Video Transcript

00:00
You’re listening to the simple growth podcast the show that
00:03
helps business owners get their life back. Here’s your host
00:07
Mike Callahan. Welcome back to the SA Weekly Talk Show Your
00:12
host Mike Callahan here breaking down pre submitted
00:15
questions and expert workflow for your service business to
00:18
scale seven figures and beyond. so one of the pre submitted
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questions of the Facebook group, particularly the service
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Autopilot users group was how to go in and use. Forms in your
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service business well, particularly they wanted to
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know how to use a form on the mobile app and require it to be
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filled out as the job was either before it was performed
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or after it was performed. So we’re going to answer that and
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I’m going to go in and as I’m looking here at my other
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screen, we’ve got a total of 123-456-7899 or ten expert
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Forms, and I am going to literally lift the hood that we
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used in. My seven-figure business in service Autopilot,
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so we’re going to dive into everything for today for
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accountability delegation and just overall workflow. So one
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of the things we like to teach here on the SE Weekly talk show
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as well as Callahan’s corner, where you ask questions, we
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answer them live on Facebook is going in and creating expert
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workflow inside your service business and showing you how to
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use service Autopilot to accomplish those for your
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workflow. So without any further delay, I’m going to be
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diving in and opening up service autopilot and showing.
01:31
You all things Forms and how to create accountability, workflow
01:35
and standardized operating procedures and I’m going to
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answer the question that was submitted on the SA members
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Facebook group earlier this week here and let me actually
01:44
give a quick shout out to the gentleman or lady who actually
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requested it. It was.
01:57
Alyssa Hayes as an AD Gutierrez as well, so I had a great
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question there that was submitted if you’re watching
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live. If you can just type in that, you can hear the audio
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that would be helpful as well as we’re in here just to make
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sure I’m going to double check it here, but it looks like we
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are in good shape here and we are rocking and rolling. so
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we’re going to dive into service Autopilot to talk about
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all things Forms, workflow and everything else and we’re going
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to be diving into vthree Forms as an example of vtwo Forms.
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Great. They’re not going anywhere. Vthree Forms also
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work great as well. so we’re going to dive into those vthree
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Forms today. So without any further delay, we’re going to
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pop the screen open and dive in. So here’s a list of all of
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the forms. If you’re watching live in the recorded version
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that we’re going to be talking about. We’re going to go over
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an employee leave a request for the office interview. Questions
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Snow plowing applicant questions Daily KPIs Key
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Performance indicators for Landscape Maintenance Daily
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KPIs for lawn mowing. Treatments or fertilization and
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weed control your daily numbers in the office. What your office
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should be looking at reporting out to you as a business owner
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or manager for delegation and accountability, purchase or
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offers and a residential or commercial quality control in
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the field through your mobile or tablet. So those are just a
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few of the things we’re going to be diving into. but the
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first question that was submitted was Mike. How do we
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make these forms required? In the form builder, so once you
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create your form, we need to go up to the top option here for
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publish and if it is a mobile Forms, we’re going to make it a
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mobile option here. so this is a form that you would build for
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your crews such as quality control. We’re going to get
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into the end of the end of the job quality control. So maybe
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you’re requiring a picture for the gate to be closed or to
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check some certain things off after the technician gets out
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of the backyard. so what you’re going to do is go in and
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select. Instead of accounts, we’re going into services, so
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we’re going to relate that type to services which services can
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use this form all or we can choose our services so we can
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go in and select our service type that it’s going to be
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associated. So if we select a particular service to lawn
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mowing, this form is going to be tied into just lawn mowing
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and is it required to be filled out. Yes or no well and I hit
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yes it opens up and then is it required for the start of the
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visit before you start the job or is it required at the end of
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the visit, So really really a great tool. Here inside Forms
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to create a mobile option only to require your team leader
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That’s running your mobile app to fill the form out before end
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of the services and once again we can go in and choose the
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actual service that we want it to go into. so if it is
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aeration and overseed every time we go at the start of the
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visit at the end of the visit based on the form selection
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that crew leader is going to be responsible to tackle that so
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great great idea. A great question hopefully that answers
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your question that was submitted in the user group,
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but that’s not enough. I’m going to dive in here over the
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next fifteen to 20 minutes and dive into some forms that I
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highly recommend you building in your service business.
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Whether it’s lawn care home cleaning pest control. These
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are all going to apply. now. Some are lawn care examples
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some snow removal, but these forms are going to be
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applicable. so I’m going to put this back here for the
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settings. so we do not screw anything up and what I’m. To do
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is go into our Forms. so from our SG launch group, we’ve got
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a bunch of forms here that I’ve recreated from my company,
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Callahan’s lawn care. So if we’re in the lead or client,
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there’s a whole different bunch of ways of doing this, I’d
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recommend. If this is a office Forms, we go into the A for
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auto assist. Create a top line folder icon, and then inside
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that folder we would go in and create a form and pull the form
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and put an icon on there. so that is a workflow shortcut
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training. That’s how we get into the form for time and
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simplicity here. I’m going to go under the more tab. So if
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you do not have pro plus on service autopilot, you will not
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have that a for auto assist, but no worries we will have the
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more tab here and we’re going down and we’re going to select
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and fill out a form so once. If you don’t have automations this
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is how you’re going to be driving there as well, any
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comments or questions in the live or recorded versions.
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Please throw them in here and I’m happy to answer those live
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as well. So I’m going to go in and search for my SG launch
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simple growth launch Forms. So what we’re going to do is we’re
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going to go in and do our first form so we can see what that
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looks like so this is literally the same Forms that we had in
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here that we’re working off of and then if they were required
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for the mobile, we go into the publish and set that up so that
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is. Is going to be the idea and we’re building the form right
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here. so this is going to be one of our quality control
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Forms kind of as a little preview. Once we get into that
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form. That’s a great form that I recommend that is going to be
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required at the end of each visit for your quality control
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Manager so lawn mowing KPI daily report. So we’ve got the
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name of the person completing this form. We have the address,
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which is probably going to be your the address there and then
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we’ve got our crew so Liz. The crew that’s being reported on
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so this is the end of the day. We’re going to fill this out as
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a manager to report out to the business owner who’s the crew
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leader? What was the start and stop time who’s the crew
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technician? What was their start and stop time was our
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quality control or training manager on the crew. When did
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they start and stop So now far as like a job costing a
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training time capacity, we know was it just the crew by
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themselves. It was there a quality control or training
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individual on there were all the jobs completed. Now. If the
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jobs weren’t completed, we potentially could create an
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automation to trigger some. In the office to grab on the
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closeout day screen or the dispatch boards select those
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jobs go to actions and move those rain delayed jobs or jobs
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that didn’t get done to the next day. So now we’ve got some
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cadence responsibilities being assigned, maybe even a ticket
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so was all the work performed by the crew that started the
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day. So maybe the crew changed or maybe we had another crew
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come over and help and we’ve got that information. When do
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we start at the shop When do we get back to the shop? so it’s
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important ‘cuz for job costing. We’re not only interested in
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the time on the jobs, but we’re interested in non billable
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drive time or shop time now. Full transparency If you’re
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using the mobile app, you should be clocking in and out
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of those non billable drive times and under the employee
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settings on the job payroll costing tab. We want our labor
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with labor burden. so it’s our payroll with labor burden.
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labor burden is going to be things such as state and
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federal unemployment, Fico and a whole bunch of other things
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that we want that as a percentage of the dollar and
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now through essay reports, we can see what our labor labor
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burden cost effect is on the site and our labor with labor
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burden cost effect on the drive time. So a lot of people that
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work with simple growth as a certified adviser, say Mike.
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I’m crushing my time on site, but my bottom line profit
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doesn’t look to be exactly what I thought it would be well.
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It’s an easy report. once we have that data in and these
09:18
different dots connected to see where are we kind of
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hemorrhaging cash but back to the Forms? These are the data
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points that we need to keep track of for accountability and
09:28
keeping an eye on those KPIs as key performance indicators.
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now, I’m going to say what is our actual man hour so from
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clock? Out what were our total sales and one of the numbers
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right now that essays in the closeout day screen doesn’t
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necessarily get you is what was a dollars per man hour for that
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entire day. So that’s something as a business owner. If I’m
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shooting for $65 an hour and I’m only making fifty I want to
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know on a daily basis per crew. so the idea is we go in and
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fill this out. This is almost identical pretty much identical
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to what we use in my service business and oil checks. So who
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is the person who confirmed the oil level and their last name
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so that right there. Is huge because I can’t tell you how
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many times before we started a process with the forms and
10:11
accountability that occasionally the engines would
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run dry of oil and we’d blow an engine before we had a
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full-time mechanic that checked that daily. But now we put the
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onus on the crew leader or the crew manager to make sure these
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things are being done and end of the day so gas receipts,
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total gas expense route sheets, scanned or attached. If for
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some reason there was an issue with the mobile equipment
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conditions confirm or any loaner equipment. So if
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something without being repaired for preventative
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maintenance or regular repair, we’ve confirmed that loaner
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pieces are in daily notes. any place no shows or any other
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issues going on. We have it all in one place now. So this is
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the first of several forms that I’m going to recommend that
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this is going to be our KP our key performance indicator for
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lawn mowing daily job cost. Now. If you’re doing home
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cleaning, this would probably apply or pest control. so
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that’s going to be the first. Of our forms that we’re going
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to dive into.
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So we did our lawn mowing we have. Let’s see here we have
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interview questions for applicants. We’ll do that in a
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minute, but next thing is if you’re doing mowing you may be
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doing daily treatments for fertilization so we want to go
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in and track that as well. So now we’ve got our mowing and
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we’ve got chemical applications so depending on the industry,
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this will play almost identical, but this is the date
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and time name. We want to know how much granular product was
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used number of bags out. And we’re going to want to know how
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many bags in so we’re tracking our materials. so if you’re
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using the closeout day screen or dispatch board and inside
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service autopilot. If you go on the right hand side of columns,
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we can pull down custom fields say Turf square footage and we
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can see approximately how much product we need based on the
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each round each day. Based on the square footage number of
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bags out granular products used so we’ve got basically what was
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used what came out number of type of herbicide used number
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of gallons could be ounces as well. Did you use any
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additives? if yes, how many fluid ounces any customer
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request leave a detailed subscription. So if we had some
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issues like hey Missus Smith is seeing some issues and she
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wants a lawn area to overseed in the fall. We can put that in
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there for follow up, but this is a great way to do it any
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complaints. any issues follow up customer service and did you
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use any organic. So if you’re using non pesticide products
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like a Callahan’s, we had organic and chemical division
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we would be. Able to track that tackle that and was this an
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organic treatment yes or no budgeted hours, so it was a
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total budget hours for the day for that technician.
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Traditionally, it’s only one person team on a fertilization
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crew with the actual hours and what the total sales and as
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looking at this year, I would probably add another line total
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revenue per man hour based on that crew backed out of the
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material cost. So that is another key Forms that I’m
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going to recommend that we look at so next thing. I’m going to
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probably look at is we’ve tackled lawn mowing and daily
13:22
treatments. Let’s take a look at the office numbers.
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So once again, if you have vthree or automations, I would
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recommend just sticking these under the A for autos as a
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shortcut. But if you don’t under fill out a form, this is
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where you would find them. Alright, so we’re going into
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daily office numbers. This is near and dear to my heart kind
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of a numbers Geek self-proclaimed, but we want to
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know who’s filling this out here and the date and time so
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service number one we want to know if it’s the beginning of
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the year middle of the year end of the year, we should always
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be growing this business and if you’re not growing, you’re
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probably dying as a business. so this is a way to keep
14:04
accountability so the number of renewals from existing clients.
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so if you don’t run forever to the cancel as some other
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markets do we’re we’re working on these renewals people that
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haven’t renewed number of clients to hit the new sales
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goals. so how many new clients here. And clients to hit the
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sales goal. so this is total data right here for service
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number one number two we did Fertilization contract renewals
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number of new clients clients needed to hit the goal so how
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many new clients do we get today? How many more do we need
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until we hit the actual goal of the year and then the next area
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here we’ve got is another area where we can do contract
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renewals. so we’ve got our three core gateway services
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that are driving the revenue and then we’re going to upsell
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and expand off those. but the idea is we’ve got a form where
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the office is reporting out to the business owner if the
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business owner is filling this out. On a daily basis, we’re
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creating some accountability personally or through the team.
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Next thing is accounts receivable. Yes, we can run
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reports on this and automate it, but if somebody’s not
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taking the time to actually report out on it and own the
15:10
problem, it’s probably not going to be handled
15:13
efficiently. So I’m going to recommend on your daily office
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Forms we have accounts receivable current is between
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one and 3031, 6060, 190 and ninety-one plus days, and we’re
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going to have some meetings around this. hopefully each
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Monday that’s our morning, huddle and customers and leads
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on. How many leads do we have in the pipeline? What’s it look
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like in the first 20 days and 20 days to close how many new
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clients and how many cancelled clients so basically what we’ve
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gone in is we can figure out what is our net new clients? So
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we get existing clients cancelled clients new clients.
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What’s our net new? So these are some key performance
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indicators that Forms should be driving this data through that
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quick auto assist or under the Forms button. Next one, I’m
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going to be looking at here is the purchase order.
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And next one is that we’re going to do is quality control
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and that’s a big one. So we’re going to we’ll dive into that
16:10
here in a second as well. So hopefully, this is starting to
16:15
make sense. We’re going to use these forms of standardization
16:17
and communication of information to the business
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owner manager, and if you have an office staff, they should be
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filling this out assigned to a ticket on a daily basis with
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the deadline. and if you are the business Owner II assigned
16:31
themselves to yourself as a ticket with a deadline each
16:34
day, so you are actually driving these numbers for
16:36
accountability. So we’re going to fill out that form here like
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I said. We’ve got a couple here that we’re looking at here, but
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let’s just actually take a look. Under the hood of the
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form, so you kind of see what it looks like when you build it
16:47
out in this vthree methodology. So we’ve got our date our name
16:51
what needs to be purchased in the amount. so this is someone
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on the team filling this out and it needs to be approved by
16:56
the manager or business owner. So right here, we’re filling
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out our approval first name last name so Paul and my team
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would submit something to me if it was over, say $200. I would
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actually have to electronically sign off to this and approve or
17:08
not approve. so we’ve created a checks and balances system for
17:12
cash flow management and purchase. Management. Now the
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next one we’re looking at here is. Our commercial quality form
17:22
or residential quality Forms now this is going to work
17:25
really nicely for lawn care or home cleaning or any other
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service business. Now cleaning obviously in a bit of a
17:30
challenge is you can’t randomly show up to check quality
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control unless you’re there while the cleaner is there, But
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the idea here is if you’re training a new recruit, Maybe
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some people are going to let you back in the house to double
17:41
check the quality but whether it’s commercial or residential
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home, cleaning, lawn care pest control or any other service,
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This is a form I highly recommend building out. Your
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business and this is where it may be applicable to go in and
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required at the end or beginning of business or
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quality control. This would be required at the end of the job
18:04
or ticket on calendar event be required to close out before
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you close out that job of quality control to actually
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fill this out. So we’d go in. We’d get the manager’s name the
18:15
date of inspection the address that we’re looking at lawn
18:18
mowing the lawn mowing performed at the last visit.
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This includes even cuts. Marks grass from the mower and trash
18:25
was not run over and the grass was directed away from beds in
18:28
the house and blown away of the harvest services before
18:32
finishing the job. so zero would be unacceptable. Ten
18:34
would be perfect. so we’re doing basically an MPS net
18:37
promoter score internally for quality. I would suggest if
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it’s not a nine or ten, we need to be going from eight and
18:44
below that’s time to train up or train them out of the system
18:48
line trimming includes flat trimming outside the
18:51
perimeters. Ponds other objects of the lawn. All surfaces are
18:55
neatly trimmed at a ninety-degree angle. It’s it’s
18:57
clearly defined what we’re looking for blowing blowing off
19:01
the property after the after the mowing all driveways
19:03
parking areas, homes buildings, patios sideways porches should
19:06
be blown off any clumps in the lawn area should also be blown
19:09
out. Also very clear what we’re looking for. It’s a zero to ten
19:13
weeds in the landscape beds sucker growth on trees, shrubs
19:17
on property are clean neatly shaped if they require.
19:22
Additional pruning please make notes on the form so we’re
19:25
we’re rating it and we’re addressing any action items
19:27
that need to be taken care of inspection duties performed so
19:31
now it’s not enough that you just ranked these. I want
19:33
somebody to physically check off what’s expected that they
19:35
did it. So when my manager was going through, he or she was
19:39
checking this, they walked the entire property. So maybe they
19:41
only work to walk the first five houses and fill this out
19:44
or maybe the first five look great but the back twenty acres
19:46
don’t look so great at all. so you want to make sure hey, did
19:49
you walk the entire property so? When it comes to
19:54
accountability, you know like hey, how did you miss these
19:57
three back units? Why I didn’t walk back there didn’t have
19:59
time well if they didn’t check this off, then we would know
20:03
the whole property was inspected if it’s checked it
20:05
off. It’s assumed that we’ve checked every part of the
20:08
property. they inspected the lawn mowing the line trimming
20:11
landscape beds, sucker gross spot sprayed weeds and cut back
20:14
sucker. so absolutely. one of our managers will always have a
20:17
backpack sprayer or canister sprayer if they were licensed
20:20
for non selective herbicide in New York and they would be spot
20:24
spraying as they inspected the property in case we missed
20:26
anything just to double up. And they’d have some shears in
20:28
their pockets to cut down any sucker growth that was obvious
20:32
on the base of the trees that was missed. We filled out the
20:35
notes and to do section. We added it to do we’re now a task
20:38
to get the extra work taking care of so we’ve created
20:42
accountability in a standardized quality
20:47
inspections all run through a standardized form. So if your
20:49
foreman leaves today, the new foreman is going to be the same
20:52
exact predictable process. so as we dive into this here. I
20:58
think there’s one or two more Forms that I wanted to tackle
21:02
and I’m going to go into interview questions for a lawn
21:05
care applicant. I have it for snow removal as well, but let’s
21:09
hop in here. just some ideas of labor right now is a hot topic.
21:12
so you may be putting this on Craigslist The Facebook the
21:17
simple growth. Employee automations that we’ve
21:22
automated include this process here you may or may not have
21:25
seen under teams. There’s the level of applicants so or
21:29
service autopilot. I believe is starting to build the framework
21:32
for automating employee recruiting training on boarding
21:35
as well. So we dive back in here to my form section.
21:44
And grab my applicant here on the back end. So I’ve got their
21:49
first name last name and the date the season. they’re
21:51
applying for some are only winner only or year round. Why
21:55
did you apply for the company? Tell me why you really tell me
21:59
about the time you really enjoyed your job and where was
22:02
it What were you doing so kind of get a feel of what they’re
22:05
all about? Tell me the time you had a challenge getting along
22:07
with a coworker. How did you handle the situation? How do
22:09
they handle adversity? What is your five-year plan? What would
22:13
your perfect job look like our responsibility and work scope
22:17
and I will tell you folks right now. if time was the time
22:20
employers need to be someone. Flexible, you may have a great
22:23
individual that can only work 3 days a week. The labor market
22:26
is tough, but man talk about labeling this out right now and
22:29
and finding out before you get to the interview. So if you’re
22:32
if you’re stoned set about 5 days a week from seven to 10 AM
22:38
or 7 AM to 5 PM, then this is going to qualify them or if you
22:42
have some swing work. Maybe this individual will be a great
22:44
fit. What are your strengths? you bring to the job? Are you
22:47
okay with handling employee and customer issues After training
22:50
you would be responsible for service issues like dealing
22:53
with some employee. Problems I mean, this is a managerial
22:57
thing. here are you comfortable using technology such as a
23:00
smartphone or tablet to respond to action items. The job must
23:04
be closed out via these devices daily. So hey, if you’re
23:07
requiring mobiles, you might as well, figure it out now instead
23:10
of later. Experience equipment trained and used availability
23:17
and internally we’re we’re going to go in and do the
23:20
prospect rating of AB and C with or without a driver’s
23:23
license. We’re going to create that database that labor pool
23:25
we can go in and it’s Jonathan pets of the lawn Care Miller
23:28
and I talked about on several of these videos that we did
23:31
together about talking and building the virtual bench.
23:34
This is one way of actually segmenting and and eventually
23:37
if you use simple automations, we actually automate the
23:39
segmentation of the database, but if you’re building your.
23:42
This is a great way to do field labor management AB and C with
23:45
or without a driver’s license paperwork is attached. so on
23:48
the forms we can attach it to a picture or on a applicants or
23:53
employee record. We can attach it via the office. Pdf
23:57
references called Date called Notes on applicant hired or not
24:00
hired date hired date Start date projected. So now we’re
24:04
driving all the standardization. So imagine
24:06
every time we go to interview somebody or we go to hire
24:08
somebody a form drives the process and the manager or
24:11
business owner. Doesn’t have to be there every time we hire
24:13
somebody very key to success to automate and standardize your
24:17
business. So I think I got one or two more here that I wanted
24:21
to highlight on, but you get the idea. Main question was how
24:24
do you go in and set up those forms to be required for being
24:29
done prior to the beginning or end of each job and that’s we
24:32
have obviously covered that let me see if there’s any other
24:35
ones that are applicable here and believe it or not we’ve
24:40
we’ve covered most of them here. Let’s take a look at.
24:43
Residential property control might be pretty similar to
24:46
commercial, but I haven’t looked at this in a bit, but
24:49
yeah, we’ve got the lawn mowing the lawn trimming the blowing
24:52
weed free appearance shrubs same exact idea, but we’ve
24:54
we’ve segmented those forms based on if you have a larger
24:58
organization. If you have a commercial property manager or
25:00
a residential property manager, you may have different jobs or
25:04
tickets in there so we can associate them to be required.
25:07
This form is required for residential. This form is
25:09
required for commercial and it would help some segmentation
25:12
and reporting in. In the database so comments or
25:15
questions, drop them below, but you know obviously I want to
25:18
get in here and and break this down and once again, really
25:23
appreciate the question in the ESA Facebook group and if
25:25
you’re joining us late, you want to see if these are
25:28
required to be done, we go into this published tab. I go into
25:32
Forms options and not accounts, but I want to go to services
25:38
and what services all are just choose and that isn’t required.
25:44
And start that’s how we set that up and required that in a
25:46
vthree Forms almost identical in vtwo, but that’s how you do
25:51
it. So we are going to be working on. Actually. I’ve got
25:55
a tentative confirmation. That’s a Wright of Wright
26:00
manufacturing. The mowers there, you guys may be familiar
26:03
with Judith Wright. She’s all over social media doing a great
26:05
job with that that company they have broken out and it
26:11
revolutionized in my opinion. Automated mowers. So if you’re
26:18
a five with pets, cofounder service autopilot of the lawn
26:22
care Millionaire talked about his vision of market disruption
26:25
and automated mowers it it kind of is already coming through
26:28
here. Let me see if my on the screen I can pull up a video of
26:31
this, but Eddie’s has been gracious enough to join us here
26:35
on the essay. Weekly here in the next few weeks, just
26:37
working on some time and details, but I’m going to I’ll
26:42
give you a little preview of what we’re going to be talking
26:43
about because this is in my opinion the next.
26:50
Wave and disruption. For the lawn care industry for sure.
26:58
Very, very cool stuff.
27:06
Let me see if I can get this here.
27:11
So let me pop up my screen here so this is actually wright’s
27:17
video here and this is this is pretty cool. So this is Ed
27:21
right here. We’re actually going to have him on the SA
27:23
Weekly talk show, but what it does is you basically go around
27:27
the outside of the property and then this mower actually drives
27:30
and strikes at full speed by itself. So we’re going to have
27:34
a basically on the essay Weekly, but how cool is that a
27:38
fifty-two or a sixty fully automated? And he’s talking
27:43
about how you can adjust basically the speeds and on the
27:46
condition, but this is in essence, almost what Jonathan
27:49
talked about at a five. we had an overgrown tablet. You may
27:53
have a fleet of these leave the trailer and go out. so what I’m
27:56
I’m interpreting is right manufactures figured out. If
27:59
you get someone on there, they actually drive the perimeter of
28:02
the property. It basically drops La Longitude and then it
28:05
just goes in and stripes the lawn and cuts very efficiently,
28:09
but can you imagine a fleet of these drops? As Jonathan Talk
28:11
in the next year or two across the neighborhood very very cool
28:15
stuff. so we’re still waiting on a particular time and date
28:18
for Ed Wright but wanted to give you a little preview there
28:21
because this is in my opinion going to be the next shift and
28:26
disruption, especially with the labor market. So comments or
28:29
questions drop em below happy to take a look at them
28:31
regarding Forms V Three V two and we’re going to be coming at
28:35
you next Friday with the SA Weekly talk show hopefully with
28:38
Ed Wright, if not another special guest and myself,
28:41
breaking down pre submitted questions. but. Excited 2021 is
28:47
just starting and we in the service industry are positioned
28:51
right now for success. I know the labor market is tough, but
28:55
we’re going to be bringing on some experts for recruiting and
28:57
help you with those labor issues as well. So as a weekly
29:01
talk show, 1 PM eastern 12 PM Central Your guest Mike
29:05
Callahan right here. We’ll see you again next week. If you
29:11
like this show you might want to check out our resources at
29:14
WWW Dot start simple growth.com While you’re there enter to win
29:19
an estimator chatbot Mike Callahan is available for
29:23
private coaching.