Scaling With Simplicity: How Kate Guillen Systemized Her Business and Helped Others Do the Same

Kate Guillen

In this episode of the System Simplified podcast, Adi Klevit interviews Kate Guillen, Founder of Simplicity Ops, a company that helps financial advisors streamline their operations, integrate technology, and create exceptional client experiences. Kate shares how she built her consulting firm from scratch, scaled quickly by practicing what she preached, and now empowers financial professionals to simplify their businesses with processes, automation, and client-focused systems.

Here’s a glimpse of what you’ll learn:

[02:04] Why a CRM should be the hub of your business
[04:40] How Kate grew Simplicity Ops during the pandemic
[06:11] The core tech stack every service-based business should consider
[08:34] How to eliminate scheduling, note-taking, and follow-up pain points
[14:59] Why knowledge bases and custom GPTs are the future of operations
[19:19] How building an online learning platform 3x’d their client load
[24:08] Kate’s playbook for scaling sustainably and delivering consistent service

In this episode:

If your business growth is hitting a ceiling, your systems—or lack of them—might be to blame.

Kate Guillen explains how she scaled her consultancy by standardizing her own internal workflows, building out scalable learning systems, and implementing automation tools like CRMs, AI note takers, and custom GPTs. She also shares her strategy for blending automation with personal client care, turning transactional projects into long-term partnerships. Whether you’re in finance or any other service industry, Kate’s systems-first mindset can help you reduce chaos and reclaim time.

Resources mentioned in this episode:

Quotable Moments:

“If your CRM isn’t your hub, your business isn’t systemized.”
“We used to say everything 10 times—now clients learn on-demand before they meet with us.”
“Consistency is what builds trust. And that starts with documentation.”
“Great service doesn’t mean more effort—it means smarter systems.”
“AI isn’t replacing us—it’s helping us do more of what matters.”

Action Steps:

Make your CRM the single source of truth for contacts, tasks, and workflows.
Use a scheduling tool like Calendly or GReminders to streamline bookings.
Build email templates and AI meeting note workflows to scale follow-up.
Create a centralized knowledge base or custom GPT to train your team and reduce bottlenecks.
Design a scalable onboarding and learning system to educate clients or staff before live interactions.

Sponsor for this episode:

This episode is brought to you by Business Success Consulting Group.

At Business Success Consulting Group, we create custom processes and tailor-made management systems so businesses can thrive.

Businesses simply can’t survive without workable systems and well-documented processes. That’s why our team of experienced professionals takes care of it for you.

We provide business owners, entrepreneurs, and key executives with six phases to success, along with the long-lasting systems necessary to support business expansion.

So, what are you waiting for? Do yourself a favor and cut the chaos out of your business.

Visit bizsuccesscg.com today or email info@bizsuccesscg.com to schedule a free consultation.