Video Transcription

Hey Mike Callahan here, had a question submitted around creating automations in your service business, whether it’s lawn care or home cleaning pest control doesn’t matter, the question was around how do we go out and create tags and what is the best practice to actually go out and create tags to create an automated system and there’s a two-part approach that really needs to be taken in my opinion. After working with probably four or five hundred different businesses as well as my business that we automated completely there definitely is a best practice and a wrong practice of tags. I’m gonna pull out the screen here and actually break it down for you but it’s pretty interesting that a lot of times when people get into automations that they don’t understand the naming convention and the methodology for creating tags in a successful fully automated service business. I’m gonna take the screen here and pop this up and show you what i’m talking about here. The first thing is automation tagging system so Simple Growth uses a naming convention here and the first thing we’re gonna look at is a category so that’s on the top of the screen here we’re looking at five different categories so their status, history, profile, to do or to do’s, and system tags. A status tag for easy sorting and searching in the system so they are all grouped together so all our statuses are 01.Status, history is 02.History, profile is .03, to do .04 and systems are 05. so that’s where they’re going to group together and sort nicely for you in the list of tags that you have. A status is where somebody is at in your actual campaigns, i’m going to break down some examples of this but this could be a new lead needs an estimate that could be their status. History is just going to basically be where they’ve been in the automation, so we’re just going to continually add those history tags that’s going to be our audit trail where they’ve been where a status tag we are going to go in and either take them on and take them off as they go so status could be a new lead needs an estimate and then once they get an estimate new lead has an estimate that needs to be closed. The status continually updates so we subtract and add statuses as we move through the campaign, history gives us an audit trail we don’t remove those we just continue to add those on, profile is going to keep track of the data not stored in a custom field so if you have custom fields in a process or platform like Service Autopilot your profile tags probably are going to be not really prevalent but if it’s something you’re not storing in a custom field the profile is going to tell you something about the profile of the customer. The fourth one is the to-do so these all the things that a person in your office would have to do or a field manager so we’re going to track the different todo’s and sort them down with an 04 to do tag. Now the 05 system basically tells your automation what to do or Service Autopilot if you’re using it. Easy analogy for this is the system tags will basically tell the automations when to start and stop and actually do something so these are the categories and then i’m gonna suggest breaking out five different types of campaigns that you’re building so they are going to be 10.Marketing, 20.Sales, 30.Fulfillment, 40.Finance and 50.Internal i like to say slash HR. Some examples is that our marketing campaign could be 10.Marketing upsell aeration overseed or 10.Marketing deep clean up sell for a cleaning industry. 20.Sales is an actual sales process so that would be like our 20 days to close. Fulfillment if something has actually been sold. 30.Fulfillment a certain job needs to be done, 40.Finance would be something around overdue invoices or some financial transactions so a lot of our overdue invoices have the naming convention that start with 40.Overdue invoices. Then the last one is 50.Internal/HR so when you go into start automating your employees we would use the 50.Internal campaign name so what what happens now is you’ve got all your campaigns and all your marketing campaigns now are grouped together because they’re 10, all the sales are 20, 30 are fulfillment, 40 are finance and 50 are internal hr. This is going to give you the ability to easily search and filter through each campaign name and then a category of where they’re at the automated. These are the basics that we’ve learned in my business in the last eight or nine years and like i said automating well over 300 companies now in lawn care and home cleaning and pest control. An example if you want to go out and build your own automations is how would you actually use the naming convention and put this into best practice so i’m going to see if i can bump the screen out here but what we’re doing is we’re taking our status so that is going to be where someone is at in your campaigns 01 status and this is where we’re going to start with that and so that’s the category. Then space hyphen space or space dash space 20. so it’s a sales campaign sales estimate to close so we need to close that sales estimate we’re following up on it and 01 is going to be the status now of where the person is that leader client new prospect needs first follow-up phone call. Now we can go in and filter down to the status, the campaign whether it’s marketing, sales, fulfillment, finance or internal and then we can see where the person is actually at in the campaign itself so this is really important in my opinion to really dial this in because it gives you the control to go in and check your automations if certain people are in certain areas of your automation and you want to add or subtract something into it or if there’s ever an update on your automation platform where you need to pull people out insert them back into an area this will allow you that granularity to see exactly the category the campaign name and then the tag detail of where they’re at the actual automation itself. This is a methodology that we use Simple Growth here so we want to break down our categories feel free to borrow these categories are going to be broken into five naming conventions for 01, 02, 03, 04, 05 that’s important for sorting and then our campaigns naming conventions be 10, 20, 30, 40, 50 any more than these five categories and five campaign naming conventions will get really will get really wonky quick so i recommend no more than five categories and five campaign types and everything we’ve seen in the last eight or nine years falls really nicely within these so investing well over 150 000 in figuring out how to do this and make it successful we wanted to lift the hood up a little bit and share this with you for a road map to category and campaign naming success in your tagging system in whatever you’re using automate your business. Comments or questions drop them below here but i thought it was important to answer the question that was submitted regarding automations and tagging and what was the purpose and how would you tackle it. Callahan’s Corner, you ask the questions we answer them live right here on Facebook.