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To Callahan’s corner, where you
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To Callahan’s corner, where you ask the questions and we answer
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ask the questions and we answer them live right here on
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them live right here on Facebook so one of the
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Facebook so one of the questions submitted this week
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questions submitted this week was around data and how do I
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was around data and how do I project if I’m profitable on a
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project if I’m profitable on a daily and weekly basis to my
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daily and weekly basis to my end goal. so the topic today
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end goal. so the topic today really is how is bad data or
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really is how is bad data or the lack of data ruining your
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the lack of data ruining your profit, projections and
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profit, projections and accountability inside your
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accountability inside your service business so whether it
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service business so whether it is lawn care home, cleaning or
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is lawn care home, cleaning or pest control for that matter,
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pest control for that matter, we need good data in for good
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we need good data in for good data out. so I. Down really
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data out. so I. Down really quickly the things that every
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quickly the things that every service business needs for
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service business needs for success on a daily basis, so
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success on a daily basis, so I’m gonna pop the screen over
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I’m gonna pop the screen over here as we normally do and I’ll
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here as we normally do and I’ll give you a quick idea of what
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give you a quick idea of what we’re talking about. so. no
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we’re talking about. so. no matter no matter the platform.
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matter no matter the platform. this is Service Autopilot, but
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this is Service Autopilot, but this could really be any CRM or
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this could really be any CRM or scheduling billing software in
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scheduling billing software in a bare minimum, you really
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a bare minimum, you really wanna be able to have the
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wanna be able to have the ability for a Mobile for your
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ability for a Mobile for your crews to clock in and clock out
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crews to clock in and clock out of the drive time. it’s
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of the drive time. it’s especially in the environmental
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especially in the environmental each. So we have this time now
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each. So we have this time now we can print this out and
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we can print this out and mainly into this time-in the
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mainly into this time-in the system, but really the Mobile
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system, but really the Mobile is where it’s at and we’ve got
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is where it’s at and we’ve got GPS tracking so the idea here
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GPS tracking so the idea here is it’s usually way too late
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is it’s usually way too late for a business owner to really
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for a business owner to really know where you’re at and we
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know where you’re at and we really need to give each crew
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really need to give each crew daily accountability numbers.
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daily accountability numbers. So what we’re looking at here
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So what we’re looking at here is we’ve got a lawn mowing
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is we’ve got a lawn mowing example for crew number one
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example for crew number one here and what we need is a
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here and what we need is a start and stop time for every
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start and stop time for every job and we need to make sure
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job and we need to make sure they make sense so they didn’t
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they make sense so they didn’t clock in at 115 and clock out
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clock in at 115 and clock out at 116 for a hundred dollar
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at 116 for a hundred dollar job. So do they make sense? Do
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job. So do they make sense? Do you have start and stop time?
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you have start and stop time? Job Next thing is do we have a
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Job Next thing is do we have a budget in time for each job,
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budget in time for each job, which we do now the third and
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which we do now the third and final most important part is do
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final most important part is do we have a price so actually
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we have a price so actually this jumps out of me so this
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this jumps out of me so this job here has a zero dollar
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job here has a zero dollar value. So my guess is that in
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value. So my guess is that in this test account when this job
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this test account when this job was set up, it was an
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was set up, it was an installment job and they did
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installment job and they did not put the price and budget of
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not put the price and budget of time for each job under the
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time for each job under the installment, which needs to be
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installment, which needs to be in there. So these are data
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in there. So these are data points that we really need. To
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points that we really need. To and where this is all coming
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and where this is all coming from is Super girl just
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from is Super girl just launched our version two of KPI
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launched our version two of KPI that has all automated job
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that has all automated job costing daily reports, weekly
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costing daily reports, weekly reports and the end of the
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reports and the end of the year. How much you should raise
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year. How much you should raise your price on average based on
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your price on average based on your hourly goals. so. what I’m
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your hourly goals. so. what I’m going with this is we need to
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going with this is we need to start and stop time a budget
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start and stop time a budget and time how long it should
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and time how long it should take and a price Now
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take and a price Now traditionally in the non
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traditionally in the non automated version, we would
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automated version, we would take our 20 hours here budgeted
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take our 20 hours here budgeted time and it looks like we’ve.
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time and it looks like we’ve. Point eight four hours of
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Point eight four hours of actual time on site, but really
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actual time on site, but really this is deceiving what you
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this is deceiving what you really need to do if you’re in
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really need to do if you’re in Service Autopilot go to columns
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Service Autopilot go to columns and pull out total and what
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and pull out total and what that does is it gives you the
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that does is it gives you the budget of hours. The. actual
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budget of hours. The. actual hours? I’m sorry. So 20 point,
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hours? I’m sorry. So 20 point, one zero we actually work 15
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one zero we actually work 15 point 68 hours on site and it
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point 68 hours on site and it was seven point eight four
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was seven point eight four hours times two, which gives
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hours times two, which gives that 15 point 68 What this
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that 15 point 68 What this doesn’t take into account for
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doesn’t take into account for most people don’t realize is
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most people don’t realize is your shop time the drive time
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your shop time the drive time from your shop and the drive
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from your shop and the drive time through all these 89
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time through all these 89 accounts and then back to the
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accounts and then back to the shop. So that’s additional non
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shop. So that’s additional non billable drive time as far as
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billable drive time as far as an efficiency that we want to
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an efficiency that we want to be able to track not it’s a
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be able to track not it’s a whole different conversation.
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whole different conversation. I’m not gonna get into but the
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I’m not gonna get into but the idea here is if we had 20
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idea here is if we had 20 point. One hours we would go in
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point. One hours we would go in and plug that in here. And if
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and plug that in here. And if this started at seven AM. And
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this started at seven AM. And they got done at let’s say
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they got done at let’s say four PM.
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We got a nine hour day half
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We got a nine hour day half hour lunch so what happens here
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hour lunch so what happens here is now that we’ve got these
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is now that we’ve got these numbers in here and let’s make
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numbers in here and let’s make this a two -person crew we had
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this a two -person crew we had growth hours at 18. We subtract
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growth hours at 18. We subtract out the launch so we’ve got
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out the launch so we’ve got work hours. payroll hours of 17
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work hours. payroll hours of 17 hours and we budgeted for 17.
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hours and we budgeted for 17. We’re three hours under budget
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We’re three hours under budget so basically with this 117 is
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so basically with this 117 is telling us that we were 17
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telling us that we were 17 percent under budget now that
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percent under budget now that looks really deceiving, but the
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looks really deceiving, but the way we built the math is that
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way we built the math is that we were 17 percent. Now, if I
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we were 17 percent. Now, if I had given them 16 hours to do
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had given them 16 hours to do it, There’s it took them 17.
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it, There’s it took them 17. It’s under a hundred percent,
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It’s under a hundred percent, the reason why we built the
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the reason why we built the math this way is that we can
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math this way is that we can have a conversation with the
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have a conversation with the guys and girls on the team that
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guys and girls on the team that if they gave a hundred percent,
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if they gave a hundred percent, they hit the budget if they
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they hit the budget if they gave a hundred and 17 percent
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gave a hundred and 17 percent to kick butt and if they gave
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to kick butt and if they gave 92 percent, they didn’t hit it
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92 percent, they didn’t hit it and that’s where the quality
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and that’s where the quality constraint but the problem in
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constraint but the problem in most service businesses,
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most service businesses, including my own in the early
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including my own in the early days, is we didn’t track the
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days, is we didn’t track the daily wins and hold people
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daily wins and hold people accountable. So I’m building.
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accountable. So I’m building. On an automated report that
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On an automated report that we’ve been building and
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we’ve been building and actually have released to our
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actually have released to our clients at no extra cost that
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clients at no extra cost that we have gone out and automated
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we have gone out and automated this whole entire process, but
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this whole entire process, but in that process if there is a
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in that process if there is a start and stop time if there
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start and stop time if there isn’t a budget of time if there
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isn’t a budget of time if there isn’t a price that sells
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isn’t a price that sells flashes up in Red, it says
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flashes up in Red, it says check this data. So what is
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check this data. So what is this is is unveiled to us or
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this is is unveiled to us or revealed to us is that a lot of
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revealed to us is that a lot of businesses think they have
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businesses think they have really good data in their
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really good data in their system, but there is no data
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system, but there is no data hygiene. There is no weekly or
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hygiene. There is no weekly or daily rhythm to go out and
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daily rhythm to go out and check this. So what I’m really
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check this. So what I’m really recommending is somebody on
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recommending is somebody on your team is held accountable
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your team is held accountable to search through the start and
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to search through the start and end times the budget of time
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end times the budget of time and the price and they need to
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and the price and they need to report that it’s done on a
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report that it’s done on a daily basis and report that out
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daily basis and report that out to the team not only the crews,
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to the team not only the crews, but the management and if
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but the management and if you’re a business owner you
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you’re a business owner you need to report it out to
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need to report it out to yourself hire a coach do
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yourself hire a coach do something but have an
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something but have an accountability piece and then
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accountability piece and then we’re gonna track that daily
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we’re gonna track that daily and then every week the
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and then every week the following Monday so like today
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following Monday so like today being Monday we would look at
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being Monday we would look at last week. Averages to make
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last week. Averages to make sure everything’s in there and
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sure everything’s in there and really this part, no matter
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really this part, no matter your software. It’s probably
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your software. It’s probably the most important part of the
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the most important part of the software. It’s going to be the
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software. It’s going to be the last point a person can
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last point a person can physically check the start and
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physically check the start and stop times for job role job
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stop times for job role job costing production rates and
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costing production rates and payroll. you can track the
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payroll. you can track the budget of time and it can make
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budget of time and it can make sure you’re building out your
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sure you’re building out your hourly jobs and your fixed
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hourly jobs and your fixed price jobs but without good
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price jobs but without good data here the everything else
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data here the everything else is isn’t working because we
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is isn’t working because we need foundational day to day in
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need foundational day to day in and day out and I understand if
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and day out and I understand if you’re. Entrepreneur and you’re
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you’re. Entrepreneur and you’re cutting you know, five or six
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cutting you know, five or six lawns a day or you’re cleaning
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lawns a day or you’re cleaning two or three houses. This is
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two or three houses. This is the last thing you wanna do,
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the last thing you wanna do, but I will tell you this is
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but I will tell you this is what drives accountability it
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what drives accountability it drives profits and clarity of
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drives profits and clarity of your numbers so without being
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your numbers so without being able to see this data no matter
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able to see this data no matter the software or even if it’s an
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the software or even if it’s an Excel sheet, you are missing
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Excel sheet, you are missing probably one of the most
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probably one of the most important pieces of the pie,
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important pieces of the pie, especially if you’re going out
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especially if you’re going out to do a production based system
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to do a production based system based on square footage of turf
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based on square footage of turf per square footage of home
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per square footage of home these numbers when you run them
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these numbers when you run them through a software like
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through a software like Service, Autopilot will tell
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Service, Autopilot will tell you how long it takes you to do
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you how long it takes you to do those jobs. And now you have a
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those jobs. And now you have a non emotional way to start
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non emotional way to start pricing your jobs over
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pricing your jobs over satellite imagery or square
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satellite imagery or square footage the home of the Zillow
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footage the home of the Zillow so Callahan’s corner, you ask
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so Callahan’s corner, you ask questions. We answered live
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questions. We answered live here on Facebook, but if you
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here on Facebook, but if you don’t have these numbers every
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don’t have these numbers every day and have them without a
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day and have them without a doubt that are like they’re in
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doubt that are like they’re in concrete or right. I’m starting
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concrete or right. I’m starting end times for each job budgeted
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end times for each job budgeted time-in a price the clarity for
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time-in a price the clarity for you to go out and scale your
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you to go out and scale your business and have a profitable
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business and have a profitable business is literally you’re
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business is literally you’re playing Russian roulette with
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playing Russian roulette with your business and So if you’re
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your business and So if you’re not doing it, you need some
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not doing it, you need some help doing it. we’ve got some
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help doing it. we’ve got some videos. I’m happy to send you
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videos. I’m happy to send you these are the foundational
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these are the foundational things for success in your
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things for success in your service business that I highly
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service business that I highly suggest you take a look at it
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suggest you take a look at it if you don’t have built in
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if you don’t have built in right now and if you do have
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right now and if you do have built-in sweep back and take a
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built-in sweep back and take a look at it because I will tell
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look at it because I will tell you that there was more than a
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you that there was more than a few people that had glaring Red
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few people that had glaring Red boxes of missing or bad data
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boxes of missing or bad data that they that they thought was
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that they that they thought was okay because they weren’t
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okay because they weren’t checking it out on a daily
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checking it out on a daily cadence in summarizing it
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cadence in summarizing it weekly. So these are the keys
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weekly. So these are the keys to success in a. To have that
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to success in a. To have that emotional. benchmarks of
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emotional. benchmarks of success and what’s expected
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success and what’s expected with equality control piece as
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with equality control piece as well So Khan’s corner US
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well So Khan’s corner US questions. We have some live
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questions. We have some live right here on Facebook. We’ll