Host: Lany Sullivan

After getting flooded with AI-generated guest pitch emails, Susan and Lany decided to remind everyone what Rooted in Revenue is really about. It's not just about making money. Everything you do impacts your revenue: your sleep patterns, your workspace, your team, even that specific spot on your couch where you always fall asleep. The podcast is about how to keep money from draining out of your business through inefficiency, procrastination, and all those hidden time thieves you don't even notice.
Neither Susan nor Lany went to college. They learned to run businesses by working in businesses, making mistakes, and course-correcting. The education system doesn't teach you who to hire first, when to buy the domain, or that you probably don't need a 40-page business plan. Real business transformation takes 9-12 months, not 30 days, because you need space to think, innovate, and rediscover the joy you'd forgotten about. Time is your real currency, and everything is rooted in revenue.
 
TIMESTAMPS
00:45 - Why they started Rooted in Revenue several years ago 
01:45 - Everything impacts your revenue: systems, processes, efficiency
02:30 - You're an athlete in your business: how is the athlete performing?
03:30 - The education system doesn't teach you how to run a business
07:15 - Small Business Development Centers (SBDC) and their limitations 
08:15 - The problem with business plan obsession 
11:45 - The biggest deficit: time, not money 
13:15 - The trap of creating vs. implementing with AI tools
13:45 - The Love-Hate-Delegate framework 
17:30 - Using spreadsheets with formulas to track tasks 
23:30 - Nine to twelve month process vs. 30-day overwhelm
24:30 - The plan is never the plan: it's a concept
25:45 - Rediscovering joy and forgotten talents 
26:30 - Cheryl Walsh's Laguna's underwater mermaid photography metaphor 
27:30 - What you say vs. what the team says vs. what consultants find 
28:00 - Bringing back the original spark 
28:15 - Lany's six-week Chaos Cleanse Facebook group 
29:00 - Reviewing old course materials for new insights 
29:30 - Keeping materials in a "Stuff I Learned" folder to revisit and search

Technology promises to solve every business problem, but what if the tools themselves are creating the chaos? Susan Finch and Lany Sullivan explain some reasons why organizations continue to struggle despite investing in the latest software, platforms, and systems.
The pattern is predictable: Someone attends a conference, hears about a game-changing tool, signs up immediately, and brings it back to the team without considering compatibility, redundancy, or whether anyone will actually use it. Or worse, a new executive arrives and forces their favorite tools on everyone without understanding existing workflows.
Before reaching for another software solution, companies need to answer fundamental questions about mission alignment, internal communication, and who will own the implementation. The disconnect between leadership vision and team reality creates friction that no amount of technology can fix.
They break down the patterns they see repeatedly: reactive purchasing, shiny object syndrome, and tools piled on top of unresolved problems. They offer a framework for slowing down, asking better questions, and ensuring your team is aligned before spending another dollar on software that might just become expensive shelfware.

Susan Finch and Lany Sullivan dig into something nobody wants to talk about but everybody needs to hear. A client's new bookkeeper asked a simple question about canceling a former employee's card. The owner said they already had the card. Turns out the physical card was in a desk drawer, but the numbers were saved in the employee's personal Amazon account. For 18 months.
Lany brings her banking background to this conversation - branch operations, mortgage processing, risk management, the whole deal. She's seen what happens when businesses don't have proper controls in place. She's also seen the theft, the fraud, and the embezzlement that follows.
They walk through why your bookkeeper just paying the bill isn't oversight. Why the "put it on your personal card and expense it" model doesn't work anymore. Why most employees probably don't need company cards at all. And what to do instead - purchasing processes, approval limits, the works.
If you've got company cards floating around and you're not 100% sure where they're saved or what they're being used for, this episode is for you.
00:00 - Introduction and WinCo shopping conversation00:45 - The company credit card discovery story02:00 - How easy it is to add cards to personal accounts03:15 - Why checks and balances are critical04:15 - Understanding financial leakages and OPM05:15 - Risk tolerance and compliance boundaries06:00 - The bookkeeper's role in reconciliation06:30 - Small business vulnerabilities07:00 - The American Express expense report model08:00 - Individual card numbers and identification09:00 - Generational differences in floating expenses09:30 - Two-factor authentication and dual signers10:00 - The four-step purchasing process11:00 - Setting spending limits and approval levels12:30 - Trusted contractors and liability14:00 - Ethical contractor practices15:00 - Who really needs a company card16:00 - Onboarding and credit card policy documentation17:00 - Honest mistakes vs. intentional fraud18:30 - Simple prevention: stickers on business cards19:00 - The debt obligation reality20:00 - Rethinking your approach21:00 - Executive branch only recommendation22:00 - Streamlined purchasing processes23:00 - Questions for your bookkeeper24:00 - Real theft, fraud, and embezzlement experiences

Stop drowning in business chaos - your SOPs are the life raft you need. In this game-changing episode, Susan Finch and Lany Sullivan expose why your team's knowledge hoarding is sabotaging growth and share their proven system for creating procedures that actually get used. They reveal why writing at a 5th-grade level isn't dumbing down - it's smartening up your business operations.
From horror stories of employees creating secret binders to success stories of businesses transformed through proper documentation, this episode delivers the blueprint for organizing years of scattered procedures into one powerful system. Learn the exact folder structure, naming conventions, and review processes that turn procedural chaos into operational clarity. Whether you're a solopreneur ready to scale or managing a team that's reinventing the wheel daily, this episode provides the roadmap to document, delegate, and finally find joy in your work again.
As always, we try to give you an action list you can do on your own:
Immediate Actions (This Week):
Create Your Hub • Set up a main folder called "SOPs," "Procedures," or your preferred name • Ensure it's in a shared drive accessible to your team • Remove individual access permissions temporarily if needed
Assess Current State • List all the procedures you currently have documented • Identify which team members have created their own "personal" procedures • Note any critical processes that exist only in someone's head
Choose Your Categories • Divide your business into main operational areas (e.g., Admin, Sales, Production) • Create main folders for each category • Keep it simple - aim for 4-7 main categories maximum
Short-Term Actions (Next 2-4 Weeks):
The Great Document Dump • Move ALL documents from subfolders into main category folders • Review for duplicates and conflicting versions • Don't panic - this temporary chaos leads to clarity
Establish Naming Conventions • Agree on a team-wide naming system • Include dates, version numbers, or status (TBD, Complete, Archive) • Rename all documents consistently
Create Missing SOPs List • For each category, list procedures that need documentation • Create placeholder documents titled "[Process Name] - TO BE COMPLETED" • Assign ownership and deadlines
Medium-Term Actions (Next 1-3 Months):
Develop Your SOP Template • Include: Purpose, Tools Needed, Step-by-Step Instructions, Screenshots • Add revision dates at the top • Create a video component for complex procedures
Write Priority SOPs • Start with your "hit by a bus" procedures - the critical ones only you know • Use simple language (5th grade level) • Include where to find things, which buttons to click, what fields to complete
Implement Approval Process • Create a procedure for creating procedures • Establish who approves new SOPs • Set review cycles for existing procedures
Long-Term Actions (Ongoing):
Build the Habit • Schedule weekly SOP time • Update procedures as processes change • Archive outdated versions rather than deleting
Create Onboarding Materials • Develop a "Start Here" folder for new team members • Include how to navigate the SOP system • Add role-specific procedure lists
Regular Maintenance • Quarterly reviews of high-use procedures • Annual audit of all SOPs • Celebrate when team members create or update procedures

Moving your business email from one system to another sounds straightforward until it isn't. Susan learned this the hard way during a weekend-long migration that revealed every hidden complexity you never think to ask about upfront. In this episode, she breaks down the five critical questions every business owner must answer before switching email systems - questions that could save you from your own technical nightmare and budget explosion.
The 5 Questions That Prevent Email Migration Disasters
How big are your mailboxes, and where is your old mail stored? Large mailboxes with years of Sent/Deleted items cause export failures. You need to know mailbox sizes and whether users keep local PST files before you can estimate the timeline.
Who will be available during the actual migration for testing and approvals? Migrations require live client participation for password resets, login approvals, and testing. Without committed availability, projects stall.
How do your users actually access their email today? Classic Outlook, new Outlook, web-only, mobile apps - each requires different configuration steps. Mixed environments multiply complexity.
What domains and aliases are tied to your current email system? Hidden alias domains and Microsoft's "ownership" of domains can prevent a clean cutover to Google. You need the complete domain picture upfront.
Do you need to keep Microsoft Office apps or other integrations? Many businesses use Microsoft 365 for more than email. Licensing decisions affect migration approach and ongoing costs.
Subscribe to Susan's blog for a series on this topic. 
Blog series on the topic of tech stacks and email migration.

In this episode, Susan Finch and Lany Sullivan revisit a topic we can’t stress enough: branded email addresses. Using Gmail, Yahoo, or even AOL for business? You’re losing trust before the conversation starts. We dig into real examples, onboarding requirements, offboarding protocols, and the risk of letting your team operate with inconsistent or unprotected emails. Your email isn’t just a communication tool—it’s your brand's handshake.
Related Reading:
Domain, Email & Website Evaluation for Your Brand
Why Branded Email Matters – Quick Reminder
Listen, nod, then take action.

Terry Hopkins | President & CEO, Grants Pass Chamber of Commerce:
Grants Pass native Terry Hopkins has returned to his roots after a diverse hospitality career across five states. With over 25 years of business ownership and management experience in Southern Oregon, Terry recently spent 5 years as a business advocate with the Oregon Restaurant & Lodging Association. Married for 20+ years with two sons, Terry is passionate about community service, having served on numerous Chamber and city committees. He's excited to join the Grants Pass & Josephine County Chamber of Commerce team to advocate for local businesses and enhance community development.
[email protected]  |  541-956-4100
 

Lany Sullivan sits down with Mark Cleve, who shares his remarkable 32-year journey with Tom James, the premium custom clothing company that's grown from $119 million to over $600 million during his tenure. Mark reveals the business philosophy that has guided his success: "You don't build a business, you build people and people build a business."
From his early door-to-door book-selling experiences to becoming a trusted name in custom clothing, Mark offers powerful insights on why clothing matters, how to build systems that scale, and why the ultimate business legacy is reliability. Discover why Mark has only lost clients for three reasons: how the right clothing creates both confidence and respect, and why he believes that dressing appropriately for occasions shows respect for others. Whether you're in fashion, sales, or any client-facing business, Mark's practical wisdom on creating "consciously competent" customers who trust you completely offers a blueprint for building your lasting business legacy.
Connect with Mark:
[email protected]  | 503-819-7001
LinkedIn  | Instagram | Website
About Mark Cleve
Mark Cleve is a Division Vice President, Image Consultant, and Executive Clothier at Tom James Company, the world's largest manufacturer and retailer of custom clothing. Based in Portland, Oregon, Mark has dedicated over 32 years to helping professionals elevate their presence through tailored wardrobe solutions. With a client-centric approach, he meets individuals at their homes or offices, crafting bespoke garments that reflect their unique style and career aspirations.
His career began at Southwestern Company, selling educational books door-to-door—an experience he calls the hardest and best job he ever had. A graduate of Indiana University Bloomington (B.A. in Religious Studies and English), Mark brings analytical insight and interpersonal skill to his work.
Beyond his professional life, Mark enjoys music, food, wine, travel, and the outdoors. He takes pride in delivering concierge-level service that empowers clients to make lasting first impressions across all aspects of their professional and social lives.

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.

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.

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

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