The 5 Essential Systems Every New Coach Needs (Unless You Like Chaos… Then, By All Means, Ignore This)

Listen up, beautiful weirdos. If you’re out here trying to build a coaching business on vibes alone — stop. Right. Now.

I know, I know. You’ve been told “just show up and be authentic” and the clients will come. Cue crickets.

The truth? Sustainable coaching businesses aren’t built on unicorn dust. They are built on SYSTEMS. And today, I’m giving you the five essential ones you need to stop flailing and start thriving. Ready? Let’s go.

1. Marketing System — So People Actually Know You Exist

What It Is:

Your marketing system is how you get visible, build trust, and let people know, “Hey, I’m here, I can help you, and no, I’m not just another coach selling you your own dream back to you.”

Examples:

• Weekly emails that sound like YOU (not some AI robot spitting out bland advice).

• Showing up on one or two social platforms you actually enjoy (not all of them because the internet told you to).

• Collaborations, podcasts, guest lives.

Tips:

• Pick one main platform and one secondary. MASTER them before adding more.

• Focus on building relationships, not just “content for content’s sake.”

• If the idea of a “lead magnet” makes you gag, think of it as a “fun resource you’d want to give a friend.”

Action Steps:

• Choose your 1-2 marketing channels.

• Create a simple, repeatable plan (e.g., 1 post, 1 email per week to start).

• Pick one lead magnet idea and start working on it.

Rebel Reminder: Marketing isn’t about being everywhere. It’s about being real and consistent where it counts.

2. Education System — So People Know What You Actually Do

What It Is:

This is how you help potential clients understand your process, your philosophy, and what working with you looks like — BEFORE they pay you.

Examples:

• A “Start Here” page or welcome sequence for new subscribers.

• Social posts or emails that explain your unique method.

• Workshops or masterclasses that show off your brilliance.

Tips:

• Stop assuming people “get” what coaching is. Explain it like you would to your favorite (but slightly confused) aunt.

• Share how you work, what results you help create, and what makes you different.

• Don’t be afraid to repeat yourself — people need to hear things many times.

Action Steps:

• Write a “How I Work With Clients” post or page.

• Map out a 3-5 email welcome sequence.

• Brainstorm a free workshop that would showcase your unique approach.

Rebel Reminder: If you don’t educate them, someone else will — and that person may NOT have their best interest at heart.

3. Conversion System — So People Go from “Just Browsing” to “Let’s Work Together”

What It Is:

This is your process for turning interested humans into paying clients — without sounding like a sleazy 90s infomercial host.

Examples:

• Discovery calls with a clear structure (and boundaries — no free coaching zones!).

• Sales emails or sequences that lead to a call to action.

• Clear “Work With Me” page outlining packages and pricing.

Tips:

• Make it EASY to hire you — don’t make people decode a secret language to find your rates or book a call.

• Get comfortable saying, “Here’s how I can help you, and here’s how we can start.”

• Follow up. (Seriously. Most of you give up too soon.)

Action Steps:

• Create a simple process for discovery calls.

• Write your “Work With Me” page or update it to be clear and compelling.

• Draft a follow-up email template for after calls.

Rebel Reminder: You’re offering transformation, not selling a used car. Step into that.

4. Onboarding System — So Clients Know What the Hell to Expect

What It Is:

Your onboarding system is how you welcome new clients and get them excited, clear, and ready to work. Think of it like the first five minutes of a show — you want them leaning in, not wondering if they bought the wrong ticket.

Examples:

• Welcome email with next steps.

• Contract and payment setup (because boundaries ARE sexy).

• Intake questionnaire to help you understand them before session one.

Tips:

• Make it streamlined. You shouldn’t be reinventing this for every client.

• Set expectations — how to contact you, when sessions are, what happens if they cancel, etc.

• Use tools like HoneyBook, Dubsado, or just a good ol’ Google Form to keep it simple.

Action Steps:

• Write a welcome email template.

• Create or refine your intake questionnaire.

• Make a checklist for YOU to make sure you’ve got everything you need before you start.

Rebel Reminder: A solid onboarding system says, “I’m a pro,” not “I’m winging this.” (Even if you’re still figuring it out, fake it till you make it — but, like, with a system.)

5. Coaching System — So You Can Deliver What You Promised (and Then Some)

What It Is:

This is how you actually coach your clients — your frameworks, tools, and session flow that helps clients get results.

Examples:

• A signature process or method (even if it’s simple).

• Session templates or outlines.

• Homework or reflection prompts between sessions.

Tips:

• You don’t have to be “rigid” to have a system — think structure with room for magic.

• Having a framework helps YOU stay grounded, especially if anxiety kicks up.

• Make sure your system gets clients where they want to go — if it doesn’t, tweak it.

Action Steps:

• Write out your signature method — what are the 3-5 steps clients move through?

• Create a simple session flow template (e.g., Check-in → Focus → Exploration → Action steps).

• Plan out client resources (worksheets, reflection prompts).

Rebel Reminder: Flying by the seat of your pants is not a strategy. Your clients deserve better — and so do you.

Final Word, Darling Rebels:

If you’re sitting there thinking, “But Gregory, I don’t want to be too business-y! I’m a heart-centered coach!” — let me lovingly say: SYSTEMS = CARE.

They help YOU show up fully and help your clients feel held. And they stop you from burning out or quitting in six months.

So if you’re ready to stop guessing and start building, pick ONE of these systems to work on this week. Yes, ONE. Don’t get fancy — get focused.

And if you need a roadmap that makes this simple, fun, and NOT soul-sucking? Come hang out in my membership, where we break all this down step by step. (With a little Bowie flair, of course.)

Stay weird. Stay rebel. Stay YOU!

P.S. Ready to actually build these systems — without the overwhelm, the hustle, or the “shoulds”?

That’s exactly what we do inside The Rebel Coach Academy — my membership for new coaches who want to build a real, sustainable coaching business without selling their soul to toxic bro marketing.

Inside, you’ll get:

• A Coaching Business Roadmap that walks you through these five systems, step by step.

• Bite-sized lessons so you actually finish (and don’t fall into the “course graveyard”).

• A community of badass, heart-centered, slightly weird (in the best way) humans like you.

• And of course — coaching and support from me to keep you moving.

If you’re done with guessing games and ready to build a coaching biz that feels like you — check out The Rebel Coach Academy right here.

Because you didn’t leave your 9-5 (or your sanity) to be a hot mess with a PayPal link.

See you inside, rebel!