The Wize Way
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The Wize Way
Episode 202: The Truth About HR Software for Accounting Firms.
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What does it actually look like to build a hiring process for your accounting firm that finds the right person every time, without expensive software, without guesswork, and without starting from scratch every time a role opens up?
In this session, Dani and Kristy from the Wize team break down exactly how to take the chaos out of hiring, whether you are doing it yourself or working with a talent team, and why a clear process will always beat an expensive platform.
✅ Why AI screening tools can quietly eliminate your best candidates before you ever see them
✅ How a simple scorecard takes the emotion out of comparing candidates and why that changes everything
✅ The hiring mistake Kristy made that cost her a client manager in two days, and what she does differently now
✅ Why software experience should almost never be the reason you say no to a great candidate
✅ How your capacity planner tells you exactly who to hire before you even start looking
✅ The reference check tool worth paying for, and why it catches what interviews almost always miss
If you have been bringing people on and hoping for the best, wondering why it keeps going wrong, this episode is your reminder that the right process and the right support can change the way you hire faster than you think.
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Welcome And What Freedom Looks Like
SPEAKER_00Welcome to The Wise Way, the show for accounting and bookkeeping firm owners who want more time, profit, and freedom in a business that can run without them. I'm Brett Ward, your host, and each week we deep dive into the real stories, proven strategies, and battle-tested tools from successful firm owners just like you. Our wise mentors want to share their journey of how they've scaled and systemized their way to freedom so you can too. If you're stuck in the grind or you're ready to scale smarter, this is your blueprint. Let's get into the episode.
Hiring Tech And AI Filter Risks
SPEAKER_03Okay, so let's get into this. Like, let's get into the main topic of HR software and do you need it, don't you need it? Like, what's the go when you're trying to hire? Obviously, nowadays AI has sort of taken over, and there's a lot of companies out there who will say that you need specific tools to be able to do the hiring process properly. But with that, you've just got to keep in mind that there are AI software out there who could eliminate good candidates because you've given them a criteria of, let's say, you need to hire someone who's got five years of experience and someone comes to you who's got four years, four and a half years, they're still really good, but they just haven't quite hit that mark. And then if you're using an AI platform to like filter through everyone, they can automatically reject that person. And then you've just lost a really good candidate just because of that one little thing. So yeah, you've just got to keep in mind that with software with AI platforms, unless you're going to go through the rejected pile as well, you don't want to rely heavily on that because you will miss out on really good candidates.
ATS Versus Spreadsheet Tracking
SPEAKER_03And so with the hiring process, if you've got really good systems and processes in place, you don't necessarily need a lot of different platforms. So for example, like with Wise Talent, we do use something like an applicant tracking system called Manital. And that's, you know, purely because we do so many different hires on the go. We're not just doing one, one hire at a time. We're doing a lot. So for us, it's really good because we can track where they are in the process. But you know, if you're only going to do one hire at a time, you could just create a a spreadsheet. It could be through Excel, Google Sheets, whatever it is. And basically you'd want to just put different columns of where they are. So have they, do you have their resume? That could be one column. Another column could be, you know, have you done the pre-screening stage? Um, the next one would be the interviews. From there, you'd do, you know, have you done the references, have you done the testing? Have you done their integrity analysis? And I will go into that a little bit later about how important that is. Um, and then from there, have you done their police check? And then have you sent out the contract? So if you've got your different columns that you can still keep track of everyone, and you don't need to be paying like a subscription to a an ATS platform where you know you're only going to be using it every so often. Chrissy, can I ask? In in terms of when you were hiring before us, did you have things in place or do you think that's funny, Danny?
SPEAKER_02No, I did not. It was an absolute disaster. I don't know. There's there's still a couple of people with me who were not hired through Wise Talent. And I think that's the exception to the rule. I yeah, I really didn't know what I was doing in the beginning. And now with Wise Talent Self, we have a very clear process to follow. But it it was very clear to me that I couldn't just hire off gut and react reactivity. I needed a clear process to follow, and and that's what I see with the firms that I mentor, that when they go rogue or they go just to a recruiter who is about plug and play with a candidate, there's no real process followed. There's no filtering of candidates, there's no set requirements beyond sort of, you know, standard things. It's like as you said before, Danny, if you use AI to filter candidates, you can miss out on good people because it's so rigid. I think sometimes you have that too, if you go to the wrong recruitment support where they're just interested in putting someone in your business not having the right person in the right role. So it's very important to have a process if if you want to manage it yourself fully, or you've worked with the talent team and have the resources that you were given and use them in the future. But you know, again, we we speak so much at WISE about extraordinary systems for ordinary people. I am very ordinary when it comes to hiring. I am really ordinary. It is not something that I'm strong at. So we need to have a very robust process to follow.
Scorecards To Keep Decisions Fair
SPEAKER_03Yeah, that's right. Uh thanks, Christy. And you sort of touched on it like with the did you mention about the school, like the scorecards or uh just loosely in the resources that we get.
SPEAKER_02And yeah, yeah, that scorecard saved me a few times from myself.
SPEAKER_03Yeah, so with the score. So for anyone who doesn't know what scorecard we're talking about, throughout the hiring process that we do at WISE, um, we basically score a candidate from one to five for a whole bunch of different questions that are based on their integrity, their responsiveness, and their intelligence. And we want to update that throughout the hiring process, like the the entire hiring process. So that's something that you don't need to be paying for. You can create that through through Excel, um, where you basically just yeah, you you just list things that you want want to track. Basically, when you interview another person, hide the first column, like hide the first person that you've you've done the score for. That way you're not comparing on the spot, you're just going in with fresh eyes. And then once that second candidate has been scored, then bring back the other one, unhide the first column, and then you can sort of compare.
SPEAKER_02Yeah, that's a really awesome tip, Danny, because that is, you know, sometimes we're trying to convince ourselves that this person's better or not as good. And it is an emotional process. It just is. We're humans, we're looking for the humanness in others and who's going to be a good fit. But if you can make it as unemotional and independent on each candidate, the better. And then once you've completed all of the interviews and process with people, then compare them side by side. You don't need to create a new scorecard for every single person because that's just a lot. And then you've got to be looking at different documents, but just yeah, using an Excel Google Sheet, something that you can hide each candidate until you've completed the work with all of them. Because it's it's not on one thing. You know, I used to think I was a bit rigid and think, well, if they didn't score, get the perfect score on their test, then I can't hire them. But I really liked them. And then Danny would remind me that it's an overall score, Christy, for all of the things that you're looking at. So just because they didn't quite get the right score on the skills test doesn't mean they're a no. You've got to look at the big picture, and and that's what I love about having a clear process to follow. Yeah.
SPEAKER_03And I'll I will actually share my screen so I can show you guys what our one looks like. So for us, we we have different ones for different roles. So this is like the junior one, which it is very similar to the rest, but the only thing that really changes is their level of experience that we're looking for. But yeah, so as you can see here, we've got the different columns where you'd put someone's name, and then you would just score them from one to five for each of the questions. Like I mentioned, integrity, responsiveness, and their intelligence. But yeah, what I meant before about hiding the column is yeah, if you were to highlight that and then just hide it, that way you don't you can't see their column when you're scoring someone else, and then you can just bring it back. Hopefully, I can bring it back.
SPEAKER_02I don't know how to bring it back. You're in a room with people who are good at it, Philip. Totally fine, Danny.
SPEAKER_03But you get the point. Um, and then the other thing that I should show you guys this is the applicant tracking system that I was talking about before that we use. But what what I was saying before is you can have these different columns in an Excel spreadsheet. Like you don't you don't need to be paying a subscription to get this. You know, if you do the different columns with, like I mentioned, the the different themes, uh, that way you can keep track and you can just move them across um or write them across on on Excel or Google Sheets.
Plan The Right Role First
SPEAKER_03But the other big thing is before all this, uh you've got to make sure that you know uh who you're actually hiring, because I think that's the biggest thing. Like if you're not sure who you're hiring and then you go into this process, that's gonna make things a lot harder because you're gonna be thinking, okay, do I actually need an intermediate, do I need a senior? Like what's going on there? And then you're also trying to do the systems and processes. It's just gonna be too much and you're gonna reach the point where you're like, this is too hard. Uh and you're either gonna just stop and then just you know keep going with your own work and get even more bombarded with different things, or you're going to make the wrong hiring choice because you're gonna say, I just need anyone, and then you're just gonna bring someone on board. So that's why it's it is really important to make sure that you do have those those processes in place. Christy, is there something that I've sort of missed? Yeah.
SPEAKER_02No, but just you know, a great way to identify that is in your capacity planner. And particularly for those of us in Australia, we're about to roll around into a new financial year. Um, and then North America, some Canadian firms are starting their new financial year. I think they have some some cute, quaint little um things of when that starts. So, you know, you can do it, it's always nice to do it fresh at the start of a financial year, but you can always be updating or creating a scenario capacity planner at any time in your Wise Hub. And if you're not sure how to do that, rouse your man. So you want to look at that and see can we realistically reach the budget target we have for this year with the team members we have? No. Okay. Then, depending on the roles that you've already got in there, look at what's the gap in fees and then what kind of role can achieve those fees. But also looking at the resource mix. It doesn't help you to have five grinders and only the firm owner still as the client manager because you're doing client managing, you're probably doing production managing, you're going to be bogged down in the work. So sometimes you need to make a strategic hire sooner than maybe you you thought by putting in a client manager or a production manager, getting someone trained up into that role. So you can also use your owner's quad activities and delegation guide to help you as well. What are the things that are bogging you down day to day? What are the things that you shouldn't be doing anymore, but you don't have anyone to delegate to? Sometimes you need an admin hire because you realize that you could reach your capacity if you weren't doing all the other things that are vital to your business, but not income generating by working with clients. So you want to work your way through there a little bit, and then of course you go to the wise vault and you look at the position descriptions. Depending on what role you've identified, you need, you check that the position description is going to meet your needs, and you're not expecting someone to be doing things that aren't in that role. So, you know, it also helps when it comes to budget. What can you afford to pay? Can you afford to pay 40,000 Australian or 130,000? Or do you need to get an intermediate at a lower level offshore until you get your fees up? Because sometimes you've got a pricing issue. So all of this information you can pull together from your WISE Hub and then the WISE Vault tools and resources to give you the best chance. And just something I want to mention: if you are hiring for a role that you haven't had before, take your time to map out the framework of what that person will do when they come into your business. Because you don't want to have someone start in a client managing role and have no framework for them. I did that. And she lasted two or three days. And I'm not really surprised that she left. It was a disaster because I hadn't taken the time to work out what kind of things did I want a client manager to be doing. What would her day-to-day look like? Without, you know, I didn't need to map out every minute of an eight-hour day, but I need to have some guidance of who are the clients they'll be talking to. So you need your client classification list, what are the services we offer? Your monetization sheet is a really handy tool. These are all things that form part of your Freedom Map blueprint tasks to do that help gear you up to be ready to hire someone into that client managing position. If you're wanting to bring in a production manager, you need to look at what resources do you use to help keep on top of what work is coming up, what's due, who's doing what. You need to then have that ready to hand over to someone. It's always great to be able to promote within if you've got a great grinder who has shown some initiative in teaching others and you can work them up into that. So it's also not about perfection. If we waited till we had the perfect processes in place for a production manager to walk into or a client manager to walk into, you'd be sitting here for a long time. But you've got to have some basics there. So it's it's about progress over perfection, and all of the tools and resources are what helps you gear up for that and have the confidence. That's that's what I love about WISE. That before WISE, I was just doing it all by which way is the wind blowing, and oh yeah, that feels about right. But as an ordinary person, I like a good process to follow. And if you get stuck with any of those things, this is a perfect forum, these Tuesday calls, or if it's just a functional issue in the WISE hub and you want to do a couple of cool things, you reach out to Rao. That's that's what we're all here for, to to get the most out of what we can from WISE. Let's let's do it smarter, not harder.
SPEAKER_03Yes, yeah, that's exactly right. Thanks, Christy. Um, and you you touched on something earlier about with the capacity planner, that you don't need to be doing that when you're you know desperate to hire someone. You can you can be doing it throughout the year. Um even just sort of playing around with that to sort of see, okay, what are things going to look like in a couple months' time and everything. I think that's really important for people to know because I think a lot of firm owners would just go to the capacity planner when they think they're ready to hire.
SPEAKER_02Yeah. And the great thing is, and it is one of my most favorite features, at least in the capacity planner, if not overall, you now have the ability to put a start or end date for someone in the capacity planner. So it used to be that you'd have to do some fiddly creative numbers and sort of, you know, make things a bit janky or just this is a year's worth of someone. Now, if you want to really be strategic about your cash flow planning and your capacity planning, you could put someone to start in, say, September, and then they've got the rest of the year to bring in fees. How much can they manage? So it's not about having to start with a full team at the beginning of a financial year or be locked into an inflated sense of capacity. So you can do this at any time throughout your financial year or at the beginning of the financial year and really map it out. And as I said before, you can create scenario capacity planners. I've done that with a couple of firms where we've looked at transitioning from a purely onshore model to a mix of offshore and onshore. What does that look like if we move this person on at this time and we hold off hiring for a couple of months? So really putting the details into the plan. Thanks, Christy.
SPEAKER_03Okay,
Job Ads Forms Interviews Without Tools
SPEAKER_03so now I wanted to go through our hiring guide because this is something that Wise Talent, when we do the hiring process for for a client, we actually give them this guide at the end. And it's basically like, you know, if you want to do this hiring process on your own, you've got everything you need to be able to actually do that. So I wanted to actually show you what it sort of touches on so that you can see that you don't need the the HR software. You can do all this with the right processes in place. So I'll just share my screen again. So you can see here, like it it does go through different steps and everything. Um the very first one, planning the hire. And we've sort of touched on this, but uh if you're if you're planning a hire, you like we said before, you need to know which hire, like which position you're going to hire for and everything. But uh doing a a video, um, that also helps because you're basically telling candidates a bit about your firm and about the role, and you're you're showing them what it's like to work for your firm. So that's not something where you need like Apple, you know, or fancy software or anything. You could do the video over Zoom or on your phone and then just upload it to YouTube or Loom or wherever. And then you could just add that to your job ad. Like it's not very hard to do that. And then going on to the actual job ad, there are so many different job portals out there, and there are paid ones and free ones, but even posting on sites like LinkedIn that can be for free, and you'd get a lot of applicants coming through that way. Or if you want to spend a little bit of money to help promote your ad, looking at somewhere like Indeed. Indeed's really good because it's worldwide. Um, it's not very expensive, and you can control how many days you do it for, because I know there are sites like Seek where you have to pay for 30 days, whereas somewhere like Indeed, you could run it for three or four days if you wanted to, and you can control how much you buy, you know, you could do it for like four dollars a day. So that is cost effective doing it that way. Uh but then yeah, when it comes to uh, you know, the application form, uh you could just send them an email and say, look, uh I want you to fill out a career history form, and that's something that you can ask like Claude or ChatGPT to create for you. You just say, create me a career history form, um, and then you can send that across to the candidate and then get them to fill it out and send it across back to you, um, just over email. Um so again, you don't need a fancy system to be able to do something like that. And then just make sure that you've got a folder somewhere on your on your laptop with, you know, the career history form so that you can go back to it. But yeah, stuff like that, just being organized really does help with the hiring process, especially if you are hiring for like an admin position where you're going to get a lot of applicants coming through. I think Paulina will tell you. Uh Paulina, what was the the you had like over 200 uh applicants or something?
SPEAKER_01Uh once I had over, I think it was set 600 applicants on NDP. Yeah, that was crazy.
SPEAKER_03That was for an admin position, wasn't it?
SPEAKER_01Yeah.
SPEAKER_03Yeah. Um this is why people use Wise Talib. Because who has time to be going through 600 applicants? But yeah, so uh with that, you definitely need to have like uh a spreadsheet in place um to make sure that you can track everything. Uh the reason why uh we really do promote career history forms is because uh you want to cross-reference what they've told you in their resume with what they've said in that form. If things aren't aligning, if things start to misalign, that is a red flag because you know you don't obviously you don't want to hire someone who's got integrity issues or who can't remember something about their uh their work history, or if they turn around and on the career history form they say referred to resume, uh that to me is just lazy. Like if we've asked you a question, you should just be able to answer a question. And then uh, you know, using uh platforms like Zoom to actually do the interview process or Teams or whatever it is, like just using that again, not a fancy software or anything, but uh obviously, I mean it's like us right now. We're on Zoom and there's people from all over the world. And then the reference checks. So we personally use um XRef, and uh any anyone who's spoken to me knows how much I love Xref because we can detect if someone does have any. integrity issues. You could do reference checks over Zoom if you wanted to, especially if you are hiring someone offshore and you know you're going to be talking to a manager who's offshore. You can talk to them over Zoom or on a phone call if they're local. But this is one of those things where I would s suggest if you can go with this particular software, because for those who don't know how Xref works, the candidate needs to provide the details of their their managers. They'll pop it into Xref and then Xref will contact that person. But if they tried to be their own reference by creating their own email address or try to answer the question you know with their boss with like next to them or whatever it is, this software will be able to detect it because it does pick up on their location, their IP address, their emails, all of that. So in some instances, you you know if you can afford to do uh you know a HR software platform, then you'd go with that. And that's something I would definitely recommend.
SPEAKER_02Even something as simple Danny as if the referee has like a Gmail or an Outlook, a generic looking email address, that's a bit of a flag. Whereas when you're looking at you know someone who clearly their email address is a work address that has a little bit more validity to it.
SPEAKER_03Yeah. Yeah that's exactly right. And then unless they can give you an explanation for it, but in most cases they can't in those situations they generally can't give you an explanation for it.
References Testing And Software Myths
SPEAKER_03So yeah, you you're absolutely right Christy. Yeah looking for those those email addresses where it it is more professional rather than their personal. And then the testing the tests so that's another one where I would suggest obviously you know you want to make sure that you're using the right tests for the right candidate. And we've got in our wise market we've got the different tests and Christy you've you've created a bookkeeping test that's awesome.
SPEAKER_02You know quite good I think I use it myself. I think too if if you're hiring for the first time I think you should buy a test for yourself to do it so you have an idea of the kind of questions and the process. And the thing I like about the WISE tests is firstly they were created specifically for the use of WISE members but there is a commercial element to it. It's testing how much exposure to various things it's not just a standard you know do you know the basics of accounting and bookkeeping it's if you were faced with this situation, if you had a deadline to meet if you were unsure of something what would you do? So it starts to test the person's skills for having worked in a team as well and and having worked in public practice not just private practice or learnt it at school and and haven't used it. So you want to look at the quality of tests that you're using and timing the test too don't test everyone that comes through ready for an interview. You pay for the test once you've interviewed them and you know you like them. So yeah it's definitely an important step.
SPEAKER_03Yeah. Um actually Christy I want to ask you a question and how do you feel about tests that are created specifically like for zero knowledge like you know to test if they've got zero skills or or stuff like that. What's your take on that?
SPEAKER_02Look I guess if you've had a bad experience in the past where someone you've hired and they've just blatantly lied that they've used zero and it's evident that they absolutely haven't maybe you want to bring in a little bit of zero skills testing as well but ultimately if they know the foundations and fundamentals they can move between softwares. So you know I mean we we don't use QuickBooks at all and if I hired someone who only had QuickBooks experience I'd probably be making life difficult for my production manager. But if they've had a little bit of exposure to a couple of different softwares then software is software. It's really agnostic. It's and then there's lots of trainings that can be done. We always get our team to get certified in the softwares as part of their first week of onboarding so they do their carbon training then they do their Xero training. So any deficit in skills there gets picked up pretty quickly. I mean if I can use the software I think they can use the software is how I see it.
SPEAKER_03Yeah no that that's good Christy. I only ask that because yeah I've had clients in the past who have created tests like specifically for software and Xero was one of them. And they've chosen that test over um an actual skills assessment because they would prefer them to have the knowledge of Zero than to have the actual technical skills. And it took me ages to convince this person that's not the way it works. Like you can train software like that's something especially if they're technically like you can train them on the software.
SPEAKER_02It's more important to know do they know the basic GST or tax treatments in your area? Do they understand the basic payroll functions and when increases apply and when super increases apply and and what are the general things that occur in your business that's what you need to know that they can do I mean they could do bookkeeping and tax in a spreadsheet like that's not the end of the world. It's yeah they have to know the fundamentals of the industry and then any software can be taught to them. But it it is yeah it's definitely something I've heard before too Danny even with workflow systems oh well they've never used carbon or XPM or whatever so I'd rather someone who has but what if everything else is great and that's where it comes back to your checklist as well doesn't it of you know okay you might score them a little bit lower in one area because of that lack of experience in the softwares that you use but everything else is great. So you don't want to lose out on a candidate just because they haven't used a particular software.
SPEAKER_03That's
Offers Onboarding Offboarding Exit Interviews
SPEAKER_03exactly right I mean when I joined WISE I hadn't I didn't use like I wasn't exposed to any of the software that we use now. But if you like Tech Savvy you will pick up on it really quickly. Yeah especially if you're hiring someone like in the the the next generation they know their software they know what they're doing.
SPEAKER_02Yeah and that's they're the clues to look for in the career history and resume aren't they of what softwares have they had exposure to they don't have to be experts in all of them but you want to see that they've worked with several and seem to be somewhat software nimble. Because I might decide tomorrow to become an NYOB only firm because we're all a little bit tired of zero not working. So if I went for people specifically for one software and then cracked a SAD and went in a completely different direction, well I'm going to have to teach my team anyway. So it doesn't really matter. It's I don't have to teach them how to be a bookkeeper or an accountant. I just need to have training in place so they learn the software.
SPEAKER_03That's exactly right. Yeah I mean from the testing then you've got like the offer letter and all that and again you don't need a software for that. Some people will use like AI to create a contract or an offer letter. The one thing I'd say with the contract is just make sure that you do get it checked by a lawyer. I mean ours the wise talent ones have been checked by a lawyer and everything but if you are doing the hiring process yourself yeah just to make sure everything's above board get it checked by a lawyer. But with the offer letter that's you can definitely use uh chat GPT or Claude or whatever to to ask ask them to create um an offer letter for you. And then from there it's making sure that they've actually got everything they need to get started. So if you're in Australia, you know ATO access and all of that. Then the onboarding session so with the onboarding session you don't need a HR platform or a software for that you need a proper system like a proper process in place. And Christy mentioned earlier about the checklist like you need to know you need to make sure that they do have you you do have an a checklist where do you want them to be in a month's time in three months time yeah you know making sure that they are hitting those marks as well yeah so that that's that's pretty much everything. We do also talk about the offboarding process you know if you're if they decide to leave or if you decide to to let them go you want to make sure that you've got like a termination letter ready to go. An exit interview is really important to do. Some candidates won't do it like some employees or or staff members they just they don't want to do it. But if you can get them to do like a an exit interview and you can do that over Zoom or over the phone or whatever it is that's really good um I guess feedback for your firm to see is there something that you can improve on your end to make sure that in the future something doesn't happen again if something did happen. Chrissy have you ever had to do like an exit interview with someone yes last week the week before yep yep it's a process but it's important and yeah it's awkward.
SPEAKER_02It just is it's awkward. If anyone's ever been fired or quit from a job you know that it's awkward but it's important for the person moving on and important for you as the business owner or client manager. I mean my my daughter left her school at the beginning of this year and she requested an exit interview so that she could pass on feedback. So you know it's an important forum it might only go for five minutes or it might go for an hour. I cried my team member cried um in our last one because it was difficult but um yeah it's it's just part of the process it's part of the growth journey of being the leader that you have the potential to be and and doing the uncomfortable yeah yeah that that's good.
SPEAKER_03Yeah it is definitely something that we recommend and that you can do that through Xref if you wanted to but sometimes it's a bit better if it is more like if it's face to face and again you don't need the software for it just over Zoom if you're if you're working remotely or if you do work with this person in the office going for a coffee and having that conversation there like removing yourself from the actual workplace and having a conversation with them properly.
Closing Notes And Next Steps
SPEAKER_00Thanks for tuning in to this episode of the Wise Way. If today's episode sparked an idea or helped you see things differently please don't forget to leave us a review. And if you haven't subscribed to the podcast on your favorite platform yet please go ahead and do that as well. Let's continue the conversation here through YouTube or any other social platforms that you can find us on. And just remember if you're not a subscriber our weekly Friday tip newsletter get that to your inbox every week going forward. Whether you're starting out or scaling up you don't have to do it alone. Let's build a business that works for you the wise way. We'll see you in the next episode