Video Transcript

00:00
mike callahan here with a pre-submitted
00:02
question on one of the facebook groups
00:03
talking about
00:04
hiring a new administrator so i’m not
00:06
sure if this hire was a first hire
00:08
for an administrative position or maybe
00:10
the 15th higher but there was some key
00:12
questions that they asked i want to dive
00:14
into them
00:15
quick summary before i dive into the
00:17
actual questions if you’re watching live
00:18
if you just make a note in the comments
00:20
here to let me know that the audio is
00:21
okay
00:22
the video before this the audio was a
00:24
bit choppy but far as office admin
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success
00:27
main thing is a person wanted to know if
00:30
they should lock down their computer so
00:33
what if the admin
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or someone stole the computer next was
00:36
how do they block certain sites and what
00:38
was best recommendation on that
00:40
to make sure when the employee was using
00:42
and not using the computer how do they
00:44
get
00:44
the actual tracking of their job hours
00:47
and uh thanks harold appreciate the
00:49
audio is great um
00:51
and a couple other questions i’ll dive
00:54
into but basically the first one i want
00:55
to tackle is
00:56
when we hire an office administrator
00:58
either post or like during covid times
01:00
as we’re making this video here
01:02
um we may have a remote worker which
01:04
adds a whole other level of complexity
01:06
so i’m going to answer this question as
01:07
if
01:08
we have someone physically in the office
01:09
and remotely um
01:12
so the first thing is they wanted to
01:13
know when the individual clocked in and
01:16
clacked out so most
01:17
cloud-based crms are going to have a
01:20
office time clock feature i recommend
01:21
using those there’s one built in
01:23
to most the cloud-based crms that was
01:25
what i would recommend if not we want to
01:27
make a google sheet
01:29
and have them physically type in their
01:30
start and stop times with break
01:32
now along the lines of google uh if you
01:35
haven’t heard of g suite or google suite
01:36
for business highly recommend it
01:38
and that’s going to dovetail perfectly
01:40
into the next question they submitted
01:42
so they said how do we basically control
01:44
the equipment or the i
01:46
the computer if there’s theft well first
01:48
thing if you’re doing a hiring right you
01:50
shouldn’t be worrying about your admin
01:52
stealing your computer
01:53
but as we’re working remotely or we’ve
01:55
got guys and girls in the field with
01:57
chromebooks doing estimates
01:58
theft is a big uh concern in my in my
02:01
opinion we want to protect that
02:02
intellectual property
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so what we’re going to do is recommend
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that going out for the cost and
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pretty much the ease of use
02:11
and everything else chromebooks are
02:13
ideal
02:14
so along with the chromebook g suite you
02:16
can go in and actually have
02:18
administrative rates of that machine
02:20
we’re not doing it for big brother yes
02:21
you can log in you can see what they’re
02:23
looking at what time they’re active
02:24
but the idea here is actually if someone
02:26
breaks into a house or apartment or a
02:28
truck
02:28
estimate truck or estimate vehicle we
02:30
can go in and securely lock down that
02:32
machine
02:33
and actually wipe the data so your
02:35
intellectual property is safe
02:37
i think that if you’re worried about
02:39
your admin stealing the computer in your
02:41
information then
02:42
um we need to get to a level of
02:44
delegation or maybe we’ve hired the
02:45
wrong individual
02:47
next question along those lines was the
02:49
general lady also wanted to know
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what’s the best practice for limiting
02:52
the amount of sites that they can
02:54
actually
02:54
engage with well i’m going to recommend
02:57
you don’t do that but what you’re going
02:58
to do
02:59
is talk to a industry professional like
03:02
jason
03:02
copp at kincaid to actually build out
03:06
an employee handbook your employee
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handbook should spell out very
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uh clearly what is acceptable not
03:11
acceptable for work use on your computer
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and what kind of sites they should not
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be looking at as far as adult
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sites so we want to spell that out but
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similar
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when you’re in college or high school
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and you’re going in and doing a research
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project
03:24
someone in tech decided there was
03:26
certain websites or certain types of
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websites that fell underneath an
03:29
umbrella that you couldn’t get to
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well we don’t want to cause that issue
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that we may have all saw in school we’re
03:33
going to do a research project and the
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sites are blocked you can’t get to them
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in our business we want to have all the
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sites wide open we got to trust and
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enable that admin because really they’re
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your eyes and ears in your central
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information hub so maybe you’re doing
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chemical mixing ratios maybe you’re
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looking up something social media
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state laws for pesticide applications
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whatever that is
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we don’t want to restrict their ability
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to actually support you and your team
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by limiting the website so i would say
03:57
leave it wide open have a very candid
03:59
conversation
04:00
through the onboarding process as well
04:01
as have it documented in your handbook
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so you’re covered
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and if that does come up now there is
04:06
some repercussion and you have legs to
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stand up but if you don’t explain
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and talk about what’s acceptable not
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acceptable and don’t have it in a
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handbook it’s going to be tough to
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enforce that that may not be grounds for
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dismissal
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if this individual is doing this going
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into the next question was
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should they install cameras or ring a
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ring system in the office
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to make sure the individual is actually
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there working and doing what they should
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do
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i know a lot of business owners that
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have camera systems in there it’s okay
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for security but if your reasoning
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is to make sure they’re there working
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when they should be working
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i don’t recommend it i don’t recommend
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it at all uh big brother and honestly if
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you’ve got
04:42
if you’re a male business owner and you
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have female staff that’s kind of the
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creepy factor as well
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in my opinion so basically
04:50
what i’m going to recommend is let’s
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drive this new administrator
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in um and actually talk about what’s ex
04:57
like what they should be doing for their
04:59
jobs i recommend if you’ve seen in my
05:00
videos talking about the big three those
05:02
are your strategic objectives for that
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position
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so as this individual comes in and you
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train them sit down with them
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and create a strategic objective the big
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three that they’re accountable for that
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drives your strategic goals
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so off the top of my head the big three
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for an office admin would be returning
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all phone calls and emails
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in a certain time so they’re gonna
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report out on that each day so emails
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maybe are being responded
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four or five times a day we’re checking
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that inbox um and maybe
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finishing their tickets or to-do’s the
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tasks that are being assigned
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and documenting them and then maybe the
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third one
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is um going out getting that whole
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cadence together for you
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just for accountability but whatever
05:40
those three are they need to track
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there is going to be some down time in
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your business it’s it’s just gonna
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happen
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there’s gonna be times when that admin
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has nothing to do so why not create a
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google sheet
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or a google doc that shows all the
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things they could be doing
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when their strategic objectives aren’t
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being hit so they’re not answering the
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phone they’re not returning emails
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they’re not checking over to invoices
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they’re not scheduling they’re not
06:00
billing
06:01
the main course stuff what i recommend
06:03
is having going into a
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software crm similar like service
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autopilot we can go into your client
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screen and click on all the houses
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around
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your current client and create a
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marketing database this is what we did
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um to actually go out and dominate a lot
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of the neighborhoods and we’d actually
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have them go in and measure the online
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properties and create
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property specific pricing for the
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services that we can measure online
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and then when it became marketing time
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we had a database that was qualified
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with pricing that we went out so
06:28
there are some things that this
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individual can be doing to drive bottom
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line profits down the line
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but if you leave it up to their own
06:34
devices and there’s nothing else to do
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and you haven’t told them what to do
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that’s where it’s going to get
06:38
interesting because they are going to be
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hopping on the websites you don’t want
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them to do
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they’re going to get disengaged and
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they’re going to get lazy so bring the
06:44
right individual in
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tie them into your goals for your
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business from day one
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create ownership for those and give them
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the roadmap for success
06:54
outside of their core responsibilities
06:55
if there’s nothing else to do so
06:57
hopefully that helps
06:58
but i don’t recommend being big brother
07:01
uh kind of getting creepy
07:02
and watching your employees through a
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ring or a computer
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to make sure they’re clocking in and
07:07
clocking out uh if you’ve hired the
07:08
right individual
07:09
that should not be an issue and if you
07:11
have those issues coming up if you can’t
07:13
coach them up you need to coach them out
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so slow to hire quick to fire even the
07:16
hard labor times that we’re in right now
07:18
hopefully that helps um and that
07:22
google suite or business for uh google
07:24
business
07:25
is the way to go because that’s going to
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give you the control and now you’ve got
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a central place for all your documents
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and as you add and subtract people from
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your team those documents and
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emails can all be forwarded and shared
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and unshared very quickly
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so um hopefully that helps but yeah
07:38
don’t
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don’t restrict the person down and limit
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their ability to help you
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by restricting their computer down um
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and basically watching via the
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camera because as the business owner
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your goal is to be the visionary and the
07:51
strategic the strategy person
07:53
uh if you’re wasting your time trying to
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babysit a admin
07:56
remotely you’re in trouble the other
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thing too is when you bring this new
08:00
admin in you need to be able to train
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them you need to spend two to three
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weeks with them
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what we’ve built is an automated video
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training series of 36 videos and six
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modules with testing
08:08
that went from lead acquisition through
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estimate scheduling billing fulfillment
08:12
everything from front to back and we
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supplement that with the virtual or
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in-person knee to knee but don’t expect
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you can just throw somebody in an office
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if they’ve had administrative
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experience not using the software that
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you use or the process of systems that
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you have in your business
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and think they’re going to be successful
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you will be setting them up for failure
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and i’ve done this in the early years
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and learned my lesson so if you’re
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bringing a new admin you or the manager
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need to go in and spend the time
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to make them successful and dial in
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what’s
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accepted and not acceptable and have
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them report out daily
08:43
uh each day what they do for their
08:44
strategic objectives the big three and
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then every monday
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they’re going to give you a week in
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review so you’ll know what’s getting
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done and not getting done
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based on those big three don’t make it
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more than three because it will not be
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trackable and it’ll be too much work
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we’ve tried that before
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three is the magic number so comments
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questions leave them below uh we’ll see
09:01
you again tomorrow on callahan’s corner
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we ask questions we have some live right
09:04
here on facebook