6 Proven Ways to Scale your Coaching Business

6 Proven Ways to Scale Your Coaching Business

Table Of Contents

So you’re a coach, right? 

And you’re good at what you do. Like, really good. 

But no matter how much your clients love you, there’s only one of you! Only so many hours in the day, and there’s only so much money someone’s gonna pay for your wisdom.

So you’ve gotta get smart if you want to supercharge your business without cloning yourself or working 24/7. Good news is, it’s totally doable. 

You just need to get a bit creative and embrace new strategies

And I want to share a few of them with you today, six ways for you to hit the high gear in your coaching business without working harder.

Keep reading to get the skinny…

How Do You Scale a Coaching Biz?

Exploding your coaching business means you’ve got to serve more peeps without sacrificing the magic that gets them results. 

With the right game plan, you can stretch your reach far and wide without letting the quality of your service take a nosedive. 

Here’s the 411 on how to do it:

1. Get Your Business Systems in Order

If you want to scale your coaching business, you gotta have systems that are running like a well-oiled machine. 

Making your operations smoother than a baby’s behind will save you time, trim down costs, and put a big happy smile on your clients’ faces. 

Here’s the step-by-step for getting your systems in great shape:

Check What’s Broken

Before you go all “Bob the Builder” on your biz, take a hard look at how things are running right now. Dig into every nook and cranny of your coaching operations, from onboarding new clients to billing, and figure out where the cracks are.

Where are you spending way too much time? 

Start by tracking your time over a week or two to figure out where you’re losing the most hours.

Ditch the Complicated Stuff

Simplify, simplify, simplify. 

If a process has more steps than a salsa dance, cut it down. Get rid of anything that’s just creating clutter. 

That might mean consolidating paperwork, making templates for stuff you use a lot, or setting up standard procedures.

Get Friendly with Software

A Customer Relationship Management (CRM) system is like your own personal assistant. It’ll keep tabs on client info, chat history, and sales data all in one spot.

Not only does it make your life easier, but it also means you can wow your clients with your superhuman memory (or let’s just let them think that).

Activecampaign has CRM capabilities on the higher paid plans. You can check it out here

I use Activecampaign it for my email marketing and if you sign up for my free email welcome sequence I’ll send you a link to import the whole sequence straight into your account.

Use Project Management Tools

Project management tools are your secret weapon to keep track of tasks, deadlines, and project progress. 

They’ll help you keep your act together, delegate stuff without dropping the ball, or keep your team in line.

Here’s what I use right now for project management in my business:



Keep Tweaking

Streamlining your systems isn’t a once-off affair.

Keep an eye on your operations, spot where you can make things even better, and tweak your processes as needed.

By doing this, you’ll end up with a lean coaching biz machine. 

You’ll also save time, cut costs, and create top-notch experiences for your clients, all while taking your business to the next level.

2. Put Your Marketing & Sales on Auto-Pilot

Marketing and selling your stuff can be a real grind if you’re doing everything yourself. 

But guess what?

You can put a lot of it on autopilot and still get your message out there without breaking a sweat. 

Here are some ways to put your biz on autopilot and save yourself some precious time:

Automated Emails

This is one of my favorite ways to increase revenue without working harder.

Get an email marketing tool that lets you set up automatic campaigns.  You want a sequence of emails that helps your new subscribers get to know you while also giving them something valuable, earning their trust, and nudging them gently toward booking a session or grabbing one of your paid offers.

Here’s a link to my free email welcome sequence to get you started.

Evergreen Social Media Content

There are tools out there that can schedule and repost your content across all your social media platforms. It’s like having a clone that does all the work for you. Your followers stay engaged, and you get to kick back.

Here’s what I’m using for evergreen social media content:


A Personal Assistant Called CRM

A good CRM (customer relationship management) tool can help you keep tabs on your leads throughout the sales process. It’s like having a personal assistant that never forgets to follow up and always knows how well your marketing is working.

Automated Invoicing and Payments

With billing and invoicing software, you can automatically send out invoices, keep track of payments, and handle all your financial records. It’s like a safety net that makes sure you don’t screw up and helps you get paid on time.

Dubsado is one of the better tools on the market for this.

Chatbots & AI tools

Chatbots can do the heavy lifting when it comes to qualifying leads, answering the same old questions, and making personal recommendations to your prospects. They can even streamline your sales calls by handling the routine stuff so you don’t have to.

AI tools like ChatGPT can help you write your emails, social media content, blog posts and more but make sure you’re still feeding it your own opinions from real experience otherwise you’ll end up sounding like everyone else.

Automating your marketing and sales is like hitting the easy button. You save time, crank up efficiency, and reach more people without lifting a finger. Plus, it frees up more time for you to do what you love: coaching. Now, who wouldn’t want that?

Increase Your Revenue with Evergreen Offers & Digital Products

Want to boost your coaching business without squeezing in more one-on-one clients? 

Whip up some passive products and digital goodies. Things like online courses, digital products, or templates.

You get to help more people and keep the quality of your services top-notch. Plus, you get to be part of the “make money in your sleep” club.

Here’s how to bash out evergreen offers and digital products that’ll have your audience wanting more:

Know Your People

Get inside the heads of your perfect-fit clients. Figure out what makes them tick and what keeps them up at night. You’ll be able to churn out digital products that hit them right in the feels and solve their problems.

Don’t Skimp On The Content

Create content for your digital products that’s as good as anything you give your paid clients. Stuff that’s easy to use, loaded with insights, and full of value.

Pick Your Poison

Choose a format that your audience will love and works with their learning style. Maybe it’s a self-paced online course, a digital product, an audio training or a mix of all three.

Be Flexible with Payment Options

Offer a range of payment options that suit all budgets and needs. That could be a one-off payment, a payment plan, or a subscription model.

By rolling out evergreen offers and digital products, you can help more people, grow your business, and keep your services on point. 

Plus, you’re bringing in semi-passive income, which frees you up to focus on other areas of your biz and keep scaling.

4. Get More Bang for Your Buck with Group Coaching

One-on-one coaching is great and all, but it can take up all your time and caps how many peeps you can help. 

Enter group coaching. 

You can work with more folks at once and grow your business quicker. Plus, it creates an awesome community vibe that can seriously boost your clients’ experience.

Here’s the lowdown on making group coaching work:

Plan Like a Boss

Map out your group coaching sessions. Make sure they’re packed with value and hitting your clients’ needs. You could cover the same stuff as in one-on-one sessions or come up with fresh content just for the group.

Size Matters

Find the sweet spot between a group that’s big enough to create a vibe but small enough so everyone feels seen and heard. Because if people are joining and not getting results you won’t get any referrals (which are the lifeblood of any coach’s reputation).

Set the Stage

Whether it’s in-person or online, make your group coaching space feel like a safe space. You want everyone to feel comfortable enough to share their thoughts and experiences.

Community Engagement

Get your group connecting and collaborating. It helps your clients learn from each other and build bonds that last beyond the coaching sessions.

Offer Flexible Call Times

Offer a variety of times for your group coaching sessions to cater to different schedules. It’ll help you bring in more clients and make it easier for them to participate.

By offering group coaching, you can help more folks at once and supercharge the growth of your coaching business. 

Plus, it creates a cool community vibe among your clients, which can seriously level up their experience.

5. Set Up a Lead Pipeline That Actually Works

You want a booming coaching business? Then you need a pipeline. 

You gotta have a slick sales process that takes folks from just knowing you exist, to loving everything you do and coming back for more.

This means you’ve got to attract them with valuable freebies and use automated emails to turn those leads into actual paying clients.

Lead Magnets In The House

Free stuff. People love it. 

So give them something they can’t resist, like templates, checklists, journals or planners. Make sure it’s something that gives them a taste of your paid products or services.

Create a Landing Page That Converts

Whip up a landing page that sells your lead magnet like hotcakes. Make it clear what they’re getting and why they need it. And keep it simple, with an obvious call-to-action.

Grow Your Email List

When people sign up for your freebie, grab their contact info. Use an email marketing platform to keep everything organized.

My favourite email marketing tool is Activecampaign and I’ve been using since day one of my business. You can sign up for it here.

Hit ‘Em with a Follow-Up Email Sequence

Send out a series of automated emails after they sign up for your freebie. Make sure these emails are loaded with value, build trust, and make a strong case for your coaching services.

You can sign up for my free welcome sequence templates right here to get started creating your own series.

Keep an Eye on Your Pipeline

Track how well your pipeline’s doing. 

How many leads are you getting? How many people are opening your emails? Who’s converting? Use this info to fine-tune your pipeline and make it even more effective.

By setting up a solid pipeline, you can guide folks from just knowing about you to becoming paying clients. And that’s how you’re gonna scale your coaching biz and keep the success coming.

6. Get Some Help So You’re Not Drowning in Work

When your coaching biz starts to really expand, you’re gonna have a ton on your plate. But you don’t have to do it all. Get a virtual assistant to handle the boring stuff so you can focus on the important stuff – like coaching your clients.

What to Outsource

List down all the stuff that’s eating up your time but could be done by someone else. Stuff like booking appointments, handling your inbox, updating your website, making social media graphics.

Find the Right People

You want someone who knows what they’re doing. Ask around, or check out social media groups for virtual assistants looking for work.

Give Clear Instructions

When you hire help, tell them exactly what you need and what you expect. It’ll make sure they do the job right the first time. 

Stay in Touch

Keep the lines of communication open with your new contractors. Make sure they’re clear on their tasks and have everything they need. It’ll help you spot any issues and sort them out ASAP.

Adjust as Your Biz Grows

As your coaching biz expands, you might need to hire more help or outsource different tasks. Regularly review your needs and make sure you’ve got the right support in place.

By getting some help, you’ll have more time to focus on providing the best coaching services. It’s a must if you wanna scale your business and keep up with your clients’ needs as you grow.

Next Steps

Scaling your coaching biz is a crazy ride, but it’s totally worth it. Kickstart your journey with these six proven steps and watch your business take off.

And remember, building a successful coaching business isn’t an overnight thing. It takes time. So be patient, keep going, and always focus on delivering the best products and services to your clients.

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Hi, I'm Cheryl!

I'm a copywriter and copywriting coach. I've written dozens of high-converting sales pages and contributed my expertise to several high-profile group programs.

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When I'm not writing up a storm, you can find me hanging with my 5-year-old sidekick and best friend, eating at a local restaurant, or learning more about marketing and copy... possibly all of the above at the same time!

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