come!

When I hired my first assistant, I was excited. I imagined the relief of having someone to share the workload, the freedom to focus on what truly mattered, and the extra time I’d gain. But in reality, it didn’t start out that way. I made mistakes – plenty of them. Looking back now, I realized how much I had to learn, and I want to share that with you so you can avoid the same pitfalls.

The Beginning: Excitement Meets Chaos

At first, I didn’t know what to do with my assistant. Sure, I had a long to-do list, but when it came to actually assigning tasks, I froze. I ended up creating tasks just to keep her busy, rather than letting her handle real responsibilities that could have freed up my time. I was hesitant to let go of control, afraid she wouldn’t do things “my way.”

But then, something surprising happened. My assistant called me out. She said, “I can do more. Let me take things off your plate.” Her confidence and honesty made me realize how much I was holding her back – and myself, too. That conversation changed everything.

What Should an Assistant Do for a Multi-Business Owner?

If you’re juggling multiple businesses, the value of a skilled assistant is immeasurable. But first, you need to know what to delegate. Here’s a simple guide:

• Administrative Tasks: Managing emails, scheduling meetings, handling travel arrangements—these are the basics.
• Project Coordination: Tracking progress, maintaining timelines, and ensuring smooth communication with stakeholders.
• Personal Tasks: Reminders for personal errands, booking appointments, or even ordering gifts for special occasions.
• Business-Specific Tasks: Depending on your industry, this might include market research, social media updates, or preparing reports.

The key is to align tasks with both your needs and your assistant’s strengths. A good assistant isn’t just an extra pair of hands—they’re a partner in your productivity.

Best Strategies for Working with an Assistant

Here’s what I’ve learned works best:

1. Define Roles Clearly: Start with a detailed job description. Be clear about expectations and revisit them regularly as your needs evolve.
2. Set Priorities: Use task management tools to align on daily, weekly, and monthly goals. It keeps both of you on track.
3. Empower Them: Trust your assistant to make decisions within defined boundaries. This not only boosts their confidence but also reduces the back-and-forth.
4. Feedback is Everything: Schedule regular check-ins to discuss what’s working and what isn’t. This keeps communication open and strengthens your working relationship.

For example, I learned to hand over my email inbox. At first, it felt like losing a lifeline, but it gave me back hours of focus every day.

Mistakes to Avoid

Here are some lessons from my experience:

• Micromanaging: Trust is critical. Constantly checking up on tasks wastes everyone’s time.
• Assigning Busywork: Your assistant is there to create value, not just tick boxes.
• Unclear Instructions: Be specific about what you need and when you need it.
• Overloading Them: Remember, an assistant is human too. Don’t pile on everything you don’t want to do.

Once, I overloaded my assistant with too many tasks at once. The result? Missed deadlines and unnecessary stress for both of us. I learned that clear priorities and manageable workloads are non-negotiable.

Examples of Effective Assistant Utilization

To help you see the potential, here are a few examples:

• Scheduling Overlaps: My assistant once coordinated meetings for three businesses without a single conflict.
• Content Prep: She organized blog drafts and managed my social media schedule.
• Market Research: When launching a new product, she gathered data that saved me hours of time.

These tasks might seem simple, but they’re transformative when done well.

Conclusion: Learning and Growing Together

Hiring an assistant isn’t just about delegating tasks; it’s about building a partnership. My first assistant taught me as much as I taught her, and the experience reshaped how I approach leadership and delegation.

If you’re a multi-business owner, having the right assistant can be a game-changer. But it requires clear roles, open communication, and trust. These are the same principles we dive into during my 12-week coaching program, where we cover not only how to hire and manage your assistant but also how to optimize your time and focus on what truly matters.

Your assistant isn’t just someone who works for you; they’re someone who helps you work better. Let them.

Managing people is both an art and a science. But here’s a confession that might raise a few eyebrows: I use dog-training tactics in my leadership style. Yes, you read that right. When it comes to communication, especially with nonverbal cues, I’ve found incredible success in adapting techniques often used in canine training. This isn’t about treating people like pets—it’s about the power of clear, consistent signals.

So, does that make me a bad boss? Let’s dive in.

Why Communication Matters More Than Words

Effective leadership relies heavily on communication, and it’s not just about what you say—it’s how you say it. Nonverbal communication plays a significant role in:

• Reinforcing clarity.
• Reducing misunderstandings.
• Creating seamless workflows.

By pairing gestures with verbal instructions initially, I’ve trained my team to understand my expectations even from a distance. Over time, they pick up on the nonverbal cues alone, much like how consistent gestures guide a dog’s behaviour.

How It Works in Practice

1. Start with Both Words and Gestures: When introducing a new instruction or workflow, I pair a specific gesture with clear verbal communication. For instance, a raised hand might mean “pause,” or a pointed gesture could signal “attention.”
2. Repetition Builds Recognition: Just like with dogs, consistency is key. Over time, employees associate the gesture with the action without needing verbal reinforcement.
3. Scaling Communication Efficiency: In fast-paced environments or across a large space, gestures eliminate the need for shouting or repeated explanations. A simple wave or nod can convey everything from acknowledgement to direction.

Is This Manipulative?

Not at all. In fact, this method respects employees’ autonomy and intelligence by reducing micromanagement. Instead of constant verbal instructions, gestures empower them to take initiative and respond more independently.

Why It’s Effective

• Clarity: Nonverbal cues eliminate ambiguity.
• Speed: Actions speak louder than words, especially in high-pressure moments.
• Team Dynamics: It fosters stronger alignment and trust.

The Ethical Angle

Using dog training techniques might sound controversial, but the goal is never to demean or diminish. It’s about leveraging human psychology to improve teamwork and efficiency. The key is mutual respect and clear intentions.

Am I a Bad Boss?

If being a good boss means finding creative ways to communicate effectively, then I’ll wear the “bad boss” label proudly. Ultimately, this approach has:

• Reduced misunderstandings.
• Enhanced team performance.
• Made my businesses run more smoothly.

Conclusion

Leadership is about finding what works. If pairing gestures with words helps my team thrive, why not use it? The goal is simple: create an environment where everyone knows what’s expected and can act with confidence – even from a dozen meters away.

So, am I a bad boss for using dog-training tactics? I’ll let you decide. But one thing’s for sure – my team and I are thriving together, and that’s what truly matters.

When you’re leading multiple ventures, achieving seamless communication across diverse teams becomes a cornerstone for success. Clear, consistent communication is about more than just keeping everyone informed—it’s about creating a cohesive environment where each team feels connected to the bigger picture. For multi-business owners, mastering this skill can transform isolated efforts into a unified, high-performing operation.

Multi-business owners, CEOs, and high-impact leaders know this challenge well. Let’s dive into practical strategies to maintain clear, consistent, and impactful communication across multiple teams—strategies that don’t just keep everyone on the same page but enable real synergy.

1. Centralize Communication Platforms and Practices

When managing various ventures or teams, fragmentation in communication is one of the most common pitfalls. Set up unified communication platforms, like Slack or Microsoft Teams, as dedicated spaces where your team members can discuss ideas, provide updates, and collaborate seamlessly. Beyond the platform itself, establishing consistent practices—such as where specific types of information get shared—avoids confusion and keeps information flowing to the right people at the right time.

When your teams know exactly where to find information, they spend less time searching and more time doing what matters.

2. Standardize Processes, Terminology, and Reporting

Working with multiple teams often means navigating different operating styles, approaches, or even lingo that can unintentionally silo communication. By developing a shared language and establishing universal processes for core activities, you streamline communication and eliminate unnecessary friction. This standardization helps keep everyone on the same page and makes it easier to onboard new team members, reducing the chances of costly misunderstandings.

A shared language across teams minimizes confusion, fostering unity and enabling efficient collaboration.

3. Schedule Regular Cross-Team Syncs

Consider the cadence and purpose of check-ins across your teams. While daily operational meetings might bog everyone down, bi-weekly or monthly cross-team syncs can be incredibly beneficial for high-level alignment. Use these meetings to discuss challenges, align on progress, and address overlapping goals between teams. Cross-functional collaboration doesn’t happen by accident—it requires intentional spaces for dialogue, and as a multi-business leader, your role is to facilitate these connections.

Scheduled check-ins don’t just keep everyone updated; they align teams, reduce redundancies, and bring collective goals into focus.

4. Leverage Project Management Tools

When juggling multiple ventures, it’s essential to keep your eyes on the big picture without missing the details. Project management tools like Asana, Monday.com, or Trello allow team members to see the overall project flow, upcoming milestones, and individual responsibilities. For the leader, these tools offer visibility into project status across all teams, making it easier to spot bottlenecks, address roadblocks, and celebrate wins.

Clear project visibility empowers each team member to understand their role in the bigger picture, strengthening accountability and productivity.

5. Appoint Communication Liaisons

For larger or more complex ventures, designating a communication liaison within each team can be a game-changer. A liaison acts as the point person who can relay updates, align expectations, and convey cross-team information accurately. This role not only helps streamline communication but also gives team members a clear resource when questions arise, especially in high-stakes or time-sensitive projects.

A designated liaison bridges gaps, ensuring everyone receives critical updates without the overwhelm of excessive messages.

6. Build a Culture of Open Feedback

Consistent and clear communication isn’t a one-and-done process—it requires continual refinement. Encourage teams to offer feedback on communication practices, especially as new challenges and needs arise. Whether you create a quarterly feedback survey, hold regular check-ins, or foster a culture where questions are welcome, open feedback keeps the lines of communication adaptive and responsive.

An open feedback loop isn’t just about solving problems—it’s about building a culture of continuous improvement and adaptability.

7. Develop a Communication Playbook

Having a communication playbook is essential, especially as ventures grow or teams expand globally. A playbook serves as a guideline on how and when to communicate, covering preferred platforms, meeting structures, and escalation points. It’s particularly valuable in remote or hybrid work setups where people might operate in different time zones or cultural contexts. This consistency not only benefits your team but also brings confidence to new hires as they adapt to your organization’s rhythm.

A communication playbook brings clarity and consistency, empowering every team member to communicate effectively across ventures.

Effective communication across multiple teams goes beyond standard updates or emails. For multi-business owners, communication is about shaping how each venture contributes to the greater vision, ensuring all teams can work both autonomously and collaboratively. With the right strategies, you’re building a strong foundation for your ventures, where each team operates with clarity, alignment, and purpose.

So, what communication strategies do you use across your teams? Share your insights—I’d love to hear what works for you!

Systemizing your life sounds like something only type-A personalities or obsessive planners do, right? Wrong. It’s the hidden secret behind every thriving multi-business owner and leader I know.

You might think it’s about locking yourself into boring routines or spreadsheets. But the truth is far more liberating – and controversial. Systemizing isn’t about limitation; it’s about freedom.

Let me show you why your resistance to systems is the very thing holding you back.

The Myth: Systems Kill Creativity

When I first started running multiple companies, I prided myself on being flexible and adaptable. I didn’t want to box myself into rigid routines. But flexibility, without systems, turned into chaos.

Every day became a scramble. Decisions about what to eat, what to prioritize, and what to delegate consumed my mental energy. It wasn’t long before burnout hit me hard.

The real kicker? My creativity wasn’t thriving; it was drowning in the noise.

Here’s what I learned:

• Systems don’t stifle creativity. They amplify it.
• By automating the repetitive, mundane tasks, I had more energy and time to focus on the things that mattered most.

The Truth: Chaos Is Costing You

Without systems, you’re wasting resources:

• Time lost to decision fatigue.
• Money lost to inefficiencies.
• Opportunities lost because you’re too overwhelmed to see them.

I’ve seen CEOs of multimillion-dollar companies sabotage their success because they couldn’t step away from the “busy work.” That’s not leadership; that’s survival.

How I Systemized My Life

1. Automated the Small Decisions: From meal planning to recurring expenses, I built systems to eliminate unnecessary choices.
2. Built Workflows for Every Role: Every process, from hiring to client onboarding, became a repeatable system.
3. Prioritized Downtime: Yes, rest is a system too.

Why It Works

Systems allow you to focus on what only YOU can do: lead, strategize, and create. They also give you the flexibility to handle crises without losing control of everything else.

If you’re running multiple businesses and feeling like there’s never enough time, I challenge you to ask yourself:
What would happen if you let systems take care of the noise?

Your life – and business – can run smoother than you ever thought possible. Ready to get started? Let’s talk.

Managing multiple businesses isn’t just challenging—it’s a high-stakes juggling act. The constant demand to make decisions, lead teams, and meet expectations can leave you feeling like you’re sprinting on a treadmill set to max speed. But here’s the truth: the problem isn’t the number of businesses you’re running; it’s how you’re running your life.

Take a moment to ask yourself: Are you truly in control, or are you just reacting? Because running your businesses like this is like trying to sail a ship while constantly bailing water—it’s unsustainable. Let’s change that.

Decision Fatigue

“Life is a matter of choices, and every choice you make makes you.” – John C. Maxwell

The average CEO makes 35,000 decisions a day. Multi-business owners? Multiply that. Decision fatigue creeps in like a silent assassin, leaving you mentally drained and prone to bad calls by the afternoon.

The fix? Simplify your choices. Steve Jobs famously wore the same outfit every day—not because he lacked style but because he refused to waste mental energy on trivial decisions. Apply this principle to your life. Automate repetitive tasks, create routines, and delegate smaller decisions. Save your mental bandwidth for what truly matters.

Incorporating Movement and Rest

A leader running on empty is a leader heading for a crash. Movement and rest aren’t luxuries; they’re lifelines.

Once, during the most hectic quarter of my career, I dismissed the idea of taking a break. “Rest is for the weak,” I told myself. But one night, I found myself staring blankly at my laptop, unable to make sense of a simple spreadsheet. My mind had given up before I had.

Since then, I’ve implemented what I call the CEO recharge routine: 10 minutes of movement every two hours, whether it’s a brisk walk, stretching, or even dancing like nobody’s watching. And every night, I shut off the world for seven hours of sleep. The result? Sharper decisions, faster solutions, and, ironically, more time.

Remembering Your Values and Purpose

Why did you start your businesses? Was it to have more freedom, to make an impact, or to secure your family’s future? Somewhere along the way, we lose sight of that.

Every morning, ask yourself: “Are today’s actions bringing me closer to my ultimate goal?” If the answer is no, it’s time to course-correct.

A friend of mine, a fellow multi-business owner, used to work 18-hour days because he felt he “had to.” When he finally stopped and reflected, he realized his businesses were supposed to create time for his family—not take it away. He began setting boundaries, and his life transformed.

The Power of Saying No

Here’s a secret: Saying yes to everything is a guaranteed path to mediocrity.

Oprah Winfrey once said, “You can have it all. Just not all at once.” Learning to say no is one of the most powerful skills a leader can develop.

The next time someone pitches you an idea or asks for your time, pause. Ask yourself: Does this align with my priorities? If it doesn’t, say no—with grace but without guilt.

Prioritizing Relationships

Success without relationships is hollow. The people who matter most—your family, close friends, and key team members—are often the first to be sidelined when the pressure mounts.

During one of my busiest years, I realized I hadn’t had a proper conversation with my spouse in weeks. That was my wake-up call. I started scheduling non-negotiable time for my loved ones, just as I would for a board meeting. Because at the end of the day, your success means nothing if you don’t have people to share it with.

Prioritization and Advance Planning

Failing to plan isn’t just planning to fail—it’s inviting chaos. Successful multi-business owners live by their calendars. Planning in advance isn’t about rigidity; it’s about creating flexibility within a structured framework.

Each Sunday evening, I sit down with my calendar and map out the week. I prioritize the big wins, slot in time for rest and relationships, and identify one contingency for unexpected surprises. It’s a game-changer.

Crisis Preparedness

No matter how well you plan, crises will come. The difference between surviving and thriving lies in preparation.

During the pandemic, one of my businesses hit a major supply chain snag. Because I had a crisis plan, we pivoted within 24 hours and actually increased our revenue.

What’s your contingency plan? If you don’t have one, start small: Identify your biggest vulnerabilities and outline simple actions to address them.

The life of a multi-business owner doesn’t have to feel like a never-ending storm. With the right habits—simplifying decisions, embracing rest, reconnecting with your values, and planning for crises—you can not only survive but thrive.

Start today. Choose one habit from this list and commit to it for a week. Small changes lead to monumental results, and you deserve a life where success doesn’t come at the cost of your sanity.

Delegation is a cornerstone of effective leadership, especially for multi-business owners juggling multiple priorities. It allows leaders to focus on high-level strategy while empowering their teams to take ownership of tasks. However, delegation done poorly can lead to frustration, inefficiencies, and even failure. Let’s explore how to delegate effectively and the mistakes to avoid along the way.

Why Delegation Matters

Delegation is not just about offloading tasks; it’s about assigning the right tasks to the right people to maximize productivity. When done correctly, delegation:

• Frees up your time for strategic decision-making.
• Empower team members, fostering skill development and job satisfaction.
• Improves efficiency by leveraging specialized skills.

How to Delegate Tasks Effectively

1. Understand the Task Requirements
   Before delegating, have a clear understanding of the task. Break it down into its core components and determine the skills, tools, and knowledge required to complete it.
2. Identify the Right Person
   Match the task with a team member who has the necessary skills, experience, and bandwidth. Consider their workload and interest in taking on the responsibility.
3. Clearly Define Expectations
   Set specific, measurable objectives. Ensure the team member understands:
   • The goal of the task.
   • Deadlines and milestones.
   • Standards for quality.
4. Provide Resources and Support
   Equip your team with the tools, training, or authority they need to complete the task. Let them know they can reach out for guidance when necessary.
5. Establish Communication Channels
   Regular check-ins can help you monitor progress without micromanaging. Use tools like Slack, Asana, or Trello to facilitate updates and collaboration.
6. Empower and Trust Your Team
   Avoid hovering over every decision. Give your team the autonomy to solve problems and make decisions within the scope of their assignment.
7. Provide Feedback
   After the task is completed, discuss what went well and areas for improvement. Recognition for good work can motivate your team, while constructive feedback fosters growth.

A Real-Life Case: Delegation Lessons From My Journey

When I first started managing multiple companies, I made a critical mistake: I tried to handle everything myself. I thought no one else could do the tasks as well as I could. Over time, it became clear that not only was I burning out, but I was also limiting the growth of my businesses.

One example that sticks out was when we were launching a new product for one of the companies. I had a highly capable marketing manager on my team, but instead of fully delegating the campaign to her, I stayed involved in every detail. The result? Delayed timelines, frustrated team members, and a lacklustre campaign.

After reflecting, I realized the issue wasn’t my team—it was me. I hadn’t given my manager the freedom or resources to lead the campaign effectively.

Here’s how I turned it around:

• I clearly defined her role in the campaign and set expectations for the outcome.
• I provided her with the tools she needed and empowered her to make decisions.
• We established weekly check-ins for updates, but I gave her full control over execution.

The result? The next campaign was completed on time, exceeded expectations, and my manager felt more motivated and confident. This shift in my delegation style didn’t just improve efficiency—it also created a stronger, more autonomous team.

Major Mistakes to Avoid When Delegating

1. Not Knowing What to Delegate
   Many leaders struggle to determine which tasks to keep and which to delegate. Delegate routine, time-consuming tasks while retaining those that require your expertise or decision-making authority.
2. Delegating Without a Plan
   Assigning a task without a clear roadmap can lead to confusion and missed deadlines. Always provide a structured approach to the task.
3. Choosing the Wrong Person
   Assigning tasks to someone who lacks the required skills or interests can result in poor outcomes. Match tasks to individuals thoughtfully.
4. Micromanaging
   Constantly checking in or overriding decisions undermines your team’s confidence and slows progress. Set expectations and trust the process.
5. Failing to Communicate Effectively
   Ambiguous instructions or unclear expectations often lead to mistakes. Take time to articulate the purpose, scope, and desired outcomes of the task.
6. Not Providing Feedback
   Skipping feedback opportunities leaves your team unsure of their performance and diminishes the chance to refine processes for the future.
7. Not Providing Adequate Support
   Delegating without ensuring that your team has the resources, training, or authority to execute the task sets them up for failure. Check-in periodically to identify and resolve any roadblocks.
8. Delegating Only When Overwhelmed
   Delegation should be a proactive strategy, not a last-minute reaction to being overwhelmed. Make it a regular part of your workflow.

A Special Tip for Newbies in Delegation

Use This Checklist Before Delegating a Task:

• Is the task clear and specific?
• Have I chosen the right person?
• Does the team member have the skills and tools to complete the task?
• Have I set clear expectations, deadlines, and milestones?
• Am I available for support if needed?
• Have I defined how and when updates will be communicated?

By following this checklist, you’ll minimize mistakes and set your team up for success, even if you’re new to delegation.

A Special Tip for Multi-Business Owners

As a multi-business owner, your time is your most valuable resource. Consider setting up a framework for delegation across all ventures. For example:

• Establish a hierarchy within each business for clear reporting structures.
• Train leaders or managers to take on delegation responsibilities, so you don’t have to oversee every task personally.
• Use a centralized task management tool to maintain visibility without direct involvement.

Delegation is a skill that requires planning, trust, and a commitment to improvement. By avoiding common mistakes and embracing best practices, you can elevate your team’s performance, improve efficiency, and focus on the strategic priorities that drive your success.

Remember: Delegation is not about relinquishing control—it’s about empowering others to contribute meaningfully to your shared goals.

Managing multiple businesses comes with unique challenges, especially when it comes to staying organized and efficient. One of the most effective ways to streamline operations is by creating a “spine” process—a core framework that connects all your ventures while allowing room for individual customization.

A great place to start is with financial tracking, a critical component for every business. In this follow-up to our guide on creating effective process trackers, we’ll dive into how you can build a financial spine process that supports your businesses, saves time, and enhances clarity.

Why Focus on a Spine Process for Finances?

Finances are the lifeblood of any business, and having a clear, unified process for tracking revenue, expenses, and cash flow is essential for long-term success. A spine process creates a foundation that can be applied across all your ventures, ensuring consistency while allowing each business to adapt based on its unique needs.

Step-by-Step Guide to Building a Financial Spine Process

1. Start with Shared Financial Processes

Identify financial tasks that are universal to all your businesses. These will form the backbone of your financial tracking system. Common shared processes include:

• Monthly Revenue and Expense Reporting: Ensure all income and expenditures are documented.
• Cash Flow Tracking: Monitor the movement of money in and out of the business.
• Budget Forecasting: Plan for future needs based on past performance.
• Tax Preparation: Maintain compliance with local regulations.

By focusing on these shared tasks, you create a starting point that is relevant to every venture.

2. Use a Centralized Tool for Consistency

Maintaining consistency is essential when managing finances across multiple businesses. A centralized tool can streamline financial processes, simplify reporting, and ensure that all ventures follow the same structure. While the choice of tool depends on your specific needs, using platforms that offer flexibility and scalability can make a big difference.

When choosing a tool, consider features such as invoicing, reporting, tax preparation, and integrations with other business systems. Here are some examples of tools often used by businesses to manage their finances effectively:

• Tools like QuickBooks Online and Xero are popular for their ease of use and robust reporting capabilities.
• Cost-effective solutions like Wave or Google Sheets work well for businesses just starting out.
• Comprehensive platforms such as NetSuite or Zoho Books are great for growing businesses that need advanced management tools.
• User-friendly options like FreshBooks are designed with freelancers and small businesses in mind.

The key isn’t to find the “perfect” tool but to select one (or two) that align with your workflow, offer the features your businesses need, and are easy for your team to adopt. A unified platform helps ensure consistency across all ventures while reducing the time spent switching between systems.

By starting with a centralized tool, you lay the foundation for a streamlined financial spine process that grows with your businesses.

3. Create Standardized Reporting Templates

Templates are the secret to maintaining clarity and saving time. Develop a set of standardized templates for financial reporting, such as:

• Monthly Financial Summary: Capture revenue, expenses, and net profit.
• Cash Flow Tracker: Include inflows, outflows, and cash reserves.
• Quarterly Budget Review: Highlight progress against forecasts.

When all businesses use the same templates, it becomes easier to identify trends and make informed decisions.

4. Schedule Regular Check-Ins

To keep your financial spine process effective, establish a consistent review schedule:

• Weekly: Quick check-ins for cash flow and urgent issues.
• Monthly: Detailed reviews of financial performance and metrics.
• Quarterly: Long-term planning and adjustments to budgets.

These regular touchpoints ensure you stay on top of your finances without falling behind on the day-to-day operations.

5. Customize for Individual Business Needs

Once your core process is in place, it’s time to adapt it to each business’s unique requirements. Here’s how customization might look:

• Retail Business: Include metrics for inventory costs and sales trends.
• Consulting Business: Track billable hours and project-based revenue.
• E-Commerce Business: Monitor marketing spend and customer acquisition costs.

While the spine process remains consistent, these specific adjustments ensure each business gets the financial insights it needs.

6. Link the Financial Spine to Other Processes

Your financial tracker doesn’t exist in isolation. It connects to many other areas of your business, such as:

• HR Processes: Payroll and employee expenses.
• Sales Processes: Revenue tracking from leads and customer retention.
• Operational Processes: Budgeting for equipment, software, or growth initiatives.

By linking these processes together, you create a cohesive system that supports your decision-making across all ventures.

The Benefits of a Financial Spine Process

A well-designed financial spine offers multiple advantages:

• Saves Time: Standardized processes reduce the need for duplicating work across businesses.
• Enhances Clarity: A unified system makes it easier to identify trends, spot issues, and plan for the future.
• Supports Growth: Clear financial data allows you to allocate resources effectively and prioritize expansion opportunities.

Conclusion: Build Your Financial Backbone, One Step at a Time

Creating a financial spine process isn’t about perfection—it’s about progress. Start with the basics, focus on shared processes, and build gradually. Over time, you’ll have a system that not only supports your businesses but also gives you the confidence and clarity to make smarter financial decisions.

Ready to take the next step in optimizing your processes? Check out our guide on creating effective trackers or book a discovery call to learn how we can help streamline your multi-business operations.