Video Transcript
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Mike Helen here want to make a quick
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video had a lot of people talking over
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the weekend uh about
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processes and systems and how to create
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Simplicity in your business and how to
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take these manual tasks and eventually
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automate them and delegate them to the
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people inside your business so as I’m
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looking at the service businesses we did
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probably about 12 13 years ago in my
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lawn care business we looked at a very
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simple process so first we want to go in
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and organize
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automate and grow and if we go into the
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organizational phase a lot of people
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rush into automating their processes or
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delegating them way too soon so I want
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to spend a few minutes this morning
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literally going in and talking about
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something as simple as payment
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processing and how uh complex a lot of
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business owners make it in which
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ultimately hurts their cash flow but
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also also goes in and creates a
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bottleneck for growth and inability to
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automate and delegate so as we’re
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looking at the six pillars of a simple
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business one of those pillars that we
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talk about a lot at simple growth and
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simple growth coaching is creating a
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simple business we’re going to talk
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about a simple uh process here of
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payment processing and how uh complexity
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that you may be adding maybe hurting
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your growth and the inability to hire
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train and onboard admin staff I know
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that’s a major issue on a lot of the
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platforms we work on so in normal
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fashion here I’m going to go in and open
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up the screen
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and show you what we got cooking here so
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uh once again we’re talking about
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payment processing here is an example of
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a simple business and a lot of times we
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get really complex and that bogs down
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our onboarding cash flow and everything
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else in between in our business so all
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we’re going to do is break this down
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here into normal uh fashion here just to
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show you what it looks like so what I’m
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using here is a flowchart uh tool that
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we use inside the business to create
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um basically manual processes to
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actually say uh what’s involved them in
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a 40 000 square foot View and how do we
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actually document them
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so what we’ve got here is this is going
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to be our trigger or our start and the
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job
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is
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complete and that is going to be our our
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triggers the job is complete or
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basically we’re ready to uh bill out the
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invoice for the service so as we looked
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about it at the simple growth
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masterminds live event in uh North
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Carolina
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um in Mooresville uh Lake Norman area we
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looked at this on the wall with a lot of
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businesses so this is why it is so fresh
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in my mind and I think it’s really
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interesting uh something to look at here
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so what we’ve got is the job is complete
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and then the next step here uh where
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complexity is going to hurt your
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business is
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um we’re going to go into something we
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call a decision Diamond here and this
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decision diamond is going in
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and really going to create some issues
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here for us because a lot of folks are
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servicing different types of businesses
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so you have commercial residential and
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maybe
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um government uh facilities in different
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towns and things like that so there’s
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different ways we’ve built we’re going
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to keep this uh a little bit more simple
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we’re just gonna do a commercial
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residential because you’re going to see
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here in a few minutes
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um this will actually get kind of crazy
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so off to the top here we’ve got our our
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resi
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it’s going to be short for residential
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and I’m going to pull down my
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commercial
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so those are the two options I’m now
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servicing two different types of people
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that’s going to add massive complexity
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to our billing and cash flow and they’ll
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be able to train and onboard not only
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their admin staff but our actually
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accounting folks so what we’re doing now
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is going in saying okay based on this
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decision Diamond here if we are going in
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and having a commercial uh property here
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we’re also going to go in and actually
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let’s uh
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create another decision Diamond not to
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make this any more complex than it needs
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to be uh but this decision Diamond now
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is gone for residential commercial and
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now the decision going in to this
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residential commercial uh decision here
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is going to be
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another question so a lot of folks I’ll
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have multiple ways they actually go out
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and charge for
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um the services so one of the biggest
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ones we saw at the simple growth
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masterminds over last weekend was uh we
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have hopefully credit card uh that’s the
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one we’d recommend uh the next one we
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saw a lot here
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was check
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and in addition we had a lot of people
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going in
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and actually using uh venmo or something
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to that effect
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so what we’ve got now is created three
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triggers of complexity
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and then there is a process around this
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here so in addition we found a lot of
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people going in
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off of that decision and actually see
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going in and saying hey uh well now that
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we’ve got this credit card process and
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what is the frequency we’re actually
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going to go in and Bill is it daily
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weekly monthly or potentially is it
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installment so once again as you can
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kind of see is this is starting to drive
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here uh it’s creating a ton of
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complexity
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for the office staff to be able to
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actually
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scale the business so
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we’re going to go in and add this in
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here
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and the arrows aren’t working perfectly
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but you get the idea the job is complete
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is it residential commercial it’s
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residential we go in are we charging
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credit card venmo check so the idea is
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we want to get really simplistic and I’m
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going to show you what a simple model
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looks like here but I want to just spell
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out
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um what this kind of looks like here
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just from one uh residential area and
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obviously this is going to be duplicated
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all the way around
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as we continue to get bigger here so
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this is just it’s it’s crazy in my
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opinion uh how complex we make our
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businesses
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based on just something as simple as a
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payment process so as you’re coming in
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the job’s complete residence commercial
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we go in and we paint credit card venmo
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check and then the next decision is
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going to literally be
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um is it going to be
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daily weekly or
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monthly
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billing so we’ve got daily
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we now have a weekly option
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and we’re going to have monthly
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and potentially the way we see it there
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is a fourth option of billing frequency
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um going in and actually billing on into
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monthly installment so we’ll leave that
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under monthly but the installment
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process is is definitely a different
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process as well in there
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um so as we’re going in now
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we’re going to just go in and say you
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know what
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um if it is a weekly process then we’re
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going to go in and
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build that out here and I’m going to
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grab our
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Arrow over here
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and as we go to our weekly process
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then if we’re running credit card and
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it’s weekly then we actually have the
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final process of running the cards
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now I’m going to assume that we’re only
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using One credit card processor
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but this is the complexity a lot of us
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have built into our businesses we need
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to actually create some simplicity so
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what we’ve got here is really this this
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craziness here that we’ve gone in
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and literally created a process now
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that is not scalable and is extremely
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complex
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so I’m just going to build one of these
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out so we can all kind of see what this
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looks like but this is something that
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when we got live into the Carolinas
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there uh last week that some business
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owners were like wow we’re making our
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life way more complicated than we want
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need to be and a lot of people were
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looking at it well you know how come we
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can’t
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um onboard a new employee and create
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predictable cash flow well this is the
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the problem at hand guys that we’ve got
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uh way too much complexity in our
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business
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and so I’m going to recommend is we we
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take a product here like lucidchart or
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something and start to build out all the
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processes here so this is what it
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actually looks like here
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um in here so if you’re running credit
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card and Checker venmo or
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if you’re literally just running
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credit card and check only
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this is the complexity you’ve actually
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built into your business
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and if you’re having a hard time scaling
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this is really
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um probably
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what the issue is
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if we go in here we’re gonna
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see we can attach this here and bring
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this guy up here
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so what we’ve got here is
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um if we leave venmo out of the scenario
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we’re just doing residential work only
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you’ve got one process
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here and then we’ve got based on these
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other two you’ve got two three four five
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six seven different processes that are
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built out just to run your collections
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based on just on residential now if we
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went in
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uh we didn’t include cash so that was
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another option we had in here as well so
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let’s just say most businesses even if
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they’re not taking memo have this here
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um this whole area now is like literally
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killing it this is why we are not
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scaling our businesses you need to
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create a simple business that is uh
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scalable here
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and what I’m going to do is copy this
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out
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and just show you the example so if
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we’re accepting cash
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this is
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the next issue we’re running into
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So based on residents not even
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commercial you’ve got
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uh three different processes credit card
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cash and check that you can collect and
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what you’ve done is created uh one two
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three four five six seven eight
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different processes need to be trained
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and tracked for accountability and
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simplicity what I’m going to recommend
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and then if you added commercial and you
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probably have at least a monthly and
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installment in there so you’ve added at
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least another four to five different
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processes so what if we just went in and
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said hey the job is complete we service
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only residential
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and we went in and built this out and
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there is no decision necessarily because
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all we’re servicing is residential
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like it was up above
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our decision is residential
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and all we’re doing here
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is we’re going into the process
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here in our next decision
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is going to be literally uh filling out
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on a weekly or daily basis for
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Simplicity
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so let’s just say it is weekly
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and the way we’d recommend doing this is
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everything we did last week gets billed
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out on the following Tuesday so if
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there’s any refunds rain delay or issues
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it’s all built out we’ve handled that
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before we handle a client some other
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businesses in uh cleaning and
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maintenance will actually do it on a
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daily basis but let’s simplify it I have
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one standard wide way and then what
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we’re going to do is run the card
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that is what we’ve created now
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is a two-step process we’re only doing
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residential so we cut through here there
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is no decision uh it’s weekly and we run
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the cards that really is a uh if you
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look at it from this basis it’s really a
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two-step process if we went in and did
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residential work only uh not including
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commercial we did credit card cash and
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check is payments we’ve got one two
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three different Avenues and then we’ve
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got another three here three here and
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three here so that’s nine different
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processes technically
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10 11 12 processes or steps versus a
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two-step process so what I want to
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encourage you is take a look at the
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things you’re doing and look at all the
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steps along the way and how do we create
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a simple business that can be trainable
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and delegatable and in this instance
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create predictable cash flow now once
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we’ve mapped this out hopefully in this
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two-step uh very simple process we can
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go out and actually create an automated
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process to run those credit cards either
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automatically depending on the software
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or create a ticket or a to-do in the
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system to assign somebody on a weekly
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basis to run those cards with about
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three clicks of a button depending on
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the credit card process so Callahan’s
13:49
corner you ask questions we have some
13:50
live right here on Facebook I want to
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talk about a creating a simple business
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in the processes that go behind that so
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if you haven’t simplified uh the things
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in your business I recommend using a
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product like this creating a flow chart
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actually to see what are the steps to
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complexity and this is where you’re
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having issues I would imagine onboarding
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training and creeping
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um
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employees but something as simple as
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collecting payment and going to just a
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weekly billing on credit card only no
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other payments we’ve got a two-step
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process if we are like most the
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businesses we see right now uh we’re
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serving uh residential and commercial
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but if we stick just to the residential
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uh we have three different options here
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of processes so three and then daily
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weekly monthly so four five six seven
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eight nine ten eleven twelve different
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possible steps versus two steps when we
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simplify the business so hopefully this
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helps you want to organize automate and
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grow or scale your business Callahan’s