Systems With Sonja

About Systems With Sonja

Systems with Sonja helps women business owners build the systems behind their businesses so growth doesn't depend on them doing everything themselves. Hosted by Sonja Caison, the show shares practical business systems, real-world lessons, and conversations with entrepreneurs about building businesses that can grow, operate, and thrive beyond the owner.

Publisher

Sonja Caison

Category

business

Language

en

Explicit

No

First episode

22 Sept 2026

Latest episode

10 Nov 2026

Latest episodes

15 episodes in the feed.

1. 

   10 Nov 2026

   Commercial Real Estate: I Was Told I Couldn't Afford It. I Bought the Building Anyway.

   I was told I couldn't afford commercial real estate. I bought the building anyway! In this video, I share how I went from renting office space to owning a commercial building for my residential cleaning business—and the systems, relationships, and financial preparation that helped me get there.Buying commercial property wasn't easy. I faced setbacks, learned from deals that fell through, navigated zoning requirements, and figured out commercial financing. If you're a small business owner considering buying a building, growing your business, or making a major investment, I hope my experience helps you think differently about what's possible.**WHAT YOU'LL LEARN**- How I decided to stop renting and pursue commercial property ownership- Why you should be careful about whose advice you take- How I built a relationship with my banker and prepared financially- How I used LoopNet to find properties that met my business needs- What failed real estate deals taught me about zoning and due diligence- Why relationships in your local business community matter- How preparation helped me move forward even when I was afraid**VIDEO CHAPTERS**00:00 The decision that changed everything00:26 Introduction00:43 From Renting to Owning01:38 The Naysayer02:03 Finding the Right Banker02:54 Searching for the Right Property04:17 Lessons from Failed Deals04:39 Getting Ready to Buy05:33 Building Community Relationships07:58 The Results & Call to Action**ABOUT SYSTEMS WITH SONJA**I'm Sonja Caison, a business owner with more than 20 years of experience building and growing a residential cleaning company. Through Systems with Sonja, I share practical lessons to help women business owners build better systems, strengthen their businesses, and create more freedom without everything depending on them.My philosophy is simple: build the right systems, relationships, and processes so you can make smarter decisions and grow with confidence.**LET'S CONNECT!**🌐 Visit: https://systemswithsonja.org (https://systemswithsonja.org)📺 Subscribe to Systems with Sonja for more practical business systems, growth strategies, and lessons from real business ownership.💬 **QUESTION FOR YOU:** Have you ever been told you couldn't do something in your business? How did you respond? Share your experience in the comments!If you're a woman business owner in the DMV area, visit my website to learn more about the Systems with Sonja Roundtable, where women come together to learn, connect, and build stronger businesses.#commercialrealestate #smallbusiness #SystemsWithSonja

2. 

   3 Nov 2026

   How EOS Helps You Scale Your Business Without Doing Everything Yourself| Rose Price

   How can EOS (the Entrepreneurial Operating System) help you build a business that doesn't depend on you for every decision? In this episode of Systems with Sonja, Rose Price of VLP Financial Advisors shares lessons on EOS, business systems, accountability, delegation, and scaling a business.Rose discusses the leadership and operational changes that supported her firm's growth from approximately $40 million to $1.3 billion in assets under management. We explore how business owners can create clearer expectations, empower employees, improve meetings, use technology effectively, and stop being the bottleneck in their own businesses.**In this episode, we discuss:**- What EOS is and how it brings structure to a business- How accountability charts and regular meetings help teams stay focused- Why delegating work doesn't mean giving up accountability- How to establish clear expectations for employees- How technology can help businesses work more efficiently- Why letting go of control is essential to scaling- How to spend less time doing everything and more time leading your business**Rose's recommended book:** *Traction: Get a Grip on Your Business* by Gino Wickman. Learn more about the Entrepreneurial Operating System and the tools discussed in this conversation.### Join the Systems with Sonja RoundtableReady to put better systems into practice in your business? Join us on **November 17** for the Systems with Sonja Roundtable, where women business owners learn from one another and work toward building stronger businesses through practical systems.Register at https://systemswithsonja.orgSubscribe to **Systems with Sonja** for practical conversations about business systems, operational efficiency, delegation, and building a business that gives you more freedom.#eos #businesssystems #SystemsWithSonja00:00 Introduction01:10 Meet Rose & VLP Financial Advisors03:17 What is EOS?04:27 Hiring an EOS Implementer06:28 Level 10 Meetings & Key Indicators08:41 Overcoming Resistance to Change10:57 Delegation & Accountability13:02 Systems & Processes for Growth19:35 Value-Based Hiring22:32 Letting Go: Delegate & Elevate26:20 Advice for Scaling Businesses28:28 The Biggest Misconception About Scaling28:56 Final Thoughts & Wrap-Up

3. 

   27 Oct 2026

   4 Things I Had to Get Tough About to Grow a 7-Figure Business

   Growing a business taught me that sometimes you have to get tougher.Not tougher with people—tougher about your boundaries, your time, your money, and the decisions you make. After more than 20 years of owning my business, I've learned that putting systems in place can take emotion out of situations that used to be difficult for me. In this episode of Systems with Sonja, I share 4 areas where I had to get tougher: • Getting paid • Managing employees • Protecting my time • Asking better questions The goal isn't to become less caring. It's to create systems and boundaries that allow you to make better decisions—and actually enjoy being a business owner.I share practical lessons from 20+ years of building systems in my own business—so you can spend less time managing chaos and more time running your business. **Are you in the DMV?** Join our monthly roundtable and work on your business alongside other women entrepreneurs. It's free, but registration is required.👉 Register: www.systemswithsonja.org (www.systemswithsonja.org)Want help putting systems in place in your own business? I offer one-on-one consulting through BackOffice COO. Find me at BackOfficeCOO.com (www.backofficecoo.com).Subscribe to Systems with Sonja for more practical business systems tips.

4. 

   20 Oct 2026

   How Knowing My Numbers Helped Me Build a 7-Figure Business

   You can be busy, have plenty of customers, and still not make the profit you want. Knowing your numbers can change how you grow your business.After more than 20 years of building a seven-figure residential cleaning business, I’m sharing how understanding revenue, expenses, profit, and pricing helps you make smarter business decisions.In this video, you’ll learn how to start working with your numbers, set revenue goals, and calculate how many customers you need to reach them.📺Subscribe for upcoming YouTube Live sessions:- October 28 - How Many Customers Do You Really Need?- November 11 - Build the Right SystemTurn on notifications so you don’t miss a live session!In the DMV area? Join Women Who Scale. Connect with women entrepreneurs and learn practical ways to build systems that help your business grow.Register at https://systemswithsonja.org#SmallBusiness #BusinessFinances #PricingStrategy #WomenEntrepreneurs

5. 

   13 Oct 2026

   I Fell Down the Stairs… and Realized I Was the System

   What happens to your business if you can't work tomorrow? or What Happens When You Take a Month Off From Your Business?I learned that lesson the hard way—literally—when I fell down a flight of stairs during a sales call at a customer's home.At the time, I was doing EVERYTHING: sales, inspections, training, managing customers, and managing employees.That moment made me realize something important:**I wasn't just running the business. I was the system.**In this episode of Systems with Sonja, I share how I started building systems that allowed my team to make decisions, onboard new employees, handle customer questions, and even replace a manager without starting from scratch.We’ll talk about:• Customer systems• Hiring and onboarding systems• Documenting decisions• Delegating authority• Manager and owner playbooks• Reducing owner dependency• Creating a business that can operate without youAnd here's the bigger question:**Could you take a month off from your business and know exactly what would happen?**If the answer is no, it may be time to look at where YOU are still the system.👉 **Resource: Owner Dependency Audit** — use it to identify the areas of your business that still depend on you. What happens to your business if you can't work tomorrow? or What Happens When You Take a Month Off From Your Business?I learned that lesson the hard way—literally—when I fell down a flight of stairs during a sales call at a customer's home.At the time, I was doing EVERYTHING: sales, inspections, training, managing customers, and managing employees.That moment made me realize something important:**I wasn't just running the business. I was the system.**In this episode of Systems with Sonja, I share how I started building systems that allowed my team to make decisions, onboard new employees, handle customer questions, and even replace a manager without starting from scratch.We’ll talk about:• Customer systems• Hiring and onboarding systems• Documenting decisions• Delegating authority• Manager and owner playbooks• Reducing owner dependency• Creating a business that can operate without youAnd here's the bigger question:**Could you take a month off from your business and know exactly what would happen?**If the answer is no, it may be time to look at where YOU are still the system.👉 **Resource: Owner Dependency Audit** — use it to identify the areas of your business that still depend on you. https://payhip.com/SystemswithSonja (https://payhip.com/SystemswithSonja )Are you in the DMV area?Join us for our Women Who Scale Roundtable, held on the 3rd Tuesday of every month.Come connect with other women business owners, share what you're working on, and learn how to build systems that help your business scale.👉 Learn more: www.systemswithsonja.org (www.systemswithsonja.org)Subscribe to Systems with Sonja for more real-world conversations about building businesses that don't require the owner to do everything.#SystemsWithSonja #BusinessSystems #OwnerDependency #SmallBusiness #BusinessOwner #Entrepreneurship00:00 The Stair Story01:08 Customer Systems02:22 Hiring & Onboarding03:52 Delegating Decisions06:07 The Exit Plan06:45 Wrap Up & Subscribe

6. 

   13 Oct 2026

   Stop Asking Me! I Realized My Business Was Too Dependent on Me

   For a long time, I thought being available to answer questions was simply part of being the owner.But what happens when every question, decision, and problem keeps coming back to you?Or when you're a solopreneur and you're constantly trying to remember how you did something last time, where you saved it, or what steps you took?You don't just have a team—or a business—you have a business that depends on you. In this episode of Systems with Sonja, I share what I learned about documenting processes, creating clear expectations, and giving your team the information and authority they need to handle more without you.And if you're a solopreneur, these same principles can help you get your own processes out of your head and into a system.Because the goal isn't to make yourself unnecessary.It's to make yourself less necessary for the things that don't require you.🚨 BUSINESS BUILDER LIVE — OCTOBER 14Join me for the first Systems with Sonja Business Builder Live on YouTube.October 14 • 5:45 AMWe're going to work ON your business, not just talk about it.Bring your notebook and your business. Let's build.Are you in the DMV area and want to work on your business with other women entrepreneurs?Systems with Sonja meets the third Tuesday of every month.👉 Register: systemswithsonja.orgSubscribe to Systems with Sonja so you don't miss the next episode or live session.

7. 

   13 Oct 2026

   Your Bank Is More Than a Place to Keep Your Money | Systems Tuesday

   Most entrepreneurs think of their bank as simply a place to deposit money. In reality, your banking relationship is one of the most important business systems you can build.In this episode of Systems Tuesday, I share lessons from my own entrepreneurial journey and explain why choosing the right banking partner can support your growth, improve your financial systems, and help your business scale.Join the Women Who Scale Roundtable📅 Third Tuesday of every month🕐 1:00 PM – 3:00 PMRegister at:https://www.womenwhoscale (www.systemswithsonja.org).orgSubscribe for weekly Systems Tuesday videos covering business systems, financial foundations, operations, and growth strategies for women entrepreneurs.

8. 

   7 Oct 2026

   She Works Full-Time AND Runs a Business: The Systems That Make It Possible

   What if you're working a full-time job—but you're also trying to build a business?How do you find the time, get clients, follow up, stay organized, and build systems when you're already busy?In this episode of Systems with Sonja, I sit down with Natasha Apau, Founder & Operations Partner of Organize Mayhem, to talk about how she uses systems, AI, and automation to build her business while working full-time. IN THIS EPISODE 00:00 — She Works Full-Time AND Runs a Business 03:21 — Time Management While Working Full-Time 04:56 — Sales & Marketing System 07:48 — Post-Sale Automation Systems 11:49 — Customer Relationship Systems 16:00 — Financial Metrics & CEO Dashboard 19:34 — Rapid Fire & Wrap-Up We talk about: Building a business while working full-time Time blocking and protecting your timeNatasha's 20-minute networking system Using LinkedIn and Threads to build relationships Using Claude as a sales coachHow HoneyBook supports leads, follow-up, and onboarding Using Google Apps Script to automate parts of the backend Using ClickUp for projects, time tracking, and follow-up Building a CEO Dashboard to understand what's happening in the business What to automate—and where a human still needs to be involved Why understanding your business comes before trying to automate everything FREE RESOURCE Want to understand the technology we discussed in this episode?I've created a FREE Technology Glossary to help you follow along.It explains the tools Natasha discusses—including Claude, HoneyBook, Google Apps Script, Google Sheets, Google Drive, Gemini, ClickUp, LinkedIn, Threads, Calendly, the CEO Dashboard, and automation. 👉 Get the FREE Technology Glossary:https://payhip.com/SystemswithSonja CONNECT WITH NATASHANatasha ApauFounder & Operations Partner, Organize Mayhem 🌐 Website: www.organizemayhem.com 💼 LinkedIn: company/organize-mayhem/ ▶️ YouTube: @OrganizeMayhem 🧵 Threads: @organizemayhem 📱 Instagram: @organizemayhemwww.youtube.com/@UCzcP8NHGdoj04hVWkxeYI7w ABOUT SYSTEMS WITH SONJASystems with Sonja is about the people, processes, and systems behind businesses that want to grow without everything continuing to depend on the owner.Because the goal isn't to build a business that needs you for everything.The goal is to build a business that doesn't need you for every little thing.Subscribe to Systems with Sonja for conversations, ideas, and practical systems for women business owners.

9. 

   29 Sept 2026

   Employee Problems? Fix Your System Before You Blame the Employee

   Think you have an employee problem? Before you blame the employee, look at your system. As a business owner, it’s easy to get frustrated when employees are late, work isn’t completed on time, or you find yourself repeating the same expectations over and over. But what if the problem isn’t just the employee? In this episode of Systems with Sonja, Sonja Caison shares a real lesson from her own business that changed the way she approached employee problems. We’ll look at: Are your expectations clear? Have you communicated them effectively? Do you have a process for addressing performance issues? Are you applying that process consistently? What should be documented? How can progressive discipline create clarity and accountability? What might your employee turnover be telling you? Because sometimes an employee isn't the right fit. But that doesn't mean your people system shouldn't work. Before you hire the person, understand the work. Before you blame the employee, look at the system. Before you scale, make sure your people systems can support the growth. If you're building a business that you want to run with less chaos and less dependence on you, you're in the right place. Subscribe to Systems with Sonja (https://www.youtube.com/@systemswithsonja/videos) for practical conversations about people, processes, systems, and sustainable business growth.

10. 

    28 Sept 2026

    A Key Employee Just Resigned. Now What? 4 Systems That Prevent Chaos

    A Key Employee Just Resigned. Now What?You listened or watched the video. Now build the system.I created The Key Employee Transition Playbook to help you turn what you just learned into an actual process for your business.Inside the Playbook:Interview questions & testingOnboarding checklist30-day training schedulePerformance expectationsBonus money-handling testDon't wait until someone quits to figure out what to do next.👉 Get the Key Employee Transition Playbook:https://payhip.com/SystemswithSonja (https://payhip.com/SystemswithSonja)I’ve owned my business for 20+ years. These systems come from experience—not theory.Want to work on it with me?If you're in the DMV and want to take this beyond the workbook and actually work on your business in person, join me at Women Who Scale.We meet the 3rd Tuesday of every month.👉 Register at womenwhoscale.org (womenwhoscale.org)Stop reacting. Start building systems.Subscribe for more Systems Tuesdays with Sonja.#SystemsWithSonja #SystemsTuesday #WomenWhoScale #SmallBusiness #BusinessSystems #Entrepreneurship #Hiring #EmployeeRetention #BusinessGrowth #WomenEntrepreneurs00:00 A Key Employee Just Resigned. Now What? 4 Systems That Prevent Chaos01:30 Step 1: Don't Panic — Use Your Playbook02:12 Step 2: Test During Interviews03:51 Step 3: Onboarding Checklist04:26 Step 4: Set Performance Expectations

11. 

    28 Sept 2026

    Getting Paid Starts with a System - System Tuesday

    Do you ever put off sending invoices, raising prices, or having difficult financial conversations?You're not alone.In this week's Systems Tuesday, I share one of the biggest lessons I've learned after more than 20 years of owning a business: getting paid isn't about courage—it's about creating a system that removes hesitation.In this video, you'll learn:✅ Why your emotions shouldn't determine your pricing strategy✅ The difference between an accounting system and a financial system✅ Why QuickBooks records your business—but doesn't run it✅ How to build a process that takes your customer from "yes" to paymentIf you're a woman entrepreneur who wants to build a business that doesn't depend on you, subscribe for weekly insights on business systems, processes, and infrastructure.🌐 Register for the next Women Who Scale Roundtable:https://womenwhoscale.org (https://womenwhoscale.org)🌐 Learn more about BackOfficeCOO:https://backofficecoo.org (https://backofficecoo.org)Remember: Stop buying software. Start building systems.#SystemsTuesday #WomenWhoScale #BusinessSystems #SmallBusiness #Entrepreneur #FinancialSystems #BusinessInfrastructure #QuickBooks #CashFlow #BackOfficeCOO

12. 

    28 Sept 2026

    How I Manage My Business Vehicles Without Guessing | Fleet Management System

    Your business vehicles need systems too. If your business depends on vehicles, you probably already know that a vehicle problem can quickly become a business problem. A missed maintenance appointment. A recurring issue that nobody documented. A vehicle that needs attention—but nobody remembers when it was last serviced. In this episode of Systems with Sonja, I take you behind the scenes of one of the systems I use in my other business, The Cleaning Authority, to manage our business vehicles. I share how a fleet management system helps us keep track of vehicles, maintenance, and routine issues so we're not relying on someone's memory or waiting until a small problem becomes an expensive one. Why business vehicles need a system—not just a maintenance reminder What to track when you have multiple business vehicles How fleet management can help you stay ahead of routine maintenance Why documenting vehicle issues matters The difference between having technology and actually having a system How the same systems thinking can be applied to other areas of your business The goal isn't for you to become an expert on vehicles. The goal is to build a system that tells you what needs attention, who is responsible, and when it needs to happen. That's what good business systems do. And this is the same philosophy I use through BackOfficeCOO: helping business owners build the back-office systems that allow their businesses to operate with less dependence on the owner's memory. Ask yourself: What are you still managing from memory? That may be where your next system needs to start. Systems with Sonja is for women business owners who want to build businesses that can grow without everything depending on them. We talk about business systems, people, processes, operations, and growth—using real business experiences and practical systems you can actually apply. Learn more: BackOfficeCOO.com (BackOfficeCOO.com) Join Women Who Scale: womenwhoscale.org ( womenwhoscale.org) Subscribe for new System Tuesday episodes. #SystemsWithSonja #SystemsTuesday #BusinessSystems #FleetManagement #SmallBusiness #BusinessOperations #BackOffice #BusinessGrowth #WomenEntrepreneurs

13. 

    22 Sept 2026

    Employee Problems? Fix Your Systems Before You Hire Again

    Think you have an employee problem? Before you hire another person, look at your system. At the time, I thought I had an employee problem. Looking back, I had a systems problem. I hadn't clearly documented how things should be done. I was relying on people to figure things out as they went. And I learned an important lesson: having technology isn't the same as having a system. In this episode of Systems with Sonja, I share a real experience from my business and the questions I now ask before adding another person to solve a problem: Can I eliminate it? Can I automate it? Can I standardize it? And if I still need a person, who should own it? We'll also talk about employee turnover, accountability, documentation, and why your people problems may sometimes point to a bigger issue in the way your business operates. Because sometimes the employee isn't the problem. The system is. If you're a woman building a business and you're tired of solving the same problems over and over, this episode will give you a different way to look at what's happening inside your business. Systems with Sonja is about building the people, processes, and systems that allow your business to grow without everything depending on you. I'm Sonja Caison with BackOfficeCOO.

14. 

    22 Sept 2026

    Employee Injured at Work? 4 Steps Every Business Owner Needs

    What should a business owner do when an employee is injured at work? Having an employee workplace injury system in place can help you respond quickly, document the incident, communicate with the right people, and manage what happens next. In this episode of Systems with Sonja, Sonja Caison walks through four steps to think through an employee workplace injury: getting medical help, management response, documenting the incident, and handling medical information and modified duty. You'll also learn why having a workers' compensation system before an injury happens can help your management team know what to do when something unexpected occurs. 📋 WORKERS' COMPENSATION SYSTEM STARTER KIT Need help creating your own workplace injury process? Sonja created a customizable starter kit with forms you can adapt for your business, including: • Employee incident report • Witness documentation • Management response checklist • Medical & insurance contact log • Work restrictions/modified duty form • Follow-up tracker Get the Workers' Compensation System Starter Kit: https://payhip.com/SystemswithSonja (https://payhip.com/b/jO2rY) ⚠️ DISCLAIMER: This episode and accompanying materials are for general educational and informational purposes only. They are not legal, medical, insurance, or HR advice. Workers' compensation requirements vary by state and circumstance. Review your procedures and forms with your attorney, insurance professional, workers' compensation carrier, and/or other appropriate professional before implementing them. Systems with Sonja shares practical business systems that help business owners build companies that don't depend on them for every decision. Join us at Women Who Scale, held on the third Tuesday of every month, to learn practical business systems, share experiences, and work on your business. https://womenwhoscale.org (https://womenwhoscale.org) Subscribe for new System Tuesday episodes.

15. 

    22 Sept 2026

    How to Build a Business That Doesn’t Depend on You

    In this episode of Systems with Sonja, I sit down with Marcia Sheehan, Solopreneur CEO Strategist, to talk about the systems she uses to grow her business without making the business depend entirely on her. We talk about: • Turning networking conversations into clients • Automating follow-up and consultations • Using newsletters and social media to stay connected • Turning one piece of content into multiple marketing opportunities • Using AI without losing your personal voice • Tracking your time to understand profitability • Knowing what to delegate — and what isn't worth doing And Marcia shares the one system she believes entrepreneurs should put in place first if they want to build a business that doesn't depend entirely on them.This isn't about being more organized. It's about building a business that can support the growth you're creating. Resources Mentioned • Marcia Sheehan / Solopreneur CEO • The Solopreneur CEO Podcast: https://solopreneurceo.com/podcast (https://solopreneurceo.com/podcast) • TidyCal: http://tidycal.com/marciasheehan (http://tidycal.com/marciasheehan) • Descript:descript.cello.so/djM1ZRMO3pv (descript.cello.so/djM1ZRMO3pv) Disclosure: We may earn a commission from some of the products and services mentioned in this episode, including Descript and TidyCal, when you purchase through our links. This comes at no additional cost to you. Connect With Marcia • Instagram: https://www.instagram.com/marciadsheehan/ (https://www.instagram.com/marciadsheehan/) • LinkedIn: https://www.linkedin.com/in/marcia-sheehan/ (https://www.linkedin.com/in/marcia-sheehan/) • Website: http://marciasheehan.com/About (https://www.marciasheehan.com/About) Systems with Sonja explores the people, processes, and systems behind successful businesses — and the practical decisions entrepreneurs make as they grow.Because getting more customers is only part of the equation.The real question is: Can your business support the growth you're creating? Take the Owner Dependency Audit and find out where your business still depends on you. The If I Couldn't Work Tomorrow Owner Dependency Audit Workbook walks you through the questions every business owner should ask about customers, employees, decisions, information, training, and critical processes. Get the workbook (https://payhip.com/SystemswithSonja)

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