Video Transcript:
Hey Mike Callahan here with a quick video had question submitted last week or so asking about accountability and how to scale a business extremely quick and building a team not having to babysit the process. This is something I can definitely speak near and dear to my heart right now as of late as well with other companies I’ve scaled in the past and right now our company has grown over a hundred percent each year for the last three years so creating accountability and scalable systems is something that was just absolutely necessary to create a business could actually service people and have predictable results as well as not the business owner getting sucked in literally for a hundred hours a week as I was in my previous business when I first started it it didn’t know any better so the use of to do is no matter your CRM customer relationship management software can be used several platforms we’ve used to do’s in Infusionsoft is one service autopilot Monday pretty much any of your project management softwares that have a CRM customer relationship management function will actually be able to do this for you. What I recommend is defining the six or seven core areas of the business so once we looked at off the top time I had while I’m driving here is going to be sales, customer service, billing, scheduling, maintenance, accounting and owner so there’s approximately seven of them without looking at him exactly but we broke him out in those main HUD headers and yes it was very important to actually define the owner as well for accountability but what we did is we defined those roles at first never put names on them and defined what the daily workflow or weekly or whatever workflow that look like should have been and defined those processes and we detail them out to exactly what had to be done when it had to be done how it had to be done with very very specific details outlining it literally right down to including manufacturers videos for equipment maintenance the shopping list equipment. Think about all of the repetitive daily tasks in your business that need to be accounted for and if you aren’t telling someone do it as the manager owner they’re traditionally not happening and if they aren’t happening or even if they are happening you have no good way of tracking if they’re actually being done so in comes the process of a to-do for a task and they’re basically the same thing depending on the software you’re using but what this basically looks like is now I’ve got in my drop-down list under service autopilot I’ll use that example but we’ve used this another software program so this is very platform independent but basically go into CRM to-dos and I’ve got a list of all the things that are assigned to me now is the business owner I haven’t been able to assign that to each person or role as well so my office may be getting notifications live from every time somebody hits a Facebook Message on our Facebook message page so they’re not missed so it’s basically a tasker or to do to basically ping them to respond to that message complete with a link they could click inside the to do we can also go in and create accounting follow-ups things for like filing your taxes whatever those things are that need to be done we’re documenting them and we’re actually creating a deadline and then the positive thing is when the aJew is completed by yourself or your team you want to be consistent across the board is we’re going to check market done electronically and under comments so 99%of these software’s have the ability to actually create a comment and this was a key turning point that I’m I always took I took away from one of my mastermind groups from another gentleman that was in a fire department in that chain of command and his methodology was if it wasn’t documented it didn’t happen so thats something that actually resonated with me immediately and we actually adopted that in the lawn care company as well asSimple Growth but in order for it to do to be complete it actually needs to be checked off electronically that it’s complete the CRM has an audit trail and then the individual completing it must leave a note so if you’re leaving a voicemail and maybe something is LVM send an email customer signed up I booked a call whatever happened needs to be documented so when you go back in three to six months from now on the consumer or an internal customer on your team says this never happened you know exactly what happened when it happened and I’d say 99% of these CRMs are gonna time and date stamp these as well. So we’ve got accountability and the most beneficial part for the manager owner if you’re becoming an absentee owner if you want to leave on vacation for a week or two or if you got the crazy spring rush and lawn care or home cleaning you want to be able to dial in within minutes and look down from a high level what actually is happening so what’s up today what to do in the next seven days what’s due in the next 30 days what’s past due and another really important one that people overlook is no due date so something has been assigned without a due date so just like accountability of checking it and making a note to do is have to have a due date for accountability so I don’t care if it’s a day from now or 45 days from now whatever that is we need an executable deadline for accountability and transparency we’ve run these reports. Comments or questions drop below want to say what’s up – David, Tim, Matthew, Snyder- little lice up here in the Northeast Today buddy hope you got out and did a little salting- making some cash today it’s been a pretty light year in the Northeast here if anybody who’s been snow and ice removal as well so gotta make that money when you can do hope you got some unlimited contracts as well. Video today is all about accountability and to do’s documenting the process create accountability with instructions and clarity that does include the manager owner on a daily basis in let the system work for you. The next level of those two duis a process we ended up automating that we call repetitive task automation so it automatically assigns each one of these to-dos instead of physically assigning them and then the cool part is let’s say you have a full-time salesperson maybe his name is Dave if Dave doesn’t do his job at the end of the day so maybe as a sales role daily he’s got to complete all his estimates and make his follow-up phone calls what happens is this actual automation will trigger off this to-do tasks and literally text message Dave or email and depending how you would set it off but on the severity of it and say hey Dave basically you didn’t do your job today it’s 5:15 5:30 get on it and get it done and then based on the level of importance and this is where it’s interesting is the automation will actually text message or email the business manager or business owner to alert them that the job or task has not been completed so the manual processes created these to do is manually assign them with deadlines and instructions and videos all the information you need the next level of that is to automate the assignment of these for predictable results so you kind of put the business on autopilot in the most important part with that is we create automated triggers to alert the assignee that they didn’t do the job that they didn’t do it and we take the power of the software so we’re leveraging the software to manage the repetitive workflow and if it doesn’t happen it pulls a human in to actually manage the process so that that’s the really most important part of this if you go to automate it but it’s interesting a lot of misconceptions are around automations that they actually take humans jobs away and they’re built to replace I will tell our tell you our sales automations with 20 days to close will actually reduce or replace the physical mundane repetitive tasks in the office around the sales process if you’re between about 750 to a million or beyond it’ll do anywhere from aboutthirty to probably forty hours of manual tasks on the normal season but we’re not looking to replace that person in the office we’re actually looking to have the automations delegate in the communication and then bringing human in when the biggest return on investment is there so we’re amplifying that admin or office person or manager business owners time so if it’s not in your budget you end up going with like the sales automation package that we built and if you’re building it yourself there’s a lot of videos out there how we did it but the idea is let’s buy back 30 maybe 35 hours a week on the high side 40 hours a week of manual low end and tasks and allow you or your admin to focus on $100 an hour tasks versus the 15 the $20 an hour tasks as a higher return on investment in the consistency and things that when we get busy never happen the automation makes sure they happen in if they don’t happen even for the business owner if you set it up correctly in my opinion it’s gonna hold you accountable so main topic of thevideo today is to dues or tasks assigning them with a deadline to a person for accountability they aren’t completed until they’re electronically checked off and having note on them and that is the business owner manager we can go in really quickly and see what todo today 7 days 30 days with no due day and past due and then we can dial in foreach role in the business and different statuses so it gives you that granularity for 40,000 square feet and then you can dial in. Comments or questions drop them below what’s up – Matt Harris as well just driving into the office another day helping other business owners take the life back from their business and it’s kind of been my personal journey after my business kind of took a toll on me in the early years until we automated so just having a hell of a time but comments or questions drop them live or recorded and if you’re looking to answer your questions around business practices software or service autopilot specifically drop a comment here we’re going out several times a week with Callahan’s Corner where you ask the question and the Simple Growth team answer them live on Facebook so till the next video I will see you then
