Videos

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welcome back to Callahan’s corner where
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you asking questions we had some live
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right here on Facebook well uh I wanted
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to dive in and talk about employee
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training in onboarding uh big big issue
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that we see uh after several of the
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talks I’ve been given lately on the road
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and on some of the Facebook lives and
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that uh we’ve been talking about the
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five stages of business and the growth
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hurdles
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um and one of the biggest issues we find
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in most service business particularly
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lawn care and Landscape is people in
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systems once we break that million
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dollar Mark or probably from about 750
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to a million how do we go out and
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actually train the people that we as
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business owners have hired that we don’t
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know who they are
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and we’ve got to actually train them get
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them to a standardizing operating
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procedure and then actually get them and
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feel in the field with predictable
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systems um in addition if you’re using
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uh many of the software’s out there crms
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how do we go in and get a admin uh that
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may has may have never ever worked in
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the service industry particularly in uh
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your specific Lawn Care landscape
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fertilizing and how do we get them up
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and running within seven to ten days on
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a particular software so what I’m going
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to do is break down what we’ve actually
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done in my lawn care company
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um and now we help hundreds of other
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businesses year after year with the same
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exact process so I’m going to show you a
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training video from my lawn care company
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how he actually went in and trained uh
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crew leaders and trained the trainers
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um one thing to keep in mind is a crew
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leader that has a great skill set is not
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always a great trainer so we need to
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train the trainer and along with
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training the trainer uh we went in and
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actually did a video series with testing
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for all the services in the field I’m
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going to show you how we broke that down
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uh and then I’m going to show you how to
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break down uh in the office training I’m
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going to show an example of service
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autopilot and that’s something of
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interest uh let us know we have the
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ability to actually load this training
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with testing inside your service
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autopilot or an additional learning
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management system so uh without any
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further delay I’m going to pop the
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screen open here and you’ll be able to
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actually see what we’re building out so
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this right here is what we built out for
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Callahan’s Lawn Care
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um if you supply the videos and the
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questions this is something we’ve
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actually built out for a lot of people
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but the idea here is we’ve gone into a
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V2 form and embedded this video so this
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is actually as you can see here service
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autopilot form we’ve got Certification
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testing here uh some of the example
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questions we’ve used so
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um the video itself actually goes over
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this so if you go in and hit play you
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can actually see we’ve got some learning
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objectives that actually come up into
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this it’s a low low level uh video that
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we built but it actually works so learn
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the parsley equipment proper use the
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equipment and the proper technique when
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operating the mower we go in and
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actually talk about the personal
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protection PPE that we should be using
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uh this is what
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literally
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zero churn mowers here
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off to the right there’s kind of a shoot
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of another mower here so we went through
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each type of piece of equipment that we
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did for the mowing so we did this for
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hedge trimming mowing mulch insulation
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fertilization and we literally went
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through and dove in and uh did it so now
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we’re actually talking about the
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controls how to operate it and then in
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addition we actually set up
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um a iPhone on a tripod with a wireless
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mic and actually made this video and
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then eventually uh through that I went
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through and actually
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drove the machine
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and showed the show them how to actually
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use the machine here so the video itself
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um is actually highlighting the ability
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to go in uh go around the property two
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times and then we showed the proper
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technique of turning uh with a zero turn
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mower so we didn’t actually tear up the
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grass so I believe in the next turn here
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as I come around we go in and
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demonstrate a three-point turn uh after
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this part here but I actually go down
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and stop each part of the video break it
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down and make it digestible for the
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person we’re training um and then once
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again we’ve got some true false
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questions here uh in there so that’s how
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we tackle that if you’re looking at the
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stages of business as well I’m going to
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go into the office training here in a
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minute to give you some examples how we
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actually did that uh this is going to be
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applicable for that stage three stage
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four business uh people and systems as
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you get to a million in Revenue here one
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to three million this is where it
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becomes a major issue uh in the lawn
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care landscape industry I’m going to
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suggest that sometimes around that 750
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Mark maybe even a little bit earlier
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some of these people in system things
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creep in because the amount of Labor
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that we need to fulfill those Services
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is a little bit heavier so these are
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things that we I recommend once you get
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to scale that we need to actually start
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building so first thing is we would want
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to tackle
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is in the field all your major services
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and demonstrate it and literally this
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doesn’t have to be high production it
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wasn’t but what we realized is when we
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paid professionals to actually do this
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and video it it actually resonated last
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with the team so literally this is a
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about a thirty dollar tripod 100
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wireless mic and a smartphone on a
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tripod and we just sliced the videos
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together so that’s how we actually did
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this next step is a lot of people using
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service autopilot or any other software
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for that matter are really in disbelief
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how can simple growth go in and train
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somebody in seven to ten days and have
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them up and running so this is actually
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the secret to success so what we’ve done
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is done the same exact thing
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um in here and we’ve created uh five two
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to maybe five minute videos and we’ve
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broken them into six modules so the
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total of 36 videos
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um and really we start from lead
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acquisition all the way to billing and
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fulfillment once again this is a form
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that we’ve built out and these are
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actually available to the general public
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if you don’t want to build them yourself
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but right here literally uh lead
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acquisition from the office and website
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lead source track tracking referral
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tracking commercial versus residential
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priorities billing details the gear icon
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and a skill test review you actually
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have to get 100 on this to go to the
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next level but this is the secret to
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success of training your admin on your
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team or virtual assistant so that is uh
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module number one as we go into module
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number two we’re going into two-way
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texting user writes and roles Services
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custom Fields job estimate templates
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estimate documents pricing grid
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um
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Master packages and custom packages once
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again a test as well module number three
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we go in and actually talk about the
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two-way texting message center what’s
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required what’s not maps Pro the
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appropriate way to use maps Pro and to
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route and measure estimate template
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workflow emailing and printing estimates
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a lot of questions on the user group
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about printing estimates we standardize
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that right across the bat the estimate
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loss process and estimate one process
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seems basic but a lot of people are not
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handling uh the statuses of a lead a
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closed lead a client and a canceled
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client so we’re teaching that literally
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in about a two to three minute video
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once again we’re driving them down and
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having testing here for accountability
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and then we go into module number four
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converting a lead into a client
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scheduling one time reoccurring jobs
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waiting list jobs and package jobs and
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setting up a contract with installments
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other big issue where a lot of people
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are getting wrong we go into what the
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way you do it how you should do it once
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again if you’re building this yourself
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this is your roadmap uh module number
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five we’re going in the route
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optimization overview manual routing
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with groups and show the pins with GPS
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and driving directions changing crew
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assignments on the fly so good data in
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good data out schedules live in the
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mobile or print and the questions again
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and then wrapping it up for module
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number six with video testing for our
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admin
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um we go in and finalize that out so
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comments or questions drop them below
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but I wanted to address the question
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that a lot of people are having here
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um how do we go in and create a
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standardized system
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um and pro plain text for video for
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training for most of our staff is not
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going to be uh sufficient we need text
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with videos
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um and if we have a visual learner this
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is going to be it but a lot of stuff
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it’s going to be hard to actually type
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this out uh and one day I was able to
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make all the mowing videos literally in
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about a half well probably about four or
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five hours with video editing first
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draft is the best draft it doesn’t need
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to be perfect but literally uh take it
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take a note out of this here my wife’s
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in education uh these learning
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objectives and what was in it uh was
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really really important so the parts of
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the equipment proper use proper
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technique when operating the mower these
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are the things you want to highlight and
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then literally if there’s PPE or
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anything else that you need
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um include those in there very very easy
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to do this is literally a Google doc
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that I scrolled and just video did the
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screen recording and I clipped them all
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together but really take it down piece
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by piece little chunks and repeat
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yourself those are going to be the keys
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there but if you’re using your equipment
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with your brand of equipment
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um
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with one of your trucks in the
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background that is probably the way to
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go uh there’s some great companies out
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there doing training videos but
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unfortunately
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um they’re not the exact equipment we’re
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using and when we started making some of
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these low budget videos uh our training
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first versus the generic ones that we
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bought online uh went up exponentially
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at the point where Carlos on our team uh
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literally asked for the links of all
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these training videos especially for his
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mowing crew because we did pay for
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performance or piece rate as we called
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it
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um and Carlos when he was training got
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paid straight time but if they beat the
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budget of time with quality he got paid
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the piece rate so Carlos had these in
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his phone or in the company’s phone that
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was in the truck so after they logged in
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for the uh clock in clock out Carlos
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would hand his new technician these
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videos and he required them for the
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first week to watch the videos and what
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he did is shave two to three days off of
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the learning curve for a mowing Cruise
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uh worked as well for maintenance for
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mulch and things like that now you may
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Wonder Mike what would you be doing for
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mulch but there was a certain technique
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in process that we taught to lay down
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that made our industry production rates
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now that we share with people are very
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very predictable right down to literally
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having a smaller
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um garbage can two of them that we put
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in a wheelbarrow
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that we used to pour the bulk mulch
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around the shrubs to avoid the guys
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holding it with their hands moving
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around or shoveling it twice so there
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were some things that we did to optimize
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productivity that most companies in our
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area did not do so we were able to
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visually show them how to place the the
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cans in the wheelbarrow so they didn’t
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spill all the place how to actually
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handle the cans and lift with their legs
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so they weren’t blowing their backs out
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and then how to actually manage it what
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a proper cleanup looked like so these
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are the things if you’re building out a
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system right now as we’re going into the
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new season that I would highly recommend
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but take some time use your own
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equipment a 30 tripod 100 wireless mic
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you can see it’s lapel mic they’ve got
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some newer ones now that are great
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um that literally go right to your phone
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and then just take different shots with
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the tripod as you kind of station it
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around the property and you can clip
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those together on a Mac or a PC with
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either free or really really cheap
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software it doesn’t have to be high
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production but if it’s showing on your
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equipment you’ve got your uniform on
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um and the guys or girls are watching
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this it’s going to resonate work so
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comments questions drop below go out
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automate your office training as well as
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your
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um
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in the field training with videos and
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testing and if you have any questions or
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are interested in the office training
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from simple growth for service autopilot
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drop me a private message I’ll have to
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show you how you do that but otherwise
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if you’re building yourself this is
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step-by-step Direction with testing how
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to actually build out a onboarding
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system for your office for seven to ten
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days and how to go out and automate your
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field staff and tackle the biggest one
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of the biggest hurdles in this stage
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three to stage four business is people
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and systems how to go out and hire
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people we don’t know and how do we let
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those people we don’t go out and create
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standardized system with quality control
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we do it through video training with
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testing and this is going to be key to
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train your trainers because not all Tech
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all not all crew leaders they can
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perform it are good trainers this would
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be a great vetting system if we’ve made
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a tweak to this to train the trainer as
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well comments questions drop them below
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and let’s see we’ve got a question Mike
11:57
can you do training and bulk email
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marketing uh MSG Lawn Care yes I will
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drop either tomorrow or the next day I
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will get you a video on bulk email
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marketing uh as well as I’ve got another
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video coming up how to do pre-pay
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letters as well so Callahan’s corner you
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ask questions we end some live right
12:15
here on Facebook

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hands corner where you ask a question
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there’s handsome live right here on
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Facebook another great submitted
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question here on the Facebook group uh
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John says first spring for me with
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service autopilot can anybody point me
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in the right direction with regards to
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creating renewal contracts in a welcome
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back spring letter is there a mail merge
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feature I should use or is there a
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template for this somewhere thank you
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John well great question here
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um right here we’re going to dive in and
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actually show you how to open this up so
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the first thing is you may not even be
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aware of this feature uh it is a free
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feature that’s included in the software
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you may actually have to get it turned
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on so uh what we’re going to be doing
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here is opening up the screen and
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actually breaking down how to actually
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do a springtime renewal as an added
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bonus I’m going to show you how to do a
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prepaid discount and upsell additional
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ancillary services that you may not be
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even offering to these people here
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um so without any further delay John I’m
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going to go in and show you how to
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tackle this so we’re going to go in the
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service autopilot here in my test
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account and break this down so uh John
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asked the question he’s new to sa first
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year in the spring
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Johnny first thing you want to do is go
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under Marketing sales campaigns now uh
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this right here may not be turned on if
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you’re not seeing this you need to uh go
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to the chat inside service autopilot or
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call their support team no additional
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charge they will turn this on for you
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here uh this is going to be one way to
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actually print out these renewal letters
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uh there’s some other ways to do it
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through an Automation and email I can
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tackle that in a another video but I
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believe this is kind of what you’re
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asking about basically a mail merge that
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you would do in Microsoft Excel uh with
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a word doc or in Google Sheets in a
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Google Docs so this is how you would
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actually tack it based on the question
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so we would actually go in and add a
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campaign here I’ve got one that’s
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already built out so I’m going to kind
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of walk through
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um
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this process here so we’re going to go
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in and create that campaign so it’s
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about a five-step process John actually
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go in and crank this out so first thing
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we want to do is go in and create a
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description so we’ve created our
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fertilization renewal and upsell for
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lawn mowing so we’re going to be
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tackling our renewals for fertilization
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and anybody who has the fertilization
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but doesn’t have the lawn mowing service
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we’re going to have the ability to
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upsell it uh the customer type we’re
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going into here we’ve got a lot of
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different options here client lead
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former client close close lead so this
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can be done on the segmentation so
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obviously these are clients but what I’m
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also going to recommend here as best
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practice when you come into uh service
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autopilot
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we want to be able to go in and have
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some segmentation here so when we are in
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here uh there’s four types of people
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we’ve got a client and a lead uh so you
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can see about the Avatar this is a
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client and this is a lead uh the next
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person is going to be a closed lead and
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then a canceled client uh so when you’re
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in a actual lead here and we lose the
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estimate
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um and they don’t have any other service
2:57
we want to go into the more and close
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the lead
3:00
and then it’s going to ask you why so
3:02
this is going to be your cancellation
3:03
reason or your non-buying reason the
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other thing you want to do John just so
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you have that clean database is when we
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have a client they cancel their services
3:10
we want to go into the more tab now and
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you’ll notice there’s three distinct
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columns that’s the visual clue of a
3:15
client uh we want to go in now and
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actually
3:20
uh cancel that client right there now
3:23
that John is going to give you the
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ability to go in and segment the
3:28
different uh mail merges as you call
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them or the upsell campaigns or
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reactivation campaigns so not only can
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we do this for clients we can do past
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clients lost leads and the other ones in
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the database here so uh this is where we
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want to go
3:42
um and we can exclude our do not Market
3:44
clients and leads
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um this is going to be a printed out
3:47
version so if you have some people that
3:49
have opted out of your email marketing
3:50
or text marketing uh you can actually
3:53
legally send them some things in the
3:55
mail so that actually may be a great way
3:57
to continue to out uh create your
4:00
increased Outreach around your marketing
4:02
database so uh first thing is we did we
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went into Marketing sales campaigns and
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we created and added a campaign this
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pops up we’re gonna name the description
4:10
and our customer type and then we’re
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going to go in and filter two
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uh any of these areas here so this one
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would probably be
4:19
um account type potentially uh so we
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could do Residential or commercial
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right here
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so this would be a commercial upsell
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here
4:28
and we could go in and actually do
4:31
Residential as well and then we’d go in
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and hit search so that’s gonna what
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that’s going to do is pull up all the
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clients in our database that meet the
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criteria of commercial or residential
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um so obviously there’s not as many in
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this test account but what we would do
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then is go in in their active clients as
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well and we’ve excluded our do not
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Market
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um we’re going to go in now the next job
4:53
is go into scheduled jobs and what we’re
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going to do is go in and literally as
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they’re in here it’s a drag and drop
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Builder as it comes in
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it is actually blank air so what you’ve
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got is all your services on the right
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and packages and orange recurring
5:12
services in the green so if I just
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wanted to go in and do the package jobs
5:17
because we’re up we’re we’re going and
5:18
renewing the fertilizing we could go in
5:21
and do our
5:23
fruit package here
5:24
and our test account
5:26
and we could also go in
5:30
um and increase the rate by
5:33
say
5:35
five percent or five dollars so that
5:38
allows you to add a bulk increase on the
5:41
actual upsell letter itself or renewal
5:44
letter
5:45
so once we have the services here
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um these are the renewal Services then
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on Tab number three we go in we’re going
5:53
to actually upsell so if they have that
5:55
fertilization service but do not have
5:58
lawn overseeding or grub control and I
6:01
literally just pulled those over so
6:02
those would be logical services for a
6:04
fertilization
6:06
um
6:06
company now in addition we’d probably
6:09
maybe want to go in and upsell the lawn
6:11
mowing if we have it in this test
6:12
account here and that would actually
6:14
allow us to
6:16
upsell that service now this test
6:18
account we may not have the mowing but
6:20
the same idea is uh we would go in and
6:23
maybe say we want our
6:27
cleanup Service as well we could upsell
6:29
that as well so that’s how we do is drag
6:31
it in and you can use the rate Matrix
6:35
default or if you don’t have a rate
6:38
Matrix built for it you can hit call it
6:40
quote so we can go in and say okay we’re
6:41
going to use our read Matrix for
6:43
overseeding and grub control our
6:45
cleanups could be questionable so that
6:47
would be call for a quote and we maybe
6:49
do that as an hourly rate but grub
6:51
control is going to be our default so
6:54
that is how we’re actually going to go
6:55
out and build out the
6:59
um rate matrices here for our renewal
7:02
and then our upsell and what the system
7:04
is going to say is uh if they don’t have
7:07
long if they’ve got fertilizing but
7:09
don’t have overseeding grub controller
7:11
uh cleanup we go in and actually upsell
7:13
those Services the next step is we’re
7:15
going to go in Step number four we’re
7:16
actually going to go in and create or
7:17
grab the document now I’m going to
7:19
recommend there’s a lot of different
7:21
formats here I like e it’s probably the
7:23
best we hit view preview and it’s going
7:25
to show you the different options so
7:28
what we’ve got is a couple areas here
7:30
that can be customized and some cannot
7:33
So the instructions can be updated here
7:36
and right here
7:38
uh right here we add another area where
7:40
it says gain a free 30 credit uh with
7:44
the prepay all services or it could be
7:46
refer a friend that signs up get a 25 or
7:48
50 credit
7:50
um so that’s the idea here but this is
7:52
going to list their currently scheduled
7:53
Services any recommended service is the
7:56
upsell
7:57
so once we pick a document this is where
8:01
we’re probably going so prepay format e
8:03
is probably the most popular
8:05
um but in the instructions here we can
8:07
add particular customized documentation
8:09
the header and the footer and those were
8:12
in the previous so you can kind of see
8:14
where those are going to go in
8:16
um right here so header footer
8:19
and
8:21
uh there’s one other area here header
8:24
footer
8:25
oh footer and description so those are
8:27
the areas that would be filling in and
8:29
we’d actually be able to tweak those in
8:31
and obviously once you fill that in you
8:32
can go in uh we can do a prepaid
8:35
discount as well so that is one way of
8:37
doing that
8:39
and then we’d go in and actually
8:41
generate and we’d set the company return
8:43
address client address whether it’s
8:45
physical or billing and we could have a
8:47
printed signature line or not on that
8:49
document so once we go in we would go in
8:51
and actually generate that and this is
8:53
where the discounts actually come out to
8:55
play so schedule job discount
8:57
so if we have the fertilizing that’s
8:59
what we’re renewing that could be our
9:00
prepaid discount and then we could reset
9:02
our upsell discount to say maybe five
9:04
percent uh so that’s how we would set
9:06
that and we can add and remove tags to
9:09
say uh this customer has received or has
9:12
been printed out the upsell and renewal
9:13
prepay letter for 2020 whatever that is
9:16
2023 2024 uh and then next thing we do
9:20
is literally go in and hit generate and
9:22
that generates basically a PDF that can
9:24
be printed out on your local machine
9:26
stuffed an envelope and mailed out so
9:29
those can be the five steps to go out
9:31
and actually create a renewal prepaid
9:33
discount and upsell ancillary Services
9:36
based on the rate matrices in your
9:38
system or call the quote that could be
9:40
quoted
9:41
um in person later so idea here is we
9:44
really want to focus on those Gateway
9:45
Services services that can be sold with
9:47
the rate matrices so they can sign up
9:49
and then we sell those additional
9:51
ancillary Services uh later for Speed
9:54
and creating uh more recurring value on
9:57
those maintenance clients so Callahan’s
9:59
question or Callahan’s corner you ask
10:01
the questions we had some live right
10:02
here on Facebook uh we’ll be back
10:04
tomorrow with another pre-submitted
10:05
question uh through Facebook or in one
10:08
of the user groups so if any questions
10:09
or comments drop below and I’ll be happy
10:11
to answer them live on Facebook for you
10:12
we’ll see you

0:00
Callahan’s corner where you ask the
0:01
questions Anthem live right here on
0:02
Facebook got a email submitted question
0:04
by Angie this morning uh Angie writes
0:07
good morning uh I remember remember you
0:10
showing me how to build a cleanup
0:11
estimate with pricing in-service
0:13
autopilot but simply can’t remember any
0:15
chance you have a video on how to
0:18
actually do it so I clarified if Angie
0:20
uh this morning wanted an exact price or
0:23
a price range when she was quoting her
0:25
uh cleanup estimate and she said she
0:28
wants an exact price and she’s looking
0:30
for bed cleanup pruning trimming bark
0:33
application pre and post emergent for
0:35
weeds all an exact price range so Angie
0:38
good news is this can be tackled pretty
0:40
quickly
0:41
um in just about any software I’m going
0:43
to show you how we do it uh in a
0:44
blueprint and then actually get it into
0:46
service autopilot so Callahan’s Corner’s
0:48
question today is going out to Angie
0:51
um
0:52
so first thing I’m going to do is open
0:54
up my screen and
0:57
pop into the simple growth blueprint
1:00
here so uh knowing Angie and her company
1:03
working with them
1:04
um we’re probably going to go in and
1:06
drive her Revenue goal at about the
1:09
maintenance division at about 65 bucks
1:11
an hour and it would probably break even
1:13
my gases somewhere around 42 dollars per
1:15
man hour so we’ve already established
1:17
our Revenue goal and our Breakeven for
1:19
that division so what we’re going to do
1:21
is tackle uh her first question here
1:25
uh on there is probably going to go in
1:27
and
1:29
um take a look at how many minutes it
1:31
she thinks it’s going to take based on
1:33
the square footage of the bed so
1:35
actually
1:36
um well yeah we’ll go in for the the pre
1:38
and post-emergent spring as well so this
1:40
can be done
1:42
um on square footage linear feet however
1:44
you want but we’re going to go in and
1:45
drive that in here uh for Angie so
1:48
that’s going to be our Roundup per
1:49
minute that’s going to be our post
1:50
emergent it could also be the same way
1:52
for a pre-emergent if we’re spraying it
1:53
if we are not spraying it let’s go in
1:57
and Tackle her pre-emergent as well
2:01
so as we’re going in we’re driving in
2:05
some pre-built formulas so if you’re
2:07
working with us on an essay setup or
2:08
deep dive this is kind of how this all
2:10
Lays into the program
2:13
um
2:14
so right now she’s got her Roundup per
2:16
minute uh well based on how many minutes
2:18
she thinks it’s going to take and we’re
2:20
going to go in and do our uh bed
2:26
emergent
2:29
and we’re going to build some uh
2:30
matrices around here so the next one she
2:32
had was based on
2:38
mulch installation so we’re going to go
2:40
in and I’ll build this one on the Fly
2:43
here but I’m going to grab a template
2:45
here
2:48
so the idea is we want to blueprint
2:50
these out before we actually do them
2:53
ought to confirm our projected profit
2:54
and profit margin so what we’re going to
2:57
do is go in and create this one as
3:01
shrub pruning
3:04
and we’ll be able to iterate off that
3:05
and then I’ll tackle the mulch as well
3:07
so to answer Angie’s question here we’re
3:10
going to tackle our bed post-emergent
3:12
then pre-emergent obviously probably not
3:14
in that order but that’s the way I
3:15
pasted them in so we’ve confirmed that
3:17
she wants 65 bucks an hour her cost per
3:19
operating hour is let’s say 42.35 that
3:23
number is
3:24
um
3:26
now driving through our blueprint so the
3:29
first question I’ve got to ask Angie is
3:30
what is your product cost on the actual
3:34
post-emergent uh non-selective herbicide
3:37
so we’ll call that a Roundup uh so if
3:40
there is 125 ounces in The Jug and or
3:43
the cost per jug is 125 and there’s 64
3:46
ounces in there
3:48
um what we can do then is literally go
3:50
in and take a look at it and drive
3:52
through this formula what is their cost
3:54
for the whole entire four gallon
3:56
backpack so what we’ve done now is
3:57
driven uh the cost per gallon and then
4:00
the cost per minute uh per spraying into
4:03
the actual equation so for one to one
4:06
it’s going to be one minute divided by
4:09
60 should give both 0.02 so that’s how
4:12
we would go in and drive the labor cost
4:15
with materials overhead recovery
4:18
everything loaded in so now an estimator
4:20
can look at a landscape bed and our
4:23
first step of estimating which would be
4:24
our guesstimating based on experience
4:26
and then eventually Angie you’d want to
4:28
roll into a square foot production rate
4:29
I’ll show you how we do that with the
4:30
post with the pre-emergent uh depending
4:32
where you’re at in your estimating
4:33
Journey so I’m going to kind of show you
4:34
both of those so uh right now
4:37
based on one minute
4:40
and the cost per minute for that
4:43
um poor four four gallon backpack uh
4:46
it’s gonna be about a dollar twenty
4:47
three so just to break even she’s got to
4:49
be charging a dollar twenty three per
4:51
minute so uh she’s at about 1.65 that’s
4:55
going to get her to a 25 profit margin
4:57
so in that maintenance Division I think
4:59
they’re running around 30 percent so I’m
5:01
going to go in at about a dollar seventy
5:03
five now the other question here is if
5:06
you want and I’d recommend do we have a
5:09
base price so what’s the minimum to show
5:13
up so I would probably say this is a
5:15
dollar seventy five for one minute
5:18
and at about a 30 profit margin but I’d
5:21
say Angie what is your minimum show up
5:22
for that bad pre-emergence so let’s say
5:24
she has a minimum of 45 dollars per
5:26
visit so what we would do then is go in
5:28
and take our break even our budget hours
5:31
and say okay 45 divided by 60 which is
5:34
0.75
5:35
um and then we would need to go in and
5:37
make some assumptions on okay if it’s
5:38
costing her 32.48
5:43
that’s going to get her about a 40
5:44
profit margin so if we go in and say hey
5:47
our base price is 50 it’s 35 percent net
5:52
and then what we’re going to do here is
5:54
go in and readjust our formula and take
5:57
our one minute
6:03
times our Breakeven
6:06
and with a little math here we can add
6:09
in the product cost per minute that we
6:11
figured out based on her actual product
6:12
cost off to the right so now we’ve got
6:14
production rate overhead recovery and
6:17
material recovery uh without any markup
6:19
but we could Mark that material up if we
6:21
wanted to traditionally you’re not going
6:22
to have that in a chemical situation so
6:24
what we’ve got is the ability now for
6:25
Angie’s team to go out and put in how
6:27
many minutes they think it’s going to
6:28
take
6:30
um here
6:31
and the final part is that right there
6:34
so between 1 and 45 minutes Angie’s
6:36
charging for 50 bucks should take 45
6:38
minutes or 0.75 man hours and labor
6:40
overhead and materials is costing at
6:42
32.28 and each additional minute over
6:44
the 45 minutes she needs to charge 175
6:47
it should take 0.02 uh hours which is a
6:50
minute and it’s costing 149 giving her a
6:52
14 profit margin here so with that math
6:55
if she wanted to be closer to 30 percent
6:58
she could go in and manipulate those
7:00
numbers here in the blueprint to get as
7:02
close as she wanted to so I’m not going
7:04
to waste the time doing that but that’s
7:05
how we base it on time now if we’re
7:07
going in as a bed pre-emergent
7:10
going to be the same idea so bed
7:12
pre-emergent here we’re going to go in
7:14
and change this to bed square footage
7:18
and I’m going to say Angie’s base price
7:21
is up to 500 square feet for a bed
7:26
let’s actually make it a thousand so up
7:28
to a thousand square feet uh it should
7:30
take 0.05 man hours based on a uh
7:34
production rate there to actually lay
7:35
down that bed pre-emergent and obviously
7:37
want to make sure these production rates
7:38
are accurate for your company so don’t
7:40
copy these right out of the sheet
7:42
um and then what is her base price to
7:44
show up that bed pre-emergent so I would
7:46
say it’s probably still 50 based on the
7:48
post-emergent charge I would manipulate
7:51
this every thousand down to every 100
7:53
square feet
7:55
and go in and manipulate
7:59
the production right here of
8:10
here so that every 100 over a thousand
8:12
is an additional four dollars and 17
8:15
cents and she’s charging so we’ve got
8:17
our information in here we’ve got our
8:19
margins in here but we haven’t figured
8:21
out is our product cost so uh let’s
8:23
assume that our bed pre-emergent is not
8:26
a liquid like in the example above so
8:27
we’re gonna get rid of that
8:31
um but we’re going to go in and use a
8:33
um something like a snapshot or a Preen
8:37
um but we’re going to go in and use
8:38
let’s say our cost our bag is 85 bucks
8:40
it’s a 50 pound bag and the coverage is
8:44
8 500 square feet
8:47
there is no markup the coverage is going
8:48
to be 100 so in that scenario based on
8:51
these fictitious numbers her cost per
8:53
thousand would be ten dollars so what
8:55
we’d want to do then is go in and make
8:58
sure that our cost per thousand here
9:01
would be accurate so that would go in
9:03
there and our budgeted cost here
9:05
since we’re doing every 100 square feet
9:10
divide that by 10 parts
9:13
that would be her her charge
9:16
so she’s at a 10.31 cents here so we can
9:20
go in and actually manipulate that if we
9:22
wanted to be at eight dollars say per
9:24
100 square feet or whatever that was
9:27
um and that’s our margin right there
9:29
so obviously some of these numbers are
9:30
fictitious but this is the process
9:31
you’re going to go through you’re going
9:32
to go in and set your hourly rate your
9:34
Breakeven and you’re going to figure out
9:36
your product cost liquid or granular and
9:38
drive that into the system especially if
9:40
you’re using service autopilot uh final
9:42
part here is our shrub prune that’s
9:44
going to be our parent service
9:46
um
9:47
and we’re going to go in and we would
9:48
tackle this as the number of small
9:50
medium and large shrubs traditionally
9:52
with a production rate but let’s just
9:54
use the example of
9:56
um
9:57
that Angie may have been using there is
9:59
let’s say how many hours it actually is
10:00
going to take so maybe we’re not ready
10:02
for production rate based estimating
10:04
that’s something we obviously can help
10:05
you with and give you those in mystery
10:07
production rates but this is usually the
10:09
biggest question is what if we did uh
10:11
shrub pruning so we go in and build our
10:14
shrub
10:15
pruning man hours and then that is going
10:18
to be our custom field
10:20
team methodology all we need to do is
10:22
say what’s our base price to show up so
10:24
Angie’s uh charging 275 that’s her
10:26
minimum to show up and what the sheet
10:28
does now is automatically calculates the
10:29
hours
10:30
that are budgeted and the matrices with
10:33
the overhead recovery so uh it’s easy as
10:36
that once you build these formulas in
10:37
and that’s what we’ve been doing on our
10:38
deep diving essay setups here so we’re
10:40
going to base that shrub pruning on the
10:42
shrub pruning man hours that’s going to
10:43
be a sub service of that now that’s
10:45
where we could also break in our small
10:47
medium and large shrubs so Angie’s final
10:50
question here I’m just going to copy and
10:52
paste this for Speed
10:54
is we’re going to build out
10:56
um
10:58
maybe we’ll build out let’s grab this
11:00
whole thing we’re going to grab this
11:02
format here and I’m going to build out a
11:03
mulch installation for her
11:06
so let’s just say this is mulch
11:20
translation and our custom field would
11:23
be bad square footage
11:26
so as we’re going in here we probably do
11:29
not want to include the materials in
11:31
here there’s some instances you may
11:33
um but right now I’d say Angie what is
11:36
your base price for the mulch
11:37
installation uh so let’s say she has a
11:39
three yard minimum
11:41
and we’re doing a three inch depth so
11:44
that would be one to three hundred and
11:46
then every
11:48
actually yeah that’d be one to three
11:49
hundred and every 100 over the first
11:51
300. uh basically if we’re using an
11:53
industry average that should probably
11:55
take three hours and one hour per yard
11:58
installed
11:59
um and that is going to be
12:02
foreign
12:06
based on the three hours so she’s got
12:08
about a 34 to 35 percent net margin on
12:11
the Labor uh which is jiving throughout
12:13
the sheet here so now we’ve got some
12:15
consistency how to uh check our profit
12:18
profit percentage so when we go into a
12:20
product like service autopilot um
12:22
unfortunately on the service level and I
12:24
don’t think any of the other softwares
12:26
as well do this for you so this is why
12:28
we really recommend Blueprinting this
12:30
and if you’re a business owner looking
12:31
to delegate and get some of this stuff
12:32
off your plate to a VA an admin or a
12:34
manager this is really
12:36
um going to be essential here for you so
12:38
what we’re going to do is go in and add
12:40
a service now we’re going to make some
12:42
custom Fields that’s our first process
12:44
but I want to show you something really
12:45
quickly here is uh this is the data
12:48
table that drives that nowhere in here
12:50
does it tell you your profit or profit
12:51
percentage so it’s really essential to
12:54
be able to go into something like the
12:55
simple growth blueprint confirm your
12:57
profit profit percentage especially if
12:59
we’re working with uh post-emergent like
13:02
Roundup or bed pre-emergent we’ve got
13:03
some product costs whether it’s granular
13:05
or liquid here um the liquid or granular
13:08
and we really want to be able to drive
13:10
that in now the the chemical
13:13
um applications are the one exception
13:14
inside at least service autopilot that
13:16
uh you do want to include those on the
13:19
actual service level themselves
13:20
everything else like mulch pine straw uh
13:23
design build things like that we want to
13:25
keep the products separately but there
13:26
is no good way of tracking that and it’s
13:28
going to lead this inefficiency as far
13:30
as delegating the estimates so right
13:32
from service auto Pilots Dev development
13:34
they do recommend including this so this
13:36
is going to be the best practice I do
13:37
agree with here so the first thing we’re
13:40
going to do is go in
13:41
and service to autopilot here
13:43
foundationally from the beginning for
13:45
Angie here’s uh Angie you’re going to
13:46
want to make some custom Fields so we go
13:48
in
13:49
um and Angie if you’ve worked with us
13:51
before obviously uh just confirms these
13:53
custom fields are not there we do want
13:55
to duplicate them just like we’ve
13:56
duplicated a lot of these in my test
13:58
account so her first one is going to be
14:00
the number of backpacks
14:03
um
14:06
and I would just say we’ll put Roundup
14:08
the client’s not going to see this but
14:10
we want to be able to go in and build
14:13
that out so it’s going to go in or build
14:14
the name associated the customer and
14:16
it’s going to be a number I’m going to
14:18
go in here
14:21
and just put three a couple threes in
14:25
front of it so I can find this quickly
14:26
on this Facebook live in this test
14:27
account I need to clean it up a little
14:29
bit next one’s going to be our bed
14:30
square footage so we’re just walking
14:32
down the blueprint and we’re just
14:34
dropping them in as they lay once again
14:36
to the number
14:38
say the new
14:39
and our last one I believe is our shrub
14:42
pruning man hours now you’ll notice as
14:44
we’re going down the sheet I got bed
14:46
square footage twice no need to make two
14:47
custom Fields uh it will double dip for
14:51
this process so this is literally kind
14:53
of diving under the hood of what a
14:56
seven-figure business should be doing
14:57
really a half 250 and up uh you really
15:00
need to drive these things in here uh
15:02
you will be the bottleneck and you will
15:04
not be able to make that non-emotional
15:06
uh delegation and not emotional pricing
15:09
without this so the next thing is we’re
15:10
gonna go into gear icon Services then
15:12
we’re gonna go back to the blueprint
15:13
we’re actually going to build out our
15:14
services here so
15:16
this is what we’re doing we’re driving
15:18
it in
15:18
uh so Angie hopefully this is helpful
15:21
but we’re going to go back to simple
15:22
growth blueprint you should have a copy
15:24
from when we worked previously but we’re
15:26
going to go in and grab our Roundup per
15:28
minute we’re going to add that service
15:32
foreign
15:39
s that we need to select
15:43
to make this work
15:46
we’re going to go on our rate Matrix
15:47
here quantity rate times visits and I’m
15:49
going to go right back to our custom
15:51
field here
15:53
and pull that in
15:57
and literally copy the top five lines in
15:59
the bottom lines and I’ll show one two
16:00
45 minutes is Angie’s base price of 50
16:03
bucks
16:06
that includes
16:08
0.75 man hours I believe
16:11
and it cost me 32-28 labor overhead and
16:15
material so that is the number that she
16:16
wants to be doing and every one minute
16:18
over the first 45 minutes she needs to
16:21
charge uh two dollars and it’s going to
16:23
be one minute
16:25
and that one minute with material labor
16:28
time overhead is now costing her a
16:30
dollar Forty Nine so we’ve done is
16:33
created our pre-emergent for Angie we’re
16:36
gonna save a new and walk down the sheet
16:37
here so we’ve got our uh actually that’s
16:40
our bed post emergent we’re onto our bed
16:42
pre-emergent
16:47
same exact process we need a code we
16:50
need a service mode is it taxable is it
16:51
not invoice description needs to be
16:53
selected to an account we need an
16:55
estimate description and we need to go
16:57
into our rate matrices
16:59
and we’re going to grab our
17:02
set square footage
17:05
and ignore those threes and fun
17:06
obviously I’m just doing that right now
17:08
for Speed and simplicity top five lines
17:10
are going in the essay one new a
17:12
thousand is 50 bucks
17:14
foreign
17:21
costing us 11.99
17:26
and every 100 square feet over the first
17:28
thousand for our bed pre-emergent which
17:31
is a granular with the product built in
17:32
here on the left
17:34
um it’s gonna be eight dollars and .005
17:39
that is costing Angie and the team a
17:42
dollar twenty
17:43
so if you have questions you want us to
17:45
kind of demo how to do this inside
17:47
service autopilot let us know but we do
17:49
this with hundreds of companies each
17:51
year
17:52
um in here so first Simplicity here
17:54
because I have a meeting in a minute I’m
17:56
going to grab our pruning we already
17:58
have an example for pruning just like
18:00
the backpack last one I’m going to do
18:01
here is our mulch installation
18:05
business
18:09
we’re building this out and now we are
18:11
going to drive this all into a estimate
18:13
template here in a second to bring it
18:15
all the way across the finish line for
18:16
everybody
18:17
watching
18:21
and that is that square footage
18:25
and we’re going back 1 to 300 is 195 in
18:29
labor so
18:34
it’s three hours and it’s costing Angie
18:37
127.05.
18:42
and every 100 square feet over the first
18:45
300 so after our three yard minimum
18:48
that is 60
18:50
65 bucks in one hour
18:54
and 42.35 it’s cautious so save last
18:57
part of this that we’re doing is going
18:58
to be driving this all home into a
19:01
scalable process so now what we’re doing
19:03
is going back to the simple growth
19:05
blueprint if you need some help uh feel
19:07
free to drop us a line or check us out
19:09
at simple growthsystems.com uh but what
19:12
we’re really doing now is we’re going
19:13
into the gear icon and we’re grabbing
19:15
our job estimate templates
19:18
all right
19:25
we are going to create a new one here
19:35
Facebook live Angie all right she’s got
19:37
her name in here now both and we’re
19:39
going to connect this to a estimate
19:40
document that connects our email
19:41
estimate document and our acceptance
19:44
email
19:48
and what we’re going to do is now go in
19:50
and add the services from top to bottom
19:53
so Roundup per minute is our first one
19:56
obviously we named this a little bit
19:58
different if we’re showing it customer
19:59
facing but for today’s
20:02
example this is just fine and our bed
20:05
pre-emergent now this would probably in
20:07
my opinion be put together in a package
20:11
so we could actually go in and
20:16
apply those different applications in a
20:19
set start to end around but for this
20:20
example I’m going to do is set services
20:22
and we’re going to go in and grab
20:25
our mulch installation
20:28
and now we’ve got our three surfaces
20:30
that were built out in the live show
20:32
here we’re going to save and close and
20:34
then we’re going to drive in some
20:37
um
20:37
workflow so we go in
20:40
go to our test tester ideally you’d want
20:42
to create a form to capture these custom
20:44
fields and plug it into the on-site form
20:46
in the mobile and then when you open up
20:48
this estimate they are going to drive in
20:50
there automatically but for time right
20:51
now I’ve got uh symbicro Financial
20:54
meeting here in about two minutes so I
20:57
want to make sure that we’re not missing
20:58
that uh so we’re going to go in and add
21:00
a template
21:02
that template now is going to connect to
21:03
our estimate email estimate document and
21:05
acceptance email
21:06
and Angie where’s your template there we
21:09
go
21:11
all the service equipment and if we had
21:13
a on-site estimate form we would be
21:16
filling out the form and the data would
21:18
come in so let’s say I thought there was
21:19
35 minutes for
21:22
um the spraying per visit and our bed
21:25
pre-emergent is based on square footage
21:28
so let’s say I got a 600 square foot bed
21:32
here
21:33
and our mulch installation I measured
21:36
was 900 square feet
21:38
and we want to go in on the template
21:40
most likely that you could select it on
21:42
the Fly here you would go in and grab
21:43
your hardwood mulch
21:45
and since there’s nine hours here and
21:47
we’re using that production rate that
21:48
would be nine yards of mulch that we’re
21:50
charging 50 bucks or a yard cost us 38
21:53
with a profit margin markup of 24
21:55
percent so we’re going to draft a quote
21:57
on all of these
21:59
um now Angie if you’re quoting in a
22:01
package you may have multiple rounds or
22:03
if you’re doing it separately at least
22:05
in my area I may have eight visits
22:07
or that post-emergent so this would be
22:14
uh
22:15
bad maintenance
22:22
he visits obviously you want to dial
22:25
this all in on the template but I just
22:27
want to add ask or answer her question
22:28
live here uh this next thing you’re
22:30
going to hit save and close I’m going to
22:32
email this to myself so you can kind of
22:33
see what the finished product looks like
22:35
any comments or questions drop them
22:38
uh right to
22:41
us write to us on Facebook here we’re
22:44
happy to answer them just like we did
22:45
Angie’s pre-submitted question actually
22:47
by email uh so if you’re a client of
22:49
simple growth and you have some
22:50
questions around this
22:52
uh let me know and we are just waiting
22:54
for this email to come on the other
22:56
screen and I will pull up
22:58
the actual estimate
23:03
and time wise here we may just
23:06
looks like I did not send it so that
23:08
would be part of the problem
23:10
all right so we’re gonna hit email
23:14
got a pre-templated email and we’re
23:15
going to hit send and with any luck that
23:19
email will be in my inbox and I can show
23:21
you what the live version actually looks
23:23
like of this email little known fact too
23:25
with these um
23:27
estimates here sent through service
23:29
autopilot they’re a live edible docs you
23:31
can do actually changes in it until it’s
23:32
accepted or won so that is actually
23:34
going to be a massive benefit here uh so
23:37
as we’re going in and pulling this over
23:38
from my email that just came over less
23:41
than a minute we’re going to click view
23:43
my proposal and this is the answer to
23:46
Angie’s question so we’ve got our bed
23:50
pre-emergent eight visits or
23:52
post-emergent eight visits we’ve got
23:54
pre-emergent I would suggest building
23:56
this in a package Angie I’ve got remote
23:58
installation is here so uh best practice
24:01
we probably have two columns that’s the
24:03
way we traditionally build that out we
24:04
set these up for folks that estimate
24:06
grid can be a little bit tricky so I’ll
24:08
definitely make a video in upcoming
24:10
videos how to actually manipulate the
24:11
estimate grid to get it to show how you
24:13
want for your maintenance fertilization
24:14
design build they’re probably all
24:16
different grid views that you want to
24:18
put together so appreciate you coming
24:19
out today Callahan’s corner you ask the
24:21
questions we had some live right here on
24:23
Facebook

0:00
welcome back to Callahan’s corner where
0:01
you ask the questions and some live
0:03
right here on Facebook had a great
0:04
question submitted actually pure
0:06
coincidence over the weekend uh person
0:09
submitted one of the Facebook groups
0:10
here and wanted to know about a new
0:13
employee onboarding and how to actually
0:16
automate and make sure what should
0:18
happen uh can happen seamlessly for a
0:20
great first appearance or impression uh
0:23
for your new hires in your service
0:25
business or really any business for that
0:27
matter so after automating and
0:30
um running two seven-figure businesses
0:32
and about to uh break the seven figure
0:34
Mark any third business here I thought
0:36
I’d kind of lift the hood and actually
0:37
talk about how do we actually go on and
0:40
create a new hiring and onboarding
0:42
process that holds uh the business owner
0:44
accountable to what they should be doing
0:45
and everybody else in the organization
0:46
and hopefully uh alleviate the business
0:48
owner from having to do any of these
0:50
manual tasks
0:52
um so delegation and allow to leverage a
0:54
software program to make sure what
0:56
should happen happens each and every
0:57
time and if it doesn’t it pulls the
0:59
business manager owner to manage that so
1:00
what I’m going to do in similar fashion
1:02
that we do with Callahan’s corner here
1:03
is I’m going to actually go in and open
1:05
up the screen and show you what this
1:07
looks like so
1:08
what we’ve got here in the screen here
1:11
quickly is all the simple growth
1:14
onboarding process so we’re going to go
1:15
in and send the job offer letter uh
1:18
employee confidential agreement
1:19
non-compete or non-solicit employee
1:21
handbook Gmail access payroll Google
1:24
meet for in first invite of training
1:26
core values in timesheet so these are
1:30
the emails that need to be sent and then
1:32
we’ve gone in to find the sent access to
1:35
our training courses and a bunch of the
1:38
products that we use such as Monday
1:39
slack keep ring central service
1:41
autopilot a few other ones uh and then
1:43
the final part here at the bottom as I
1:45
scroll down is our technology needed
1:48
such as laptop monitor headset and other
1:50
uh things that may be needed based on
1:52
the position so what we’ve done is
1:54
clearly defined an onboarding checklist
1:56
process uh this is a manual process
1:59
originally that can be taken care of and
2:01
then
2:02
what we can do is go in and build an
2:04
automated system around it so what we’ve
2:07
done is done this in a product called
2:08
keep used to be Infusionsoft
2:11
um very similar same thing can be done
2:13
in other products such as service
2:14
autopilot but the idea here is that on
2:17
the inside of our automation campaign if
2:19
you’ve never seen this it goes from left
2:20
to right versus from left to right and
2:22
up and down in service autopilot but
2:25
what we’ve got is our new hire
2:26
information here and this is actually a
2:29
web-based form
2:31
it can be filled out by the onboarding
2:33
or hiring person at the company we’ve
2:36
got basic information hourly payer
2:38
salary what the responsibilities would
2:40
include their new hire date and uh to
2:43
process the job offer starts for email
2:45
and then once they’re accepted we can
2:47
manually override this
2:49
um if the process was a little bit
2:51
different based on the situation but
2:52
basically once you fill this in
2:55
um everything that needs to happen
2:56
automatically triggers from this form
2:58
and it creates an automated process so
3:01
once we’ve sent the job offer and
3:03
they’ve accepted it there’s a series of
3:05
things that need to happen
3:07
um and as I back out into this
3:08
automation this is kind of what happens
3:10
here so it’s going to apply a tag or
3:12
several different tags and what we’ve
3:15
got here is the external job offer so
3:18
all pre-templated ready to rock and roll
3:20
you fill out that form this thing
3:21
pre-templates in uh the company
3:23
obviously comes off first impressions
3:25
great
3:26
and it happens in a timely manner so uh
3:29
the individual or individuals actually
3:31
we just hired over the weekend since
3:33
Thursday through uh this week and it’s
3:35
simple growth
3:37
um this was the process basically hit
3:38
here so basically this pre-templeted
3:40
email comes in with the job offer they
3:43
can click here to approve and here is
3:45
the actual job offer so all these custom
3:48
fields or variables are filled in from
3:49
the onboarding form
3:51
um and we go in and actually break down
3:53
compensation benefits employment at will
3:56
and all the other information here in
4:00
addition tied into it is the employee
4:01
secrecy confidentially non-solicitation
4:05
um here
4:06
so once again all the things that a lot
4:08
of times in our service businesses we
4:09
forget to do in the spring or fall when
4:11
we’re hiring and trying to just get the
4:12
work done
4:14
um all this is now systematic it’s
4:16
automated and it’s going to be insured
4:18
to happen so all this information now is
4:20
in here so once that job offer and
4:23
non-solicitation document is taken care
4:25
of by the applicant they’ve now
4:28
basically become an employee so we’re
4:30
now able to uh want to accept or sign a
4:33
tags applied and now we have an internal
4:36
email that actually is basically hooked
4:40
into a web hook into our Monday project
4:43
management board and now uh that project
4:45
management board is going to set some
4:48
things into play to get this individual
4:51
invited into the different softwares we
4:54
have and
4:55
um get the technology from our
4:57
technology department lined up so once
4:59
we’re back in this
5:01
um
5:02
automation here
5:04
this is an internal email that’s sent to
5:07
our HR and payroll person that literally
5:10
says hey this person has accepted it and
5:12
we’re going to give uh Tammy who’s ahead
5:14
of our payroll in HR the ability to have
5:17
quick links to any of the documents they
5:20
may need
5:21
um
5:22
here’s our new hire package
5:24
the
5:26
i9w4
5:27
it2104 and direct deposits now now we’ve
5:31
got this it’s gone internally we’ve
5:32
allowed Tama to know this is it here’s
5:34
some quick links to the documents if we
5:36
haven’t hired somebody in a while so she
5:37
has it and she has a new higher package
5:39
so that’s going to our internal person
5:41
as well as linked to a Monday board
5:43
based on an email that can actually pump
5:45
this data into our project management
5:47
board uh internally as well we’ve
5:50
created a task on Monday to order the
5:52
technology create the accounts and a
5:55
product we call use LastPass so this is
5:56
our internal email to order setup and
5:59
handoff Technology
6:01
um in here for the two different people
6:02
that need to track that so that is all
6:04
now automated and then the final part is
6:07
our external email to send to the new
6:09
hire so one of the biggest issues we see
6:11
uh in my business in the early days and
6:14
other businesses we work with is that
6:15
the collection of payroll documents and
6:18
tax uh things for the end of the year or
6:21
subcontractors 1099s
6:23
um
6:24
the W9 or W4 that’s where it gets kind
6:27
of a little wishy-washy so what we’ve
6:29
done is created a process where a very
6:31
similar email goes out to our new hire
6:33
now that happens automatically and it
6:36
will get them the information they need
6:39
um in that same email here uh what I’ve
6:42
done a little bit different than the
6:44
internal emails I’ve actually included a
6:46
welcome video of myself as the business
6:48
owner I’ll welcome them in there in the
6:51
information they need
6:53
and let him know hey you need an I9 a W4
6:55
it2104 an interact deposit
6:58
um and here is the direct links to the
7:00
state links when you click in here uh
7:02
the actual URL link is actually in there
7:04
or the attachment for them to download
7:06
so that is a great way to go in and
7:08
automate your new employee onboarding
7:11
and then it waits another day here so
7:13
the two individuals today that just came
7:16
on board uh Tuesday or Wednesday
7:18
depending on their higher dates
7:20
um we’ll actually go in and get a copy
7:23
of our core values and what we stand for
7:25
and how we operate so once again we’re
7:26
not only onboarding them and welcoming
7:29
them but we’re starting to indoctrinate
7:30
them to our core values which we hire
7:32
fire and train to
7:36
so great way if you’re in the Civil
7:38
growth masterminds group and you’re
7:39
looking at how do we use these core
7:40
values how do we go in and acclimate
7:42
people to it uh let’s start to
7:43
indoctrinate them to that core values
7:45
that we hire train and fire to right off
7:48
the bat so a lot of people are wondering
7:50
how do we do that this is how we do it
7:52
the second part of going in and not only
7:55
filling out a form to get the job offer
7:58
the non-compete the internal task for
8:01
the technology and all the things that
8:03
need to happen on the internal team and
8:06
the uh external emails for the new hire
8:08
to get that done but the final thing is
8:11
how do we go out and start to train
8:12
these folks if we don’t have the
8:14
bandwidth to train them one-on-one right
8:16
out the gate and how do we track it so
8:17
what we’ve done is gone into the simple
8:19
growth Learning Hub here
8:20
um and this is our test tester I just
8:22
pulled this up uh but right off the bat
8:24
the gentleman that just started today is
8:25
going in and he’s learning our office
8:28
systems for service autopilot workflow
8:31
our sales process how do you slack
8:34
manychat RingCentral Monday G Suite
8:36
these are all the products we’re using
8:37
how we utilize YouTube Infusionsoft go
8:41
to meeting and our essay setup in Deep
8:43
dive training and our product offering
8:45
so basically I can go in and see the
8:48
progress or somebody on the team can and
8:50
this is their now they’re probably the
8:51
first two to three weeks worth of
8:52
automated video training that goes on
8:54
with the one on one so you probably
8:56
wondering Mike what does this look like
8:57
on the inside so this is actually the
9:00
inside of our service autopilot workflow
9:01
training internal training uh if you’re
9:03
a simple growth client and you’ve done
9:06
an essay set up or deep dive you
9:07
actually probably have seen a version of
9:08
this but this is how we train our team
9:10
and actually train our clients so we are
9:13
going in and standardizing training from
9:14
lead acquisition all the way through
9:16
billing and fulfillment
9:18
so we’ve got an overview video how to
9:20
use the course
9:22
here and if they’ve never used the
9:24
process this is how they’ll actually go
9:26
in and use the actual online learning
9:28
course or training and then the final
9:29
most important part is our overview of
9:31
service autopilot if this is what we’re
9:33
training
9:34
and that’s going to go through and give
9:36
a 30 minute overview of lead acquisition
9:38
all the way to billing and how we
9:40
systematically set the system up train
9:42
and support it through our help team and
9:44
then the final part is we break down
9:46
each one of these little areas into its
9:48
own one or two minute video here
9:50
across the left here complete with
9:52
testing
9:54
um so there’s six questions based on the
9:55
six videos you have to get them correct
9:57
to go on to the next unit and what we’ve
10:00
done is standardized our training for
10:02
our internal team as well as our clients
10:04
to be able to go in and systematically
10:06
use the software all the same way be
10:07
able to support it and standardize it so
10:10
if you’re looking at how to automate
10:12
your onboarding process you’re going to
10:14
want to go quick review to a form that
10:17
is going to capture all the clients or
10:19
all the applicants information for the
10:22
job offer and the non-solicit a few
10:24
manual overrides and then we’re going to
10:26
do is drive that process based on some
10:28
tags signatures or clicks to the offer
10:32
once it’s accepted
10:34
um internal processes that the person
10:37
has accepted and to get all the
10:40
information we need set up uh to a task
10:42
to order the technology create accounts
10:44
and finally a document and email to go
10:48
out to the actual applicant of their
10:51
final part of the onboarding before we
10:53
actually do some one-on-one for their
10:54
tax documents and other information they
10:57
need here and these are going to include
10:58
a welcome video and a clickable button
11:01
to download or go to the state provided
11:03
link and the direct deposit forms
11:06
and finally we follow up with some core
11:08
values uh 24 hours later to start
11:10
reinforcing what we hire train and fire
11:13
to so uh this is the workflow that we
11:17
have set up for a lot of our clients as
11:19
well as our internal process so I want
11:20
to give a little knowledge or lift under
11:22
the hood of how we actually go on and
11:24
create a job offer a non-solicit
11:26
non-compete tax document onboarding how
11:29
do we indoctrinate them to the core
11:30
values of our company and then how do we
11:33
actually delegate the onboarding to a
11:34
Monday board where we handle the
11:36
Fulfillment of Technology
11:39
and all the other information that we
11:40
need to be uh basically put in place for
11:43
successful onboarding so Callahan’s
11:45
corner you ask the questions we answer
11:46
them live right here on Facebook Greek
11:47
questions submitted of how do you tackle
11:49
employee onboarding especially in the
11:51
busy season

0:00
welcome back to Callahan’s corner where
0:01
you ask the questions and some live
0:03
right here on Facebook I talked to a lot
0:05
of Industry experts um and people who
0:07
have gone out and scaled if not one but
0:09
multiple seven-figure businesses uh not
0:12
only in the service industry but in
0:13
multiple Industries um and there really
0:15
is one common denominator that I could
0:17
find amongst the success of business
0:19
owners that really break that seven
0:21
figure Mark and get to that three to
0:22
five million Mark and well beyond
0:24
um and the ones that seem to kind of die
0:26
out in that stage three business they
0:28
start bumping up against that seven
0:29
figure marker get just past it
0:32
um and things kind of just fall apart
0:34
for better lack of uh explanation there
0:37
and I think there’s there’s a main
0:39
reason why these businesses tend to fall
0:41
apart
0:42
um and then slide back to a comfort area
0:44
and that Comfort area really is one of
0:46
complete chaos
0:48
um or just really not providing great
0:50
service
0:51
um usually the later the latter it is
0:53
just really going in and um having a
0:55
business that isn’t structured and be
0:58
able to control your time uh so we are
1:00
obviously big proponents of automating
1:02
your business and creating systems that
1:04
are scalable and delegatable such as
1:06
automation through life cycle marketing
1:08
as well as going in and creating systems
1:11
such as production rate based estimating
1:13
job costing
1:15
um how to use several different
1:16
softwares to accomplish that but the the
1:18
biggest thing that I find for Founders
1:21
um and I fell victim to myself in the
1:23
early years is we need to figure out how
1:24
to manage our time
1:26
um but that’s not only the
1:28
uh the solution to part of this but it’s
1:30
it’s only start the start of it because
1:32
really as we’re looking at it
1:34
our team members are falling victim to
1:37
the same issues that we are
1:39
um even if we do figure out how to
1:40
manage our time so I’m going to break
1:41
down some simple examples of how you can
1:43
actually use time management in your
1:46
service business or any business for
1:48
that matter and how you can actually go
1:50
out and coach in um support your team
1:53
members to manage their time more
1:55
effectively so as you’re looking at it
1:58
uh basically there’s really two sides of
2:00
the business on the right hand side
2:02
we’re going to call this working in the
2:04
business as Michael Gerber would say
2:06
Obviously Michael Gerber uh profess that
2:08
we should be working on the business not
2:10
in it but obviously there’s going to be
2:12
some times that we need to work in the
2:14
business especially our team members so
2:17
what I’m proposing is about 80 percent
2:19
of our time is probably in a business as
2:21
it’s scaling is going to be working in
2:23
the business but we really need to do is
2:25
save the other 20 to be working on the
2:28
Strategic objectives and working on the
2:30
strategies setting the vision and where
2:32
we’re going
2:33
um so I’m going to show you some simple
2:34
tips or tricks that I use and how we’ve
2:36
I’ve mentored more than a few people on
2:38
my multiple businesses how to actually
2:40
manage some time and get some
2:41
Effectiveness out of their day and to
2:43
make sure the things that need to get
2:44
done on a daily weekly basis happen
2:47
um but how do we block out some time and
2:49
not be fighting fires all day so without
2:51
any further delay I’m going to pop open
2:52
my screen here and at the end I’m
2:54
actually going to show you
2:55
um
2:56
inside an online calendar such as Google
2:58
Calendar how I actually go out and work
3:00
with my team members to actually create
3:03
structure in their bit their day to
3:05
achieve the 20 of strategic objectives
3:08
in the 80 of being able to work in the
3:11
business with uh getting all those
3:13
things done on a daily weekly basis
3:14
because let’s face it folks especially
3:16
in the spring rush in most service
3:18
businesses
3:19
um it’s near impossible to get all these
3:21
things done so if we don’t guard our
3:23
calendar
3:25
um hey we’re not getting a run but B our
3:26
customer service is well it’s probably
3:28
gonna suck
3:29
um but by going in and blocking the
3:30
calendar not only are you going to have
3:32
better productive days that are
3:34
predictable and you and your staff will
3:35
be more happy but be your clients are
3:37
going to be more happy because they are
3:39
going to get a predictable service
3:42
um Debbie sardone who runs cleaning
3:45
business fundamentals CBF
3:47
um
3:47
and one of her talks I thought was crazy
3:49
at first but I love Debbie and Debbie is
3:52
um just a mad genius when it comes to
3:54
business
3:55
um but Debbie said
3:56
in one of her talks while I was sitting
3:58
and we split a day doing a talk I
3:59
believe it was a Savannah Georgia uh
4:01
teaching lawn care and business owners
4:03
another service business Industries how
4:04
to go out and automate and run a
4:06
business
4:07
um she talked about your client only
4:10
um requires the demands 80 percent now
4:13
we obviously business owners want to
4:15
give 100 110 but really what she was
4:17
getting to is they want consistency and
4:20
if you can get them 80 percent
4:22
consistently on-time predictable
4:24
Services
4:26
um that’s the same each and every time
4:27
that’s where you’re going to win
4:29
um so same kind of methodology here uh
4:31
we your clients if you are not running
4:33
around with a chicken like it’s head cut
4:35
off are going to be more happy so I’m
4:37
going to show you how to really build
4:39
this into your schedule and actually
4:40
delegate this I’m going to do this as
4:42
two uh admin examples and then I’m gonna
4:44
open up my calendar our test calendar to
4:47
show you how to actually start to build
4:48
this out for yourself and your team
4:49
members and let me tell you uh if your
4:51
team members have never been introduced
4:52
to this this is instrumental so it’s not
4:54
just enough to go out and block your
4:56
calendar and teach this but we need to
4:58
go out and start to support our team
4:59
members with this it’s how we grow and
5:00
scale a business and start to delegate
5:02
with predictable results and like Debbie
5:04
said we need to do 80 consistently and
5:07
that is going to win the game uh don’t
5:09
strive for 110 each time because it’s
5:10
not going to happen so this process will
5:12
create predictable results and it may
5:15
not be an immediate um
5:17
jumping on an issue when as soon as it
5:19
happens but it’s going to be consistent
5:21
predictable and that’s what people want
5:22
not
5:24
um reactive every time something happens
5:26
so without any further delay I’m going
5:28
to pop open the screen here and uh take
5:30
a look at it so this is uh potentially
5:32
an admin position here
5:33
and what I’ve done is broken out a scope
5:35
of work of how they can actually uh
5:38
break this down here and what we’re
5:40
looking at here is I’m setting up a
5:42
daily Cadence okay and we’re going to
5:44
talk about what should be done on daily
5:45
Cadence on a regular basis and then
5:47
we’re going to break it down on each day
5:49
of the week what we should be doing so
5:50
create predictable results that are
5:51
measurable actionable and it’s very
5:53
clear at the end of the day and the end
5:55
of the week if this person has done
5:56
their job now the issue comes up is we
5:58
get an aggravated client a truck breaks
6:00
down we need emails to return and we’re
6:03
constantly working those things those
6:05
are going to be distractions I’m going
6:06
to show you how you break those into
6:07
your day for consistency as well but
6:10
what we’ve got here is a basic example
6:11
is uh daily this admin is going to be
6:13
doing uh social media so basically on my
6:17
team this person will be going in
6:19
uh we’re gonna be doing a Facebook live
6:21
by myself the team
6:22
um essay weekly we’re going to go and
6:24
take that video and create a podcast out
6:26
of the video that I’m making today we’re
6:27
going to post that video
6:29
um
6:30
in different areas based on live or post
6:32
recorded and it’s based on the cell
6:33
cycle working on our marketing document
6:35
they’re going to go into Instagram and
6:37
repurpose that video uh Twitter
6:39
and then on the sales Focus so that is
6:41
our social media area of the Day sales
6:44
follow up on hot leads
6:47
um go in communicate with the sales team
6:49
has things been updated uh has the data
6:51
been loaded into our sales
6:53
um Monday morning meeting agenda so we
6:55
can review that every Monday with the
6:57
team cover live chat
7:00
um YouTube they’re going to be creating
7:01
some thumbnails in canva to stick on
7:03
these videos that we’re making here to
7:04
actually get them in so we’ve got some
7:05
Cadence here
7:07
so that’s what we’re going to be doing
7:08
on a daily basis to make sure all the
7:09
social and sales are taken care of for
7:11
this position obviously
7:14
um we’ve got another admin probably
7:15
handing AR on a daily or twice a twice a
7:18
week Cadence uh weekly we’ve broken down
7:21
the things they may be doing every
7:22
Monday Tuesday Wednesday uh notice
7:24
Wednesday work on strategic objectives
7:26
so those are some of the things we’re
7:27
setting in for our quarterly and
7:28
annually goals what are the things they
7:30
have to do to do to get that done so we
7:32
need to block some time out on that uh
7:34
Thursday
7:36
Friday and then monthly
7:38
so now we have a clear Cadence of what
7:41
needs to be done
7:43
um on those days now if we go into
7:45
another admin position in the team uh
7:48
Monday the returning calls and emails
7:49
enter new sales and the install
7:51
documents post social media on sites
7:53
above on 9am
7:57
meet with Mike I’m in the financial team
7:59
to do overdue invoices on 11 to 12 team
8:01
meeting
8:02
once again Tuesday return calls and
8:04
emails so we’re going to start blocking
8:06
out the consistent things that need to
8:07
happen on a daily basis I’m going to
8:08
show you how we actually do that but
8:10
you’ll notice that this position here
8:12
has return calls and emails first thing
8:14
in the morning
8:16
um and each day there’s a different
8:17
Cadence that needs to be tackled here as
8:19
we continue to scroll down so the idea
8:21
is drop it into a Google doc block out
8:23
what it looks like what do you need to
8:24
do every day and then what are the
8:25
objectives we’re doing uh each day of
8:27
the week and then if there’s something
8:28
monthly or quarterly we’ll put that into
8:30
the calendar but uh this is really I
8:32
wanted to lay that as a foundational
8:34
piece but this is really where the
8:35
rubber hits the road here folks
8:37
um so
8:39
I was going to pull up my personal
8:40
calendar but we’ve got a lot of clients
8:42
names on there and different means that
8:43
I don’t really want to share on a
8:44
Facebook video but let’s say we’re
8:46
breaking this down for an admin or
8:48
um a manager of the cruise so really
8:51
what I’m looking at here is let’s say
8:52
we’re getting the cruise out at 7 00 a.m
8:56
um or maybe 8 A.M so maybe we’ve got a
8:59
Time block for the admin to go in every
9:02
day here and
9:04
from seven to seven thirty they are
9:06
going to go in and review uh
9:12
yesterday’s work
9:17
and update
9:19
routes
9:21
so that’s something there that that’s
9:23
going to happen in a service business
9:24
pretty much pretty much every day we
9:26
need to make sure we’ve got actual clock
9:27
in and clock out budgeted time and if a
9:29
job was skipped or there was issues they
9:31
couldn’t get into a backyard couldn’t
9:32
get into a house it was locked out at
9:34
the end of the day we need to put that
9:36
in there so this would be now assigned
9:38
to a particular person or if it was on
9:41
my calendar
9:42
um I would go in and then
9:45
potentially hit save here if it was a
9:47
meeting we could do a video recording so
9:49
this is great whether you’re in the
9:50
field on an iPhone iPad or in the office
9:52
but if we go to more options here uh
9:54
what we’re going to do is go in and does
9:57
it repeat yes it does and this is going
9:59
to be
10:00
um pretty much daily here or we could do
10:03
every day of the week Monday through
10:04
Friday so that would probably be the
10:06
plan there
10:07
um I would potentially say let’s go in
10:09
and put it daily because if we’re
10:11
delayed with rain or different issues
10:13
this would pop up on a Saturday or
10:15
Sunday if need be but now what we’ve got
10:17
now is we’ve got a daily Cadence that
10:19
this person is reviewing yesterday’s
10:22
work and getting
10:23
um
10:24
this work ready now we could be going in
10:27
uh at 8 am
10:29
once they’re already in the office and
10:32
this could be our time slots I would say
10:34
we would probably block out on this
10:36
methodology here maybe a half hour to 45
10:38
minutes now depending on the volume but
10:40
this would be uh return
10:43
emails now 8 AM maybe a little bit early
10:46
in some areas to return in phone calls
10:49
um so we’d probably go in or email
10:51
returning phone calls so we would
10:52
probably go in and say okay we’re going
10:54
to go in repeat
10:56
Monday through Friday and hit save
11:01
and we would probably go in and say
11:03
every morning by eight from 8 30 to 9
11:05
we’re returning phone calls now
11:07
obviously if there’s no phone calls from
11:08
the night before we’re good we move on
11:10
to the next objective uh that we need
11:12
but more options we’re going in now this
11:14
is how we’re going to go in and start to
11:16
build out a Cadence for our admin or
11:19
ourselves based on the roles and
11:21
responsibilities that we’ve highlighted
11:23
out on these Google Docs
11:25
so now that we have this we’re going to
11:27
go in and add this feature and we’re
11:30
going to do this
11:32
Monday through Friday
11:37
so now we’re starting to build some
11:38
Cadence in here so on Monday mornings
11:41
we’re probably going to have a team
11:42
huddle if you don’t I would highly
11:44
recommend it uh so this would be our
11:46
leadership role so in our business it is
11:48
usually from 11 to noon so this would be
11:49
just our Monday so this is our Monday
11:53
morning meeting
11:57
leadership
12:00
and what I would also recommend is we’re
12:02
starting to block this time here
12:05
we’re starting to make some of the
12:07
colors of these different so our
12:10
leadership meetings may be one color our
12:12
daily tasks or things that we need to do
12:14
are going to be uh in this default blue
12:17
color so we’re going to start to time
12:18
block this calendar as well to start to
12:20
guard it um now if we are
12:24
um potentially
12:26
a project manager or someone like in the
12:29
field we could potentially say okay at
12:31
one o’clock on Monday Wednesday Friday
12:34
this could be our
12:36
QC and site
12:43
and slash complaints
12:47
so as we’re starting to get this idea
12:49
here then we would go into more options
12:51
and we’re going to go into a custom
12:53
repeat and go in and actually start to
12:55
block this out so I’m going to do Monday
12:57
Wednesday Friday so the idea here is if
13:00
a complaint came in over the weekend it
13:01
came in on
13:03
um Tuesday whenever that is within 24 to
13:06
48 hours that complaint is now addressed
13:08
so we have good customer service but
13:10
we’re not leaving the office and running
13:12
out to deal with the complaint unless
13:14
it’s catastrophic like a lawnmower drove
13:16
through the side of a house or something
13:18
um this is now going to create
13:20
predictable ability for an admin or
13:21
yourself to block that time and actually
13:24
go out and manage those issues without
13:26
running around
13:28
um crazy this is where we’re starting to
13:29
build time and build Clarity and
13:31
consistency in the business so as you
13:33
can see here I’m kind of overlapping
13:35
some some roles but honestly uh
13:37
depending on the size of your business
13:39
this actually could be really applicable
13:43
um so with drive time that could
13:44
actually potentially be driven out maybe
13:46
to an hour and a half or two hours
13:48
once you update one they can update this
13:50
in following events or that events now
13:52
we’re starting to build some Cadence in
13:54
here uh so let’s
13:56
you kind of get the idea here but we’re
13:58
going to go in and then these are daily
14:00
activities that are responsive uh
14:02
leadership activities are probably going
14:04
to be in a different color quality
14:07
control and things like that probably
14:08
would be in a different color now where
14:10
I find a lot of value in this is Tuesday
14:13
Thursday are actually my strategic
14:15
blocks to work on the business and not
14:16
in the business so uh the team pretty
14:19
much knows unless I’m helping cover a
14:20
deep dive or on the road
14:23
um
14:23
from nine to probably about 3 P.M
14:29
I’m going to go in and color block that
14:31
but that is a
14:34
strategic block and this is where we
14:37
start to actually work on the business
14:38
not in it
14:40
um and this is really the instrumental
14:41
part so you can see I’m going in now I’m
14:44
blocking that out and then I’m going to
14:46
go in and repeat it
14:50
custom every Tuesday Thursday
14:55
and hit save and now that time block for
14:57
my strategic block to work on the
14:59
business and not in it is blacked out
15:01
now my admin
15:03
um and honestly to myself that’s my time
15:05
to work on the business now something
15:07
comes up or an emergency I’ve got that
15:09
built out every other day here Monday
15:11
Wednesday Friday so if there’s a massive
15:14
issue that
15:15
as far as quality control or customer
15:17
could service I’m still going to be
15:18
responsive but now I’m doing it in a
15:20
controlled time that’s going to create
15:22
predictable results and it’s going to
15:24
give me time to actually go out and
15:26
manage that issue on site with the
15:27
client if I need to in my service
15:29
business so these are the things that we
15:31
really want to be doing now
15:33
let’s assume that your business has
15:35
grown to a size and you’re a state that
15:36
does sales tax or quarterly taxing or
15:40
just something that needs to be done uh
15:42
what we can do then is go in
15:45
and say let’s say the sales tax is due
15:47
the 20th of every month which it was in
15:49
New York state
15:51
um
15:52
here actually still is we could say the
15:55
17th of every month
15:57
we’d go in and say okay at 9 00 A.M
16:02
this is our
16:04
sales tax obviously once you get to a
16:07
size of business you’re filing monthly
16:09
you’ll probably have someone doing this
16:10
but Tammy and my business would actually
16:12
go in and do this now if I’m happy
16:13
helping Tammy she’s more than capable
16:15
but in the early days let’s say Tammy
16:17
was having issues with this I would go
16:19
in and go under other and add the
16:22
calendars and then go in in a screen
16:24
share and you need with this person help
16:26
them build out their calendar but what I
16:27
would do then is say this is my time for
16:30
an hour to file a sales tax and then my
16:32
options is
16:33
uh going in and does not repeat and then
16:36
I can do monthly on the third Friday
16:39
or monthly on a certain date
16:43
um
16:44
in there so this is the idea is we can
16:47
set custom recurrences in here now uh a
16:51
service like service autopilot will have
16:53
tickets I’m going to recommend using
16:55
this because tickets are not going to be
16:57
able to block and manage your calendar
16:58
now you can use them in correspondence
17:00
with tickets but if you’re looking to go
17:03
out and literally
17:05
manage your calendar here and get this
17:08
done the ability to manage and own your
17:11
time is going to be instrumental in the
17:13
ability for these strategic blocks very
17:16
similar to my business when Amanda or
17:19
Andrea now are two full-time admin are
17:21
going to be able to go in and say hey
17:23
Mike you’ve got your 93 block does this
17:25
fit in can I override it or
17:27
traditionally they’ll just block outside
17:29
of it this is where you’re going to own
17:30
your schedule this is the way that you
17:32
can create predictable results from your
17:35
team members now you can notice we’re
17:37
turning returning emails and phone calls
17:39
only once in the beginning of the day
17:41
now if you’ve got an admin
17:43
or manager uh obviously this is probably
17:46
going to happen need to happen uh
17:48
obviously more than just the beginning
17:49
of the day so what I would recommend is
17:51
this is what we did uh with my team is I
17:54
clicked into those and said okay if
17:56
that’s the case let’s customize that
17:59
um
18:01
and add that in so right after say their
18:03
lunch hour if 11 to noon was their lunch
18:06
we could go in and I’ll create a process
18:09
there to create
18:15
return email
18:18
and calls
18:22
and we’d go in and set that in with more
18:24
options and now that would also repeat
18:27
on Monday through Friday
18:31
and then
18:33
we would go in and hit save
18:35
so once again we could start blocking
18:37
these and actually setting the colors
18:39
here so everything in blue is in the
18:41
office uh everything here for QC could
18:45
be set up so if I know if I’m on the
18:47
road that’s going to be say a purple
18:48
color obviously you pick the colors you
18:50
want but this is the idea and then your
18:52
strategic blocks are in this yellow or
18:54
something that’s completely different so
18:55
you then once we updated all of these
18:57
these on sites would be all in blue or
19:00
purple we’ve got the blue that’s in the
19:02
office so now we’ve hit our returner
19:04
emails uh in the morning after lunch and
19:08
then I would go in and say okay between
19:10
4 30 and 5 o’clock same idea return
19:13
emails and phone calls
19:23
we’re gonna go into more options and
19:25
literally
19:27
block that out so this is this is really
19:29
it’s very very basic stuff but it can be
19:32
game changing if you’ve never done it
19:35
um on a consistent basis so now
19:37
our admin would have the ability to know
19:40
the returning emails and phone calls
19:42
first thing in the morning at 7am
19:43
they’re reviewing and updating
19:45
um the schedules and getting updated
19:47
before the crews get in at 7 30 and
19:49
maybe we’re driving this to if they’re
19:51
starting at seven they may be ending at
19:52
four
19:54
from
19:56
that time there now they’re returning
19:58
emails and phone calls
20:00
and we’d want to click in if we hadn’t
20:02
actually create a reoccurring
20:06
process
20:08
so now we’ve actually started to time
20:10
block some consistent results for any
20:13
position in our business uh now
20:15
obviously your crew leaders your
20:16
technicians these things are not really
20:18
going to happen on a Google Calendar but
20:19
anything above a in the field operator
20:23
right up to the business owner should
20:25
have their calendar blocked out this way
20:26
to be able to focus on at least 20
20:29
percent of that business working
20:30
strategically and then the 80 percent
20:33
that we’re working in the business being
20:35
controlled and creating persistent
20:37
results and be able to get 80 percent of
20:40
whatever we’re doing consistently
20:41
predictable
20:43
um by doing so here this is going to
20:45
hopefully alleviate your temptation to
20:49
go out and firefight and run around and
20:52
be reactive let’s go in and be proactive
20:56
and set times into Cadence and structure
20:58
to the things that happen in our
21:00
business by managing the Google Calendar
21:01
setting it up after we’ve gone in and
21:05
scoped out what is
21:08
our weekly cadences of each day and one
21:11
of our daily cadences and monthly and
21:14
build those into the calendar so they
21:15
should happen and then every day when we
21:17
go into our Monday morning meeting for
21:20
leadership or the core group
21:22
um we can have those things reported out
21:24
for clarity and every time you clock in
21:26
on Monday by the time you clock out on
21:27
Friday you know you’ve done your job
21:29
because now there’s a clear expectation
21:31
of when it should happen and the
21:32
customer is going to be happy because
21:33
you set a clear uh repeatable system
21:36
that is not going to be chaotic but have
21:38
consistent services and customer
21:40
satisfaction Callahan’s corner you ask
21:42
questions we had some live right here on
21:44
Facebook we’ll see you again tomorrow

0:00
were you ask a question to answer live
0:01
right here on Facebook got a question
0:03
submitted here uh by Gerardo in the
0:06
service autopilot’s Misfits group um
0:08
first of all I want to congratulate Eric
0:10
who uh manages that group breaking a
0:13
thousand members great place to provide
0:15
value and help members using service
0:16
autopilot and other business questions
0:18
so happy to answer this question here
0:20
and um help out a member of The Misfits
0:23
group um uh Gerard I want to know could
0:26
someone give me Insight or steps into
0:27
making an estimate template it seems I
0:29
have to make everything which isn’t a
0:31
big deal but trying to figure out it
0:33
trying to figure it out is beyond me
0:35
look up videos and topics but can’t seem
0:37
to figure it out thanks Gerardo so great
0:39
question uh we’re gonna break this down
0:41
live as we normally do here
0:43
uh for you so first I’m going to do is
0:46
open up my screen and uh go in and
0:49
actually show you how to create an
0:51
estimate template uh before we actually
0:53
go dive into the template though there
0:55
are some key things that we probably uh
0:57
want to understand in setting up the
0:59
system so I’m guessing um uh Gerardo
1:01
that had this question is like I’ve got
1:02
a lot of these elements but how do they
1:04
actually work together uh so as you’re
1:06
going in and making an estimate document
1:08
inside service autopilot there’s a
1:10
couple key things we want to look at uh
1:12
one is an estimate signature
1:15
similar to a DocuSign no extra price on
1:17
that the actual estimate document how to
1:19
get the pricing to actually merge into
1:21
the document and if we’re emailing out
1:23
the estimate how to get the estimate
1:25
email and acceptance email all tied into
1:27
that estimate document or template as
1:29
he’s talking about the question so I’m
1:31
going to open this up here
1:32
um and drive this literally from stem to
1:34
stern to the pieces that you need before
1:36
you actually make the estimate document
1:38
then we’ll bring all those pieces
1:39
together with best practice and as an
1:41
added bonus here if you got some time
1:42
I’m going to show you actually embed
1:43
videos to play live inside your
1:46
um
1:47
estimates to overcome any sales or Price
1:49
objection and create basically a 24 7 uh
1:52
sales person so you can actually send
1:53
these estimates and we can address any
1:55
sales or Price objections up front and
1:57
create more perceived value on the
1:59
estimate so before we dive in and
2:01
actually create this estimate uh we want
2:03
to go in and actually create
2:06
a job estimate template now this is uh
2:09
going in and we’re going to go under job
2:11
estimate templates and service autopilot
2:13
here if you have a comments or questions
2:14
feel to feel free to drop them in the
2:16
comments here as well what we’re going
2:18
to do is going to add a template
2:20
and what this template is going to do is
2:23
going to be associated with the estimate
2:25
document in the email on the front and
2:26
the back end of it so what we’re going
2:28
to do here is we’re going to do our
2:33
actually we’ll enable this our Misfits
2:36
Facebook live template
2:40
and we’re going to go in and Tackle in
2:42
uh both jobs or estimates I’m going to
2:45
tackle into both and what that’s going
2:46
to do is go in and actually
2:48
um give the ability to tie this into an
2:50
estimate document here so we’re going to
2:52
go in and actually grab
2:54
uh an estimate document here and this is
2:57
the part that when we make this is how
2:59
we connect it all so I’m going to show
3:00
you how to make the estimate document
3:01
but I wanted to at least show you this
3:03
is where I think the piece of the person
3:05
that asked the question is probably a
3:06
little confused at so once we connect
3:09
that there in the estimate template and
3:11
we would load in all our services we
3:13
have a template to go from
3:15
um all this stuff loads in so we’re
3:16
going to take this piece and have that
3:19
connected and we need this estimate
3:20
docket to make this actually work so I’m
3:22
going to leave that in a tab right there
3:23
just so I can kind of connect a DOT so
3:26
when we go to build an estimate document
3:28
we’ve actually got three pieces we’ve
3:30
got the email the estimate document and
3:32
the acceptance email so once again we’re
3:35
going in under the gear icon and we’re
3:37
going to go under documents so the first
3:39
thing we want to do is probably make out
3:42
the estimate document or the estimate
3:44
email so we’re going to do is go in and
3:46
make this a client email
3:50
and this would be our
3:55
Misfits
3:59
estimate email
4:01
complete with some typos today but we’ll
4:03
fix those up and we’re going to go in
4:06
your this is our email subject line
4:09
estimate
4:15
uh so it could be your estimate
4:18
um so we go in as we’ve got that’s our
4:19
last line of email sub your clients
4:21
we’re going to hit save and that’s going
4:22
to open up our email document so this is
4:24
how we’re going to send out the estimate
4:25
template that I’m going to show you how
4:26
to make here in a minute
4:28
um so what we’re going to do is we’re
4:30
going to go in and actually just use a
4:31
blank template this is going to be a
4:32
breakdown of how uh the estimate
4:35
document the estimate emails are
4:36
actually going to work inside service
4:37
auto pile so it’s a drag and drop
4:39
Builder we’re going to go in and
4:42
probably
4:46
drag this out here and we can
4:49
go in and then we’re going to go in and
4:54
just drag one more up top so first in
4:58
the content area I’m going to go in and
4:59
drag an image if we want that logo and
5:02
then we’re going to go in and grab some
5:04
content and actually I’m going to
5:05
probably grab
5:08
that and drag that over here you can
5:10
kind of see this block here that’s how
5:12
it sits so if we scroll in and click
5:14
into that we can actually delete that
5:15
block and then the content here is
5:17
actually going to be
5:19
a text block so what we’re going to do
5:21
is first of all go in and upload some
5:23
pictures if you’ve got them in here
5:25
I’m going to go in and grab a logo so
5:27
I’m going to use the one from Callahan’s
5:30
Lawn Care my lawn care company that I
5:32
previously had had and we’re going to go
5:34
in and go in and
5:37
put beer
5:41
and then you use the ad symbol and if we
5:43
went into
5:45
start typing client name that would
5:47
actually put client first name now if
5:49
we’re unsure of what those merge fields
5:51
are we can go into merge tags and find
5:53
them here but that’s a shortcut if we
5:54
eat the at symbol so we’re going to go
5:56
in
5:58
foreign
6:03
below to view your estimate obviously
6:09
you’d want to add some more in there
6:10
I’ll give you some best practice but I
6:11
want to show you really on the Fly
6:12
making this how this would work
6:14
um and then we’re going to go in and put
6:16
at and this is going to be
6:18
I believe it’s actually quote link not
6:20
estimate link
6:22
and it may not be so let’s take a look
6:24
here this is how you’d find it on your
6:26
own we go to merge tags
6:28
and
6:32
it is estimate link
6:36
and that’s going to put quote Link in
6:38
there
6:40
and we can go in and uh probably
6:42
eventually put a footer in here so we’d
6:44
go in and grab
6:46
um
6:48
company name company logo but we’d want
6:51
to go in and grab all these merge fields
6:53
and that’s going to be best practice
6:54
because as we build this out
6:57
um we want to be able to if we ever
6:59
change our name phone number email that
7:01
is the things we want to be able to do
7:02
so once we have that we’re going to hit
7:04
save and this is obviously a base
7:05
example the big thing here is we want
7:07
quote link
7:08
so I’m gonna hit save and close that’s
7:09
the first email that we need we’re going
7:12
to build the second email which is our
7:13
acceptance email because you need both
7:15
of those to connect it to your estimate
7:17
document so we’re going to add another
7:18
document
7:19
and this is going to be a client email
7:21
this is our
7:22
Misfits uh
7:25
acceptance and I’ll show you the actual
7:27
emails or an example of something we
7:29
used in my exact company this would be
7:32
email subject line again thank you for
7:37
accepting
7:39
uh
7:41
oh
7:49
and once again drag and drop Builder we
7:51
can go in use the template here and we
7:54
can drag in a couple rows
7:58
and I’m going to show you here in a
7:59
second what we actually used in my
8:00
company but I want to show you for the
8:02
question how to actually build this out
8:04
so we’re going to go in and grab that
8:06
logo again and grab some content uh if
8:10
you’re thinking about putting video in
8:11
your emails you cannot put any videos in
8:14
the email to play live you can put an
8:16
image that links back to a video to land
8:18
a landing page
8:20
um
8:21
and I’m going to show you how to get
8:23
those videos in there
8:26
thank you for accepting
8:37
quote we will
8:40
call you
8:43
schedule
8:50
so the idea is we’d put something in
8:51
here we’d obviously put a footer in
8:53
there but now we’ve got a email sent an
8:55
acceptance email we’ve got the two
8:57
pieces we need to actually build an
8:58
estimate document so those are the two
9:00
main things that we need to get going
9:01
here before we build this um we also
9:03
have a template we built and I’m going
9:05
to kind of connect the dots how that all
9:06
goes together here in a second
9:10
somehow
9:12
Okay so we’ve got a email that goes out
9:15
um to send it and now we’ve got an email
9:17
for acceptance so now what we do is we
9:18
build the estimate document right here
9:20
so this is where Gerardo probably had a
9:22
question so this is going to be we’re
9:23
going to call this our uh Misfits
9:27
estimate
9:30
document
9:32
just join us want to give Eric the crew
9:34
over there at sa Misfits group breaking
9:36
a thousand users here so pretty cool
9:38
stuff what we’re going to do is go in
9:40
the estimate email now we’re going to go
9:41
and connect that to the uh The Misfits
9:46
estimate email oh
9:51
Maybe
9:53
all right so ask him an email
10:00
and our confirmation email so that sends
10:04
it and then once they accept it that’s
10:05
it so we wanted to build those two
10:07
emails before we build the estimate
10:08
document so we’re going to hit save we
10:10
can include a PDF by default
10:13
and drive that through the process so
10:15
this is once again going to be a blank
10:16
document and like I said here in a
10:18
second I’ll show you how we we built it
10:20
out in my company but I’m going to show
10:21
you just an example of what you can do
10:24
um
10:27
that features in here
10:29
so we’ve gone in now and we’re going to
10:31
build this drag and drop Builder
10:33
uh once again we can go into content we
10:35
can drag that image over there browse we
10:37
can put our logo
10:42
so we’ve got the simple growth logo
10:43
content wise we’re probably going to
10:45
drag over
10:47
some text
10:55
made the process simple
10:59
please
11:03
possible
11:05
these select
11:10
your services below
11:17
obviously we’d want to make that a
11:18
little bit more advanced but I’m just
11:21
kind of going to give you the idea of
11:22
how we can break this in here so we’re
11:24
going to go in and probably Drive some
11:25
content in here as well
11:28
so we have text in here we’re gonna have
11:31
some text in here
11:32
and uh
11:36
step one
11:43
select your
11:46
services
11:51
do
11:56
and sign at the bottom
12:02
obviously you want to make this a little
12:03
more professional but you kind of get
12:04
the idea here so uh if I’m going in here
12:07
I’d probably click in here I’d grab my
12:09
columns
12:13
here and I’m going to select my color
12:16
so I would recommend matching those up
12:18
so I have the simple growth colors in
12:19
here
12:20
and
12:26
grab that color right there
12:29
and once we’ve got that we’ve got the
12:32
ability almost like a word or Google doc
12:33
here we can go in
12:35
and bump that up
12:43
and depending how it looks
12:45
you may want to even play with the color
12:47
of the number the lettering
12:50
so obviously this is kind of up to
12:52
graphic designs I’m not going to give
12:54
you a lesson on that but this is we want
12:57
to make sure these fonts are equal and
13:00
probably bold but this is some of the
13:03
options that we would be building out if
13:04
we did it for you next thing is we’re
13:06
going to go in a rows we’re going to
13:08
drop a additional roll here and probably
13:10
another roll here at bare minimum uh
13:12
this one right here is going to be
13:14
content-wise is dynamic content that’s
13:17
what the price is actually in display so
13:18
that’s one of the biggest questions that
13:19
Gerardo probably had so if you’re in
13:22
essay
13:23
um
13:24
I probably should have thought about
13:25
this as well under the gear icon this is
13:28
where Dynamic content lives bit
13:30
confusing to be honest with you it’s
13:31
really not um called Dynamic content it
13:34
is called an estimate grid so when we’re
13:37
in our academic grid this is the format
13:40
that that price is going to populate in
13:42
here so we’d go in and create our
13:45
Misfits grid
13:52
and I’m going to probably go in and make
13:54
this um estimate description
13:57
drag that over here and I’m going to get
14:01
rid of the quantity and I’m going to get
14:02
right over it right and I’m going to get
14:04
rid of these guys here as well so
14:06
there’s no sticker shock that’s how
14:08
we’re driving it
14:10
and then once we have that set we’re in
14:12
our estimate dock if we click in
14:14
and grab our Misfits grid
14:19
and we’re gonna have to save that and
14:21
come back out to make sure we get the
14:22
right grid
14:24
but the idea is you’ve got to be able to
14:26
have that grid so you want your emails
14:28
set in your estimate grid set before you
14:31
actually do this unlike what I just did
14:33
here but if you’re doing it you run
14:36
across it this is how you
14:38
you do it so I’ve got our Misfit
14:40
estimate document we’re going to hit
14:42
edit and now we’re going to grab our
14:43
Dynamic content to actually build out
14:45
this estimate piece here
14:48
and this is this can be tricky so this
14:51
is where a lot of times simple growth
14:53
will come in and just help people build
14:54
this out so we’ve got our Misfits grid
14:56
right there if you’re editing this
14:59
document the master document only we
15:00
want to make sure that we go in and
15:03
um
15:04
research reinsert that Dynamic Grid or
15:06
estimate grid every time we added the
15:08
master document or it will probably not
15:12
uh show your pricing it’ll be a line of
15:14
code so this would be our terms
15:17
uh conditions
15:21
and what I would recommend obviously
15:22
you’d fill that in with your information
15:27
and then there’s some cool things in
15:29
here so if we went in and grabbed two
15:30
other rolls we could go in and drag some
15:33
content so we’re going to drag a button
15:35
over here
15:37
just give you an idea of the things you
15:38
can do
15:40
call now
15:42
and this guy here is going to be
15:45
text
15:47
now so we’re behind that we can go in on
15:50
the button we’re going to make an SMS
15:51
which is text messaging and this guy
15:54
here is going to be making a phone call
15:55
so that could be all live on a mobile
15:57
best practice let’s make it easy for
15:59
folks so we’re going to go in and drag
16:01
another row in here
16:04
we can insert some videos possibly so
16:07
let’s go in and drag a video here
16:09
so content we’re going to drag some HTML
16:11
code in here
16:13
and here
16:14
get to that in a minute and then the
16:16
last thing here you probably want to do
16:18
is add some text
16:20
here this is where you would add your
16:21
footer
16:25
with
16:29
business info
16:33
once again that would be at
16:44
foreign
16:46
we’ve got a lot of things in this test
16:48
account here but your company name
16:51
company address that would be the footer
16:53
final thing is here is we want to go in
16:55
and
16:57
put in the signature line
17:06
and that’s where they’re going to be
17:07
able to click to sign accept and
17:08
actually accept that so that is going to
17:10
be one of the things that you really
17:12
want to have in here to build that out
17:15
so now you’ve got all your pieces you
17:16
got your logo some instructions you got
17:18
your Dynamic content you got some
17:20
clickable buttons here
17:21
um I’m going to kind of lift the hood
17:22
how to work these HTML blocks here so if
17:25
we went into
17:27
um YouTube and you got some videos about
17:29
your lawn mowing fertilizing all the
17:31
different Services uh you would go in
17:33
grab your video here hit share and
17:35
there’s going to be an embed code
17:38
and you’re going to scroll down and hit
17:39
copy
17:40
and we’re gonna go back to your estimate
17:42
document and click in the block and go
17:45
to the to right here paste that in
17:47
that’s going to start bringing that in
17:49
so what you’re going to see is a width
17:50
and height here so the width
17:52
it’s a little bit high so let’s go
17:55
um 275 see what that looks like okay it
17:58
doesn’t look too bad and then we’re
17:59
gonna go height of 225 and that’s on the
18:02
right of the screen here so you can you
18:04
can continue to play with those but
18:06
literally
18:08
and then I would type in it’s going to
18:10
be the same video here just so I don’t
18:11
waste time in the video but you could
18:12
have two videos side by side there
18:16
um in there so that’s what we did in our
18:17
company uh we had the top six or seven
18:19
services and talked about what was
18:20
included what was included any sales or
18:22
Price objections we created a perceived
18:24
value but that’s really now that we have
18:26
this document here we hit save and close
18:29
you’ve got everything you need to go
18:31
into your estimate template so we would
18:33
go in now and go into our estimate
18:36
template and this is where we create
18:37
speed and simplicity we add all of our
18:39
services
18:41
here
18:42
so they load with pricing matrices
18:44
behind them hopefully
18:47
the final part is we got a description
18:48
we’re going into the estimate document
18:52
and we also want
18:56
so as we go in here
19:01
grab our Misfit estimate document
19:10
right there and then connected or S to
19:11
new email the estimate document we just
19:13
finished and the acceptance email and
19:15
we’re going to show when creating both
19:16
jobs and estimates so really the work is
19:18
we got to get that estimate grid field
19:19
dialed in so we have the estimate
19:21
document we can pull that in which would
19:23
be the same thing as our Dynamic content
19:24
we are estimate email as an acceptance
19:26
email and then we can pull that all
19:28
together when we make our estimate
19:29
document so those are all the key parts
19:31
that we would want to put together
19:33
for an estimate document and the final
19:35
thing here uh projecto is just really
19:37
we’d go in we’d add a lead in here and
19:39
this is what it looks like fully put
19:41
together so we’d go in and lay our load
19:45
our first name last name of the client
19:47
in here we’re going to use our friend
19:48
test tester and we’re going to type in
19:55
our address
19:57
so we should be able to use this
19:59
estimate document process that we just
20:00
put together to do live quotes over the
20:02
phone with speed and simplicity so we’re
20:04
just asking the client some questions uh
20:06
when’s the last time you hired a lawn
20:07
care professional how soon do you need
20:09
that service
20:11
um and is there anything you’re looking
20:12
for so we’re going to qualify them
20:14
and we’re going to make sure we get
20:15
their email address and now that
20:17
estimate document with template and
20:19
everything else we’ve just built is
20:21
going to be utilized here in a really
20:22
quick fashionable process so got all the
20:25
main information in here we want to fill
20:27
out the details and sales tab but not
20:28
applicable to this video we hit save now
20:31
we go and make a live estimate right
20:32
over the phone
20:36
so we’d go in
20:38
we would hit more
20:40
property measurements got some pricing
20:43
behind the scenes
20:47
and if this is something you’re not
20:48
looking to do yourself let us know here
20:50
at simple growth we have got over 10
20:53
people have owned multi-million dollar
20:54
companies and use this software at least
20:57
five or year five or more years so this
20:59
is uh something we do on a daily basis
21:00
to help members get up and running
21:03
um we double click that we are going to
21:05
go in and label that our turf square
21:07
footage color it and this is going to
21:09
drive right into the estimate question
21:10
template that he had
21:12
receives every time we pull this up we
21:14
know what area that we are actually
21:16
Servicing
21:17
and uh once the saves are going to go in
21:20
and grab our custom field you would
21:22
never have this many but in our test
21:23
account we’ve got a couple uh Pro tip
21:25
here is throw some emojis next to it
21:27
and hit save
21:29
and we’re good to go
21:32
so we go in and add an estimate and that
21:35
price for the long square footage is
21:37
just going to go in and drive into the
21:39
estimate document which I’m about to
21:40
preview for you that we either just
21:42
built but I’m actually probably going to
21:43
use the one of the ones that we used in
21:45
my company or a version of it just to
21:47
give you some best practice of all the
21:49
elements I put together in here so you
21:50
can see it live so we’re going to go to
21:52
templates and this is where it actually
21:53
comes together
21:54
right in this header we’re going to
21:56
click that template and that’s going to
21:57
pull that SM email estimate document
21:59
acceptance estimate and the grid that we
22:01
put together all together on this
22:03
template
22:05
so computers running a little bit slow
22:07
here let’s see if we can get this guy to
22:08
work
22:09
not let’s just refresh it and we’ll pull
22:11
that template up here
22:16
so as we’re waiting for this to reload
22:18
we really want to think about all the
22:20
pieces before we get to the end because
22:21
that is going to be the main thing here
22:25
so let’s see if we can just go in here
22:26
and pop in here maybe it’s the browser
22:29
all right so we’re in here
22:31
you’ve got it reloaded we’re gonna go
22:32
ahead add an estimate and we’re going to
22:35
select that template that we uh just
22:37
made or an example of that and show you
22:40
from the square footage that we just
22:42
measured uh on the maps Pro
22:46
inside the system we’re going to go in
22:48
and grab a template and this should
22:51
highlight 99 of the things that we
22:53
talked about here in the how-to video
22:54
but based on the square footage
22:56
fictitiously it’s 30 bucks a cut point
22:58
four man hours the cost of 14.75 or six
23:01
profit margin of fifty percent
23:02
fictitiously and if we wanted to charge
23:04
for drive time I could put any one in
23:06
there that’s going to come out to about
23:07
another eight dollars and change so now
23:09
the customer is going to see 38.9 cents
23:11
which she knows it should take long
23:13
on-site and drive time 0.56 man hours
23:16
with a projected profit margin of 45.7
23:18
so I’m going to click draft to quote
23:21
scroll down here and hit save and then
23:24
we’re going to send out that estimate
23:26
with the template we just showed you how
23:28
to build out with some additional
23:29
features that that we did not highlight
23:31
but I’ll give you some best practice on
23:33
here
23:34
so we’re going to hit email and we’re
23:37
going to send this to my email and I’ll
23:38
pull this up so you can finally see the
23:40
the final product and if you have any
23:42
comments or questions while I’m doing
23:43
that feel free to put it in the chat
23:44
here there is our templated email
23:47
with quote links some clickable buttons
23:49
as we talked about and we included a
23:51
lead letter these the five or six main
23:53
reasons why the business is different
23:55
and some customer testimonials so we’re
23:57
gonna hit send and I’m going to pop over
23:59
the other screen and grab my email
24:01
and walk through the actual estimate
24:03
document
24:04
um but he had a gentleman had a great
24:06
question but uh there’s there’s more
24:08
than one piece to it I think he felt
24:10
like he probably had all the pieces
24:12
um
24:13
but they weren’t connected and that is a
24:16
very very common problem people are
24:17
going to build these out so we want to
24:19
do in a very systematic process of
24:21
creating both estimate emails front and
24:23
back the estimate document and the
24:24
estimate grid which is now becoming the
24:26
dynamic content and
24:29
without any further delay here I’m going
24:31
to swing over
24:34
our email
24:35
so this is our finalized email that
24:38
we’re looking at here so we’re going to
24:40
click to view my proposal and
24:43
more of a polished look but I gave the
24:45
step-by-step directions here we’ve got
24:46
the logo estimate number date valid 2
24:50
code
24:51
billing and property information select
24:53
one step to service step two accept and
24:55
sign the screen so we’re going to go in
24:57
and click the lawn mowing
24:59
and scroll down
25:01
and wait for this to load we’ve got our
25:03
invoice details general contract terms
25:05
more clickable buttons and we’ve got
25:07
some videos that will now play live with
25:10
inside the actual estimate itself that
25:12
can be played um so that’s that HTML
25:14
code we talked about earlier in the
25:15
video so if you’re joining us late go
25:17
back to this video and watch those step
25:19
by steps uh if you’re in New York state
25:21
you got a link to MSD labels and things
25:23
like that
25:24
um that is a great way to not have to
25:26
include all the labels with a clickable
25:27
link to a website that hosts them we’re
25:29
going to go in and click to sign
25:31
with our mouse or our finger on a
25:34
iPad or phone and we’re going to print
25:37
our name
25:38
right here
25:41
and we’re going to scroll down and hit
25:43
accept now we’re going to get that
25:44
automated email that comes back in
25:47
for our client and we talked about how
25:49
to make that and now uh what we’re doing
25:52
is we’re gonna go back to this lead and
25:54
hopefully I will be not too fast and
25:56
catch it but it should have updated the
25:58
status right here and that little bubble
26:01
up here is telling me it’s a one
26:02
estimate so when I click in now
26:04
um and I’ll show you the last step here
26:05
for the estimate settings we’re going to
26:08
have a date time stamped IP address of
26:10
the signature information in the upper
26:11
right right here and under attachments
26:14
we’re going to click this here in the
26:16
exact estimate with just the service
26:17
they selected are in here
26:19
and we’re going to go in and now have
26:22
all included that estimate document that
26:24
the gentleman asked about is a signature
26:27
that can be printed out for collections
26:29
or contracts uh there so the final piece
26:32
is uh if you haven’t connected the Dots
26:34
here as far as the signature it’s not a
26:36
paid feature it’s included uh basically
26:38
it’s a DocuSign but if we go to estimate
26:41
settings under the gear icon it’s about
26:43
halfway down we want to enable
26:46
signature proposal and we need that
26:49
merge field to be able to do that here
26:50
so comments questions drop them below uh
26:53
Callahan’s corner you ask questions we
26:55
answer them live right here on Facebook
26:56
uh with a question from the service
26:59
autopilot Misfits group and
27:00
congratulations Eric and team over there
27:02
for breaking the Thousand member mark

0:00
back to Callahan’s Corner we asked the
0:01
questions handsome live right here on
0:03
Facebook got another question submitted
0:04
through the Facebook users group here uh
0:07
Amanda says when billing for weed spray
0:09
by the gallon uh how are you putting
0:11
this through service autopilot as a
0:13
product or a service in the past we’ve
0:16
always done this as a service but it
0:20
seems to be better if processed as a
0:23
product included with the existing
0:25
Service uh both in amp on the dispatch
0:27
board uh would love to hear how others
0:29
are processing this through service auto
0:31
pilot as I’m trying to build out our
0:33
estimate slash jobs for the upcoming
0:35
season thanks in advance well Amanda
0:37
great question we’re going to break this
0:39
down step by step uh expert workflow as
0:42
we always do here at Callahan’s Corner
0:44
um very very common question especially
0:46
going into the season here uh how do we
0:48
actually get job costing for
0:50
fertilization granular and liquid in
0:53
there so I’m going to break this down
0:54
how to handle the product how to get the
0:56
uh information in there and ensure that
0:58
you’re making profit and as an added
0:59
bonus I I’m gonna actually go in and
1:00
show you how to do a price break model
1:02
because the general uh base price with
1:05
overages usually does not play out well
1:07
for a fertilization we control
1:08
application now if Amanda’s question is
1:11
around maybe southern Florida or
1:14
different areas out in Arizona where
1:16
we’re doing the lawn mowing with say a
1:18
post-emergent weed spray uh this example
1:21
actually play out just as well for her
1:23
so I’m going to pop the screen open here
1:25
and I’ll show you what it looks like
Overview
1:29
all right so what we’ve got here is
1:31
we’re going in the service autopilot
1:32
we’re going to build out this service
1:33
with our liquid and granular product
1:35
before we do that we’re going to want to
1:37
go into the simple growth blueprint uh
1:39
if you’re joining us in Upstate New York
1:41
on a few weeks for our live event uh
1:43
we’ll be going through this uh
1:45
extensively how to get this in the
1:46
system but this is going to be the uh
1:48
example that we’re going to be looking
1:49
at here so uh fertilization with a ride
1:52
on spreader is the service I’m going to
1:54
be pulling from my master template here
1:56
uh please don’t copy the production
1:58
rates in here they are fictitious
2:00
um you need to figure out your own
2:01
production rates or use some industry
2:04
standards which you could provide for
2:05
you so what we’re going to do is do
2:07
round number one that would probably be
2:09
in most areas are pre-emergent I’m going
2:12
to show you on the base area how we do
2:14
this with a base price and some overages
2:16
and then I can actually show you a price
2:18
break model how do we take this out all
2:22
the way out to an acre or maybe even two
2:25
acres of uh price breaks with product in
2:27
there but before we get into that
2:29
monster we’re going to break it down
2:30
simple stupid here so we can understand
2:32
the methodology in the workflow uh so
2:35
before we really get into the actual
2:36
matrices itself here and then we’ll
2:39
stick this in service autopilot we
Pro
2:40
really want to talk about the pro this
2:43
is really the most confusing part when
2:45
working with hundreds and well hundreds
2:47
of businesses every year uh with the
2:49
simple grow team simple grow team is
2:50
actually up to about 28.29 full-time
2:52
team members on about 13 of them
2:55
ballpark have been uh business owners
2:57
using service autopilot three to five
2:59
years and most of them are cut people
3:00
that have actually worked with us and
3:01
then sold their businesses so
3:03
um this is not just Theory folks we’re
3:05
actually using this in businesses that
3:07
we own
3:08
um and then after acquisition the team
3:10
has continued to grow and refine this
3:11
process so uh if Amanda was talking to
3:13
me on a essay setup or deep dive I’m
3:15
going to say Amanda what is your cost
3:17
per bag for round number one
3:19
so maybe Amanda is at uh 20 bucks a bag
3:22
and that’s a 50 pound bag so these are
3:24
the data points you want to get from
3:25
your site one Ewing wherever you’re
3:26
getting these products uh we’ve got a
3:28
cost per bag the pounds per bag and then
3:30
right on that label there
3:31
um it should tell you the bag coverage
3:33
so let’s say this bag covers 11 000
3:35
square feet obviously this is fictitious
3:37
you need to call your vendor and get the
3:40
um area here uh product murder markup
3:42
I’ve got an option here I wouldn’t
3:43
suggest marking the product here uh
3:45
we’re gonna Encompass it over here and
3:47
the coverage for that granular product
3:48
is I’m going to say 100 so my cost per
3:50
thousand for that granular product is
3:52
2.55 cents well uh what if we’ve got a
3:56
liquid application as well like Amanda
3:58
talked about and her question so it can
3:59
be a little confusing so the way we’re
4:01
going to tackle this here is let’s say
4:03
our jug is 125 bucks and we’ve got 120
4:07
ounces in that Jug on it that jug will
4:10
cover 110
4:11
um thousand square feet and obviously
4:13
I’m making these numbers up but these
4:14
are in the ballpark of a normal product
4:16
you see as a post-emergent or even a
4:18
preemer depending if you’re doing bed
4:20
maintenance liquid application
4:22
uh no markup here but Amanda’s situation
4:25
here I’m going to throw a a basically a
4:29
an option in here so if it was 100
4:30
coverage blanket uh that 255 and 114
4:34
would come out here to be 3.65 per
4:38
thousand square feet to cover the cost
4:39
what happens though if we’re really
4:41
going out and after uh our post-emergent
4:43
application or pre-emergent application
4:45
we just want to do a spot spray we’re
4:47
focusing in on IPM integrated Pest
4:49
Management uh like I said most people on
4:51
the team have done this as a living so
4:53
we get and understand where you’re going
4:54
uh so let’s say per thousand square feet
4:56
we’re only doing a post-emergent for
4:59
probably 30 percent of the lawn so we’re
5:01
going to do is dial this back to 30
5:03
coverage now obviously it’s not going to
5:05
be 100 perfect but we want to capture
5:07
that on an average so it to 255 to the 3
5:11
34 cents now the sheet has got us at a
5:14
cost per thousand of 2.89 we’re charging
5:17
289 with zero percent markup so that’s
5:19
the key Amanda if you’re diving in to
5:21
set the foundation it is we want to
5:23
build that matrices in
5:26
and working with service autopilot now
5:28
for probably seven or eight years and
5:29
running all their Regional shows with
5:31
Scott Howard up before covid
5:33
um this is what we’ve discovered with
5:34
their development team
5:36
so now that we’ve got our product
5:37
granular and liquid spot spray or
5:39
blanket depending how you want to do it
Example
5:41
um that simple blueprint is going to
5:43
pull that all in here and let’s go in
5:45
and the first thing I’m going to ask
5:46
Amanda is Amanda what is the the maximum
5:48
area that your base price covers so she
5:51
said Mike that’s going to cover seven
5:52
thousand square feet
5:55
um what I’m going to tell Amanda based
5:56
on the production rate that I built into
5:58
this that the minimum you can charge uh
6:01
right now for a 21 net profit margin is
6:04
37.70 and that was derived by uh her
6:07
potential cost of wanting to charge 125
6:10
an hour and an expense Break Even fully
6:13
loaded at 67.32 so in order to preserve
6:17
that margin that she was looking at she
6:19
would have to at least charge 37.40 so
6:22
uh Amanda I’m assuming you’re probably
6:24
charging maybe nine or ten dollars per
6:26
thousand here so let’s say Amanda’s at
6:28
seven eight seventy five per thousand
6:30
times seven Parts uh that base price
6:33
would be 61.25 so that gets her up to
6:36
about a 51 percent net profit margin
6:38
which is going to be in the area of our
6:40
industry production or industry
6:41
standards for net profit margin with
6:44
product and overhead
6:46
and then every 7 000 is an additional
6:49
7.89 based on the production and her
6:52
cost and that gets her at about 30
6:54
percent net profit margin when you round
6:56
that up or profit of 2.31 so uh not
7:00
knowing Amanda but I’m assuming Amanda
7:02
wants to make some average prices here
7:04
uh based on the industry so I’m going to
7:06
assume that Amanda is probably going to
7:08
be around 575
7:11
and that would not be probably a good
7:13
move for her because it’s costing 5 58
7:16
per thousand right now on the actual
7:18
cost now uh if we did the first seven
7:21
thousand we might be able to dial this
7:22
back on a ride on spreader to drop cut
7:24
that production rate in half and that
7:26
gets her back up to 26 so she’s probably
7:28
got to be at least uh somewhere in that
7:32
six dollar per thousand range based on
7:34
the cost here so it gets a 37 percent
7:36
net uh probably between 40 and 45 is
7:39
where she’s going to want to be so we’re
7:40
going to bump that up to seven dollars
7:42
here and it gets her right around 40 net
7:44
and a profit of 2.77 per thousand so
7:47
once we have that we’re going to build
7:49
that out into a service inside service
7:52
autopilot uh before we do that though
7:55
I’m assuming that a lot of people
7:56
watching this including Amanda may want
7:58
a price break model uh so this is how
8:00
we’re going to tackle this we’re going
8:01
to take the original 7000 at 61 dollars
8:04
that she was charging
8:06
and go in and say okay seven thousand
8:08
dollars covers our base price of
8:11
61 let’s round it up to 62 bucks and
8:15
we’ll do that same on the uh original
8:16
one here so they they even up
8:19
and we’ve got 125 and 67.32 so revenue
8:23
is 125. break even for labor overhead
8:26
and Recovery is 67.32 uh what we need to
8:29
do then is bring in Amanda’s product
8:32
just like we did on the other sheet and
8:34
for Simplicity here I’m going to copy
8:36
that in but we’ve got a granular and we
8:38
have
8:40
foreign
8:42
spot spraying at 30 percent of the area
Price Break
8:46
so we’re going to drop that into the
8:47
price matrices uh price break here so
8:51
now we’ve got the ability to take a look
8:54
at here and Amanda according to the
8:56
calculations is charging 886 per
8:58
thousand
8:59
um we’ve got that production rate set
9:01
here
9:02
um and then we can go in and manipulate
9:03
this so if we’re going to do the same
9:05
exact production rate that Amanda had
9:06
before we’re going to drop that down
9:09
and as we continue to change the price
9:11
per thousand this is going in here so if
9:14
she wanted to be at seven dollars per
9:15
thousand
9:17
those numbers are going to continue to
9:18
change and as we roll down the sheet
9:21
here we went for seven dollars a six
9:23
dollars per thousand to five dollars per
9:24
thousand
9:25
450
9:27
and as we continue to go down we can see
9:29
these price breaks I’m going to go in uh
9:32
and make an assumption as we normally do
9:33
we’re going to cut this right around 42
9:35
to 43 000 square feet in our price break
9:38
model
9:39
um
9:40
and go every thousand thereafter so
9:43
every thousand after forty two thousand
9:46
uh Amanda’s gonna need to make a
9:48
decision here well it’s costing your 423
9:50
so uh that price can’t be any lower than
9:54
that so as we’re going in we probably
9:56
don’t want to be any lower than five
9:58
dollars per thousand
9:59
um probably a little bit higher
10:02
and we can go in and update these here
10:08
and as you can see as I update this the
10:11
profit percentage continuous drive down
10:13
so this is going to keep Amanda
10:14
somewhere around a 30 net margins my
10:16
guess without doing the math once she
10:18
hits about an acre but this is how we’re
10:20
going to go in and drive a price break
10:21
model if you’re just joining us we’re
10:23
building out our calculation cost cost
10:25
per bag pounds in the bag the coverage
10:27
uh would be 100 so that granular
10:30
products is 2.55 and we’ve got a liquid
10:33
product of a jug of 125 dollars cost 120
10:37
ounces and that jug is covering 110 out
10:40
uh 110 000 square feet and we’re only
10:43
going to cover 30 percent coverage so
10:45
we’re spot spring 30 percent of the area
10:47
for a post-emergent IPM treatment so uh
10:50
if we’re going in we would drive in get
10:52
our dollar per man hour expense per Mana
10:54
or set our base price the lowest we
10:56
would charge to show up and the maximum
10:58
coverage and as we update our production
11:00
rates and our charge per thousand the
11:02
sheet will get us a production rate
11:03
based estimating system so the final
11:05
part here is taking this blueprint and
11:07
driving this into a product like service
11:10
autopilot so I’ve got a smaller version
11:12
here with these top five lines
11:15
um as they work down
11:17
are going to
11:20
um line up identically so these top five
11:22
lines or going to go into these five
11:25
lines as we work down and then every
11:27
thousand over the last number
11:30
um is going to give us the next five
11:31
lines and that’s going to be down at the
11:32
bottom of our price break template here
11:35
um driving that in now the one thing
11:37
you’re going to notice in uh the complex
11:39
version with price break here is I’ve
11:41
got profit profit percentage
11:43
um and even the other smaller version
11:45
I’ve got profit profit percentage uh the
11:47
one thing that none of the softwares
11:49
have is a projected profit profit
11:51
percentage if you’re wondering why are
11:52
we taking this into a Google sheet and
11:54
then transferring it a it’s our
11:56
blueprint it shows us what to build it
11:57
confirms that our assumptions are
11:59
correct it allows us to enter the
12:00
product and product markup and coverage
12:03
liquid and granular and it confirms our
12:06
profit margins uh the software does not
12:08
do that so the profit the software is
12:10
assuming
12:11
um that you’ve already calculated and
12:13
assumed your profit margin so after
12:15
working with hundreds of companies a
12:16
year doing this
12:18
um unfortunately what we find is that a
12:20
lot of companies will put the
12:21
information inside the matrices here but
12:24
actually we’ll be losing money because
12:25
they have not used a blueprint like the
12:27
simple growth blueprint to confirm the
12:29
profit profit percentage on a base model
12:31
with product or on a price break model
12:34
all the way up to to an acre
12:36
with our granuary and liquid products
12:38
Amanda great question if anybody has not
12:41
built one of these out I’m going to give
12:42
you the quick rundown how to actually do
12:43
this first step is go into the gear icon
12:45
we want to build out a custom field
12:49
and uh we’re going to be suggesting we
12:51
work as this video is being made in V2
12:53
not V3 I’m going to go in and
12:59
put a couple hashtags in front of this
13:01
just so I can find it but that’s going
13:02
to be our Turk square footage and we can
13:04
measure that online it’s going to be
13:06
Associated to the customer not the
13:07
property and the text is going to
13:10
actually turn into a number so I’m going
13:11
to do some calculations on that I’m
13:12
going to hit save then we’re going into
13:14
the gear icon we’re going to create that
13:17
service and then drop that service into
13:18
a template and probably in Amanda’s
13:21
situation that’s the question we’re
13:22
going to drop that into a master package
13:24
so we’re going to go into services
13:27
I’m going to add the service and I’m
13:29
going to use the um simple model here
13:41
we got our fertilization round number
13:43
one
13:45
and this is how we’re breaking this down
13:47
here I’m going to put that right into my
13:49
fertilization account and put it
13:51
probably into my summer class
13:53
and
13:55
submit description and create a rate
13:57
Matrix so it’s going to be quantity rate
13:59
times visits I’m going to grab my custom
14:01
field that we just created of Turk
14:04
square footage
14:06
and I’m simply going to go to the
14:08
blueprint here either the top lines and
14:10
drive all the way down
14:13
um or we’re going to go into the basic
14:16
model the same methodology if you’re
14:18
building this out here we’re going to go
14:20
in to take our round number one preamp
14:21
one to seven thousand is our base price
14:23
of 62.
14:28
and it is going to be budget hours of
14:31
0.14 and it’s going to cost us labor
14:33
overhead and materials liquid and
14:35
granular 29.63 so we’re going to drive
14:38
that 0.14 man hours in at 29.63 and then
14:41
every thousand square feet over the base
14:43
price of 7000 is
14:45
an additional
14:47
seven dollars point two point zero two
14:50
man hours in 423 that’s going to get
14:52
Amanda a profit per thousand two dollars
14:54
and seventy seven cents or a basically a
14:56
39 or basically 40 net profit margin
14:59
that’s gonna be right in that industry
15:00
average we’re looking for 40 to 50 46 47
15:03
net so we’re gonna drive those numbers
15:05
in here and round that up and I’m just
15:07
going to show you quickly how that now
15:08
ends up into a master package and we
15:12
pull that into an actual template so
15:14
Amanda this is going to be the best
15:15
workflow
15:16
um that we used in my company and
15:17
working with hundreds of other companies
15:19
here uh as well so now that we’ve got
15:21
that service we want to go into gear
15:22
icon
15:24
we’re going to pull in a
15:27
Master package
15:30
and we would go in and
15:35
add our package
15:38
and this would be spring
15:42
pre-m treatment
15:45
and we would grab our service
15:50
and we put a start round so if we’re
15:52
running in Upstate New York uh we’re
15:54
probably going to be running somewhere
15:55
around April 1st through
15:58
the desired range of probably April 20th
16:02
that’s this is hired round
16:04
um and we’re going to put in a name and
16:06
description there we aren’t going to put
16:08
minimum day our minimum days is how many
16:09
days in between rounds is the minimum
16:11
day so probably 20 days no default
16:13
budget hours or rate we’ve taken care of
16:15
that on the pricing Matrix we don’t want
16:17
it here because there is a hierarchy of
16:19
the job the package and the template and
16:23
they can override each other so we’ll
16:24
leave these blank and then we’d add in
16:25
our other four or five Services here and
16:28
hit save changes so if you’re wondering
16:30
what this looks like
16:31
um in the back end here this test
16:33
account
16:34
we would be able to go in
16:36
and pull out our test account
16:40
and someone calls live over the phone in
16:42
your office or with a virtual assistant
16:43
we’re going to go in and go into
16:44
property measurements
16:46
and measure that property out now this
16:49
one probably has a measurement already
16:51
which is perfect but we would go in and
16:53
measure the area
16:56
and save that to
16:58
our turf square footage
17:03
hit save and now we’d be able to do an
17:07
estimate of any service that has Turf
17:08
score footage in a matrices whether it’s
17:10
a simple uh base with overage or a price
17:13
break model as complex as this guy here
17:17
and most fertilization you’re going to
17:18
do a price break model up to about an
17:20
acre and then every thousand over
17:22
same methodology but once we have that
17:25
we’re going to go in and add an estimate
17:26
and we’ll be able to pull that data
17:28
right through that service that we’ve
17:30
incorporated into a package so we’re
17:31
going to go into templates and drive in
17:34
and grab one of our templates here
17:37
hit apply
17:41
and there we go
17:43
first application second grub third and
17:46
these are all here we have a price a
17:48
budgeted time a cost before profit and
17:51
in this test account uh fictitiously
17:53
it’s at 19 but you really want to see
17:55
that somewhere uh in the mid 40s is a
17:57
net profit margin after all overhead but
18:00
that’s the idea we’ve got this in here
18:01
we can hit draft a quote and that’s a
18:02
live asset we can sell over the phone
18:04
and email out where somebody can click
18:06
and sign for there so hopefully that was
18:07
helpful Amanda great question
18:10
um driving in how do you incorporate a
18:12
production rate based estimating system
18:14
and include products liquid and granular
18:16
with overhead recovery and profit uh
18:19
built into the system for scalable
18:21
delegatable system
18:22
hopefully that helped we’ll see you
18:24
again on Callahan’s corner where you ask
18:26
the questions we answer them live right
18:28
here on Facebook

0:01
welcome back to Callahan’s Corner were
0:03
you asking questions we had some live
0:04
right here on Facebook got a User
0:06
submitted question from the service
0:08
autopilot User Group uh Chris wanted to
0:11
know
0:12
um where a certain column in a report
0:14
populated so I’m going to do is open
0:16
this up and Chris is referring to direct
0:18
costs um and this is a massive and
0:21
massive confusion Point inside service
0:22
autopilot so uh this is Chris’s thing I
0:25
give up where does the column populate
0:27
he’s looking at direct cost uh Chris
0:29
you’re going to be looking at actually
0:30
direct cost and indirect costs there’s
0:32
two different areas that will be
0:33
populating there and how they populate a
0:36
lot of people have the misconception
0:37
that it actually drives from the
0:39
estimate but actually that is going to
0:40
be driving from the actual employee
0:43
setup and the mobile or tablet when
0:46
they’re clocking in and out of the job
0:47
so uh Chris we’re gonna be messing with
0:49
you the direct cost and the indirect
0:50
drive time cost effect here so in order
0:54
to set that up we need to go into
0:55
service auto pilot we’re going to go
0:57
into team teams not or actually team and
1:01
employees my bad
1:03
and we’re going to go in and go into our
1:06
employees and we need to set up under
1:08
the edit we need to go in and look under
1:10
the edit tab under labor
1:13
um job costing so if you are looking at
1:17
your
1:18
um user settings for your role you need
1:21
to have access to payroll job costing
1:24
now uh this fake employee here in my
1:26
test account uh let’s say they’re making
1:28
20 bucks an hour this year we’re
1:30
updating that what we need to do is go
1:32
into something like the simple growth uh
1:34
essay setup or deep dive blueprint that
1:36
we actually provide with that we need to
1:39
go in and actually set in their
1:42
um their FICA their unemployment
1:46
and obviously I’m making these numbers
1:48
up here as we go
1:49
um as a percentage of the dollar
1:52
and workman’s comp
2:01
and let’s say this is 0.03 so all these
2:04
need to be as a percentage of the dollar
2:06
if they apply you’re looking things such
2:07
as uh fic unemployment workman’s comp
2:10
Unemployment Insurance liability
2:11
insurance vacation holiday pay if any of
2:13
these apply they need to be figured out
2:15
uh but what we’re doing is taking that
2:17
and then plugging in
2:19
the 20 an hour net 23 and 35 are the
2:24
number that we need to put inside
2:25
service autopilots we’d go in and put
2:28
twenty dollars an hour the labor with
2:30
labor burn is 23.80
2:33
right here
2:34
and over time with overtime rate is now
2:39
35.70
2:44
and when you hit save that will now
2:46
automatically calculate the cost that
2:49
Chris asked about here of the direct
2:51
cost so that is the labor with labor
2:53
burden for the employees specifically
2:56
clocked into that specific job and Chris
2:58
must have highlighted or de-highlighted
3:00
it there’s another one of drive time
3:02
cost effect that’s in there and that
3:03
will actually calculate the drive time
3:05
all the particular employees clocked
3:07
into the drive time or shop time or
3:09
non-billable time on there so that’s how
3:11
you attack it we go into our employee
3:13
settings under the edit we need to go to
3:16
payroll job costing
3:19
right here if you don’t see it you need
3:21
to set up your user rolls rights hourly
3:24
rate goes in here labor with labor
3:25
burden normal time and over time so
3:28
that’s how you tackle it Chris and when
3:30
you do such you will have your direct
3:32
and indirect costs and it will let you
3:34
know where you’re hitting your cost on
3:36
your on-site and off-site time
3:38
Callahan’s Corners you ask the questions
3:39
we answer them live or right here on
3:41
Facebook

0:00
welcome back to Callahan’s corner where
0:01
you ask the questions handsome live
0:02
right here on Facebook got another User
0:04
submitted question uh in one of the
0:07
Facebook groups for service autopilot um
0:09
actually the client asking the question
0:11
is actually a simple growth client so
0:13
good news is we’ve already gone into
0:15
taken care for him after reaching out
0:16
first thing within uh probably about 20
0:19
minutes this morning before uh 9 A.M so
0:22
uh the question is a good one though so
0:23
I wanted to actually go in and answer
0:25
the question live here so I’m going to
0:26
do is open up the screen and dive into
0:28
this quick question
0:30
um but sometimes a little tricky so if
0:32
you’re not a simple growth client uh
0:34
where we actually take care of manage
0:35
update and provide all the content that
0:37
you can customize inside your
0:38
automations TurnKey uh this is probably
0:40
a good question that you would actually
0:42
want to see so uh question here is uh
0:45
does anyone know how I can change the
0:46
name that is showing up where the blue
0:48
line is in
0:49
um
0:50
parentheses uh the name of the
0:52
salesperson is no longer with us and
0:54
she’s not listing the sales person or
0:55
CSR an account can’t figure out where
0:56
it’s populating so a great great
0:59
question here what we need to actually
1:00
do is go into the actual automation
1:03
itself and click on that email and as we
1:06
go in here it’s actually the user first
1:09
name and last name
1:11
um so that is what we’re going to do is
1:12
go in and update that good news is I
1:14
talked to Chap and I’ve had the simple
1:16
growth development team actually go in
1:18
and update that for him if you’re
1:20
looking to find the actual codes if
1:22
you’re doing it yourself we’d select
1:24
select into an email document and body
1:27
um otherwise we would go in and Link
1:30
that in and then all the edits are
1:31
happening on the document itself so it’s
1:33
going to avoid you and your team having
1:34
to go into the automations risking the
1:36
chance of breaking them so once again if
1:38
you’re looking to update on an email
1:40
being sent out of an automation uh where
1:42
who it’s being sent from we need to go
1:44
into the automation itself see the email
1:47
document body that is connected to but
1:49
user first name and last name that’s
1:51
being sent to is going to be updated
1:53
there not on the actual document level
1:55
so questions or comments please drop
1:57
below uh Callahan’s corner you ask the
1:59
questions we had some live right here on
2:01
Facebook

0:00
welcome back to Callahan’s corner where
0:01
you got some questions we have some live
0:03
right here on Facebook got a User
0:05
submitted question here in the service
0:06
autopilot User Group
0:09
um and I’m going to pull this up here or
0:10
actually read it off the screen uh
0:12
question is uh Jeff asks does anyone
0:14
have a report that they used to figure
0:15
out paper performance for employees not
0:17
sure how we would share but looking for
0:20
ideas so uh Jeff’s talking about paid
0:23
performance or uh probably date myself
0:25
here a little bit but also considered or
0:27
called piece rate pay now uh before we
0:30
dive into us if people have never heard
0:32
about peace rate or uh the new term that
0:34
you’re using now uh P for p
0:36
um that Mike Andes has introduced in a
0:38
lot of the ecosystems over the gust of
0:40
lawn care uh piece Raider P for P or pay
0:42
for performance
0:43
is a pay system
0:45
um that has not only been adopted in the
0:47
lawn care industry but as well as the
0:49
home cleaning industry uh one of the
0:50
leading experts in the home cleaning
0:52
industry Debbie sardone has also
0:54
introduced uh pay for performance in her
0:57
Consulting area so whether you’re doing
0:59
lawn care home cleaning this is going to
1:00
be applicable if you’re using essay and
1:02
I’m going to show you some examples in
1:03
sa but before we dive into it I really
1:06
want to talk about what is Pace rate or
1:08
pay per performance uh so the idea here
1:10
is that we are going to pay the employee
1:13
on a uh percent or on the actual
1:16
budgeted time on the job with a quality
1:18
control uh that’s going to be the most
1:20
important part there because when we
1:21
introduced uh piece rate pay in our
1:23
company uh we’re focused more on just
1:25
production and not just
1:28
um production with quality now the
1:31
second option here that has been
1:33
introduced lately in the last five to
1:34
six years has been uh paper performance
1:37
or piece rate pay on the percentage of
1:39
invoice so a lot of people want to know
1:41
how can I run this report inside service
1:43
autopilot for
1:45
not only the budgeted time as a per or a
1:47
percentage of invoice so my personal
1:49
opinion is we dive in here I’m going to
1:51
show you what this looks like in an
1:52
actual uh pre-built report for lawn care
1:55
and home cleaning
1:56
um is that when you’re going to
1:58
Institute uh piece rate pay we want to
2:00
base it on the budgeted hours now
2:02
there’s two or three different reasons
2:03
why I suggest this but the reason why we
2:06
want to do this is that
2:07
um we can now compare our employees on a
2:10
public accountable chart or dry erase
2:13
board or TV in the office or shop
2:16
um so we’re basically comparing apples
2:17
and apples the second reason is is we’re
2:19
doing uh based on budgeted hours the
2:22
employees now or team members do not
2:24
know what you’re charging for every one
2:25
of your accounts so
2:27
um not being paranoid but that may not
2:29
be something depending on their level
2:30
that you want to share because at one
2:33
point in my company we lost about a
2:34
third of the employees overnight
2:36
and they went out to literally start
2:37
their own company and take our clients
2:39
uh long story short we we ended up very
2:42
quickly with some legal injunctions and
2:44
um contacting those clients but those
2:46
are some of the risks if you’re doing a
2:47
percentage of the invoice amount uh
2:51
especially if you have 1099
2:52
subcontractors
2:54
um so I wanted to open up the screen
2:55
here and talk about what Jeff talked
2:57
about here is his question around paper
2:59
performance so without any delay here
3:02
I’m going to pop in and show the screen
3:04
here uh so this was Jeff’s question that
3:06
was submitted uh anyone have a report
3:08
that we they used to figure out paid
3:09
performance employees not sure how uh
3:11
but should look for some ideas so what
3:13
I’m going to do here is pull open
3:15
um the first example that we built for
3:18
CBF members cleaning business
3:20
fundamentals this is Debbie sardones
3:21
this is part of her business in a box
3:23
that we build for her members but
3:25
whether it’s lawn care home cleaning uh
3:27
this is a great example and then I’m
3:28
going to show you a lawn care uh Slash
3:30
home cleaning example that we built uh
3:32
before we started working with Debbie
3:34
um that works an essay as well but
3:36
really what you’ve got here is uh Carla
3:38
and I are two individuals two separate
3:40
Crews that have actually gone in and
3:42
done uh this job
3:45
and we’ve got a area here of checking
3:49
the clock time the billable time the
3:50
budget hours so I’m going to talk about
3:51
the dispatch Board of the closeout day
3:53
screen to make sure we have good data in
3:54
good data out because that is going to
3:56
be one of the most important things also
3:58
an essay no data in no data is your
4:01
Achilles heel as well so we just got
4:03
done with the simple growth two-day free
4:05
live training event in New York here
4:06
about a week ago uh going to be
4:08
continuing those throughout each quarter
4:09
but um the big thing here is is we found
4:12
that data is not
4:14
um really your friend unless it’s good
4:16
data so we want to make sure we’ve got a
4:18
good clocked in the little hours
4:19
budgeted time and job amount and what
4:22
you can see here is we’ve got three or
4:24
four different pay levels we go up to I
4:25
believe about eight different pay levels
4:27
in our report uh that we actually create
4:29
for service autopilot but what you’ve
4:31
done is you’ve set either a percentage
4:34
and once again I’m not recommending that
4:36
we do the percentage but some people
4:37
asked on this so 35 44 49 and 53 these
4:41
are the numbers you would plug in as
4:43
you’re paid a percentage of invoice and
4:45
based on that uh billable hours uh Carla
4:48
came in before I did uh with her clocked
4:51
in time of 11 30 to 12 21 and I came in
4:54
at 12 to 12 34. so uh the idea is if we
4:57
did like a spring cleanup or multiple
5:00
jobs or multiple crews are coming in we
5:01
can pay those people on that crew as the
5:03
percentage of budgeted time or
5:05
percentage of invoice they’re actually
5:06
there so Carla picked up 60 of it I
5:09
picked up 40 based on the pay level uh
5:12
these would have been the actual pay
5:14
amounts here that we would have gotten
5:16
paid individually on that job so that’s
5:18
the idea we want to be able to break it
5:20
down as a percentage of invoice or
5:22
budgeted hours so what I’m going to do
5:23
is open up the screen here and take a
5:25
look at
5:26
the report Center here and this one here
5:29
is uh our version of our pay for
5:33
performance or piece rate based on an
5:36
actual dollar amount so you can see the
5:38
pay rates here that we have have shrunk
5:40
down the four but we go up to eight uh
5:42
16 20 22 and 24. that’s the hourly rate
5:45
that the employee would be making and
5:47
we’re going to multiply that by the
5:48
budgeted hours or the percentage of
5:49
budget hours that they actually would
5:51
incur now you may look at this and say
5:53
Mike there’s a lot of red on the screen
5:54
well you’re absolutely right so what
5:57
we’ve done is built some logic into this
5:59
report so if you’re going to run this
6:01
report for payroll uh obviously
6:03
important to make sure we’ve got good
6:05
data so we’ve done is built in some
6:07
logic into this
6:09
um
6:09
to make sure if it the data does not
6:12
look right that we actually can go in
6:14
and show you uh the areas you should
6:16
look at before you run payroll so uh in
6:19
this test account uh we’ve got clocked
6:22
in times over here that we’re not done
6:24
uh and we’ve got some budgeted hours
6:26
they’re missing now we do have a dollar
6:28
amount so that’s okay
6:30
um but the idea is we’ve got our levels
6:31
of pay and then these would be the
6:33
payouts based on the percentage so if
6:36
you want to walk into your service
6:37
autopilot account and have this
6:39
automatically emailed to your payroll
6:41
company your payroll person every week
6:43
or bi-weekly
6:45
or be able to have your team members or
6:46
managers go in here on a daily or weekly
6:48
basis to create public accountability we
6:50
need to make sure we have good data in
6:52
here so what we’re going to be doing is
6:52
looking at the dispatch board
6:55
um and there’s some things in here in
6:56
this test account here that we are
6:58
looking at so the first thing we’re
7:00
looking at here is under columns uh just
7:02
like we showed in our live training
7:03
event we want closeout day screen and we
7:06
want variants and I want actual hours
7:08
and once we click those in we have that
7:11
ability I’m going to suggest that you
7:12
save a view here and do it for each
7:14
cruise and go in each day and double
7:16
check this and if you’re running a
7:19
reporter or an analysis that is going to
7:21
be driving this automated email to you
7:23
one of your five automated reports
7:26
um all these areas should be green as
7:29
they are here in the screenshot right
7:31
here so this is what it should look like
7:33
in order for the good data to be in
7:35
there
7:36
and all the data we need several things
7:39
here so we need to start and stop time
7:40
that makes sense we need budgeted hours
7:43
and we need a dollar amount if all three
7:46
of those apply then when we come back to
7:49
our piece Raider pay for performance
7:51
report and service autopilot all these
7:53
areas should be green and we can be able
7:55
to pay out on the different level of pay
7:56
or
7:58
um in Debbie sardone’s model the paper
8:00
performance with percentage of invoice
8:01
uh Debbie does also do a percentage of
8:04
dollar as well as budgeted hours and I
8:07
believe Debbie also recommends the uh
8:09
based on budgeted hours so we’re not
8:12
giving away our pay rates here but uh
8:14
either way that’s what it’s going to
8:15
look like inside service autopilot uh we
8:18
want to go in and build that in
8:20
and make sure if we’ve got bad data that
8:23
um
8:23
it is going to highlight it in red and
8:25
let us know so we can have an admin or
8:26
somebody check that and now the business
8:28
owner has clear great data they can
8:30
provide to the team members and actually
8:32
do that if this is something you’re
8:34
interested uh hit up the simple growth
8:35
team we do have a done-for-you model but
8:37
if you’re building yourself this is what
8:39
it actually looks like uh this probably
8:40
took two and a half three months of hard
8:42
work and testing to actually get this
8:44
dialed in but once it’s dialed in uh we
8:46
had one company that took about 30 uh
8:49
Cruise team and basically for their
8:52
payroll it took two and a half to three
8:53
days to literally calculate this a week
8:56
for payroll uh once this report was
8:58
dialed in it was 15 to 20 minutes so two
9:00
and a half to three days worth of work
9:02
to about 15 to 20 minutes so this is
9:04
going to give you the data that you need
9:06
um and ideally if you’re building a
9:08
shelf it’s going to look like what we’ve
9:09
done here with Debbie’s example here
9:12
um for paper performance so if you’re a
9:13
cleaning business fundamental I remember
9:15
uh definitely give us a call uh this is
9:18
something we’ve got already pre-built uh
9:20
for Debbies with her methodology as well
9:22
as her whole complete estimating
9:23
production rate system uh but you do
9:25
need to be a CBF member to have access
9:27
to that otherwise if you’re building
9:29
yourself or you want something based on
9:31
our original reporting for lawn care or
9:33
home cleaning we have our simple growth
9:35
report but this is how you build it
9:37
yourself so comments questions drop
9:39
below but remember uh piece rate we’re
9:41
paying on budgeted time
9:43
we need to have a quality control
9:44
standard with that piece rate and it is
9:47
not to avoid or uh get past time and a
9:51
half or over time that is needs to be
9:53
paid legally in 99.9 percent of the
9:55
states so we need to be paying our
9:56
overtime Most states it needs equivalate
9:59
or be equal to
10:01
um time and a half at minimum wage but
10:03
the idea here is that
10:05
um when you run those reports they
10:07
should be making well over the overtime
10:10
rate
10:12
um with pay uh piece rate or paper
10:14
performance so comments questions
10:15
dropped below this is how you break down
10:17
paid performance or piece rate reporting
10:19
with production and quality based on the
10:22
budgeted hours or if you opt to do
10:24
percentage of invoice but I do recommend
10:26
sticking with paying on the budgeted
10:28
hours because we can have public
10:30
accountability we can show the hours and
10:32
it’s an Apples to Apples comparison
10:33
based on uh percentage so comments
10:36
questions dropped below Callahan’s
10:37
corner you ask the questions we answer
10:39
them live right here