The Problem

The client came to us while their operations manager was transitioning out and was looking for experienced support to help them achieve the next level.

Being a leader in the personal development field, Real Magic had close ties with Bob Proctor, and was looking to solidify their place as a global voice in edutainment (combining personal development education, and entertainment).

The company had achieved multi-million dollar per year success in the past, though this has began to decline and stagnate due to issues with staff retention, unoptimized marketing strategies, and a clear operational foundation to drive the business.

The company lacked focus, and struggled to plan ahead. Their main marketing strategy was monthly live challenges, which put a lot of pressure on the team. The CEO was still producing all marketing copy, which due to their time constraints, meant marketing assets were often created the week & day of launch, which led to stressful launches, items being missed by the team & quality decreasing.

The company operations were messy, with payments being taken in 2 stripe accounts, some client offers being supplied in Kajabi & some in Keap. While they were using keap for some payments & emails, there was no real CRM where the sales team could track their leads & follow up with them easily. Due to the unstreamlined software, it was a very time-consuming process to calculate commissions for the sales team each month.

There was very minimal internal documentation of processes, and where there was, team members struggled to use it to complete tasks. There was no structure internal hiring process, which had caused the hiring & retention issues in the past.

The team used Asana for project management, but all communication had to go through there or email. There was no central place for communication which led to delays in solving problems.

Data tracking was minimal and a highly manual process due to their tech stack. This meant a lot of time was spent gathering reports, instead of growing the business productively. When reports were made, it was often too late as important decisions were already made when the data would’ve been needed.

What We Did

We implemented the following to help Real Magic reach their goals:

1. We took over all hiring for the company, implementing a robust hiring process which included trial tasks for all roles

2. We hired them a Marketing Manager with high experience in the coaching industry. The Marketing Manager was able to take over the creation of all marketing campaigns, ads management, copywriting & more for the company

3. We implemented Slack to streamline communication and used automation to link Slack with the rest of their tech stack so they could easily get updates on new client payments, failed client payments, if a lead had booked a call, cancelled a call & more all from automated messages within Slack

4. We implemented a project planning process for all projects, which meant that responsibilities for tasks were outlined clearly to the whole team, along with deadlines. This added a lot of clarity to the team

5. We created an annual planning process, which included an in-depth review of all departments, identifying the projects & KPIs for the year ahead and then project planning for Q1. As part of marketing, we created a strategy to build & test an ads to VSL funnel

6. We developed a complete sales CRM in HighLevel for all 4 of the core coaching programs, where leads would automatically be inputted when they filled out lead magnets, or booked a sales call. If a lead cancelled the call, their pipeline stage would be automatically updated & they were entered into an email sequence to prompt them to rebook. If a lead no-showed, they would be entered into a similar sequence. If a lead wasn’t ready after the sales call, the lead would get entered into a long-term nurturing sequence. If the lead signed, this would be automatically tracked when they checkout using the Zero Touch Onboarding payment link & their pipeline stage would be automatically adjusted.

7. We moved all payment in HighLevel and the team’s legacy stripe account, so payments were consolidated within 1 system

8. We created a system to automatically calculate sales team commissions from when payments were taken in HighLevel

9. We created a tracking pipeline in HighLevel to track students as they went through each of the 4 coaching programs. Students would automatically move to the next stage in the pipeline as each week in the program went by. They would also get a series of automated check-in emails & accountability forms to support them through the program, and invites to 1-1 check-in calls at key markers in the program.

10. We created a streamlined process for challenges, leveraging email automation to send out the majority of emails, and ensuring assets can be developed 1 month before the challenge

11. We Improved internal documentation for the company, optimizing company processes and then documenting them in an improved format in Notion. We also created documentation for processes where it did not yet exist, such as for sales rep onboarding & training

12. We developed automatic dashboards in Databox which pulled information from GHL, Quickbooks & Facebook Ads manager to give a clear view of the company across marketing, sales, operations, fulfillment and finance in real-time

13. We created team Performance management processes so the team could stay on track to their KPIs, knew what they were responsible for & had clear accountability. We also restructured the team meeting process so leadership meets once a week and focus on the most important objectives

The Results

1. 41% increase in revenue

2. Had their 4 biggest months of the year in 2024 once we started working together, including a $229k cash month

3. Averaged a 42.1% profit margin

4. Made data driven decisions, such as being able to calculate a proper ad budget to generate the correct KPI of leads for challenges to hit sales goals

5. CEO saved 20hrs per week from delegating marketing activities

6. Challenge resources were made 1 month in advanced for the first time in company history

7. Team members were more accountable & deadline focused

8. Team productivity increased by 62% due to the streamlining of systems and removal of many unnecessary manual tasks, and the systems were much more logical & simple to understand

9. The team culture shifted from reactive to proactive, and big progress was made towards goals since everything was planned ahead