After You Hire: 5 Critical Steps to Welcome New Team Members

What happens after you've found that perfect addition to your team? How do you create an onboarding experience that makes new hires feel confident, valued, and ready to contribute? In the last episode, Susan and Lany walked you through establishing a solid hiring process. The topic is Beyond the Hire: Creating a Welcoming Onboarding Experience That Builds Lasting Teams.
In this second half, they explore the critical role of mentorship in successful onboarding, including how to support first-time mentors and celebrate this growth opportunity for existing team members. From day-one preparations to long-term development strategies, they share practical insights on welcoming new team members in ways that strengthen your company culture and improve retention. Whether you're managing an in-person or virtual team, these actionable steps will help you transform the critical first months of employment into the foundation for lasting success.
Key Points Checklist:
Prepare thoroughly before day one to set new hires up for success
Create comprehensive welcome materials that serve as an ongoing resource
Establish clear points of contact and communication channels
Support and celebrate team members who are becoming mentors for the first time
Assign small projects to build confidence and assess skills
Conduct regular check-ins during the critical first 90 days
Develop appropriate performance metrics for evaluation
Encourage feedback in both directions throughout the process
Refine roles based on demonstrated strengths and company needs
Create opportunities for continuous growth and skill development
 

Before You Hire: 5 Critical Steps to Prepare Your Business for New Team Members

Are you planning to bring a new team member on board? Before you start interviewing candidates, there's critical groundwork that needs to be laid. In this episode of Rooted in Revenue, hosts Susan Finch and Lany Sullivan walk you through the essential steps to prepare your business for a successful hire. From mapping out processes to setting up the right tech stack, they share practical advice drawn from years of experience working with business owners. Learn how proper preparation not only makes onboarding smoother but also sets your new team member up for success from day one.
Lany's 5 steps:
Assess business needs and identify gaps - Analyze what tasks you dislike or don't bring value, determine inefficiencies, and decide whether you need a fractional, part-time, or full-time person.
Clarify roles and responsibilities - Create a detailed scope of work outlining specific tasks, required skills, and what success looks like in the role.
Map out processes and document workflows - Create comprehensive documentation of all processes so the new hire doesn't have to ask questions, allowing for improvements and innovations constantly.
Set up tech and systems for success - Ensure all tools, access levels, communication channels, and documentation are properly prepared and organized.
Prepare training and onboarding materials - Develop a structured plan for the new hire's first days and weeks, including who they should go to for different questions and establish decision hierarchies.
Links from this episode:
Lany's article on LinkedIn
Our episode about Love, Hate, Delegate

Choosing the Right Tech Tools: The Art of Discernment

Which task management and marketing strategy tools should you use? Spoiler alert—it’s not as simple as picking the most popular software.
Susan and Lany dive into the importance of discernment when selecting tools, sharing real-world experiences of software frustration, integration challenges, and team buy-in struggles. They emphasize the need to evaluate your team’s workflow, test software with real scenarios, and demand proper support before making a costly commitment.
They explore why businesses often waste time and money on tools that don’t fit—and how you can avoid making the same mistake. If you've ever been frustrated with tools you chose in a rush, including ClickUp, Asana, Monday, or any other platform, this episode is for you.
And tell us—what software works for you, and how did you decide? Maybe we’ll feature your success story in a future episode!
BIG TAKEAWAY - the best tools are the ones your team will actually use.
Your Tech Tool Selection Checklist
✅ Assess Your Needs First
Identify the specific problems you're trying to solve.
List the must-have and nice-to-have features.
Consider how many people will use the tool and their technical comfort level.
✅ Understand Your Workflow
Map out your team's daily tasks and processes before selecting a tool.
Identify which departments or roles will need access.
Determine if you’ll need client access or external collaboration features.
✅ Check for Scalability
Will this tool grow with your business?
Does it support additional users, automations, and integrations as you scale?
Does it work across devices (desktop, mobile, tablet)?
✅ Demo and Test Before Committing
Sign up for free trials and load real projects into the system.
Get feedback from your team on usability.
Request a live demo from the company and ask tough questions about features and limitations.
✅ Read Reviews & Compare Support
Check user reviews on G2, Capterra, or Trustpilot for pros/cons.
Look for YouTube tutorials and real-world use cases.
Investigate customer support availability—do they offer live chat, phone support, or only email?
Find out if you’ll have to pay for support separately.
✅ Evaluate Integration & Compatibility
Ensure the tool integrates with your existing software stack (CRM, email marketing, accounting, etc.).
Check Zapier, Make, or native API capabilities if integration is needed.
Ask: Will this create extra manual work or streamline processes?
✅ Plan for Onboarding & Training
Will your team actually use it, or will they resist?
Look for built-in tutorials and learning resources from the software provider.
Create internal training videos & SOPs to ease adoption.
✅ Budget Beyond Subscription Costs
Factor in costs for setup, training, integrations, and ongoing support.
Beware of hidden fees (e.g., per-user pricing, premium support, add-ons).
If switching from another tool, budget for migration costs and downtime.
✅ Make a Decision—Then Reevaluate
Choose the best-fit option based on functionality, ease of use, and ROI.
Reevaluate in 3-6 months to ensure adoption and effectiveness.
Be willing to pivot if the tool isn’t delivering as expected.

Evergreen Excellence: Your Guide to Your Content Bank

Are your social posts starting to feel stale? Are you spending hours creating fresh content when you already have a goldmine of valuable material gathering digital dust? Stop the endless content creation cycle. Strategic content management isn't about constantly generating new material—it's about maximizing the value of your existing expertise and insights.
In this episode, we cover building and maintaining an effective content bank that transforms your valuable insights into a reusable asset library. Learn why random posts about office pets and foodie highlights aren't part of your content strategy - unless you are in that industry, and discover how to create a systematic approach to content that directly ties to your business goals and mission.
For those frustrated with the constant demand for "fresh" content, we reveal why the same valuable message can and should be shared multiple times, reaching different audiences simultaneously. Plus, get practical insights on tracking engagement, managing client testimonials, and turning client transformations into compelling case studies demonstrating your expertise.
Whether you're a seasoned content creator or just starting to build your business's digital presence, this episode offers actionable strategies to work smarter, not harder, with your content management. Say goodbye to content chaos and hello to strategic repurposing that drives real business results.

AI Risk Management: A CMO's Guide to Tool Selection and Governance

Susan Finch sits down with Patty Parobek from Mod Op to explore the strategic implementation of AI in business. They discuss the concept of an "AI Playground" - a structured approach for organizations to test and evaluate AI tools before full deployment. The conversation covers essential topics, including developing responsible AI use policies, forming cross-functional AI councils, and protecting sensitive data when using AI platforms. Patty shares valuable insights on how businesses of any size can thoughtfully integrate AI while maintaining security and client trust, making this episode a must-listen for organizations navigating the AI landscape.
 
Here is the Leader Generation Episode:
About Patty Parobek:
As Vice President of AI Transformation, Patty leads Mod Op’s AI practice group, spearheading initiatives to maximize the value and scalability of AI-enabled solutions. Patty collaborates with the executive team to revolutionize creative, advertising and marketing projects for clients, while ensuring responsible AI practices. She also oversees AI training programs, identifies high-value AI use cases and measures implementation impact, providing essential feedback to Mod Op’s AI Council for continuous improvement. Patty can be reached on LinkedIn or at Patty.Parobek@ModOp.com.
 

Digital Consistency is King: Your Professional Presence Audit

Today, we're challenging you to conduct a Professional Presence Audit—a critical look at how you appear across the digital landscape to ensure your professional image remains consistent, current, and compelling. This is Part 2 of our Digital Brand Checkup series on Rooted in Revenue. Our last episode covered the essentials of managing your digital real estate—from domains to infrastructure. 
Essential action items from this episode:
Google Audit:
Search yourself/company in an incognito window
Review up to page 8 of the search results
Document outdated or incorrect listings
Look for unauthorized or outdated profiles
NAP (Name, Address, Phone) Consistency:
Ensure the company name format is identical across all platforms
Standardize address formatting (abbreviations, punctuation)
Use consistent phone number format (preferably with hyphens)
Document the exact format to be used by all team members
Professional Profile Management:
Review all directory listings (industry, membership groups, associations)
Update bios across all platforms
Verify current memberships and certifications
Remove or update outdated affiliations
Create platform-specific bios for different purposes
Website and Landing Pages:
Create specific landing pages for different audiences/purposes
Ensure all domain redirects lead to valuable content
Update professional credentials and certifications
Review and refresh all bio pages
Call-to-Action Consistency:
Define 1-2 primary destinations for all profile links
Maintain consistent messaging across platforms
Ensure all CTAs lead to current, working pages
Document preferred CTAs in your asset depot
Bio Management:
Create a master bio document with variations
Include links to where each bio appears
Update bios to reflect current focus and achievements
Have others review bios for clarity and impact
Consider professional help for bio writing/updating
Documentation:
Create an "Asset Depot" to store all digital presence information
Document all profile locations and login credentials
Please keep track of all bio variations and their purposes
Set up regular review schedules (quarterly/annual)
Regular Maintenance:
Schedule annual comprehensive audits
Set quarterly review reminders
Update profiles when significant changes occur
Regularly test all links and redirects
Remember to resist the urge to use AI for writing bios. While it can help with organization and redundancy checking, your authentic voice and personality should shine through in your professional profiles.

Digital Asset Checkup: Start with Your Domains, SSL, and Your Digital Depot

Your business runs on digital - but when was the last time you gave it a proper checkup? This week on Rooted in Revenue, we're getting real about the nuts and bolts of your digital foundation. Susan Finch and Lany Sullivan share their hands-on experience managing domains (including those late-night wine-inspired purchases we've all made), keeping backups current, and yes - discovering that even storage facilities need retention policies. No fluff, just practical advice on protecting your digital assets and organizing them in a way that actually makes sense. Whether you're a tech pro or still figuring out what DNS means, we've got you covered with straightforward talk and simple solutions for keeping your business's digital world running smoothly.
Here are the key points from the episode:
Domain Management Essentials:
Consolidate all domains to one account/provider
Document registration and renewal dates
Verify owner, admin, and tech contacts are current
Have a clear purpose for each domain
Make every domain work for you - forward unused ones to active properties
Never respond to mail-based domain renewal solicitations (they're scams)
Export and document DNS settings as a backup
Website Security:
Ensure SSL certificates are current and test your site in incognito
Verify site works securely with and without 'www'
Keep security protocols updated
Documentation & Organization:
Create an "Asset Depot" to store all digital asset information
Include backend links, affiliate info, products/services details
Keep all access credentials organized and updated
Document all processes and systems
Backup Systems:
Implement regular backups not stored on the same host
Verify backups are actually working
Test restoration process periodically
Organize files for efficient backup
Retention Policies:
Understand your industry's specific retention requirements
Only retain what's legally required
Create organized folders with destruction dates
Set calendar reminders for data destruction
Be careful with development/test data retention
Regular Auditing:
Make this a yearly review process
Get an outside perspective on systems and processes
Test all systems and access points
Verify all contact information is current

Better Clients, Better Revenue: Client Intake Systems That Drive Growth

Susan Finch and Lany Sullivan plunge into the muck of a crucial but often overlooked aspect of business operations: the client intake process. Coming fresh from their previous episode on intellectual property, they explore how even successful businesses like Susan's (with 20 years of experience) can benefit from implementing structured intake systems.
Whether you've been in business for six months or two decades, this episode reveals why having a clear, systematic approach to onboarding clients isn't just about organization – it's about increasing revenue, saving time, and working with clients who bring you joy. You'll learn practical tips for creating effective intake forms, structuring service packages, and avoiding common pitfalls that lead to scope creep and revenue loss. If you're tired of "winging it" with clients or want to streamline your business processes, this conversation offers actionable insights to transform your client onboarding experience.
Get a peek at Lany's here.

IP in the AI Age, IP Ransom, and Safeguarding Your Business IP Assets

Join Susan Finch and Lany Sullivan in this eye-opening episode of Rooted in Revenue as they dive into the crucial topic of intellectual property. Discover what IP really means for your business, how to protect your creations, and why holding someone's intellectual property hostage is a major business faux pas. Whether you're a content creator, business owner, or working with contractors, this episode offers valuable insights to help you navigate the complex world of IP.
Disclaimers: Lany and Susan are not giving legal advice and are not attorneys. They are sharing what they have learned from their experiences and that of their clients.
Tips/Recommendations:
Lany:
Intellectual property includes anything you create, not just patents and trademarks.
Consult with an attorney about protecting your IP through trademarks and copyrights.
Include clear IP ownership clauses in contracts with contractors and clients.
Don't put sensitive intellectual property into open-source AI tools.
Susan:
Be cautious when using services like Fiverr for logos - ensure you get vector files and ownership rights.
When rescuing clients from IP hostage situations, try to hear both sides of the story.
For creatives, consider retaining copies of client files as an archive, not to hold hostage.

The Power of Reflection: Leveraging Your Past for Future Success

Rediscovering your forgotten skills and experiences can be a game-changer for personal and professional growth. In this insightful episode of Rooted in Revenue, Lany and Susan dive deep into the importance of reflecting on your past accomplishments and leveraging them for future success. They share personal anecdotes, practical tips, and actionable strategies to help you uncover hidden talents and capitalize on your unique experiences.
We dare you to go through this list:
Reflect on past experiences and skills you may have forgotten about
Review old resumes and portfolios
Ask family, friends, and former colleagues about your strengths
Update your professional profiles and resumes regularly
Share stories about your past experiences and skills
Reconnect with old contacts and mentors
Create one-page case studies for your accomplishments
Record video or audio of yourself telling your stories
Identify pivotal moments in your life and career
Look back at all your jobs, even early ones, for valuable experiences
Share your reflections on social media and tag Lany and Susan

Tech Audits: Avoiding Costly Business Software Mistakes

In this continuation of their discussion on managing your online presence, Lany and Susan hit you over the head with the importance of conducting thorough tech assessments and making informed decisions about your business software. They emphasize the value of consulting with experts before making significant changes to your tech stack and warn against common pitfalls like lifetime software subscriptions and poorly integrated tools.
Action Items:
Conduct a comprehensive tech assessment of your business
Review all software subscriptions and their actual usage
Avoid lifetime software subscriptions
Check software integration capabilities before purchasing
Set calendar reminders for subscription renewals
Research software reliability and developer support before committing
Utilize existing tools and services to their full potential
Consult with experts before making major tech changes or purchases
Regularly review and update your website and online presence
Be cautious of custom solutions that may create dependence on specific developers

Tech Disasters and Compliance Meltdowns: A No-Filter Episode

Susan and Lany are fired up in this episode, tackling the infuriating world of tech blunders, compliance nightmares, and security fails that plague businesses. From email marketing mishaps to clickbait disasters, they're not holding back on the ways people unknowingly sabotage their operations. This is part one of their conversation, so prepare for some straight talk filled with cautionary tales and a healthy dose of 'what were they thinking?' Stay tuned for part two, where they'll continue their mission to save you from yourself in the tricky terrain of business tech. Remember, sometimes doing nothing is the best move – especially when it comes to messing with stuff you don't understand!
Action items (or inaction items):
Stop using personal Gmail accounts for business; set up Google Workspace instead.
Don't buy domains from cheap or suspicious sources.
Ensure your email marketing is compliant with new laws (as of February 2024).
Use secure file transfer methods for sensitive client information.
Be cautious of scams and verify legitimacy before giving out information or access.
Freeze your credit reports to protect your information.
Don't touch or change technical settings if you're not sure what you're doing.
Implement proper security measures and compliance procedures in your business.