Videos

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morning we ask the questions handsome
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live right here on Facebook had a couple
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users in several different uh Facebook
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groups for
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um the lawn care industry
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um reach out and actually want to know
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Mike do you have a cheat sheet to
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actually create pricing matrices so
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whether the software they’re using
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already has a pricing matrices and they
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haven’t dove in to actually look at it a
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hundred percent
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or
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um the software they’re currently using
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doesn’t have a pricing matrices is there
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a tool that you could either give away
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or sell well obviously in the mindset of
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abundance here at Callahan’s Corner
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we’re not looking to sell it uh so we’re
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actually going to give you or give away
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the ability to use this uh free pricing
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matrices tool that we’ve created so uh
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before I give you the information on how
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to actually get the tool
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um I’m going to actually show you the
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tool and then at the end I will show you
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a way to actually get the Tool uh for
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free to build out your pricing matrices
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for this season so I’m gonna open up the
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screen as we normally do in normal
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fashion and we will go from there
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so this is going to be the simple growth
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uh price estimator tool so as we go in
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here we’ve got several different
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versions of it
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um but this is the Master Copy here as
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we’re diving in so what we’re doing here
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is we’re going to go into the price and
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product information page and look at the
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two different test Services we hear or
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this is where we would enter in the
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service name so first thing you want to
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do when you use this tool is go into the
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upper top here I’m going to make this
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bumped out a little bit we want to enter
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our hourly dollar per hour Revenue goal
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so this is how much we’re charging per
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hour per individual on the team so
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whether it’s lawn care home cleaning
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fertilization this is revenue per man
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hour per person so in this example here
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I’m going to say we want to get sixty
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dollars an hour
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and our Breakeven costs uh what it costs
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us to operate before we make a profit
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um let’s say we are at about 51 uh so
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we’re seeing that anywhere from about 50
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or 38 all the way up to uh low 50s is
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what we’re seeing with our uh deep Dives
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and Essay setup clients so
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um you would need to know your break
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even for per number here but we first
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we’re putting in the dollar per Revenue
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goal and our cost per man hour and then
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what we’re doing is actually building
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out this sheet so if you’re just joining
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us this is something we’re going to give
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away for free here at the end of the
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video uh we’re going to show you how to
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get this but a lot of people said hey
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we’re using a product that we don’t
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understand the matrices or uh the
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product the CRM the custom relationship
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management software you’re using just
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doesn’t have a pricing matrices so
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um what we’re going to do is I’m going
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to use the example of lawn mowing here
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so I’m going to type in lawn mowing is
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my service
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and starting price to show up so this is
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the base price what are you what’s the
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minimum to show up that you’re charging
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so I’m going to say our lowest price at
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55 bucks per cut and the maximum area
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you’re going to cover in there uh let’s
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say we’re going to do 5 000 square feet
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up to 5055 bucks and I think that that’s
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going to take one person about 20
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minutes so uh how many minutes to
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perform that so we can type the minutes
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right in there
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and the square foot variable or range
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after the base price so what we’re
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saying is from one to five thousand
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square feet is a minimum to show up 55
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bucks uh what this is asking here is
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it’s 33 minutes to do the base price and
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then how many square feet after that we
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charge it so I’m going to say every
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thousand square feet after the 5 000
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um and how many minutes is it going to
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take to mode blow and Edge that so I’m
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going to say
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um
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it’s going to take about three minutes
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on that so what we’re doing is just
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putting in the price to show up how many
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feet are included in there how many
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minutes to perform it and then how many
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square feet are covered after that base
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price of 5000 on how long based on one
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person and the sheet is going to go in
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and actually calculate off your hour per
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hour goal and your cost per man hour so
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that is what you do you would set this
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up once and then when you go back to the
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estimate creation tab
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your services here are automatically
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loaded so lawn mowing is our first
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service and then we would measure online
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or look at a property and see how big it
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is so if we went in and put 6 000 square
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feet uh the sheet automatically
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calculates it so the price should be 58
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it should take 0.6 man hours it’s going
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to cost you thirty dollars and sixty
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cents and your profit is 27.40
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and your percentage uh with these
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numbers we gave you is a 47 profit
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margin so uh step one when you get the
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sheet you want to set up your two
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services and the matrices here once
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only and then every day we’re working
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the estimate creation sheet
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um and what that has here is budgeted
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hours budget profit projected profit
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um and some other information here so
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this here I’ll update this formula here
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because it looks like it got pulled over
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but we’ve got the top line here uh the
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other thing I want to show you here is
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if our other service here is let’s just
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say uh mulch installation
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we have a parent child service
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relationship that is uh built out inside
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this
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cheat here for you guys so I would say
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the mulch installation part and then uh
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let’s just say we’re gonna do a uh
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delivery fee
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per yard
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okay so the prices show up let’s just
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say we have a one year minimal but
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obviously going to suggest you have a
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two to three yard minimum off the bat
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but for Simplicity here I’m going to say
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that we’re charging 110 dollars
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per yard installed
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and then the maximum area covered at a
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three inch depth is going to be 100
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square feet
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and it’s going to take 60 minutes
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and the area after the first hundred
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would be every 100
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and the minutes to do that each hundred
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after that would be an additional 60
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minutes so what we have is the ability
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to go in for mulch installation right
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now and if we had it at
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200 square feet
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it’s got our calculations driving
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through here
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and as we go back to our product and
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information sheet
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we’re going to go in and set up our
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delivery fee so we can go in and put in
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how long or what do we want to charge
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for the delivery fee and let’s just say
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there is a 65 delivery fee
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and every let’s say our dump trailer or
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dump truck cover uh 300 or 3 yards is a
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maximum as an example so that would be
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every 300 square feet
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would be an additional
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uh 65 bucks and let’s just say it takes
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30 minutes drive time per load and then
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every 300 square feet which basically
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would be three yards would be an
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additional 30 minutes so the ability to
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add multiple Services here and have them
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Drive In
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to the sheet here
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it’s going to add that all up for you
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and give you a total cost for parent and
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child services so if this is something
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you’re interested in what you can do is
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go to our website
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simplegrowthsystems.com go to the bottom
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left hand chat here and type in uh to
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one of our live chat agents between uh 9
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A.M and 5 PM Eastern and ask for the
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simple growth
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um estimate blueprint and they will be
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able to email that out to you to make a
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copy of the master so uh comments
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questions drop below but a lot of people
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have been asking about how to actually
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build out a pricing matrices especially
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if your software does not have one yet
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um or doesn’t plan on making one this is
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something a free tool that we’re giving
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you you need to fill out the production
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right here on the back first
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and then once that’s done uh you simply
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go in your estimate creation sheet and
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update the square footage of each
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property and based on the data you gave
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here it will drive that and
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um
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that will actually get you information
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and I will add up or before we launch
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this year I will get you a new projected
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profit percentage there because that
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looks like it was off when I made a copy
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this morning but otherwise this should
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work for you free simple growth estimate
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copy uh sheet from Price matrices just
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simply go to our website
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simplegrowthsystems.com uh type into the
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chat here between 9am and 5 PM Eastern
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and ask for the simple growth matrices
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blueprint and we’ll email that to you
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for your charge comments questions drop
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below Callahan’s corner you ask the
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questions we had some live right here on
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Facebook

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welcome back to Callahan’s corner where
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you ask the questions we answer them
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live right here on Facebook gotta user
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commit uh submitted issue
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um in one of the user groups here for uh
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service autopilot kind of read just a
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snippet of it
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um I don’t believe this is actually the
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user’s error
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um but I am going to be talking about
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some best practice how to avoid this
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um and actually go out and uh hopefully
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give Kelly some safeguards how to
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protect herself and anybody else
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watching this when you’re sending out
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bulk emails of several thousand emails
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Plus or text messages
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um obviously want to make sure they’ve
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opted in appropriately but I’m going to
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talk about how to do this so she said
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that uh Kelly said we sent out a
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marketing email yesterday to
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approximately 4 000 leads they’ve
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gathered since 2017 so congrats Kelly
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love the fact that you’re going out and
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Gathering your leads and snap and
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segmenting we’re going to talk about
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that later in the video how we talk
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about where they’re at in the customer
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life cycle
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um after a few hours people started
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contacting your back and I’m
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paraphrasing here but basically uh it
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looked like this email blast had gone
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into somewhat of an infinite Loop not
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sure the details on it
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um but obviously not a great situation
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here so we want to be able to go in
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Kelly and everybody else watching this
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how do we send automated emails not
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necessarily in the email blast it was in
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Kelly’s situation but in an automation
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to go in and protect yourself and adhere
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to life cycle marketing and be able to
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talk to the clients where they’re at in
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the customer life cycle and they have an
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automated but personal conversation and
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it’s going to be the segmentation and
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tag naming conventions here when I open
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up my screen they’re going to actually
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allow you to protect yourself uh no
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matter the software you’re using whether
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it’s service autopilot
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MailChimp uh co-pilot any of the other
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software’s out there that have these
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automations as well as even jobber uh
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this tag segmentation is going to
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protect you as a business owner to make
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sure that if the software got into an
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infinite Loop and started sending out
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emails um that you would be protected so
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I’m going to recommend uh in most
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scenarios we don’t want to do a an email
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blast but what we really want to do is
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set in automation with uh segmentation
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by tags and this would protect you
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um now and in the future so I’m gonna
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open up my screen and kind of uh lift
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the hood of what we do for several
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hundred actually more than that people
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on a yearly basis with automations and
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this is a secret to uh what
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I was doing in my lawn care company uh
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believe it or not probably nine or ten
2:27
years ago
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um and now we have SIMPLE growth that
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actually helps people go out and do this
2:31
in their business so I’m going to kind
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of just give you the foundational areas
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so as we’re looking at a business the
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first thing we want to look at before we
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get into the segmentation is what are
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the core areas in our business that we
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can actually automate um this is going
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to make a little more sense on the next
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screen because we’re going to create
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naming conventions and tag segmentation
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to go in and protect you when you’re
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sending out these
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um email blasts or text messages so the
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first areas that we’re looking at is
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Marketing sales fulfillment finance and
3:02
the fifth one there is internal slash I
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like to call HR so that’s the five areas
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in most service businesses we can
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actually go out and automate
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and the next piece we’re going into here
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is
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um going in and talking about
3:15
segmentation so Kelly uh went in and it
3:18
sounds like she may have segmented some
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things but I’m guessing there may not
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have been the complexity of the tags and
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Kelly if no one’s shown you this there’s
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no way you would know so I’m going to
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break it down for you step by step how
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we do this it’s simple growth
3:31
um first thing we want to do is go in
3:32
and segment so we want to go in
3:35
and talk about the client life cycle or
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life cycle marketing uh new term now
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they’re using out there is life cycle
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automations
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um but what we need to do is take a look
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at it and we want to go literally
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through tag segmentation I’m going to
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show you some naming conventions you can
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actually copy and use that we use in my
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business
3:53
um but we want to talk about a prospect
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who say is interested in uh let’s just
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say Holiday Lights that’s one of Kelly
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Services and then we have a prospect
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that is submitted an estimate that needs
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to be uh finished for holiday lights and
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then we have a prospect with an estimate
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that is not accepted or denied that so
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this is the segmentation that we’re
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looking at then we either have a person
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who’s accepted the estimate or is not
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and if they’re not a current client we
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have a client or a loss estimate or a
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loss lead now why this is important
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is this segmentation is going to have
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done correctly with the tags and things
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I’m going to show you will all not allow
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an automated email or text messaging
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system to get into an infinite Loop type
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situation because the segmentation is
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going to go in and pop those in certain
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areas so in the early days of when we
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automated on service autopilot in the
4:44
beta area we would actually be able to
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tell their developers when they’re
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building the automations where there was
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a bugger it was broken before they could
4:51
actually see it in the source code based
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on the um Clarity of these tags and
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these tags are going to protect you so
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once you have a one client a one a
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client now and a loss estimate or a lost
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lead we have a canceled client
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as well so those are the segmentation
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and then eventually we’re going to talk
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about database segmentation of what I
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think Kelly was trying to do is go in
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and upsell some services and we’re going
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to talk about best practice
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um if you missed my talk at serve Edge
5:19
uh conference
5:21
we talked about this in detail but as we
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segment them the benefits here is we’re
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going to be able to go and educate the
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specific Services they’re interested in
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and overcome any sales or Price
5:30
objections that specific service
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um and then we’re gonna be able to sell
5:34
on a a very personal level and go in and
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follow up in a process we call 20 days
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to close and that’s going to be the
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perfect mix of sending automated emails
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based on that life cycle
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um to follow up on each and every
5:47
estimate if you’re not following up on
5:49
your estimates at least five or more
5:50
times statistically you’re missing out
5:52
eighty percent of sales in your local
5:54
market so this is really really
5:55
important
5:56
um but once again I’m going to suggest
5:58
for most scenarios we want us to keep
6:00
away from this email blast because they
6:02
can get you in trouble but if we’re
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segmenting our database right from
6:07
Prospect all the way through canceled
6:09
client that is going to protect us and
6:11
create an automated personal
6:12
conversation so now we dive into naming
6:15
conventions
6:17
and this is where the key to this is
6:20
um and this is where a lot of times when
6:22
people talk about simple growth why do
6:24
we pay monthly support and update fee
6:26
part of it is this one as I’m actually
6:29
showing here so we can actually go in
6:31
and track these different statuses and
6:33
if there’s an issue uh within minutes we
6:36
can actually go in but we’re looking at
6:38
thousands of hours that have been
6:39
invested into building this out
6:42
um but if you’re building it yourself I
6:43
want to be able to give you the ability
6:44
to actually track this now to my
6:47
knowledge in the service industry area
6:49
there is no other automation company
6:51
that goes to this detail but that’s the
6:53
secret to the success that we’ve had at
6:55
simple growth in my lawn care company so
6:57
what we want to do is basically create
6:59
five categories
7:01
of tagging conventions now if we go back
7:03
three screens here remember there’s core
7:06
areas of automations that we can
7:07
automate in your service Business
7:09
Marketing sales fulfillment finance and
7:11
internal slash HR now we want to create
7:14
tags to be able to track that customer
7:17
Journey so the first one is literally
7:20
zero one dot space that the actual
7:23
status and that is a naming convention
7:26
in a a standardization that is really
7:29
really important when you do this
7:31
um but the 01 status is basically where
7:35
is somebody in your campaigns so in the
7:37
first example of that customer Journey
7:39
they have requested an estimate for
7:42
holiday lights or lawn mowing but they
7:45
haven’t received it yet and then once
7:48
the estimate is received we have an
7:50
estimate received but it has not been
7:52
won or lost those are the statuses we’re
7:54
looking at so it’s o1 status and that’s
7:56
literally zero one dot space the status
7:58
that you have the next thing is O2 his
8:01
history where have they been so we have
8:03
the status of where they’re at and the
8:05
last place they’ve been so in Kelly’s
8:07
scenario uh if there was a confusion in
8:09
the software
8:11
um and she had called us most likely we
8:13
would be able to go in based on those
8:15
history tags and actually stop
8:18
those automated emails from happening
8:20
based on the segmentation because we
8:22
know where they’re at and where last
8:23
place they’ve been we know where they’re
8:25
at so we have some logic built in to be
8:27
able to kick them out
8:29
so that is where you’re at where you’ve
8:31
been and that’s going to follow you
8:32
throughout the whole automated process
8:34
profile keeps track of data not stored
8:37
on uh stored in a custom field so if
8:40
there’s anything we want to keep on the
8:42
profile is profile customer profile lead
8:45
profile canceled customer so in Kelly’s
8:48
case if she wanted to have separate
8:50
communication based on the customer
8:52
profile that was not stored in a custom
8:54
field that would end up on our O3
8:56
profile tag so the fourth one is a to do
8:59
or if you’re using service autopilot
9:01
this would actually be a ticket at this
9:03
point so uh Dave long I believe it was
9:05
in a day or two ago asked a question
9:07
about how do we go from the manual
9:10
process of taking a website request that
9:13
goes to my day screen and now I have to
9:14
prove and do some manual work what we
9:16
would do here is actually go in and
9:19
create the V2 or V3 form on an auto
9:22
create or update lead that would
9:25
automatically create the lead in the
9:26
system and then based on an o4 profile
9:29
tag which is now a to do or basically a
9:32
ticket that profile or the to do tag
9:35
would be applied through an Automation
9:37
and create a ticket assign a specific
9:39
person with a deadline for
9:41
accountability they could be tracked
9:42
through the filtering so now we’re
9:44
starting to manually avoid these manual
9:46
tasks and we’re going to Leverage The
9:48
Power of the software to automate these
9:50
systems now
9:52
the fifth one is our 05 or zero five
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system tag it tells essay or whatever
9:58
the automation platform what to do and
10:01
what happens here is it literally is our
10:04
automated start and stop button so those
10:07
are our when we go into build an
10:08
automation depending on your platform
10:10
whether it’s service autopilot co-pilot
10:12
or keep
10:14
um
10:15
this tag is going to be our trigger to
10:17
start or stop now what we’ve done is
10:20
been able to track the status of where
10:21
they’re at they hit or the status of
10:22
where they’re currently at the history
10:24
of the last place they’ve been the
10:26
profile any data that is on the client
10:28
that’s not stored a custom field any
10:30
tickets or to Do’s that are triggered
10:32
and then system tags literally are kind
10:35
of the analogy of when you were a kid
10:36
going to the carnival or an amusement
10:38
park that’s your ticket to get on and
10:40
off the ride or the Automation and
10:42
that’s how we stop uh the system from
10:45
inadvertently going out and pushing out
10:47
multiple communication points to the
10:48
same person in error and if that happens
10:51
um that’s one of the benefits 99 of the
10:53
time if you’re working with simple
10:55
growth we can actually go in and figure
10:56
that out and stop that repetitive cycle
10:59
that uh happened to Kelly by mistake and
11:02
I don’t think that was Kelly’s fault um
11:04
but I’ve never seen the inside of that
11:05
automation the email blast but from what
11:07
she said
11:08
um
11:09
you know we definitely need to be able
11:10
to stop that this is how we would be
11:12
able to stop that filtering down on
11:13
these tags and segments so the last
11:15
thing here is now that we’ve got our
11:17
five areas that we can automate we’ve
11:19
got our five sets of tags that are based
11:23
on
11:24
the main areas here of status history
11:26
profile to do in system all around our
11:29
five areas of Marketing sales
11:30
fulfillment finance and internal H are
11:33
what do we do to actually name these
11:36
automations
11:38
now like I said don’t really recommend
11:40
using email blast because it’s really
11:41
hard and that’s where some errors are
11:43
going to happen but if we have those
11:45
areas in our business we can automate
11:48
um you can notice the tags here was
11:50
0102030405
11:53
and now our tags here are 10 20 30 40.
11:56
these are the naming conventions for the
11:58
actual campaigns I’m sorry campaign
12:00
areas is going to be 10 dot marketing 20
12:03
sales 30 fulfillment 40 finance and 50
12:06
HR those are the five areas that we can
12:08
automate and now what we’ve done is
12:10
segmented our database to not only uh
12:13
where the leads or clients are cancel
12:15
clients but now we have segmentation of
12:17
our campaign so once again the ability
12:19
to go in quickly if there’s ever an
12:21
issue we need to update these we can go
12:23
in and see all our plays for Marketing
12:25
sales fulfillment finance and internal
12:26
HR these are the keys to success in a
12:30
fully Automated Business and once again
12:32
a email blast is going to be really a
12:36
manual process so I’m not really
12:37
recommending another manual process that
12:40
if you delegate it potentially could be
12:42
an error so as we’re looking this on a
12:45
very very high level people may ask Mike
12:47
where does this all play out um and this
12:50
is an older version of our automations
12:51
here but
12:52
um I want to just touch on at a high
12:54
level because this is where the magic
12:56
will happen
12:57
um so just like David talked about
12:59
earlier in the Facebook group this week
13:01
website request here up on the upper
13:03
left
13:05
vh33 form with duplicate check and we
13:07
automatically create that lead and we
13:09
enter them into your software program or
13:12
if they come in through the office we
13:14
get them in first thing we want to do is
13:16
automatically now automated but personal
13:18
a lead letter these are five or six
13:20
reasons why your business is different
13:21
why people want to work with you
13:24
um as a professional no sales pitch it
13:27
is literally just differentiating you
13:28
now
13:30
word email blast would be really tough
13:32
to do here we have an automated
13:33
segmentation based here and it’s called
13:35
short-term education and what that is is
13:38
that is going to educate them to the
13:40
specific service they’re interested in
13:41
and now that we’ve segmented them based
13:43
on those tags and naming conventions
13:46
um and the different automation types
13:49
we’re able to have a personalized but
13:50
automated communication through this
13:52
based on the specific service they’re
13:54
interested in so in Kelly’s example if
13:57
they’re talking about holiday lights
13:58
something they do in the fall
14:01
we’re able to talk about how a
14:03
professional company sets up the holiday
14:05
lights why we’re probably using LED c9s
14:08
how we’re using mini lights in the trees
14:10
so on and so forth what happens if a
14:12
light bulb goes out what happens if I
14:15
have an issue all those things are
14:16
addressed here so what we’ve done is
14:18
created you as the expert and we talk
14:21
about the questions they have so we’re
14:24
talking about
14:26
what if it’s inclement if the weather is
14:28
not good are they going to hang the
14:30
lights that day
14:31
um what if somebody falls off the roof
14:33
is the insurance going to cover that or
14:36
is it the homeowner’s insurance but all
14:37
those concerns they have we address
14:38
through education up front so we’re
14:40
going to shorten that sales cycle
14:41
through education we’re going to create
14:42
a higher perceived value next spot over
14:45
here is going to be our estimate
14:46
follow-up so once again not really used
14:48
any email blast but basically when the
14:52
estimate is submitted to the client or
14:54
lead if it’s not accepted we file it for
14:56
20 days through automated email text
14:58
message
14:59
and something called ringless voicemail
15:01
bomb hits the cell phone on file looks
15:03
like a missed call and it’s a personal
15:05
call or message saying hey it’s Mike
15:07
from Callahan so sorry I missed you just
15:09
followed up in the essence we dropped
15:10
off two days ago you have any questions
15:11
call me back at this number or feel free
15:13
to accept the online estimate once again
15:15
though if you’re not following up five
15:16
or more times over multiple
15:18
communication channels uh fancy term for
15:20
it is Omni Channel marketing you’re
15:22
missing out on about 80 percent of the
15:23
sales in your local market next thing is
15:26
our one process here so this is once
15:28
again we’re segmenting them based on
15:29
where they’re at in the customer life
15:31
cycle and that’s done through those tags
15:33
status and history tags and potential
15:36
that profile tag
15:38
if we’re sending out a welcome package
15:40
that would also be uh that basically to
15:43
do uh or ticket tag as well that I
15:46
showed you in the naming conventions of
15:47
someone’s on the hook to do that but
15:49
we’re going to do is send an automated
15:50
email welcome them and acclimate them to
15:53
working with your company and if we
15:55
require a credit card on file automated
15:57
we’re gonna have a V3 or I mean a PCI
15:59
Compliant credit card form automatically
16:01
emailed now once again with the tags
16:04
based on status and history we just
16:05
talked about
16:06
we’re gonna go down to the next area
16:08
here with the 30 60 and 90 day follow-up
16:10
so uh if the profile on the service
16:13
they’ve stun is a reoccurring service
16:15
we’re going to follow up 30 60 in 90
16:17
days with an automated email that looks
16:19
personal from your office if they signed
16:21
up for a one-time service once again
16:23
that profile and some of the other tags
16:25
we talked about are going to segment it
16:27
we’ll know it is a one-time service so
16:29
we only follow up so that is how we’re
16:31
going to start to make sure we do not
16:33
have multiple emails going out for a
16:35
one-time service database segmentation
16:38
with fairly clearly defined tagging
16:40
structure next thing is happy holidays
16:43
we’re going to go in and wish them a
16:45
happy holiday around your New Year’s Eve
16:47
Labor Day Memorial Day veterans day uh
16:50
and then following to that is our
16:51
newsletter campaign we’re going to go in
16:53
and educate them what they need to be
16:55
doing in their yard or home the month
16:56
advance so going into the spring season
16:58
here we should have already sent out if
17:00
we do fertilization we control a
17:03
pre-emergent newsletter about how we
17:05
actually
17:07
um the the difference between
17:08
pre-emergent and post-emergent and why
17:10
it’s important to get those
17:11
pre-emergents in the lawn and the
17:12
landscape beds at a certain timing no
17:15
sales pitch or educating but a lot of
17:17
times that transitions into a sale uh
17:20
and then the next thing we’re going to
17:21
do is go into our process over here and
17:24
I’m going to recommend to be five and
17:26
eight upsells now I think this is where
17:29
um Kelly did that email blast
17:31
and not no fault to her own but if we
17:34
had done it through an automated system
17:35
uh it would have been able to go in and
17:37
only go out once and if there was an
17:39
error on the software system she was
17:41
sending it in based on those history and
17:43
Status tags uh someone should have
17:46
probably been able to go in and actually
17:47
stop that for her um but the idea is we
17:50
want to be able to go in and the secret
17:52
sauce is here automated uh but personal
17:55
so what we do is we look at several
17:57
factors when we send these upsells do
17:59
they have an estimate in play for this
18:01
service has it been performed in x
18:03
amount of days because if they had just
18:05
had the service done we’re not going to
18:06
upsell it would look foolish uh the next
18:09
one we’re going to do is go in and see
18:11
do they already have the service if they
18:13
have the service is it on a waiting list
18:14
or on a schedule there’s a few others
18:17
that we dive into but those are the big
18:18
hitters and the key to this is when we
18:20
go in we want that automation to trigger
18:23
within minutes if not almost immediately
18:27
before the automated email goes out and
18:30
that gets that personal that automate
18:31
did capability
18:34
and it sweeps through those statuses and
18:36
the history and the profiles and if it
18:38
meets the criteria we go out and we’re
18:40
seeing 60 to 80 estimate requests in 24
18:42
to 8 to 48 Hours on these upsells
18:45
massive massive return on uh investment
18:48
with the automations now why I can speak
18:51
to this is if you need to stop those
18:54
automations it can be done
18:56
um and we go out into three different
18:58
upsell Communications per uh upsell of
19:01
the five to eight we recommend
19:03
so this would have avoided Kelly’s issue
19:06
because a lot of our clients have such a
19:08
return on the first one or two
19:11
Communications they will literally email
19:13
us or hop into our chat or call the
19:15
simple growth office to say Mike and
19:17
team please turn off the last
19:20
communication for the upsells because we
19:22
have literally hit our capacity in the
19:24
spring for say aeration or overseeding
19:26
or pruning or mulching not uncommon uh
19:30
we’ll see people in the first 24 to 48
19:33
hours if they’ve got a decent lead base
19:35
like Kelly does uh to get 60 to 80
19:37
estimate requests
19:39
um we have literally sold 250 to 300
19:42
aeration jobs in the fall for clients
19:45
um in about a week week and a half fully
19:46
automated off these upsells the point
19:48
where they don’t have the capacity to
19:50
meet the demand that their client base
19:52
has so they will call or message us and
19:54
say hey please turn off the third
19:56
communication if you follow what we
19:58
talked about in the beginning of the
19:59
video based on your tag segmentation in
20:02
the naming Convention of your automated
20:03
Asian campaigns or plays you can easily
20:07
go in
20:08
um
20:09
and stop those Communications that’s
20:10
something that Chad and the simple
20:12
growth team and our launch and support
20:14
team do all the time so if you follow
20:17
the naming conventions here I’m going to
20:18
hop back quickly just to show you uh
20:20
we’re looking at the categories of tags
20:22
status history profile to do which if
20:25
you’re using essay now is tickets and
20:27
system tags and then we want to go in
20:29
and set naming conventions around the
20:31
different campaigns or plays of
20:32
Marketing sales fulfillment finance and
20:34
internal HR those are the keys to have a
20:37
personalized but automated system that
20:39
is totally TurnKey that does not revolve
20:41
around the business owner or manager
20:43
or owner’s spouse or husband and that
20:47
will allow you to have success so once
20:50
again email blasts are great but they
20:52
can open up yourself too some danger
20:54
because it’s a click it and kind of Let
20:57
It Go with the automations when they’re
20:58
built out flushed out
21:01
um that is going to avoid a lot of those
21:02
issues and it would give you ability in
21:04
most cases to stop any communication or
21:06
error on the software as well
21:08
um to get that out because the
21:09
segmentation would be able to be sorted
21:10
by the software company or somebody like
21:13
simple growth to actually filter down on
21:14
those tags and stop it so Callahan’s
21:16
corner you ask questions we had some
21:18
live right here on Facebook

0:00
welcome back to Callahan’s Corner we
0:01
have some questions handsome live right
0:03
here on Facebook had a User submitted
0:05
question uh in the service autopilot
0:07
users group how to best Define and track
0:10
budget versus actual time in their Lawn
0:13
Care in-service business so what I’m
0:15
going to do is open up the screen and
0:16
give you a quick rundown of what an
0:18
expert play looks like how to actually
0:20
track your budget versus actual and
0:22
there’s a lot of misconceptions of what
0:23
you should be looking at on a daily and
0:26
weekly basis and the keys to success
0:27
that actually go into the old saying
0:29
good data in good data out well really
0:31
at this point we’re looking at no data
0:33
in no data out in some scenarios so I’m
0:35
going to open up the screen uh demystify
0:36
the system and give you a quick workflow
0:38
for one to two minutes per crew each day
0:40
to make sure you’re hitting your times
0:42
um and as a bonus I’m going to show you
0:43
the foundations of how to use this for
0:45
repeat for P or piece rate pay system so
0:48
what we’ve got here is
0:50
um some slides that we broke down in the
0:52
symbol scale group we have monthly
0:54
webinars how to actually uh break this
0:56
down as well as one-on-one coaching with
0:58
one of our seven figure experts but as
1:00
we’re looking at this here
1:02
we’ve got our closeout day screen what
1:05
we want to do is go to columns here
1:07
um this view that you’re looking at is
1:09
not the exact view that you’re going to
1:10
be seeing inside service auto by Pilot
1:13
by default so right off the bat we’re
1:15
going to go in and click the button to
1:17
add the closeout day and we’re going to
1:20
go in and add the variance and we’re
1:23
going to add the actual hours and that’s
1:25
right under this column here where we
1:26
can actually go in and select that so to
1:28
answer the question directly and I’m
1:30
going to hop back and actually
1:32
um kind of demystify some of the other
1:33
things in the data how this actually
1:35
will go in and show you how to raise
1:36
your prices with no motion as well so on
1:39
a very simple basic we should go in and
1:41
do a resource for mocrew one two three
1:44
four five six seven eight and under
1:46
dispatch board we can create and save
1:48
view so we can hop in and check that uh
1:50
step by step there’s three key elements
1:52
that most people miss when they’re
1:54
actually looking at this
1:55
um so the first thing we want to do once
1:57
we’ve set up under the columns here
1:59
close out day variance in actual time is
2:01
we want to make sure there’s a good
2:02
start and stop time for every job here
2:05
if that makes sense and it looks good uh
2:07
the guys and girls haven’t clocked in
2:09
out under an hour
2:10
um we have good start and stop dancing
2:12
good foundational data if not stop here
2:15
and update the data because this will
2:16
affect your reporting and everything
2:18
else in the system next thing is budget
2:21
hours will automatically populate if we
2:24
do not put actual hours it will be very
2:27
very confusing because it will only show
2:30
the time for one person this is a
2:32
two-person crew so with the actual hours
2:35
um it will go in and
2:37
give you the total time so right now in
2:40
this view we’ve got 8.7 hours but really
2:44
when we put the actual hours in there it
2:47
would be 17 uh and change so that is the
2:51
difference and I’ve left it in this here
2:52
uh as an example of what we’re
2:54
potentially missing here so there’s
2:56
another column here that’s going to say
2:57
actual hours
2:58
um at the end of this I’ll walk in the
3:00
service autopilot live just to show you
3:01
what that looks like so main things
3:03
start and stop times budgeted hours and
3:06
a dollar amount a lot of people are
3:08
doing installment payments and not
3:10
connecting the contract to the job um if
3:13
we need we need to do that and then
3:14
associate the dollar and budgeted time
3:16
per job so that is the first thing that
3:18
we are going to be looking at
3:20
next thing we’re looking at is going in
3:23
here a little bit uh farther here and
3:25
showing you the actual things you need
3:26
to be clicking on so uh these are the
3:29
settings that we need to be going in so
3:32
once again close out day screen variants
3:35
and actual hours and by doing such that
3:38
will give you the keys that you need to
3:39
look at for Budget versus actual uh and
3:42
it will automatically calculate the
3:43
actual hours based on how many guys or
3:45
girls around the crew finally I looted
3:47
in the screen before but this is how we
3:49
actually do it we need to go in and
3:51
create a view once we’ve hit the
3:53
resource and have the closeout days
3:55
coming for each one so this is speed and
3:56
simplicity for each uh admin or manager
3:59
of each division to be able to walk
4:00
through and do that in a very quick
4:02
fashion
4:04
so as we’re going in here uh there is a
4:07
few other things that we want to be able
4:08
to look at employee job costing data so
4:11
that is going to go in and marry up
4:12
parallel to your budget versus actual
4:14
time so we need to do is go in and build
4:17
out a sheet like this here uh that we
4:19
traditionally do in the simple growth
4:20
coaching but we’re doing is getting our
4:21
labor burdens our company unemployment
4:23
workman’s comp FICA a few other things
4:26
there what you’re going to do is get a
4:27
percentage so this is the cost per
4:29
dollar of payroll
4:31
um that’s added on there and what we
4:33
need to do is go into the team employees
4:36
and on each employee you should update
4:38
this every January so their hourly rate
4:40
goes here
4:42
labor with labor burden uh goes over
4:45
here and we figured out through that
4:46
equation that’s a 19 labor burden so
4:49
once we have all that data in here
4:51
um we’re going to be able to create a
4:54
report
4:55
um based on the clock in and clock out
4:56
and we should be clocking in and out of
4:59
the drive time as well as each job so
5:01
what that’s going to do is give us our
5:03
direct cost off-site and on-site and you
5:06
can see in this example here
5:08
from one of our automated reports it is
5:11
going to be able to show us that the
5:12
data is okay on the clock in a clock on
5:14
this particular job but we’d have all 15
5:16
or 20 jobs of the day per crew but we’d
5:18
have a labor cost
5:20
um and that is our labor with labor
5:21
burden for the individuals on that
5:23
particular crew and a drive time cost
5:26
effect so it’s really important to get
5:27
those Crews to clock in and clock out so
5:29
budget versus actual and in addition we
5:32
want the reports to start pulling in our
5:33
label with labor direct cost and
5:35
indirect cost as we drive in we set up
5:38
the settings here and as we save each
5:40
view by creating a view uh each person
5:43
that logs in has to do this but you’ll
5:45
have the set defaults that you need and
5:48
then that is going to drive into the
5:50
actual closeout day screen here now the
5:52
closeout day screen screenshot that I
5:53
have uh does not have actual clicked
5:56
Under The Columns as we suggested in
5:58
this screen but the idea here is that we
6:01
can go in and take our budget versus
6:03
actual
6:04
and actually look at that and that’s
6:06
going to be the keys to success as we
6:08
drive in here now the key to these daily
6:10
verse budgets we want to be able to give
6:12
the guys and girls instant feedback and
6:14
raise our prices so usually the week
6:16
after the Fourth of July in November we
6:18
raise our prices and this comes from the
6:20
data of the closeout day screen so uh
6:23
not directly asking the question but
6:25
very very important so we’re going to be
6:27
able to in a screenshot here show you
6:28
how to actually show your team’s budget
6:30
purse actually to get buy-in for piece
6:31
rate or paid for p
6:33
um but also we want that data to flow in
6:34
so this is an export of an automated
6:36
report that we’ve made but we’ve got our
6:38
two mowings here at 54 bucks a cut and
6:41
on average from the closeout day screen
6:43
clock in and clock out we’re making
6:45
57.30 and if we were desired to make
6:49
sixty dollars an hour and we’re only
6:51
making 57.30 the report now will tell
6:53
you to raise the prices on just the
6:55
losers not hitting your hourly goal so
6:58
this 54 cut now goes to 56.84 on average
7:01
we need to raise the price not
7:03
emotionally that’s the key non-emotional
7:05
price change to 2.56 so the question
7:08
originally was close out day screen for
7:10
daily and weekly tracking this data now
7:13
flows into a report for you to not
7:15
emotionally raise your prices at least
7:16
twice a year so now that we’ve got that
7:18
set up
7:19
and we’ve got these views saved we’re
7:22
going to go in and look at a new version
7:24
of how to actually report out on this
7:26
automatically so what you’ll see here is
7:29
the idea of this uh export that we used
7:33
to have to do with service autopilot now
7:34
can be automated in a report so you will
7:36
get when you come in tomorrow you would
7:38
get yesterday’s work budget versus
7:40
actual and you’d get the whole week the
7:43
following Monday and this is the idea
7:45
here so we’re gonna as we talked about
7:47
the closeout data screen there’s three
7:48
data points I said that you need to
7:50
check every day two to three minutes a
7:51
day per crew clock in clock out budgeted
7:54
time and a dollar amount for each job
7:56
what we’ve done is created logic in this
7:58
report that the clock in times good the
8:00
budgeted time is good and the dollar
8:02
amount for the job is in there
8:05
and what we’re going to find then is 100
8:07
is hitting your budget so this is the
8:09
key for tracking your daily versus
8:10
actual and Reporting anything above 100
8:12
is beating uh is under budget anything
8:15
below is over budget so you can tell the
8:17
guys hey you gave 100 with quality hit
8:19
it uh you get you you have 120 today you
8:24
did great you kicked bot and that would
8:25
actually be 20 of your budget this
8:27
report now will automatically daily and
8:29
weekly give you a summary of each
8:30
previous day and the previous week and
8:34
125 this example they were 25 under
8:37
budget
8:38
um and then with the new updated version
8:39
This Crew here would have a summary
8:42
um for all their jobs that day or that
8:44
Weekly be able to easily sell as a
8:45
percentage and what happens there
8:48
um
8:49
is it’s a non-emotional way to compare
8:51
the budget versus actual now the next
8:53
thing we want to look at here is
8:54
automatic job costing reporting so this
8:57
is where we went in
8:58
um and looked at
9:00
how much we’d have to raise the price
9:02
and not raise the price this is the
9:04
automated version of that
9:06
um so on this average here we’d have to
9:07
raise the price by five bucks per cut
9:09
there’s bad date in here and it’s red so
9:11
obviously we would be raising a mowing
9:12
by 1200 and then the bottom example
9:15
um you did not have to raise the price
9:17
so the ability to run a automatic
9:19
automated non-emotional data report for
9:22
daily budget versus actual previous last
9:24
week and raising your prices to the
9:26
penny on average those are the keys to
9:28
success and the final piece I want to
9:29
leave you with here is crew buying and
9:30
public accountability uh the percent of
9:33
budget here is going to be in her crew a
9:36
quality score so we have production with
9:37
quality and we can load post this up on
9:40
a TV or dry erase board in the shop and
9:42
this is the foundations of piece rate
9:43
and pay through P performance so
9:46
comments questions drop below uh main
9:48
thing that was asked here is as we go
9:50
through here what we need to do on the
9:52
closeout day screen these are the
9:54
settings we need we want to save the
9:55
views once we do that we need a good
9:58
start and stop time budgeted hours
10:01
in a dollar amount um and when we click
10:03
those buttons here we will have a actual
10:09
um hours right here and when that’s
10:10
clicked it will calculate based on how
10:12
many guys or girls around that crew um
10:14
so we compare the actual hours to the
10:16
budget hours and we can see exactly
10:18
where we’re at and then once we have
10:19
that we want to run a automated report
10:23
um just like the simple road kpi report
10:24
where this is emailed to you daily for
10:26
the previous day and then the following
10:27
Monday you get the previous week summary
10:29
and a job cost report how to raise your
10:32
prices with no motion and anybody not
10:34
hitting your hourly threshold for
10:36
example in this one here the desired
10:37
Bill hours 55 bucks per man hour and
10:39
then finally we drive that data daily
10:41
and weekly into a public accountability
10:44
chart like this with production and
10:45
quality to align those for uh piece rate
10:49
and P for p so those are the foundations
10:51
the budget versus actual hopefully it
10:52
was helpful and uh we’ll see you again
10:54
at Callahan’s Corner we ask the
10:55
questions we answer them live right here
10:56
on Facebook

0:00
Mike Helen here want to make a quick
0:01
video had a lot of people talking over
0:03
the weekend uh about
0:05
processes and systems and how to create
0:08
Simplicity in your business and how to
0:10
take these manual tasks and eventually
0:12
automate them and delegate them to the
0:14
people inside your business so as I’m
0:16
looking at the service businesses we did
0:18
probably about 12 13 years ago in my
0:20
lawn care business we looked at a very
0:23
simple process so first we want to go in
0:25
and organize
0:26
automate and grow and if we go into the
0:29
organizational phase a lot of people
0:31
rush into automating their processes or
0:33
delegating them way too soon so I want
0:36
to spend a few minutes this morning
0:37
literally going in and talking about
0:39
something as simple as payment
0:41
processing and how uh complex a lot of
0:45
business owners make it in which
0:47
ultimately hurts their cash flow but
0:49
also also goes in and creates a
0:51
bottleneck for growth and inability to
0:54
automate and delegate so as we’re
0:56
looking at the six pillars of a simple
0:58
business one of those pillars that we
1:01
talk about a lot at simple growth and
1:02
simple growth coaching is creating a
1:05
simple business we’re going to talk
1:06
about a simple uh process here of
1:08
payment processing and how uh complexity
1:11
that you may be adding maybe hurting
1:13
your growth and the inability to hire
1:15
train and onboard admin staff I know
1:17
that’s a major issue on a lot of the
1:20
platforms we work on so in normal
1:22
fashion here I’m going to go in and open
1:24
up the screen
1:25
and show you what we got cooking here so
1:27
uh once again we’re talking about
1:29
payment processing here is an example of
1:32
a simple business and a lot of times we
1:34
get really complex and that bogs down
1:36
our onboarding cash flow and everything
1:38
else in between in our business so all
1:41
we’re going to do is break this down
1:42
here into normal uh fashion here just to
1:44
show you what it looks like so what I’m
1:47
using here is a flowchart uh tool that
1:49
we use inside the business to create
1:52
um basically manual processes to
1:54
actually say uh what’s involved them in
1:57
a 40 000 square foot View and how do we
1:58
actually document them
2:00
so what we’ve got here is this is going
2:02
to be our trigger or our start and the
2:04
job
2:07
is
2:10
complete and that is going to be our our
2:13
triggers the job is complete or
2:16
basically we’re ready to uh bill out the
2:19
invoice for the service so as we looked
2:22
about it at the simple growth
2:23
masterminds live event in uh North
2:25
Carolina
2:26
um in Mooresville uh Lake Norman area we
2:29
looked at this on the wall with a lot of
2:31
businesses so this is why it is so fresh
2:33
in my mind and I think it’s really
2:34
interesting uh something to look at here
2:36
so what we’ve got is the job is complete
2:40
and then the next step here uh where
2:42
complexity is going to hurt your
2:44
business is
2:45
um we’re going to go into something we
2:47
call a decision Diamond here and this
2:49
decision diamond is going in
2:52
and really going to create some issues
2:54
here for us because a lot of folks are
2:56
servicing different types of businesses
2:58
so you have commercial residential and
3:01
maybe
3:02
um government uh facilities in different
3:04
towns and things like that so there’s
3:05
different ways we’ve built we’re going
3:06
to keep this uh a little bit more simple
3:09
we’re just gonna do a commercial
3:10
residential because you’re going to see
3:11
here in a few minutes
3:13
um this will actually get kind of crazy
3:16
so off to the top here we’ve got our our
3:19
resi
3:22
it’s going to be short for residential
3:23
and I’m going to pull down my
3:26
commercial
3:28
so those are the two options I’m now
3:29
servicing two different types of people
3:31
that’s going to add massive complexity
3:33
to our billing and cash flow and they’ll
3:34
be able to train and onboard not only
3:36
their admin staff but our actually
3:38
accounting folks so what we’re doing now
3:40
is going in saying okay based on this
3:42
decision Diamond here if we are going in
3:46
and having a commercial uh property here
3:52
we’re also going to go in and actually
3:54
let’s uh
3:56
create another decision Diamond not to
3:58
make this any more complex than it needs
4:00
to be uh but this decision Diamond now
4:02
is gone for residential commercial and
4:04
now the decision going in to this
4:07
residential commercial uh decision here
4:10
is going to be
4:12
another question so a lot of folks I’ll
4:15
have multiple ways they actually go out
4:17
and charge for
4:19
um the services so one of the biggest
4:21
ones we saw at the simple growth
4:23
masterminds over last weekend was uh we
4:26
have hopefully credit card uh that’s the
4:29
one we’d recommend uh the next one we
4:30
saw a lot here
4:33
was check
4:36
and in addition we had a lot of people
4:38
going in
4:40
and actually using uh venmo or something
4:43
to that effect
4:45
so what we’ve got now is created three
4:48
triggers of complexity
4:52
and then there is a process around this
4:54
here so in addition we found a lot of
4:57
people going in
4:59
off of that decision and actually see
5:01
going in and saying hey uh well now that
5:03
we’ve got this credit card process and
5:05
what is the frequency we’re actually
5:07
going to go in and Bill is it daily
5:09
weekly monthly or potentially is it
5:12
installment so once again as you can
5:15
kind of see is this is starting to drive
5:16
here uh it’s creating a ton of
5:20
complexity
5:21
for the office staff to be able to
5:23
actually
5:24
scale the business so
5:31
we’re going to go in and add this in
5:33
here
5:42
and the arrows aren’t working perfectly
5:44
but you get the idea the job is complete
5:46
is it residential commercial it’s
5:47
residential we go in are we charging
5:49
credit card venmo check so the idea is
5:51
we want to get really simplistic and I’m
5:53
going to show you what a simple model
5:54
looks like here but I want to just spell
5:56
out
5:57
um what this kind of looks like here
6:00
just from one uh residential area and
6:05
obviously this is going to be duplicated
6:07
all the way around
6:10
as we continue to get bigger here so
6:13
this is just it’s it’s crazy in my
6:15
opinion uh how complex we make our
6:17
businesses
6:20
based on just something as simple as a
6:22
payment process so as you’re coming in
6:24
the job’s complete residence commercial
6:26
we go in and we paint credit card venmo
6:28
check and then the next decision is
6:30
going to literally be
6:33
um is it going to be
6:36
daily weekly or
6:38
monthly
6:40
billing so we’ve got daily
6:45
we now have a weekly option
6:52
and we’re going to have monthly
6:58
and potentially the way we see it there
6:59
is a fourth option of billing frequency
7:03
um going in and actually billing on into
7:05
monthly installment so we’ll leave that
7:06
under monthly but the installment
7:08
process is is definitely a different
7:10
process as well in there
7:12
um so as we’re going in now
7:15
we’re going to just go in and say you
7:16
know what
7:18
um if it is a weekly process then we’re
7:20
going to go in and
7:24
build that out here and I’m going to
7:26
grab our
7:28
Arrow over here
7:31
and as we go to our weekly process
7:46
then if we’re running credit card and
7:49
it’s weekly then we actually have the
7:52
final process of running the cards
7:55
now I’m going to assume that we’re only
7:58
using One credit card processor
8:04
but this is the complexity a lot of us
8:06
have built into our businesses we need
8:07
to actually create some simplicity so
8:10
what we’ve got here is really this this
8:13
craziness here that we’ve gone in
8:19
and literally created a process now
8:24
that is not scalable and is extremely
8:27
complex
8:30
so I’m just going to build one of these
8:32
out so we can all kind of see what this
8:33
looks like but this is something that
8:35
when we got live into the Carolinas
8:38
there uh last week that some business
8:40
owners were like wow we’re making our
8:43
life way more complicated than we want
8:45
need to be and a lot of people were
8:47
looking at it well you know how come we
8:49
can’t
8:50
um onboard a new employee and create
8:52
predictable cash flow well this is the
8:55
the problem at hand guys that we’ve got
8:57
uh way too much complexity in our
8:59
business
9:02
and so I’m going to recommend is we we
9:04
take a product here like lucidchart or
9:06
something and start to build out all the
9:09
processes here so this is what it
9:11
actually looks like here
9:13
um in here so if you’re running credit
9:14
card and Checker venmo or
9:17
if you’re literally just running
9:22
credit card and check only
9:25
this is the complexity you’ve actually
9:28
built into your business
9:30
and if you’re having a hard time scaling
9:32
this is really
9:34
um probably
9:35
what the issue is
9:38
if we go in here we’re gonna
9:40
see we can attach this here and bring
9:43
this guy up here
9:51
so what we’ve got here is
9:54
um if we leave venmo out of the scenario
9:56
we’re just doing residential work only
9:58
you’ve got one process
10:01
here and then we’ve got based on these
10:04
other two you’ve got two three four five
10:07
six seven different processes that are
10:10
built out just to run your collections
10:13
based on just on residential now if we
10:16
went in
10:18
uh we didn’t include cash so that was
10:20
another option we had in here as well so
10:22
let’s just say most businesses even if
10:25
they’re not taking memo have this here
10:27
um this whole area now is like literally
10:30
killing it this is why we are not
10:32
scaling our businesses you need to
10:33
create a simple business that is uh
10:36
scalable here
10:38
and what I’m going to do is copy this
10:39
out
10:42
and just show you the example so if
10:43
we’re accepting cash
10:49
this is
10:54
the next issue we’re running into
10:57
So based on residents not even
10:59
commercial you’ve got
11:00
uh three different processes credit card
11:03
cash and check that you can collect and
11:04
what you’ve done is created uh one two
11:07
three four five six seven eight
11:10
different processes need to be trained
11:12
and tracked for accountability and
11:13
simplicity what I’m going to recommend
11:15
and then if you added commercial and you
11:17
probably have at least a monthly and
11:20
installment in there so you’ve added at
11:21
least another four to five different
11:24
processes so what if we just went in and
11:26
said hey the job is complete we service
11:29
only residential
11:31
and we went in and built this out and
11:34
there is no decision necessarily because
11:38
all we’re servicing is residential
11:41
like it was up above
11:48
our decision is residential
11:51
and all we’re doing here
11:53
is we’re going into the process
11:56
here in our next decision
12:02
is going to be literally uh filling out
12:05
on a weekly or daily basis for
12:07
Simplicity
12:08
so let’s just say it is weekly
12:15
and the way we’d recommend doing this is
12:17
everything we did last week gets billed
12:19
out on the following Tuesday so if
12:21
there’s any refunds rain delay or issues
12:23
it’s all built out we’ve handled that
12:24
before we handle a client some other
12:27
businesses in uh cleaning and
12:29
maintenance will actually do it on a
12:30
daily basis but let’s simplify it I have
12:32
one standard wide way and then what
12:34
we’re going to do is run the card
12:37
that is what we’ve created now
12:41
is a two-step process we’re only doing
12:44
residential so we cut through here there
12:46
is no decision uh it’s weekly and we run
12:49
the cards that really is a uh if you
12:51
look at it from this basis it’s really a
12:53
two-step process if we went in and did
12:55
residential work only uh not including
12:58
commercial we did credit card cash and
13:00
check is payments we’ve got one two
13:02
three different Avenues and then we’ve
13:04
got another three here three here and
13:06
three here so that’s nine different
13:09
processes technically
13:12
10 11 12 processes or steps versus a
13:15
two-step process so what I want to
13:17
encourage you is take a look at the
13:18
things you’re doing and look at all the
13:20
steps along the way and how do we create
13:22
a simple business that can be trainable
13:24
and delegatable and in this instance
13:26
create predictable cash flow now once
13:28
we’ve mapped this out hopefully in this
13:30
two-step uh very simple process we can
13:33
go out and actually create an automated
13:35
process to run those credit cards either
13:37
automatically depending on the software
13:39
or create a ticket or a to-do in the
13:42
system to assign somebody on a weekly
13:44
basis to run those cards with about
13:45
three clicks of a button depending on
13:47
the credit card process so Callahan’s
13:49
corner you ask questions we have some
13:50
live right here on Facebook I want to
13:52
talk about a creating a simple business
13:54
in the processes that go behind that so
13:56
if you haven’t simplified uh the things
13:58
in your business I recommend using a
14:00
product like this creating a flow chart
14:01
actually to see what are the steps to
14:04
complexity and this is where you’re
14:05
having issues I would imagine onboarding
14:07
training and creeping
14:09
um
14:10
employees but something as simple as
14:12
collecting payment and going to just a
14:14
weekly billing on credit card only no
14:16
other payments we’ve got a two-step
14:17
process if we are like most the
14:20
businesses we see right now uh we’re
14:22
serving uh residential and commercial
14:24
but if we stick just to the residential
14:26
uh we have three different options here
14:28
of processes so three and then daily
14:31
weekly monthly so four five six seven
14:35
eight nine ten eleven twelve different
14:38
possible steps versus two steps when we
14:41
simplify the business so hopefully this
14:43
helps you want to organize automate and
14:45
grow or scale your business Callahan’s

0:00
corner you ask questions live right here
0:02
on Facebook had a User submitted
0:03
question about what is the best practice
0:05
to actually go out and update the
0:07
budgeted time for job cost reporting on
0:10
existing reoccurring jobs such as lawn
0:13
mowing or home cleaning um in addition
0:15
there was a secondary question of how do
0:17
we go in and ensure if we’re using a
0:19
subcontractor or a vendor to get them
0:22
actually in the list to actually apply
0:25
jobs to them so something we did in our
0:27
company
0:28
um Callahan’s lawn care we actually had
0:30
several uh subcontractors have the
0:33
ability to log in and out of the mobile
0:35
to basically expedite their hourly
0:38
billing and be able to get the
0:40
information in the system uh to be able
0:42
to pay them on a weekly basis so uh
0:44
we’re gonna open up the screen here in
0:45
common fashion as we do here and show
0:47
you
0:49
um
0:50
basically what we’ve got here so what
0:52
we’ve got here is a test account
0:54
um and the first question is what is the
0:55
best practice to go in and update the
0:57
budgeted hours on a job uh year after
1:00
year if you don’t have the right numbers
1:03
in there or you’ve changed your hourly
1:05
goals if we went from 80 to 85 now we
1:08
need to update those budget hours to
1:10
reflect that
1:12
um hourly goal so first thing we do is
1:13
we’re going to go in here and I’m going
1:15
to go into a one-time lawn mowing but
1:16
this would be a reoccurring mowing uh
1:19
but same idea here so right now
1:21
currently we’ve got a mowing at thirty
1:23
dollars here and budgeted hours is 0.4
1:25
man hour so the first thing you want to
1:27
be aware of is budgeted hours is based
1:28
on only one person on the crew one the
1:30
crew is dispatched it will divide by how
1:32
many people are on the crew and give you
1:34
the appropriate hour so if that was
1:35
dispatched it was a two-person crew
1:38
um it would make that point two man
1:39
hours budgeted so we want to do is be
1:42
able to go into gear icon edit budgeted
1:44
override this is what we want to do on
1:45
every job
1:47
at least once a year or if you haven’t
1:49
updated your budgeted hours and you’ve
1:51
gone through some job costing and
1:52
financial work with the simple growth
1:54
team this is what we recommend doing on
1:56
previous stuff before we worked with you
1:57
something comes up at least once or
1:59
twice a week where people ask this
2:01
question so I’m going to go in gear icon
2:03
edit budget override hours on its
2:05
existing Mower on on this existing
2:07
mowing let’s say I want 85 dollars an
2:09
hour so I’m going to click down and
2:11
that’s going to take the 0.4 and I’ll
2:13
make it 0.35 so I’m going to click that
2:15
and then that applies it right here
2:18
and I would go down and hit save now if
2:21
this is a reoccurring job the upcoming
2:23
jobs would be here and all the new
2:24
upcoming jobs would be based on a new
2:26
0.35 so once again we want to go into
2:29
every job that’s reoccurring moving
2:30
forward or the new hourly rates or if
2:32
you haven’t updated these and you’ve
2:33
kind of guessed edit budgeted overhead
2:36
hours we plug in the dollar amount 85
2:38
bucks an hour we click down and we’re
2:41
going to hit .35 and that applies to
2:44
0.35 here and we’d hit save so now
2:46
moving forward we have accurate budget
2:48
all our jobs based on our hourly goal
2:50
second question that was asked how do we
2:52
actually go out and set a vendor up in
2:54
the system
2:56
to be able to have them log in and out
2:58
of the mobile or maybe you have a
3:00
temporary work solution where you’ve
3:02
hired a secondary business for temporary
3:05
work and you have one of these temporary
3:07
workers working on your team so want to
3:09
set them up here as a vendor so we go in
3:13
and under the team vendors I’ve got Al’s
3:17
maintenance here as a vendor in my test
3:18
account so what we’re going to do here
3:20
is there’s certain settings we need for
3:22
this to work so we’re going to go into
3:24
user settings and we’re going to show
3:26
account selection list calendar list and
3:28
field clock they’re not a full essay
3:31
user they’re running around with one of
3:33
our crews or if it was a subcontractor
3:35
and they’re using it they could be a
3:37
mobile user only to be able to have them
3:39
clock in and other jobs as we did for
3:41
some of the hourly cleanups we subbed
3:43
out uh that allowed for quicker billing
3:44
and quicker payment to the subcontractor
3:46
so the next thing is once we set this up
3:49
the first two selections have to be set
3:51
for this to work under details vendor
3:54
type so this is where it doesn’t show up
3:57
unless you set this up we need to go in
3:58
and actually set them up as a contractor
4:01
once we hit save now we’d also need a
4:05
resource code
4:13
once we go to our scheduling dispatch
4:15
jobs then then we do have a selection
4:18
here under assigned teams uh our L’s
4:21
maintenance is here as an assignable
4:23
resource to pull in
4:24
and when we go into team teams which is
4:28
our cruise we can go in
4:32
and when we go under assignments we can
4:35
add the resource the Al’s maintenance
4:38
right here as a subcontractors available
4:40
inside service autopilot so those are
4:43
the two big questions we’re hearing a
4:44
lot about as people are using temporary
4:46
labors Solutions right now in the spring
4:48
to get through the heavy wet season and
4:51
not carrying somebody the whole year as
4:52
an overhead uh so that’s how we get them
4:54
in and we also want to make sure we have
4:55
accurate job costing so in order to have
4:57
accurate job costing uh we need to have
4:59
accurate budgeted hours so that’s how
5:01
you go and update those as well so any
5:04
other questions feel free to drop them
5:05
as a private message or an email where
5:08
we answer the questions here live on
5:09
Facebook Callahan’s Corner give us a
5:11
question to answer them live right here
5:12
on Facebook

0:00
questions you answer them live right
0:01
here on Facebook well over the last few
0:04
weeks here I’ve been having a lot of
0:05
questions around co-pilot CRM uh founded
0:09
by Mike Andes uh particular question
0:11
that was submitted over the weekend was
0:14
about the V2 document editor updated in
0:16
copilot so wanted to take a few minutes
0:19
dive in and actually give you some
0:20
expert tips of the V2 document editor
0:23
has just been updated now the V1 uh
0:26
document will still be there for a while
0:29
for sure as Mike said uh in his release
0:31
notes but a lot of people are looking to
0:33
get into the new shift on the co-pilot
0:35
document editor so I’m going to do is
0:37
open up the screen and show you as we
0:39
traditionally do here on Callahan’s
0:41
Corner how to actually use new features
0:43
of different CRM for the lawn care and
0:45
Landscape industry as well as the home
0:47
cleaning industry so as we’re going into
0:49
copilot here we’re going to be looking
0:51
at the new layout here we’re going to be
0:53
going into
0:54
the dashboard on the left here what
0:57
we’re going to do is go into the
0:58
marketing area here not hitting on
1:00
automations today but we’ll be building
1:01
some more videos around copilot
1:03
automations as they continue to evolve
1:05
with the advanced automations but we’re
1:06
going to be looking right now is under
1:08
the emails area here uh once again if
1:10
you’re watching this video this was just
1:12
a recent update
1:13
um so we’ve got the traditional editor
1:16
here with email templates and the scent
1:18
history
1:19
uh but what we’re doing here really is
1:21
we’re going to go in and dive down uh
1:23
instead of selecting a template here
1:25
we’re going to go and switch to the
1:27
email template V2 Builder uh so this is
1:29
brand new if you’re watching this this
1:31
week uh for copilot and Mike Anderson
1:34
the team has done quite a great job here
1:36
uh as you slide down here this may uh
1:38
look familiar to some of you but there
1:40
is some additional areas in here that we
1:43
do want to point out in copilot so uh if
1:46
you’ve never seen this this is a drag
1:48
and drop Builder so we’re going to be
1:49
doing it going into rows and actually
1:51
creating some rows here
1:54
um so as we’ve gotten these rows we can
1:56
go in with different uh columns here and
1:58
sizes so the full size
2:00
um in different widths and different
2:02
options that are available here
2:04
um what I’m going to do over the next
2:05
few minutes is break down how this
2:06
actually works inside copilot so once
2:09
we’ve built the structure here we have a
2:11
desktop and a mobile view
2:14
so we definitely need to be checking her
2:15
I would suggest checking as you’re using
2:17
this so first thing we’re going to be
2:19
doing is going in here and uh dragging
2:21
in an image so what we can do is drop
2:23
that image there and browse off to the
2:26
right we have the ability to build
2:27
folders here you’ve got a couple that
2:29
are by default and once we can do what
2:32
we can do now is go in and actually
2:35
bring in some folders or bring in some
2:38
images and once you have those images in
2:41
your folder you can actually click on
2:43
those images and get those uploaded so
2:47
I’m going to go in and bring in these
2:49
simple growth document here or logo
2:53
and insert and that is going to bring my
2:56
image in here now if it on a uh an email
3:00
you may want to be able to go in and
3:02
change the width of this so for instance
3:05
if we had taken the logo and stuck it in
3:07
two or three different blocks and we
3:09
wanted just the image off to the upper
3:11
right hand size by clicking this little
3:13
button here we can go in and manually
3:16
adjust the width
3:19
and we can also put full width on mobile
3:22
so these ability to go through both of
3:24
those on the co-pilot document editor
3:27
now the next thing we could be looking
3:29
at here is going into our content so
3:32
we’re going to be looking at we can
3:33
throw in a text block and this is just
3:36
literally a drag and drop here
3:38
and
3:42
we can drag our row up
3:45
and once that’s in there I can drop that
3:47
in there so now I’ve got a new title
3:49
block so the ability to go in now with a
3:52
interface to actually go in and
3:55
manipulate the documents as if you were
3:57
in a Microsoft Word or Google doc that
4:00
gives you the ability here and then
4:01
eventually it gives you some merge here
4:04
so first name last name company last
4:06
name so if we said hey customer first
4:08
name
4:12
comma
4:14
and then we could start our text in here
4:17
so that gives us the ability to go in
4:18
and drag in uh this content as a title
4:22
paragraph or list and as we’re in here I
4:24
haven’t tested this but this would be a
4:26
good test here so if I put in the word
4:28
at that actually starts to populate this
4:31
list and I start to type it out instead
4:34
of having to go into Verge tags it acts
4:36
as a shortcut for the document editor in
4:38
copilot so those are some of the things
4:40
you’d want to be able to do so and plug
4:43
those in
4:44
as we’re diving in off to the content on
4:46
the left once again we’ve covered the
4:48
image all the tough text options the
4:50
next one is here is a button dragging
4:51
this in here and we can go in and drop
4:54
multiple buttons but if this was in an
4:56
email right here we could go in and type
4:59
right over this call now
5:03
and as we go in it is going to make a
5:08
call and we would put our office phone
5:10
number in there our next button could be
5:16
text now
5:18
and uh test but text
5:22
and we can go in and make a
5:25
send an SMS to this message with it with
5:29
a message so the idea is we can go in
5:31
and customize inside copilot all of
5:34
these different buttons and as we go in
5:36
uh if you want to go in and customize it
5:38
to your company color and branding the
5:40
area here can also be updated not only
5:43
the box but the color and some of the
5:46
functionality of the shapes of these as
5:48
well here so a lot a lot of
5:50
functionality in here as you start to do
5:52
this here with the different padding and
5:54
different directions so video here is
5:56
not to go too deep we’ll make some more
5:58
videos on some expert tips for copilot
6:00
and how to actually do that but
6:02
um next one here is we’ve got our social
6:04
and we can drag that in so if we need to
6:07
go in and build our social we can drag
6:08
in another row once again this is a drag
6:10
and drop Builder and we would drag in
6:12
our social and once we click in there it
6:15
allows us to enter the URL of our social
6:18
uh final thing I’m going to leave with
6:20
you here today is once again
6:23
um
6:24
we’re going to go in and drag in another
6:26
area and content menu
6:30
and we can go in and add a new menu item
6:33
here and the text is uh
6:38
test menu item
6:42
and we can have that send an email call
6:44
or SMS or open a web page so if we had
6:47
that in here we could go in and have
6:50
that go into our website
6:53
growth
6:56
.com so these are some of the things
6:58
that you’re going to want to be able to
7:00
do and the target is our current page or
7:02
new page in open or where we want to go
7:05
here so this is some of the high level
7:07
ideas that are in here in copilot love
7:09
the document editor I’ll view something
7:12
very similar in some several different
7:13
crms uh I’m going to be diving in about
7:16
video and some other areas in a further
7:18
video but I want to give you a high
7:19
level overview of the new document
7:21
editor in copilot and getting a lot of
7:23
private messages uh from people working
7:25
with simple growth how would you use
7:27
this how does that work inside copilot
7:29
so feel free to drop your questions
7:31
below or drop me a private message or
7:33
I’m going to continue dropping uh how-to
7:36
videos on the different crms we work
7:38
with Callahan’s corner you ask the
7:39
questions we had some live right here

0:00
Corner were you asking questions we had
0:01
some live right here on Facebook gotta
0:04
know the User submitted question
0:05
regarding co-pilot CRM by Mike Andes
0:09
um as we’re starting to dive into the
0:10
system and assist some people uh with
0:12
some of the workflow and automations as
0:14
the system continues to evolve
0:16
um there’s a lot of General use
0:18
questions that are getting submitted in
0:19
through the simple growth help desk so
0:21
as usual fashion is we help with many
0:23
different crms we want to go out and
0:25
actually provide free value and workflow
0:28
inside uh copilot as well as other crms
0:31
that we work with so in copilot
0:33
um the basic workflow that we’re looking
0:35
at today and open up the screen is using
0:38
property measurements and how to
0:39
actually take the square footage of
0:40
linear feet or say this number of small
0:42
medium large shrubs and how do we take
0:44
that variable inside copile and save it
0:47
to the lead or customer record so I’m
0:50
going to pop the screen open and kind of
0:52
uh answer the question of how do you
0:53
deal with custom fields and potentially
0:56
property measurements here so
0:58
normal fashion here when you log in to
1:00
co-pilot here uh we’ve got in and you’ve
1:03
got customer detail uh so up top we’ve
1:05
got some information here on the client
1:07
contact information invoice
1:10
um area here and uh Auto creating or
1:13
invoices we’ll talk about some of these
1:14
questions that we keep getting submitted
1:16
here on a regular basis but the area
1:17
that I’m looking for today here is
1:19
custom Fields so right now in this test
1:22
client we have the number of small
1:24
shrubs and turf square footage so we’re
1:26
going to talk about how to how to create
1:27
a custom field for say Turf square
1:29
footage or the number of small medium
1:31
and large shrubs getting ready for the
1:33
pricing matrices as Mike Andes has
1:35
talked about on his Facebook lives that
1:37
are coming uh in the future
1:39
and how to get set up for success and
1:41
get the system ready for those new
1:42
features and functions when they come so
1:44
uh first thing I’m going to do here is
1:46
uh not necessarily do anything on the
1:48
customer screen but uh very similar what
1:50
we’re going to do is always start with
1:51
our custom field so uh when we go in we
1:54
go into resource custom Fields this is
1:56
the area that we’re living in to build
1:58
out your custom Fields inside copilot so
2:01
we’re going to go in and add a field
2:03
this button here now these custom Fields
2:06
can apply to a whole bunch of different
2:08
things such as assets chemical tracking
2:10
chemical app customers equipment
2:11
estimate quotes events jobs invoice and
2:14
vendors so I’m going to recommend as
2:16
we’re diving into creating custom fields
2:18
in a brand new software let’s blueprint
2:20
it out before we go in and act
2:22
absolutely crazy and start putting a
2:23
bunch of different custom fields and
2:24
let’s think about on a high level what
2:26
this looks like now and when we scale
2:28
how do we create a naming convention how
2:30
do we create uh the ability so since
2:33
custom Fields can apply to such
2:34
different things in here what I’m going
2:36
to recommend is if we’re building them
2:37
out for custom made our customers let’s
2:40
have some kind of a naming convention is
2:41
maybe our customers are o1 DOT space
2:44
Turf square footage uh our assets are
2:47
maybe O2 so maybe employees uh first
2:50
things I would probably start with is
2:51
the 01 for
2:54
um customers O2 employees and then maybe
2:56
O3 assets and then as we continue to go
2:58
we have a naming convention so we know
3:00
what type of custom field we’re looking
3:01
at who it pertains to so uh that’s just
3:04
kind of a pro tip that we do with our
3:06
naming conventions but I’m going to say
3:07
we’re going to apply this to customers
3:09
uh field name here in this methodology
3:12
here is I’m going to say this is an 01
3:14
which would be a customer space
3:17
um
3:20
driveway
3:22
square footage and that would be for
3:24
maybe snow removal or pavement ceiling
3:26
now the field type here a lot of
3:28
different options checkbox date decimal
3:31
um we’re gonna go for decimal and that
3:33
is going to be the area here now uh
3:35
transferable field this means it can
3:37
transfer to different areas if you’re
3:38
questionable One You’re Building this
3:39
yourself take a look but it allows the
3:41
data to be shown in multiple workplaces
3:44
throughout the system so we’re going to
3:45
click yes here for best practice and
3:48
we’re going to save the field so once we
3:50
have this area in here
3:52
we can go in uh to the calculators and
3:55
do the aerial measurement
3:57
um and what we’ve got here is
3:59
I’m going to clear all the areas here so
4:02
we have our potential area here that we
4:03
want to take a look at so one area that
4:06
I’m going to be looking at here is
4:08
um and I’m going to go back to the
4:09
client record real quick so when we
4:10
reset reset the custom fields that pulls
4:13
in the new custom Fields here so now
4:16
that we’ve got all three uh we’re going
4:18
to go in and measure the driveway square
4:20
footage and the turf square footage so
4:22
I’m going to go back to our calculator
4:23
aerial measurements and go in inside
4:26
copilot and start to drive out the
4:29
ability to measure this property now
4:32
this property here uh is a little bit
4:34
different so I want to kind of show you
4:36
some of the functionality of this so
4:38
what we have is area here here
4:41
um and that is our first area so we’re
4:42
going to click in here and add our
4:43
second area
4:56
and drive that down
4:58
and now we’ve covered that area so we’ve
5:00
got 2 900 square feet in the yellow and
5:03
we’ve got uh 5564 now you can also go in
5:07
um and change those colors so everything
5:08
is in that same yellow color as well
5:11
here and be able to update those areas
5:14
but the idea is we’ve got two areas now
5:16
and they’re measuring up for 85.09 now
5:19
what if we had a mulch bed per se in the
5:22
middle of this lawn area or a pool we
5:24
could go in and label this area the pool
5:28
area or beds
5:31
and maybe we didn’t want to include for
5:33
this fictitious bed in the middle of
5:37
the property
5:40
so right now it’s adding up those areas
5:43
here
5:44
total but really what we want to do is
5:47
subtract that area that bed or that area
5:50
we don’t want included so if we’re doing
5:52
parking lots or large areas where
5:54
landscape beds or pools we can go in and
5:56
subtract that area here and then that’s
5:58
going to go in
6:01
and this is going to be subtract from
6:04
area and that’s going to give us the
6:07
ability to go in and subtract from
6:09
different areas as well so those are
6:12
some of the functionality pieces in here
6:14
within the system so let’s say we’ve got
6:16
this 8509 here we’ll get rid of the bed
6:19
just so uh there is no confusion there
6:22
so we’ve got eight thousand uh sixty
6:25
four
6:27
the turf area so what we’d want to do is
6:29
take the 80 80 60 go to the client
6:32
record and put that in for the turf
6:35
square footage and the next thing you’d
6:38
want to do is maybe go to driveway
6:40
square footage
6:41
and go in and put this instead of
6:43
building this is our driveway for
6:45
plowing
6:51
and what we’re going to do there is go
6:53
in and
6:55
add our driveway so we have multiple
7:01
measurements and we can also go in and
7:04
subtract from if that’s applicable in
7:07
those so we’ve got our driveway now at
7:10
us 1268.
7:13
and we could put that in there at 12.68
7:16
so uh main idea here is we want to be
7:19
able to go in first thing on the client
7:21
record we want to set up these custom
7:24
fields
7:25
before we do that we need to go in and
7:27
go into resource custom Fields add a
7:30
field
7:32
and as you’re adding the field we’re
7:34
going to select what it applies to we’re
7:36
going to use some of naming convention
7:37
hopefully for o1 say a customer to o1
7:40
stands for customer O2 stands for
7:42
employees we can put in red linear feet
7:46
and the type would be decimal
7:49
and we’d want to transferable and hit
7:52
save once we set that up we’re going to
7:54
go right back into copilot under
7:56
calculus aerial measurements measure
7:58
these folks up get the square footage
7:59
and then hop back to your client page
8:01
and add them in and save custom Fields
8:05
um and then as we scroll down we have
8:07
our save custom field which eventually
8:09
will drive into our price matrices ones
8:11
those those services are available
8:14
so comments questions drop below
8:15
Callahan’s corner you ask the questions
8:17
we had some live right here on Facebook

0:00
welcome back to Callahan’s corner where
0:01
you ask the questions we had some live
0:03
right here on Facebook got a User
0:04
submitted question uh by Jose here I’m
0:07
going to read this out actually going to
0:08
pull this up on the screen here uh Jose
0:10
and one of the user groups says I
0:12
created a form so all my texts can fill
0:14
out uh on the field after a service
0:17
created V2 since I believe I was told it
0:19
worked better on V2 and linking services
0:21
and forms on mobile uh so before I go
0:24
farther into that question Jose is
0:25
correct if we’re using it in the field
0:27
and we’re using the Legacy app on our
0:30
phone that is we want to be working with
0:32
V2 forms V3 forms uh will not show up in
0:36
the Legacy app
0:38
um
0:39
uh got it to work but I have uh
0:41
questions on the Forum uh with four
0:43
multiple answers I have linked to custom
0:45
uh list field with same list in answers
0:49
when I fill out the answers on the
0:50
mobile app the answers don’t link spend
0:52
a good amount of time troubleshooting it
0:54
cannot seem to get it to work called sa
0:57
but they are confused like I was I also
0:59
tried to do this on V3 form but I cannot
1:01
even get the form to show up on the
1:03
mobile so I’m back to V2 any helps
1:04
appreciate it so
1:06
um Jose wanted to actually dive in and
1:08
break this in there no need to give us a
1:09
call or drop us a DM for the answer uh
1:12
here in the mindset of abundance on
1:14
Callahan’s Corner we’re actually going
1:15
to show you how to do this so uh Jose’s
1:17
got a couple screenshots just to put
1:18
some context in here
1:20
um
1:21
first of which is he’s using some radial
1:23
buttons uh with the field selection so
1:27
um not too sure without looking at your
1:29
account but these if you’re using these
1:31
custom Fields they need to be mapped to
1:33
the customer and they also need to be
1:35
mapped to text not a list
1:38
um so that’s the first thing I’m looking
1:39
at but I’m going to break down and
1:40
actually show you a a form that we used
1:42
at Callahan’s lawn care Mike my lawn
1:44
care company how we actually did this
1:46
and as we go in here there’s the other
1:49
picture of the custom fields of
1:53
um the areas here back only front only
1:55
and how we actually put that together so
1:57
uh Jose I hope you don’t mind showing
1:59
that but I want to actually put some
2:01
context this question because it’s a
2:02
great question uh so as we dive into
2:04
this here we’re going to go into service
2:06
autopilot forms this is a form that we
2:07
used in my lawn care company
2:10
um right up to the day we sold
2:12
and I’ve made a copy of it and put a
2:15
little tweak on it just so it fits
2:17
Jose’s question a little bit better so
2:18
first thing as we’re talking about it
2:20
here we’re going to be going in node in
2:21
the service autopilot and we’re going to
2:24
go in and just so everybody’s on the
2:26
same page here on my phone uh you’re
2:28
going to be pulling up the Legacy app
2:31
there that is the app that you want to
2:34
have okay and when we dial in there
2:37
we have the ability to go in and uh
2:41
click into that now there’s a drop down
2:42
area for forms we’re going to go in and
2:46
fill out a form and when we click to
2:48
fill out a form I’m going to click on
2:51
the 50 dot commercial inspection form
2:53
and that is the form that we’ve got
2:55
right here haven’t figured out how to
2:56
cast this on my computer it’s on the top
2:58
of the listings to do but if you’re
2:59
looking at it I’ve already filled this
3:00
out to show you how the data flows over
3:02
so first thing we’re doing then is going
3:04
into marketing marketing forms or adding
3:07
a V2 form this is my pre-built form so
3:10
there’s certain things Jose I’m not sure
3:12
if you had on there or not but we really
3:14
want to tackle is the client’s name and
3:17
we did that by adding a field the name
3:19
and then address these two things need
3:21
to be mapped back in the V2 form so when
3:24
we click in there it is listed to
3:26
client’s name first name last name
3:28
service address is going to be the
3:30
service address before we get into the
3:32
custom fields and how to map this this
3:34
into uh bonus work that I got you I’ve
3:37
actually got report that’s going to
3:38
report out on this for your Jose so
3:40
pretty cool stuff
3:41
um form settings
3:43
um
3:44
right now we want to make sure it’s Auto
3:46
proof create and submit and we want to
3:49
create update the lead or I guess you
3:51
can create and update the client because
3:52
this is an existing client for a
3:54
follow-up form uh we also want to show
3:56
on the mobile and the mobile option is
3:58
on the client so when those are set
4:01
um we also probably want to show it on
4:03
the timeline so we have a receipt of
4:05
that basically or a view of that on the
4:07
timeline uh but basically what we’ve got
4:09
here is first name last name service
4:12
address or map back we’ve got our
4:13
manager’s name we’re mapping that back
4:16
um potentially to another custom field
4:19
in the date of inspection so you’ll see
4:21
a naming convention here of zero four
4:23
kpi inspection uh what we did is
4:26
actually went in
4:28
and created these custom fields and I’m
4:30
going to hit this real quickly because
4:33
this is part of the problem that
4:34
intentionally Jose or anybody else
4:35
watching this that may be confusing so
4:37
we’re going to go to the gear icon and
4:39
we’re going to go to our custom field
4:41
dive into the custom Fields here we’re
4:44
going to go in and add a custom field so
4:46
o4 was my naming convention that allowed
4:49
me to find it and that’s a profile tag
4:51
or profile custom field
4:54
um and this could be managers name for
4:59
the kpi that I did we want to associate
5:02
it to the customer not the employee not
5:05
the property reason being is when I show
5:07
you the bonus report how to pull this
5:09
quality control report up from the
5:11
manager property is not going to be
5:12
available
5:14
um so hey what’s up Jose watching right
5:15
now brother great question
5:17
um and I’ll send you a link to this as
5:18
well
5:19
um and I’m actually going to show you
5:21
how to create a report on this as well
5:22
value type here on most of these is
5:24
going to be a text so in Jose’s instance
5:28
um not a list but a text is where we’d
5:30
want to go
5:32
um and then in addition uh what I’ve
5:34
done in my form is for the first couple
5:37
examples I did a net promoter scores on
5:40
the quality so lawn mowing uh rate the
5:44
lawn mowing performed at the last visit
5:46
this includes even cut no turn marks on
5:48
the grass trash was not run over and the
5:50
grass was direct away from beds blown
5:52
off prior to finishing the job and then
5:54
zero is the worst 10 is the best so
5:58
we’re gonna have a ranking score of this
6:00
so the manager now uh just like Paul did
6:02
at Callahan’s and a few others Jordan uh
6:04
went through on the mobile and filled
6:06
this out and then this triggered a
6:07
report that we could actually go through
6:09
and take action on and eventually add
6:11
some tags to and actually create some
6:13
automations to create an automated
6:14
ticket not going to get into the
6:16
automation part today but I will later
6:18
in another video
6:20
um but obviously just trying to set the
6:21
mindset of abundance here great
6:23
Community around sa um these are things
6:24
that all users need to know how to do
6:26
you shouldn’t have to pay somebody to
6:28
show you how to do this if you need some
6:29
help obviously we’re here but the idea
6:31
is if if this is something you need you
6:33
should be able to do it yourself if you
6:35
need to be do it so uh what we’ve done
6:37
here is we go into lawn mowing
6:39
and I’ve created a custom field 04 lawn
6:42
mowing kpi and the way I did that was
6:45
just like this o4 allowed me to easily
6:48
find them and I’ll show you how easy it
6:50
made that’s o4
6:53
lawn mowing
6:55
kpi customer Associated value type is
6:59
actually a number and we’d hit save so
7:01
that’s how when we went in we would go
7:04
in and select custom field and go in
7:07
and type o4 Dot boom and now all the o4
7:11
profile tags for my kpi here are all
7:14
connected together so you’ll see uh
7:17
shrubs on property KPM managers names
7:19
sucker growth lawn line trimming blowing
7:22
weed for appearance kpi instruction date
7:24
and then the notes was a text field so
7:26
that’s kind of what Jose was asking
7:28
about but what I’ve got here is we’ve
7:30
got the ability to go in now and rank
7:32
the lawn mowing the line trimming the
7:34
blowing We Fear Weed Free appearance and
7:37
Landscape that sucker growth on trees
7:39
shrubs on property other inspections do
7:42
so these can trigger by tags automations
7:45
and we’ll talk about that in another
7:46
video and then inspection notes and
7:49
inspection notes is exactly what Jose
7:50
you were trying to actually do so your
7:53
custom view was uh in my instance o4 kpi
7:56
notes and when we look at the 04
8:01
this is kind of the cool thing is when
8:03
we search for that now everything’s all
8:05
together
8:06
o4 kpi nodes and we can tell is a text
8:10
field and that’s the missing thing we
8:12
really don’t want that as a list
8:13
probably wanted a text field
8:16
um
8:17
so once we get all that literally we’re
8:20
either going to go into the mobile like
8:21
I previewed here under the client
8:24
and we’re going to fill this out which
8:27
we did and I tested it on this client
8:31
and if I go under edit and custom fields
8:34
we can indeed see that these numbers on
8:37
my fictitious inspection came in right
8:39
from the form or from the mobile so that
8:41
does work it’s a V2 form and it’s a
8:44
legacy app those are the key things we
8:46
want to be looking at
8:48
so how that’s going to play out on the
8:51
desktop or if we got a throwaway
8:52
Chromebook where we’re using the desktop
8:54
uh version in a Chromebook would be we’d
8:57
want to go to the a for auto assist and
8:59
create a quality control forms
9:03
go to our summer QC form
9:07
and fill in
9:09
the manager’s name
9:11
so Mike the manager
9:14
and I would go in and now click in the
9:17
radio buttons
9:19
as I walked around the property either
9:20
in the mobile
9:21
or on the desktop version
9:25
and is it to do recruit required for X
9:28
to work if it is we could click this and
9:29
that could create ticket or to do
9:31
automatically and we could say
9:34
um
9:35
a landscape beds need to be
9:42
rereaded
9:45
nine six eight slash 2023 and put my
9:49
initials there so all that information
9:51
now is in the automated report so we’d
9:54
hit submit all that data now would start
9:56
to flow in so the final thing that I
9:58
want to leave you guys with here is uh
10:01
two things actually one other thing that
10:03
you may not be aware of
10:05
um Jose asked the question anybody else
10:06
when you have the visibility level of
10:10
this question set to office only most of
10:14
the time it will not appear in the
10:16
report
10:17
not exactly sure to buy to be honest
10:19
with you but when I tested it as office
10:22
only the custom field did not come in
10:24
the report when it was set to everyone
10:26
it showed up in the report so the final
10:28
thing that I’m going to suggest we do is
10:31
go to the service autopilot report
10:33
Center
10:34
and we’re going to go in data hit client
10:36
simple and we’re going to grab probably
10:39
not account balance but I did that
10:40
because I have so many test accounts so
10:42
I could confirm which test account was
10:43
what which
10:45
um but basically we’ve got client name
10:46
client sense service address City and
10:49
postal code and you probably also have
10:51
type residential or commercial so we
10:53
could segment that the next option is
10:55
going to be custom field so once again
10:57
we we broke it into o4 that’s our
10:59
profile tag and we were able to go in
11:02
and say all the op4 profile tags here is
11:05
what we needed so we checked them all
11:07
then we scroll down and hit OK
11:10
when we did that it populated some data
11:15
now the next thing we could do is
11:17
actually put in a date filter
11:19
um and I’ll show you how to do that but
11:20
the idea here is we have not
11:23
um
11:25
updated any more of these test accounts
11:27
and I filtered down the just the test
11:28
accounts in this account
11:30
um but uh Testament Jagger and test 887
11:34
um
11:35
one of them ones right here was done
11:37
Mick Jagger was done through the mobile
11:40
and then the other one here was done
11:41
through the desktop through the a for
11:43
auto assist but now what I’ve got is
11:45
I’ve gone in and averaged
11:48
the ranking
11:50
of the scores per service
11:54
and any notes
11:57
so sucker growth needs to be cut back an
11:59
entire property at 6 8 20 23. so this
12:02
thing here actually is a custom field
12:04
that now can also be tied into
12:07
um an automated email or other
12:08
confirmation information that needs to
12:10
be pulled into a work order uh later
12:12
down the line and this could also
12:14
automatically trigger a ticket or a
12:16
to-do as an event for someone to
12:18
actually be on the hope to do that
12:20
um probably wouldn’t want account
12:21
balance but some of the things I would
12:22
want to look at is okay when had they
12:25
been a client since
12:27
and when was the inspection date and
12:31
what I’ve done has gone in and grouped
12:34
and I’ll remove the group but I’ve
12:36
actually grouped it by the manager’s
12:38
name so each manager now is chunked
12:40
together
12:42
to go in group
12:44
by managers names each manager has their
12:46
own chunk of inspections there or if we
12:49
had a signed resource we could have uh
12:51
the ratings by each signed crew
12:54
but this is going to give you uh this
12:57
information so the final piece is we’d
12:58
want to go in and hit the home button to
13:01
get back out and save it
13:03
now remember these custom Fields every
13:05
time we do this inspection are going to
13:06
get overwritten so we probably want to
13:08
create an automated
13:10
um report to go in and click in the
13:14
thing here and you only get
13:18
um five of these so you need to
13:20
obviously use them sparingly but I would
13:22
take the analysis and bucket it up into
13:24
a report to save some of those but once
13:26
we have the analysis of the report we
13:27
would literally go in hit from to two
13:30
whoever’s sending it to the subject
13:32
would be uh
13:36
monthly
13:38
property reports
13:41
and we’d probably want to put it in
13:43
landscape and we’d want to schedule this
13:45
on a say a weekly basis
13:49
and it would go out
13:53
maybe every Monday
13:56
and the start time we’d have that go out
13:58
probably at say 5 a.m so it’s their
14:00
first thing and then we would start it
14:04
um
14:05
the following Monday here
14:07
so once that’s set we hit done that’s
14:10
going to automatically trigger that PDF
14:13
email so if the custom Fields do end up
14:15
getting it overwritten month after month
14:17
we now have an email copy or hard copy
14:20
or refer back to as well on the client
14:21
record uh when we go into view client
14:26
uh essays compress this for Speed when
14:29
we go down to the bottom here where it
14:31
says details
14:35
all the custom fields are viewable and
14:38
we can open up and take a look at the
14:40
form submissions as well
14:43
um in this area so that will give us all
14:45
the data that we need on a historical
14:47
basis so remember if you’re updating
14:50
these don’t override the existing form
14:52
submission update and enter a new form
14:55
submission and that’ll get you the data
14:57
so
14:58
um once again this is how we tackle it
15:00
we go in we create our form we map them
15:02
back to the customer in a text field or
15:05
a number field it’s going to be Auto
15:07
create prove on submit update the client
15:09
or lead and we want to map back the
15:12
client’s name here and the service
15:13
address
15:15
and when we get to the client we want to
15:17
add under the auto assist
15:19
make sure when you build your your form
15:22
it’s also set to Mobile on client but we
15:24
want to go in and put our quality
15:25
control forms and our shortcut there
15:29
and when it’s on the forms we have under
15:31
form settings we have show in Mobile and
15:35
we want to update that to the client and
15:38
finally we want to go back into the
15:39
report Center and once we make the
15:42
report we automate the scheduling of it
15:43
and when we go into the property
15:45
inspection report
15:47
we want to be able to go into client
15:49
simple pull out the custom fields we
15:52
have client name service address that
15:54
we’ve already put in here and then we
15:57
want to aggregate these guys on top to
15:59
average them and then we want to sort
16:01
from lowest to highest so the worst uh
16:05
offenders would be here
16:07
and any notes would be here so I can
16:10
systematically go per crew or per
16:12
manager for quality control with a
16:13
weekly or monthly report based on your
16:15
quality control inspections and I
16:17
recommend taking those quality control
16:18
inspections and assign them as a ticket
16:21
event with a deadline assigned and
16:24
dispatched through the closeout day
16:25
screen do not make it a service because
16:28
a zero dollar amount service and zero
16:30
budgeted amount service will screw up
16:32
your data for your job costing and price
16:35
raising reports uh whether you’re
16:36
building yourself or especially if
16:37
you’ve done it through simple growth so
16:38
you want to use those tickets to be able
16:40
to filter out anything that’s not in
16:42
actual Revenue generating job and use
16:44
them as a ticket it can be scheduled
16:46
through the closeout or through the
16:47
dispatch board track through the
16:49
closeout day screen budgeted time can be
16:51
tracked but it’s not going to show a
16:52
zero dollar for Revenue when we go to
16:54
run a report so Callahan’s corner you
16:56
ask the questions we had some live right
16:57
here on Facebook Jose appreciate the
16:59
question and um if anybody has any
17:01
questions or you’d like a free analysis
17:03
of your service autopilot or any other
17:05
software you’re using www Dot
17:08
sgscall.com and you can grab a three 30
17:11
minutes
17:12
um call it myself or one of our uh seven
17:15
figure business experts on the simple
17:16
growth team so
17:18
sgscall.com to book a free call and feel
17:21
free to submit your questions here in
17:22
the messages or on the private user
17:25
groups that uh we are in where we answer
17:27
the questions uh free of charge to help
17:29
you run your business uh easier without
17:31
trying to have to take the guesswork and
17:34
try to create these things that have
17:35
already been created

0:00
first ever office hours here with um
0:03
simple growth it looks like Dylan has
0:05
taken over the main screen and I am
0:07
hanging down to the bottom here let’s
0:08
see if we can even this up a little bit
0:10
there we go uh sorry about the delay uh
0:13
we were trying to start about 15-20
0:15
minutes ago but uh had some technical
0:17
difficulties getting in here but uh
0:19
happy to announce we’re gonna be doing a
0:20
weekly at least once if not twice a week
0:22
open Office hours and myself Dylan and
0:25
other people from the simple growth team
0:26
are going to be coming in live and
0:28
answering your questions around service
0:30
autopilot around job costing workflow
0:34
um automations other things in there and
0:37
we’re going to actually open up the
0:38
screen and show you how a lot of these
0:39
things are done as we continue to evolve
0:42
in uh some other crms such as co-pilot
0:44
these will also open up to your
0:46
questions around the different crms
0:48
we’re working with but right now this
0:49
will be a Facebook live that we’re doing
0:52
at least once or twice a week
0:53
pre-announced and we’re gonna be putting
0:55
in
0:56
um a set schedule but if you’re just
0:57
joining us we had some technical
0:58
difficulties here so it’s gonna be an
1:00
abbreviated version today but rolling
1:02
into holiday weekend I don’t I can’t
1:04
think of anything better that I would
1:05
want to do is uh hang out with some
1:06
business owners ask them some questions
1:08
and build some clarity going into the
1:10
holiday weekend so if you’re just
1:11
joining us and you haven’t pre-submitted
1:13
any of your service autopilot questions
1:15
drop them in the comments um and Dylan
1:18
and I are going to answer them live if
1:19
we don’t get to them live in this one uh
1:21
like I said once or twice a week we’ll
1:22
be doing live office hours it no cost
1:25
for the users of service autopilot
1:29
um and eventually some of the other crms
1:31
that we work with so Dylan I know you
1:32
had a couple pre-submitted questions off
1:34
the service autopilot Facebook group
1:37
um if you want I can uh show your screen
1:40
here it looks like and we’ll see what
1:41
happens here so it looks like we’ve got
1:43
five or six people piling in here even
1:44
the late notice so uh welcome to the
1:46
first office hour here that uh we’re
1:48
gonna be rocking and rolling with and I
1:50
think we’ve got some new screen options
1:51
here Dylan so this might actually uh
1:53
this
1:55
oh wow we might be able to make it big
1:57
what let’s not get crazy but maybe
2:01
it’s questionable hold on
2:04
what do we got going on here oh that’s
2:07
that’s that’s better the better all
2:09
right let’s see if I hide myself bring
2:12
myself back this might work
2:17
there we go wow Helen
2:21
all right and the screen what could be
2:24
going right this is good we’re good it’s
2:26
as close as we’ve ever had on a screen
2:27
share so I want to thank a couple more
2:29
people piling in here simple growth
2:31
office hours uh if you put your comments
2:34
in the chat we will answer them live
2:35
here um Dylan has some pre-submitted
2:37
questions so Dylan I’ll let you take the
2:39
wheel and um let’s go
2:43
cool all right well yeah the first one
2:46
um long time friend of the show Steve
2:47
Delaney uh had a good question and yeah
2:52
what’s that he also goes by sevi
2:55
it’s heavy I forgot how to spell his
2:57
name so that’s what printed out on the
2:59
name tag
3:01
gotcha gotcha yeah it was a good
3:03
question uh so Steve said I want to know
3:05
how to create or where to find a report
3:07
that tells me how long a client has been
3:10
with us I have one that uh I he has a
3:13
report that shows if they cancel how
3:16
long they were with us but he wants to
3:18
know specifically if they’re with us
3:21
what is the average time that they have
3:23
been with us so hopefully that makes
3:25
sense
3:26
um but yeah I took a took a stab at it
3:28
this might I don’t think this is a
3:31
pre-built report in essay like I don’t
3:33
think that report exists so I just
3:35
started kind of playing with
3:37
um some of the formulas in the report
3:40
Center here so it’d be clear Dylan
3:41
you’re uh you’re going into the uh the
3:43
third party bolt on the the Reporting
3:46
Center
3:47
um you don’t need to go in there under
3:48
reports reports and then uh you are
3:50
building out an analysis unlike the
3:52
toaster oven off on the left we’re going
3:54
over to the little guy with a square and
3:56
the plus create analysis and this is
3:58
where we’re going to access those data
3:59
tables inside uh service autopilot so I
4:02
will let you roll there I just want to
4:03
put some clarity to that because a lot
4:04
of people have no idea this even exists
4:07
yeah and and to be perfectly honest this
4:09
was a little bit of trial and error but
4:11
it ended up you know there’s I think
4:12
it’s worth the 15-20 minutes that it
4:14
took um because I think this could be a
4:16
valuable report for for quite a few
4:18
people
4:19
um so
4:20
yeah it’s called Steve test for now
4:23
um I was thinking about going into
4:24
Steve’s file and just building it right
4:25
in there for him but I figured this
4:27
might be better
4:28
um so first things first is I just use
4:31
like the clients detailed section here
4:33
and I just brought in the least amount
4:35
of information that I thought might be
4:37
applicable so client name client sense
4:39
date and then the termination date
4:41
didn’t really end up using that but not
4:44
a huge deal
4:46
and then I just pressed OK down here
4:49
and it brought in quite a bit of data
4:50
this is kind of like our demo account so
4:53
I just filtered out
4:55
um everybody who’s not didn’t have
4:57
Callahan in the name so we’re just
4:59
looking at Mike in here so we just got
5:01
basically two examples we got client
5:04
name Mike Callahan client send state is
5:08
looks like
5:10
I don’t know what kind of format that’s
5:12
in maybe it’s November 6 2016 or
5:16
June 11th yeah we can change the
5:19
formatting but yeah that’s perfect so uh
5:20
apparently halfway decent I’ve been
5:22
around since uh 2016 and the other me
5:24
was around uh 2018 so I have to lipstick
5:28
yeah yeah 100 so the next thing and this
5:32
is where I took most of my time and if
5:34
someone’s like already has this formula
5:36
I would have taken them two seconds but
5:37
some of these formulas in here
5:39
can get pretty complex and I guess you
5:43
can’t see it on the screen here but if I
5:45
click into this little formula section
5:47
there’s some very complex formulas there
5:49
at least in my opinion
5:51
um so the one that I ended up choosing
5:53
that I think solves what Steve was was
5:56
hoping for
5:57
is there’s a formula called Date diff
6:00
and I know you can’t see me clicking in
6:03
here but if you go to the date diff
6:05
formula and you just kind of hover over
6:06
it
6:08
and we’ll give it a second on my screen
6:11
it says computes the difference between
6:13
two dates
6:14
so I’m like I think that’s kind of what
6:17
Steve wanted I’m pretty sure so I put in
6:21
and honestly I had to click into this
6:23
formula help thing here to just kind of
6:25
see what were the variables that it’s
6:27
actually requesting for with a couple
6:29
attempts at trial and error so D equals
6:32
days
6:33
and here is the
6:36
um basically the column that we’re
6:39
referencing so this is the clients since
6:42
date
6:43
and then this last part here just
6:46
basically Compares it to today’s date so
6:49
this will be a rolling number
6:51
so that’s how I got the number of days
6:54
in here now Steve might be looking for a
6:57
number of months or number of years or
6:59
something like that but this is kind of
7:00
the the first iteration does that make
7:02
sense yeah it looks really good Dylan
7:04
I’m glad you talked about the formula
7:05
the formula help this product is
7:07
actually called Low G l-o-g-i it’s a
7:10
third party bolt-on so the first couple
7:11
years of this service autopilot did not
7:14
have the formula help or the
7:15
availability of some of these formulas
7:18
that they’ve just added so if there’s a
7:19
formula you’re looking at and it’s not
7:22
there if you look up logi logi into
7:25
their help
7:26
um desk a lot of the additional stuff
7:29
that’s not visible in essay will be
7:32
visibly from their help site you can
7:33
copy and paste some of that stuff over
7:34
or kind of iterate it off like Dylan did
7:36
bases days or years with the operators
7:39
so it makes complete sense Dylan awesome
7:41
work on this one yeah so I titled the
7:44
column days as clients it was the first
7:46
thing that came to my mind maybe Steve
7:48
you might call it something else but
7:51
you’ll basically be able to just if you
7:53
want I can actually even just kind of
7:54
send this over to you after but if you
7:56
copy this formula exactly you’ll arrive
7:59
at this and then
8:01
this would be optional but I clicked on
8:04
the column header here
8:06
and I did Aggregate and then I did
8:10
average
8:11
I figured that would probably be at
8:14
least one of the numbers that you’re
8:15
looking for here is the clients that are
8:19
still with us what is the average number
8:22
of days that they have been with us so
8:24
in order to do that you might need to
8:26
filter out the clients that have a
8:29
termination date
8:31
so if you only want to look at the
8:32
clients that are still active any client
8:35
the termination date needs to be
8:36
filtered out
8:37
and maybe you want to have two analysis
8:40
analyzes
8:42
um
8:43
one with clients with with no
8:46
termination dates or active clients and
8:48
then ones a different one for clients
8:51
that have actually canceled what’s like
8:52
that final
8:54
um
9:03
Dylan has froze here so we’ll give him a
9:05
minute to get back but hopefully that
9:07
makes sense
9:08
um what uh Savvy or Steve is looking for
9:11
over there uh the other thing too is
9:12
you’re looking at it exactly oh yeah I
9:15
was just you froze up there for a minute
9:16
so I was just talking there um but yeah
9:18
the the other thing that um we may need
9:20
to be aware of is uh when you update
9:23
those we do not want to go in and add
9:25
them we want to be able to hit that
9:27
replace button and update it so if it’s
9:28
an update to the current existing
9:30
formula uh that will lock up your report
9:32
Center in ways that sa cannot even
9:34
untangle it so uh kind of a pro tip
9:36
there
9:37
yeah um and you can hear me okay now yep
9:40
you’re good yeah listen to you well
9:41
you’re coming from what Auto is it
9:43
Ottawa yeah I’m not in New York so
9:45
you’re a little long distance over the
9:46
internet here it’s all right
9:48
yeah but no that is a good point like
9:50
when I was doing my trial and error I
9:52
was clicking right here with my mouse
9:54
and then I was editing the formula here
9:57
and I wasn’t adding it I was just
9:59
replacing it
10:01
um and I mean it’s such a simple report
10:04
that even if you did lock it up
10:06
um it wouldn’t be the end of the world
10:07
to rebuild but yeah that’s a good point
10:09
you want to try to minimize
10:11
um having to start from scratch because
10:13
a report is totally locked up awesome
10:16
um so sevi we will send you the code
10:17
here and uh you’re gonna owe me a Corona
10:19
at the uh the poolside Cabana at the
10:22
masterminds uh event in Nashville so uh
10:25
and move a beer we’ll send you that over
10:27
for you and Dylan you got any other
10:29
questions that were submitted I’m
10:30
looking right now on my phone it doesn’t
10:32
look like there’s any other in the live
10:33
chat but I think you got a few more
10:35
yeah I do have one other one and Mike I
10:38
just sent you the formula I don’t know
10:39
if you want to put that in the uh in the
10:41
chat um yeah I’ll message it right over
10:44
to sevi okay
10:46
um so yeah the other question it looks
10:48
like Leslie is going to get us a uh
10:51
expert level report question for next
10:53
week which should be interesting all
10:55
right
10:55
um but PJ post um had a pretty good
10:58
question here so
11:00
he said what is a good workflow for
11:03
employees to know how much material they
11:05
will need for a job mulch is easy for
11:08
him because he separates the actual
11:10
installation of the mulch in a template
11:12
and he budgets one hour per yard so we
11:17
know the material amount to purchase
11:18
based on the budgeted hours produced in
11:21
the Matrix but for a service that one
11:23
budgeted hour doesn’t coincide with a
11:26
certain unit amount is there a easy way
11:29
to figure this out of course I can do
11:31
the math each time and communicate that
11:33
in job notes but I was hoping to find
11:35
something better
11:37
so there definitely is a better way 100
11:40
percent
11:41
really you shouldn’t in a perfect world
11:44
you should not really be basing the
11:45
quantity of how much mulch you need even
11:47
in that kind of simplistic example
11:50
based on the amount of budgeted hours
11:54
yes I agree with separating out the
11:56
labor and the product 100 percent but
11:59
really you should be telling your Crews
12:01
how much
12:03
how much of a quantity of a product that
12:05
they need to bring by the quantity of
12:08
product that’s associated with the job
12:11
so that might sound super super basic
12:13
but it is a common error that people
12:16
make with service autopilot where the
12:19
products that are getting hopefully
12:21
you’re using products some people don’t
12:23
even use products but when they do use
12:25
products sometimes the quantity or the
12:27
amount of the actual product from the
12:30
estimate that gets transferred over to
12:31
the job
12:32
doesn’t actually correlate with anything
12:34
so it’s
12:36
I see sometimes people will calculate
12:38
for example mulch based off of mulch bed
12:41
square feet well that’s great but the
12:44
unit of measure that that will use is
12:46
square footage so I don’t know about you
12:49
Mike but if I told my guys hey you need
12:52
875 square feet worth of mulch that
12:55
could be potentially a little bit
12:57
disastrous I’m just a simple man that
12:59
mows Lawns over here I don’t have that
13:00
many fingers to do the mass that would
13:02
probably uh that would definitely be an
13:03
issue for me
13:05
but you know x amount of yards they can
13:08
go and pick that up you know or whatever
13:10
that is so
13:12
PJ what I would recommend without going
13:15
too deep into the weeds is how they
13:18
should be figuring out
13:20
how much product they need and I took a
13:23
couple screenshots from the mobile app
13:25
on the Legacy version of the app
13:28
it’s not the greatest they do need to
13:30
basically click into the job
13:32
and I’ll kind of highlight it right here
13:35
this would be like a 10
13:37
yard mulch example and in our demo
13:40
account here brown mulch doesn’t have
13:42
the word yard in it which it should
13:45
but you would see
13:46
a yard of brown mulch or brown mulch
13:50
with yard in Brackets and then a
13:52
quantity of 10.
13:54
but in the Legacy app they actually do
13:56
need to click into the job so if you got
13:58
like five mulch jobs for the day they
14:00
would need to basically click into each
14:02
one I believe to view the quantity
14:05
on the team app it’s actually a little
14:08
bit better and I personally didn’t use
14:11
the team app that much but in this
14:14
specific scenario and I’m curious to
14:16
hear your opinion Mike once I show this
14:17
but I do think it’s a little bit of a
14:20
simpler workflow
14:21
so
14:23
so I took a couple screenshots from the
14:25
team app and this is a
14:27
just like that single mulch job with 10
14:30
yards well in the t-map you click menu
14:32
up here on the top left
14:37
and then there is a load list right here
14:43
and that leads into as you would expect
14:45
the load list with the products that
14:48
we’re going to actually need for the day
14:49
so if you got 10 mulch jobs rather than
14:52
having to click into 10 specific jobs if
14:55
you do use the tmap you can hit this
14:57
load list and see all the products that
14:59
you need for the day whether that’s
15:00
loading up at your shop or driving to a
15:03
mulch yard and picking up the correct
15:05
quantity and correct color of mulch
15:09
awesome awesome explain explanation
15:11
there Dylan so I I’ll be honest I’m kind
15:13
of on the fence in this one
15:14
um we’ve been I’ve got a really good
15:16
relationship with Tara over at uh sa
15:18
that had a product and Tara has been
15:20
very uh candid and honest about the road
15:22
map and and publicly uh talking to
15:24
everyone uh she’s even gone out and
15:26
worked in a lot of our clients offices
15:28
need to need with him to understand the
15:29
workflow and how people are using sa
15:32
um so at the current time I do like that
15:35
option Dylan
15:36
um there is a couple of major things
15:38
that essay I do believe from what Tara
15:40
is telling me I can’t guarantee it but
15:42
from what I’m hearing from essays are
15:43
going to be some additional
15:45
um advancements to the new app there not
15:47
the Legacy app uh one of the fallbacks
15:49
right now is your V2 forms are not
15:51
available there
15:53
um that’s something that they’re
15:54
actually going to probably be working
15:55
um on to actually make those available
15:57
so with that a few of the other little
15:59
minor tweaks
16:00
um that at that point I think my
16:01
recommendation is go to the new app
16:04
um but depending on whether you’re an
16:06
estimator or a crew leader there may be
16:09
some pros and cons of both so it’s kind
16:11
of explore the options but if you’ve got
16:13
a design build or install Crew That’s
16:15
strictly doing a lot of material stuff
16:16
uh this would probably be the app I’d
16:18
have that team use uh based on on this
16:20
functionality you’re showing us
16:22
yeah 100 the only way that I’m aware of
16:25
in the Legacy app that I think the
16:28
majority of users are still using
16:30
um is you can view job notes for the day
16:33
in bulk so like if you wanted to just
16:37
kind of keep everything status quo PJ
16:40
um there is a scenario where actually
16:42
putting the quantity of product in the
16:43
job notes might honestly be the cleanest
16:46
workflow for you right now because
16:49
before at least I instructed my guys
16:51
before they left in the morning hit view
16:53
all job notes on the mobile app and if
16:55
it says oh you need an aerator at this
16:58
specific property for the day like that
17:00
was their cue to actually load that up
17:02
in the morning if it was in a regular
17:04
piece of equipment that they needed
17:07
so if you are kind of dead set on
17:09
continuing to use
17:11
um the Legacy app until all of V3 is out
17:15
and you’re happy with it then I would
17:18
probably recommend just keeping things
17:19
in the job notes if you have started to
17:22
dabble with V3 and the tmap then I say
17:27
go for it and just try to make sure that
17:30
the pro the unit of measurement that
17:32
you’re using in the products on the
17:34
estimating template is going to be the
17:36
unit of measurements that actually makes
17:38
sense to the guy guys in the field 873
17:41
as a quantity for mulch
17:44
they’re going to still have to do some
17:45
division there and say well
17:48
how many feet can a yard cover and then
17:50
they got to call the mall chart and say
17:51
hey do you have
17:53
5.39 yards of mulch that’s not a super
17:57
clean workflow I’d prefer for the
17:58
estimator or the owner to do that math
18:01
when they’re doing the estimate
18:03
so that the crew just has a simple
18:05
number here such as yeah and what a pro
18:09
trip trick when we do these essay setups
18:10
or deep Dives if you’re using an
18:12
industry standard of a budgeted hour per
18:14
yard the budgeted hours can be your
18:17
cheat sheet of how many full yards you
18:19
need for the jobs you take the budget
18:21
hours and transfer that five hours of
18:23
budgeted time into the product and that
18:25
would be five yards of black mulch or
18:27
brown mulch whatever that is so there
18:29
are some ways that when we dive in a
18:30
little bit deeper with these deep Dives
18:31
or essay setups that we uh we’ll put a
18:33
standardized workflow to some of these
18:35
things if it’s available based on some
18:36
of the standards and averages we have
18:38
um Dylan can’t thank you enough for
18:39
coming on today and just crushing it out
18:41
for the last 20 minutes obviously we had
18:43
some technical difficulties
18:44
um but we’re going to be announcing here
18:45
shortly next week at least once or twice
18:48
set times each week where you can
18:50
pre-submit your questions or live like
18:52
Leslie did we’re going to dive in and
18:54
answer your questions and uh no need to
18:57
wait on chat or phone for support
19:00
um if you want actual live workflow
19:02
industry expert approach for guys and
19:05
girls that have done this in the field I
19:07
think we’re up to nine or ten full-time
19:08
people now the team Dylan that Naval
19:10
owned seven-figure businesses past
19:12
current or past simple growth clients
19:14
that have sold their businesses now on
19:16
the team so uh not only do we get sa but
19:18
we get how it works in your business on
19:20
a day-to-day basis
19:21
um and we understand how you probably
19:23
should be using it or how you do use it
19:24
and how we can make it work for you so
19:26
uh Dylan can’t think enough any closing
19:28
thoughts here on simple growth office
19:30
hours the first time uh in 2023
19:33
ah yeah just I mean submit some
19:36
questions I think Leslie’s going to have
19:37
a tough one for us next week so whether
19:39
it’s simple or expert level uh we’ll try
19:42
our best to answer them I wouldn’t
19:44
expect anything less from Leslie quite
19:45
the power user herself so uh we’ll see
19:47
if we can tackle that one head on
19:49
um well everybody out there have a great
19:51
holiday weekend coming up here in the
19:52
states and uh Dylan you enjoy your your
19:54
non-holiday Monday off uh in Canada and
19:57
we’ll see you guys uh again next week
20:00
here at our set hours that we’re gonna
20:01
be announcing in the simple growth page
20:03
and the sa users Facebook group so we’ll
20:05
see again simple growth office hours
20:07
2023 Dylan Mike and the simple growth
20:09
team coming at you Dylan thanks a lot
20:11
brother have a good weekend

0:00
the questions we had some live right
0:01
here on Facebook so had a lot of
0:03
questions this weekend over the holiday
0:05
weekend uh Memorial Day to be exact if
0:07
you’re watching this live or just
0:09
recorded uh Mike Andy’s co-pilot CRM has
0:13
just released uh what I believe to be
0:15
the first AI assistant for copywriting
0:18
built in natively inside their document
0:21
editor so a lot of questions via private
0:24
message and Facebook uh reaching out to
0:27
myself at simple growth uh asking Mike
0:30
can you give us some insight how to
0:32
actually use the AI assistant inside
0:34
co-pilot to help generate
0:37
marketing copy for us inside copilot so
0:40
what we’re going to do is actually
0:41
opening up uh copilot CRM and breaking
0:45
down how do you actually use the AI
0:47
assistant uh to generate marketing
0:49
copies so uh it’s simple growth that are
0:52
done for you automations we’ve got well
0:53
over 200 Services way before AI that we
0:56
went through and actually wrote expert
0:58
content in here so uh one of the cool
1:01
things with this tool is it’s not going
1:02
to necessarily replace a copywriter 100
1:04
it’s going to get you about 90 percent
1:06
of the way there
1:08
um but I’m going to open up copilot CRM
1:09
and actually show you how this works uh
1:11
but we did have a lot of conversation so
1:13
I just want to heed the warning uh this
1:15
is a great tool it’s groundbreaking love
1:17
it
1:18
um but as the AI continues to season
1:21
itself and get more advanced
1:23
um the marketing copy is going to be
1:25
even better but we need to make sure
1:26
that we are thinking about our client
1:28
Avatar and that is the um ideal client
1:31
that we are trying to serve or Market to
1:33
and once again your marketing copy is
1:36
going to be a little more effective if
1:39
it’s personalized but automated now this
1:42
is an automated tool to do that I highly
1:44
recommend diving in if you’re using
1:46
copilot and that’s why we’re making this
1:47
video to show you but I just want to
1:48
give you a little bit of warning uh with
1:50
this this will not completely replace a
1:53
marketing person or copywriter but it’s
1:55
going to get you at least 90 95 percent
1:57
of the way you’re there and then you go
1:59
and customize it so without any further
2:00
delay I’m going to open this up
2:02
um pretty stoked about showing this here
2:04
and let me pop the screen over here so
2:07
you can see it so uh if you haven’t been
2:08
into copilot CRM uh by Mike Andes this
2:12
is actually the the cockpit here of the
2:15
screen so we’re going to go into
2:16
marketing right here and we’re going to
2:19
go into the emails area uh when we click
2:21
in there
2:23
right now is making the video there’s a
2:24
V1 and a V2 my understanding from Mike’s
2:27
videos uh the shortly after this video
2:29
there’ll only be a V2 Builder but if
2:31
you’re in the system today and you’re
2:32
saying Hey how do I use the AI assistant
2:34
this is where you actually find the AI
2:36
assistant so once again marketing emails
2:38
we want to go to the V2 Builder which is
2:40
going to be according to Mike put into
2:43
Legacy and basically removed in your V1
2:46
estimates or s or V1 marketing documents
2:49
will be transferred into V2 from what
2:50
Mike said um so what we’re doing is
2:52
we’re going in here
2:53
um this product here is a bolt-on called
2:56
be free and what we’re going to do is
2:58
it’s a drag and drop Builder made a
3:00
video about this last week how to
3:01
actually utilize this but basically
3:03
you’re going to go in and build some
3:04
rows as we have here we’re going to drag
3:06
in the paragraph area and once you’re in
3:09
there and you click into it off to the
3:10
left it will updates what you can see
3:13
here says write with AI so this is a new
3:15
AI assistant inside copilot so we’re
3:17
going to click in here and it gives you
3:19
some examples how to do this I’m going
3:21
to kind of click off this
3:23
um
3:24
there we go and we can go in and put
3:25
what would you like to write about so
3:28
what we’ve got is I’m going to show you
3:29
some examples and I’m actually going to
3:30
do one live here uh but before the
3:32
Facebook live to answer the questions
3:34
here I wrote In
3:37
um why hire a lawn care professional uh
3:41
so basically it gave us four or five
3:44
reasons of why you would want to hire a
3:47
lawn care professional so these could be
3:49
the five or six steps of why to hire a
3:51
lawn care professional so expertise lawn
3:53
care professional has the knowledge and
3:54
expertise to maintain your lawn properly
3:56
Time Savings Lawn Care takes time in
3:59
hiring a professional could save you
4:00
time and focus on other important tasks
4:02
equipment Lawn Care Professionals have
4:03
the necessary equipment to get the job
4:05
done efficiently and effective for
4:07
consistency professionals will maintain
4:09
your lawn regularly ensuring that it
4:11
looks great year-round number five cost
4:14
effective hiring a professional they
4:15
save you money in the long run for
4:16
preventing costs and mistakes or damage
4:18
to your lawn and six a healthier lawn
4:21
professionals know how to keep your lawn
4:22
healthy by using the right fertilizers
4:24
we control products watering techniques
4:25
and finally number seven increase
4:27
property value a well-maintained lawn
4:30
care can increase your property if you
4:32
are planning on selling it in the future
4:33
so these are types of of marketing
4:36
things that we can start to take this
4:37
and actually really formulate a
4:39
marketing piece the next one I’ve got
4:41
here
4:42
was really good so write a holiday email
4:45
for Callahan’s lawn care which is going
4:47
to be my lawn care company which
4:49
maintains landscapes for the Fourth of
4:50
July so coming off the holiday let’s
4:53
think about how do we communicate any
4:54
monthly newsletter to provide value
4:58
um in there and if we’re going to rate a
5:00
Fourth of July holiday letter this was
5:03
the prompt up here that I put in to
5:05
write an email for Callahan’s Lanka
5:07
which retains landscapes for the 4th of
5:08
July and when we hit apply it actually
5:11
plugs that in there and then we’re going
5:13
to manipulate it but the AI copy that
5:16
came in
5:17
here as we hope we find this email finds
5:20
you well and a happy and health uh happy
5:23
and healthy as we approach the Fourth of
5:24
July holiday as a company takes pride in
5:27
maintaining beautiful landscapes we
5:28
understand the importance of a
5:30
well-maintained lawn for your
5:32
celebrations our team at Callahan’s Lawn
5:34
Care has been working hard to ensure
5:36
that Lawns are looking their best for
5:38
this special occasion we have been
5:39
mowing trimming edging to make sure the
5:42
outdoor spaces are ready for all your
5:43
gas we know that the Fourth of July is a
5:46
uh a time for celebrating with friends
5:48
and family we want to help make your day
5:50
stress-free as possible this is why
5:53
we’re offering special discounts on our
5:54
services for this holiday whether you
5:56
need a one-time mower would like to sign
5:58
up for an ongoing maintenance program we
6:00
have you covered thank you for
6:02
entrusting us with your lawn care needs
6:04
we wish you a happy and safe Fourth of
6:08
July regards Callahan’s lawn care so
6:10
obviously we would go in and chunk this
6:13
out
6:14
uh with some proper
6:17
formatting to really have this uh work
6:20
but this is all generated from AI so
6:22
basically you need to create a prompt uh
6:25
like we did
6:27
and we paste it in here so hopefully
6:30
everybody’s starting to see the power of
6:31
this it’s not perfect but it is an
6:33
amazing starting point so if you’re
6:34
looking
6:35
to write a newsletter for Fourth of July
6:38
that is the prompt right there and what
6:41
we did here is took write a holiday
6:44
email for and you enter your company’s
6:46
name which what do you do maintain
6:49
Landscapes and lawn care for what
6:51
holiday Fourth of July Annie call to
6:54
action request an estimate and this is
6:55
the actual copy
6:58
that we copied and pasted right in here
7:00
so I want to do one of these on the fly
7:03
if I can
7:05
um
7:06
we’re going to write a welcome email so
7:08
the prompt I have is write a welcome
7:10
email for your product name which does
7:12
the following services
7:14
uh with the benefits and has the
7:16
following
7:17
so I’m going to copy and paste this in
7:19
here
7:20
um so I wrote write a welcome email for
7:22
Callahan’s lawn care which does
7:25
uh the following most Lawns with the
7:28
benefits of Time Savings and has the
7:31
following request for an estimate uh and
7:33
what we’re going to do is stick that in
7:35
there and actually take a look to see
7:39
what goes on here with copilot so this
7:41
will actually take a few minutes as this
7:43
takes to the um the prompt but what it’s
7:46
doing is actually building marketing
7:48
content and sweeping through
7:51
um
7:51
the internet and actually generating
7:53
copy and once that’s done as that’s
7:56
thinking you’re going to hop back if
7:58
you’re just joining us
7:59
uh this was the prompt I put in here why
8:03
hire a lawn care professional so take a
8:07
look back we haven’t got one in here yet
8:09
so sometimes you got to tweak with it to
8:10
actually get it to go the way you want
8:13
um
8:14
but here’s one that we I tested a little
8:16
bit earlier so we’ll clear that out and
8:18
actually
8:20
go in and we hit right with AI we paste
8:22
that in write an email to follow up on
8:24
an overdue invoice
8:26
um and that will go in and actually
8:28
generate marketing copy you can tweak
8:30
for your business so as this Ai and chat
8:33
GPT and the different products out here
8:35
get a little bit stronger and more
8:37
seasoned uh it’s going to be pumping
8:38
these things out probably a little bit
8:39
quicker but if you had to write uh as
8:42
we’re waiting for it this entire thing
8:44
for Holiday email uh this took maybe a
8:46
minute and a half to maybe three minutes
8:48
ballpark but we literally just wrote in
8:50
and took our prompt
8:52
right here of write a holiday email
8:56
for Callahan’s lawn care which maintains
8:58
landscapes for Fourth of July and the
9:00
the call to action was to request an
9:03
estimate so uh what we’ve got here is
9:05
the overdue invoice so it took maybe a
9:07
minute minute and a half seems a little
9:08
bit longer here live on Facebook but it
9:10
would take twice as long so this is the
9:12
uh The Prompt was to write an email to
9:15
follow up and overdue invoice and this
9:17
is what it came out with so I’m going to
9:19
hit apply
9:21
and it actually has a subject line in
9:24
here
9:27
so
9:28
we’ve got it here
9:31
um and I hope you find this email I hope
9:34
this email finds you well I’m writing to
9:35
follow up on an overdue invoice for
9:37
services provided to you now what we
9:38
would do
9:40
is take this date and use our merge tags
9:43
and go and actually uh pull in some of
9:45
the specific invoice numbers and due
9:48
dates and that and this will actually
9:52
give you the merged information in based
9:55
on it so
9:56
that would that’s where we would merge
9:58
that in uh we have yet to receive your
10:00
payment for invoice number and we’d put
10:02
in the merge tag for invoice number
10:03
which was due on this due date
10:06
so we probably hit return as a valued
10:08
client we appreciate your prompt
10:09
attention to this matter we understand
10:10
that sometimes delays occur and we’re
10:12
happy to work with the resolve any
10:14
issues that may have been preventing
10:16
this timely payment uh please let us
10:18
know if there any problems or concerns
10:20
regarding the invoice I’d probably go in
10:22
and hit return again we would be happy
10:25
to discuss payment options or provide
10:26
additional information needed we kindly
10:28
request that you settle the outstanding
10:30
amount as soon as possible
10:32
and if payment has already been made
10:35
please disregard this message and accept
10:38
our apologies for any inconvenience
10:39
caused we’d probably break this out here
10:41
not perfect grammar but this is probably
10:43
how it would play out in your email
10:45
um and then we’ve got our close with the
10:47
signature here
10:51
so you can see with AI uh you can go in
10:55
and tweak this and set some formatting
10:57
and merge in
10:59
um the due date here and you can date
11:01
the invoice amount in these areas and we
11:04
can do that all through the merge tags
11:05
here but really cool product up
11:08
enhancement copilot CRM right with AI
11:11
and that’s going to be under your
11:13
marketing emails and we want to use the
11:15
V2 Builder not the V1 and when we drag
11:17
over a row
11:20
here and we’re going to go in content of
11:23
paragraph
11:24
we click into the paragraph and write
11:26
with AI and that opens our sidebar to
11:28
paste in any of the prompts that we’ve
11:30
made here so the ones we did was write
11:32
an email the follow-up and over invoice
11:34
uh write a welcome email for Callahan’s
11:37
lawn care which does the following lot
11:39
Mo’s Lawns with the following benefits
11:41
Time Savings and has the following call
11:44
to action request an estimate and the
11:47
final one we did was write a holiday
11:48
email
11:50
for Callahan’s lawn care which maintains
11:52
landscapes for the Fourth of July and uh
11:55
request an estimate is your call to
11:56
action so those are the prompts or some
11:58
ideas of problems that you may want to
11:59
be going in with the AI
12:03
um
12:04
assistant here inside copilot CRM so
12:07
really excited to answer these questions
12:09
that were submitted over the weekend
12:10
with the latest update of copilot CRM if
12:12
you have any other questions feel free
12:14
to drop me a private message
12:16
um or comment on the videos and we come
12:18
to you at least two to three times a
12:20
week where we answer questions live on
12:22
Facebook Callahan’s corner you ask the
12:23
questions we had some live right here on
12:25
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 User
0:04
submitted question inside the service
0:05
autopilot Facebook group regarding uh
0:09
web-based forms and tracking lead
0:11
sources far as uh whether they came from
0:13
a Facebook ad or they came from your
0:16
website or maybe they came from a
0:20
um email blast and you sent them to an
0:23
actual form so the question really was
0:25
around how do we set up lead Source
0:27
tracking uh and forms to actually track
0:30
the lead source for your marketing so
0:32
I’m going to show you how to set that up
0:34
as well as how to set up the campaign
0:36
within the lead source track and
0:37
actually get the data out automatically
0:38
so this is a piece that a lot of people
0:40
miss so I want to make sure we spend
0:42
some time and something we take
0:44
um time and actually look at uh when we
0:47
do our essay setups and deep Dives as
0:49
well as part of the training so what
0:51
we’ve got here is service autopilot
0:52
first place we want to actually go is
0:54
into the gear icon and go into client
0:58
source
1:02
and what we’re going to do is create a
1:05
lead Source here
1:10
and once we set up this lead Source
1:12
we’re going to be able to set up the
1:13
lead source so it is applied to either
1:15
the intake inside the office a web form
1:20
or if you’re driving them through an
1:21
email so I’m going to call this our
1:25
Facebook
1:27
Lawn Care ad uh with
1:31
picture
1:33
or with pick
1:37
and what we’re going to do here is add
1:39
this and we’re going to come back later
1:40
but we’re going to add the marketing
1:42
campaigns in here so let’s say if we’re
1:44
going in from June 1st to uh June 30th
1:48
and we don’t have a distribution
1:50
quantity but we know we’re going to
1:51
budget
1:52
um
1:53
three thousand dollars we would set that
1:55
in by doing such it would give us the
1:58
ability
2:00
um
2:01
here to track the attribution of that
2:05
area here so we put that in now if this
2:08
was a door hanger we could say hey we
2:10
put out
2:11
ten thousand door hangers for three
2:13
thousand dollars that’s the first thing
2:15
we want to do is set up the lead source
2:17
and if there’s any campaigns around that
2:18
so we’re going to say it’s a Facebook ad
2:21
and uh we don’t know the distribution
2:24
quantity but we know it’s going to run
2:25
for the whole month and we’re going to
2:26
hit save so now that that’s set up
2:28
there’s two different ways of actually
2:30
setting this up so the first of one is a
2:32
V2 form
2:34
and we want to have a couple things set
2:37
up here so we’d want to show on timeline
2:39
send internal email to notify probably
2:41
any tags on submit and auto proof create
2:44
on submit is one of the most important
2:46
ones the final one here is you want to
2:48
create an update delete and select the
2:50
source so that is our Facebook ad
2:54
for lawn care and you can see in this
2:56
account we’ve had quite a bit here
2:58
because this goes all the back to 2018
2:59
we’ve been doing this but uh if that was
3:01
the actual source that we had set
3:03
originally that would be the one we
3:05
would tie it to so we’d go in and grab
3:08
the Facebook lead Source in there
3:11
and hit save and close and that would
3:13
actually take care of that the second
3:15
option here is if we’re in a V3 form we
3:18
would scroll down and click into how did
3:21
you hear about us
3:22
and we would set in the settings the
3:25
different lead Source options where the
3:27
client can click in so if we’re driving
3:29
Facebook ads or things that we want to
3:31
not emotionally track I’m going to wreck
3:33
probably a V2 form where it
3:35
automatically sets it
3:37
and when we go in and save and close
3:40
that we can go in and publish
3:45
here and the version of the form we
3:48
would give to our webmaster would be the
3:50
strip form and they could take this code
3:52
and customize it to make it friendly on
3:54
your website and brand it to your brand
3:56
awareness so we’re going to set up the
3:57
lead Source we’re going to go in under
4:00
sources and set up the campaign
4:04
then we’re building the form and tying
4:06
in the actual lead source
4:10
on here and then I will show you the
4:12
final step here but if we had our form
4:15
in the V2 we’re setting it to Auto
4:18
create on submit
4:20
and submit on and connect to the lead
4:22
Source in V3 once we get into settings
4:24
and edit edits here we would set up a
4:27
lead Source tracking here as a drop down
4:28
extra steps it may not be as effective
4:31
final step here is if we’re going in
4:34
workflow wise we should be training our
4:36
team and this is what we do in a lot of
4:37
our live or virtual training is we
4:39
should be going into the gear icon
4:40
adding a lead-in when they call filling
4:43
out all the main information here second
4:45
tap details the account type commercial
4:47
residential and finally sales how did
4:49
you hear about us
4:51
the door hanger by doing such now all
4:54
the data comes in so when you want to
4:55
know your lead Source tracking how many
4:57
people came from each lead Source your
4:58
average closing ratio and with some math
5:01
or custom a report inside the report
5:04
Builder which is low G we can probably
5:06
get our client lifetime value per lead
5:08
source so uh Callahan’s corner you ask
5:10
questions we had some live right here in
5:12
Facebook lead Source tracking forms and
5:14
proper workflow to track and capture
5:17
that lead Source inside your office on a
5:19
day-to-day basis

0:00
everybody coming live today with Dan Ralphs um with the simple growth
coaching team myself Mike Callahan our
0:05
other person that usually joins us on these Aaron suttonfield was actually
unable to join us he’s live actually at a lawn care company currently
helping
0:13
them walk through some of the stuff we’re actually talking about here on
this Facebook uh but Dan if people
0:18
haven’t met you um obviously I’ll have you introduce yourself but um when I
met Dan I was
0:23
probably eight or nine years ago and Dan uh and the content he brings to
the simple growth coaching team was
0:29
instrumental in my lawn care business so about 12 months maybe 13 months
ago uh
0:35
we formed the simple growth coaching with our scale plus and masterminds
and the things that I learned that helped me
0:42
really turn some things around the the culture and the six areas of my main
part of my business that really need to
0:47
be dialed in uh Dan was able to come in as an eight-figure business Expert
not just seven figure but eight figure
0:54
um so it really was my kind of purpose now to be able to go out and bring
the knowledge that Dan used in my company to
1:00
everyone else out here in the lawn care and Landscape industry so I just
want to put some some background to this because
1:07
um we’re just not going out and uh doing this we’ve been doing it over 12
to 13 months Dan you’ve been doing it for a
1:13
long time I’ll let you get into that uh but this is something not that
we’re just like selling to try to make money on this is something I
actually used my
1:19
business made a huge impact um and really I just feel like it’s my duty to
actually be able to get this out to all the lawn care companies
1:25
um in the industry US and Canada for sure so Dan without any further delay
uh if you want to give a little background and how you ended up in this
crazy uh
1:32
Lawn Care industry yeah long story I’ll make it really short I love love
love
1:38
not inappropriate way like Mike was trying to get me to be inappropriate
but I love love entrepreneurs I I just love
1:45
the spirit of Entrepreneurship and the spirit of business ownership where
it’s like I’m gonna go Take On The World and
1:51
I’m going to try to win and everyone else be damned right it’s like I’m
gonna go figure it out and I love that energy
1:57
and for the past 10 years I’ve been really lucky to be able to coach
hundreds and hundreds of of small business owners especially those who are
2:03
at a million dollars in revenue and trying to scale up to 10 million and
the truth is that most business owners who
2:09
are at that phase um or have or even before like even if you’re like 250 or
500 000 a year like
2:16
if you’re just getting started on this entrepreneurial Journey like most
people who are in those seats
2:23
aren’t technicians I don’t know if you are like they’re technicians not
business like mbas right and so if you
2:30
haven’t had like business training or you have learned some of this
fundamentals of business like you can be
2:36
really really good at your craft and still struggle to grow and scale up a
business and so I feel a lot of um
2:43
empathy for those guys and gals who are trying to make it and just duct
tape and bailing wire and we’re trying to bring
2:49
really like high level business coaching to that group and we watch just
just
2:55
amazing how businesses Sprout up as a result of that um my number one
favorite metric mic I
3:01
don’t even ask me about this but my number one favorite metric just popped
my head my number one favorite metric is cell phone free vacation days
3:09
because I love businesses that scale to a level and scale in a way that
allows
3:15
the business owner to have the freedom that they started to pursue in the
first place and so our goal is to create
3:20
businesses that have cell phone free vacation days um and that’s like the
ultimate metric
3:26
because it means your business is humming and running in an awesome way and
allows you to one have enough
3:31
Revenue to take a vacation and two have the freedom and team that you need
uh that allows you to go just enjoy the
3:37
freedom that entrepreneurs deserve Dan I’m glad you mentioned that so crazy
thing we haven’t talked about this
3:43
beforehand but literally one of the first things I did after going through
this process is we were in the Dominican
3:49
Republic and you know they got a little safe in the uh in the hotel closet
I actually took my cell phone and it put
3:56
it in there actually had my wife Sarah put the code in there um and said
hey if there’s an emergency
4:02
you know the world’s on fire you could call her cell phone or call the
hotel but I’ll tell you what that cell phone
4:08
never ever left that case um and I never got a phone call and things were
just as good if not probably a little bit better than they were when
4:15
I was there because sometimes as business owners who like to get in there
and micromanage and become that bottleneck um and really what’s been really
fun is
4:20
watching this journey of 60 70 plus companies now in the last 12 to 13
months
4:26
um go through these transitions a lot of them coming in and having that
grind mentality of um you know where Gary Vena
4:33
but a lot of these people are talking about you know grind grind grind
grind grind work 70 80 hours a week and you can just grind through it and
the truth
4:39
is Daniel you probably can grind through it to a certain point but it’s not
sustainable and at some and in some ways
4:44
you kind of have to grind there’s a little period where grind is part of
the game but we don’t want a living right we
4:50
don’t want to stay in granted we don’t want to be there forever because
there is the truth is is that um usually those guys who are grinding
4:56
aren’t the same guys who are building scalable systems and up leveling and
5:03
training people and empowering their people to really grow things and so
like the grind works for a period but there
5:09
comes a moment where you have to abandon the grind mentality only and you
have to blend it with strategy
5:16
and and just smart business sense making sure you’re making good business
decisions and that allows you really to
5:21
scale up yeah could could agree with you more obviously you got to put the
work in but at some point it just is not sustainable
5:27
it’s just not a good look by the way I like I love I love that grind I love
that energy and that Vibe and if you’re
5:34
a grinder like deepest respect and props to you like it is
5:39
if you couldn’t have gotten the business to where it is today without that
grind energy
5:45
um what we what happens though is that when we’re only grinding and just
struggling we end up becoming the
5:52
bottleneck in our business and we end up you letting work be the way we get
out of problems rather than smart just
5:58
business decisions that allow us to get our problems and so when we watch
the
6:04
really that the CEOs I admire most in lock your space are the CEOs who
actually are spending the least amount
6:10
of time grinding who are like I’m spending four or five or six hours a week
in my business and it’s producing
6:16
two million or three million dollars of Revenue a year like it’s like those
are the guys I really admire because they’ve
6:22
learned how to build a scalable business yeah and that kind of walks us
into the first area that we traditionally look at
6:28
when we look at a business um is really the owner’s time we kind of call
that step one
6:34
um and traditionally we look at it Dan and we should say hey you should
have at least four hours set aside a week you
6:39
can actually work on the business not in as Michael Gerber would say so I
don’t know if you want to elaborate kind of yeah time management how that
plays into
6:45
this let me zoom out a little bit because we we went we got really
intentional like it was Mike and I and
6:51
Aaron suttonfield we got together and we said our right if I were if I were
Dave Ramsey trying to describe the baby steps
6:58
to go from I’m I have no time and no money in my business I’m a business
owner and I just feel like I’m drowning
7:05
and if we were to start there we would say all right what are the baby
steps to get out and get to a point where you’re
7:10
at a million or and then eventually to a 10 million dollar lawn care
company like what are the fundamental steps the
7:16
Practical what do I do first what’s step one and step one that we did we
feel
7:22
like is really important is the business owner has to gain that control
over their calendar enough
7:28
to where they have at least four hours a week to work as Michael gerberus
would say on
7:35
their business and not in their business because we know like if you’re if
you’re like so many
7:40
business owners I know like you were I’m shocked you’re listening right now
because you have so much going on that
7:46
you it just it becomes overwhelming and if you can’t break away enough
7:52
to start like if the boat is sinking you have to find at least a little bit
of time to stop bailing and start filling
7:58
holes uh in the boat and so step one is that is we’re going to we’ll find
some
8:04
time we’re going to carve out and block time usually in in at least two
hour blocks one four hour block or two two
8:10
hour blocks and you’re gonna say hey we are going to block this time it’s
going to be
8:15
turn off the cell phone I’m going to like lock myself in a closet and I’m
just going to be working on the business unplugging the holes that are
causing
8:23
this boat to fill sometimes like it’s sinking yeah and there’s a lot of
different taxes that we go in there how to actually manage your calendar
and I know
8:29
as an entrepreneur like even five years of college no one taught me these
simple skill sets it’s not like it’s complete
8:35
rocket science but man when it’s put together in a simple framework um and
it’s easily digested and implemented in Little Steps
8:42
um it really just takes the weight off of business owner’s shoulders at
least it did mine so these are the things we’re diving into and then kind
of back
8:49
into that time frame thing uh we’re talking about Dan um Step number two we
look at finances
8:54
and that is um I think one of the most interesting things when we do setups
on different
9:00
software such as service autopilot or copilot CRM a lot of times business
9:06
owners will get in there and what we find is on the outside it’s a very
successful business
9:11
um financially we think but when we get in there they really the business
owners running in the dark they don’t have an
9:17
understanding of their financial numbers um and they don’t really
understand what Cadence should be happening in
9:23
their bookkeeping how to keep things reconciled so by the 10th of the 15th
of the next month at a bare minimum they
9:28
can actually take a look at those financials that are clean in a setup
chart of accounts and then I guess some of the scary things Dan is
9:35
um you know we had a gentleman running 150 to 160 000 for lack of a better
terms yacht out of his business
9:42
um and he was wondering why his his business profit was so low and I was
like hey you know so and so it actually
9:50
you’re doing pretty good but you got this freaking boat another ten
thousand dollars for this slip tied in your business expenses so
9:57
um you really need in my opinion and Dan I’m sure you’re an elaborate is is
we need to be able to to handle the business and somewhat of the personal
10:03
finances and make sure the personal house is in order too and how they can
co-mingle and work together in parallel
10:08
at the beginning right it’s it’s all sort of one cash flow coming into our
lives and we have to learn how to
10:14
separate those out we have to make sure that we’re not trying to pay an
elaborate
10:19
salary to a CEO to an owner that we can’t yet afford as a business and so it
10:24
is a part of our personal finances make sure our finances are in order um
because there is going to come a day where we’re going to have lots of extra
10:31
for the owners but if we but not if we are just barely getting by as a
business today so we have to figure out our
10:37
personal finances and what we come to find is you know I was chatting with
Aaron the other day he’s our head coach
10:42
and he’s awesome man he is the poster child for what we hope to build and
10:47
Aaron runs a really successful lawn care company but one of the things he
kept um discovering is he goes I feel a little
10:54
bit like I’m a fractional CEO when I’m sitting and chatting sitting across
for people and we’re chatting about the
11:00
business and if you’ve never been a CEO before that’s a new role and just
like Tiger
11:07
Woods has a golf coach sometimes it’s helpful to have someone sitting
across and looking at books and it’s and it’s
11:13
fundamental things that we want to like dive in and make sure you have
straightened out because we’ll go into a
11:18
business we want to do a business the other day and this woman was awesome
super cool hard-working smart her and
11:25
her husband running this lawn care company together but when we opened up
our books we’ve came to find out that she was her actual margin on her her
11:32
profit margin was like one percent and sometimes negative 0.5 percent
11:37
and so there was something wrong with the numbers the model of her business
she was either not charging enough she
11:44
was either spending too much in different areas she was maybe like so there
was something wrong with the
11:50
numbers and so we helped her get that sorted out and when you get that
sorted out all of a sudden now I understand all
11:56
right I need to decrease I need to increase my efficiency a little here and
I need to charge a little bit more over here and she was able to go from a
one
12:03
percent margin to a 15 margin or 20 margin in the business because we don’t
want to scale a business that’s
12:10
making one percent or making negative one percent like we don’t want to
scale maybe one percent so we want to make sure that those numbers are
clean and
12:16
tight and that the business model will bear the weight of a growth and
that’s all about the numbers yeah the bare
12:23
minimum just to roll out with those trucks you got to be doing in my
opinion you should be doing at least double digit uh net margins bottom
line to
12:29
there um and I think one of the things that kind of at least right that she
had made I think I want to say
12:36
she was at a million or near a million and had like made two percent of that
12:43
well that was all her work amounted to two percent of a million now that’s
still a lot of money for for me at least
12:49
when I was a kid but man there’s so much more like two and twenty like she
could 10x and she’s going to 10 extra profits
12:56
just because we sat down together and we got those numbers right and so if
you’re not a numbers person that’s not your
13:03
expertise or even if you’re like I’m pretty sure they’re right it’s good to
have someone a fractional CEO sit across
13:10
from you and kind of give it a look yeah just just a little confidence and
just to make sure everything’s tightened up and if you’ve never looked at
those
13:15
numbers and never been taught uh which in the early days I wasn’t either um
you know we had to go out and get
13:21
that education but it paid big dividends um and I see one of the things
that right now is very popular a lot of
13:26
people starting businesses or even really uh you know 15 20 years in
business now uh they’re going out and
13:33
trying to do everything and be everything and what I mean by that is we see
this a lot of times there’s work and need to need with hundreds of
businesses
13:39
every year um setting up their software their job costing their automations
their fighting you know million dollar million and a
13:46
half dollar business they’re providing 20 or 30 different types of services
um and it’s it’s it’s the chaos of a
13:53
non-simple business so as we’re growing the scale a business we want to go
up with one or two maybe three core
13:58
services that are scalable um and then eventually we can spread out amongst
that once we get a little bit
14:04
bigger and cross-sell into that database but uh one of the things we look
at Dennis is how do we create a simple
14:09
business and simple service offering yeah so Step One is time step two is
14:15
finances and step three is making sure that the model itself is really
simple uh it’s hard to grow business no matter
14:21
what it’s really hard to grow a complex or convoluted uh business and what I
14:28
mean by complex probability is simply this that we have multiple products
streams
14:33
selling into multiple markets I mean different types of people are buying
our products I’m doing commercial I’m doing
14:39
residential I’m doing uh government I mean yeah it’s government I’m doing
and then I’m not only am I doing all that
14:45
which is complex on its own but I’m also trying to do different services
with them I’m doing 24 I’m doing design build
14:52
I’m doing uh cleanups like I’m doing all of this stuff and as a result of
that I
14:59
feel spread really thin and the truth is you are because it’s really wide
and we can’t go very deep and the systems get
15:06
really complex and convoluted and so one one of the processes we want to
take you through is making sure that we’re
15:13
spending time in the most profitable things that take the least amount of
time and that we are going deep in those
15:20
areas so that we’re seeing really great results from those areas because
you know like if you’re listening and you’re
15:26
like you’re serious you know there are some parts of your business that you
go yeah I know we’re kind of like just
15:32
breaking even on that stuff you know that you might absolutely just hate it
so a good example now that
15:37
there’s great money to be made in design build but traditionally most
businesses with design build a good portion of
15:43
design build requires the business owner to be in it in a very integral
piece of
15:48
it almost babysitting it or they haven’t been able to delegate a lot of
that because it’s so complex and that’s where
15:55
those non-self-free vacation cell phone free vacations actually happen
because you get calls on stuff that technically
16:01
you’ve created such a complex service that you have to be there for it to
succeed and that’s that’s the scary thing and don’t get me wrong you could
16:07
have a simple design build business yep but and and you may even see some
bigger
16:12
companies that have like a lot of different services and that works because
they have really high paid managers high paid leaders that are
16:20
running divisions of a company but when you’re little you only get one
division you don’t get 12 divisions unless you
16:25
can somehow afford 12 awesome maybe you have like 11 brothers and all the
16:31
brothers are awesome and they’re all going to run their own division all
right I could buy it but it’s really hard to do if it’s just one guy or just
16:37
one one couple that is trying to run uh run a business and so um so step
three we’re just going to try
16:42
to help you simplify the business make sure we’re really focused on keying
on uh the simplest way to get things done
16:48
the simplest way to sell things the simplest way we’re just trying to make
it super easy and get to the cash as
16:53
quick as we can let’s just say step four Dan now that we’ve got this simple
business in place
16:58
we got some cash flow we got some time uh biggest issue right now in any
service business especially lawn care
17:04
and Landscape is hiring the key people like how do we go out and figure
that out and that’s something and that that
17:11
you’ve really helped master master master master and actually rinse and
repeat systems uh for really key key
17:18
higher acquisition yeah it’s interesting I go across the country this is a
major complaint
17:23
um from lawn care companies across the board that I’ve talked to um but not
all of the lung cares I’ve
17:29
talked companies I’ve talked to meaning it’s not a universal problem uh
because there is a way of doing it
17:36
that works and is predictable and the next thing you know you have a flow of
17:41
people working coming in and you’re retaining them and onboarding them well
and so I could like honestly my I I know
17:48
we don’t have enough time for all this but I have like I could talk for two
hours on how to build a killer
17:54
onboarding and hiring process that allows you to feel uh like you’re you’re
18:00
picking that you’re Harvard and not the Community College you know what I
mean so you’re the one who’s getting all these people coming to you and
you’re
18:06
going oh out of all of these people I’m going to choose you rather than the
other way around where it feels like well I have to just accept everyone if
18:12
I’m going to fill the seats and you’re you’re kind of in the two feet in a
heartbeat style of hiring where it’s
18:17
like hey if you will like to go out and hold this machine and do the work
I’m hiring you and as you know that employee
18:24
turnover especially early on as a business owner is extremely painful and
extremely costly
18:29
um they’ve said and I don’t know I’ve heard various numbers but something
to the tune of each time you lose an
18:35
employee and have to replace that employee the cost is something like was
it one times their salary like their
18:42
annual salary I’ve seen it probably in my business almost two times because
if if you’re not making those decisions the
18:49
damage they’re causing the no show no call issues with your clients so it’s
not just the retraining but it’s the
18:56
ancillary things of damaged property uh morale and a lot of your real key
19:01
employees now are feeling uh like you’re not respecting them because you’re
letting these people with literally a
19:08
heartbeat two feet uh continue to go and break the rules so it’s if you
really compounded the whole thing uh the
19:14
numbers really it’s astronomical it’s monstrous and you and if you’ve been
if you’ve been in business for very long
19:20
you know the pain of bad a bad hire and and so so the one of the things we
19:26
want to coach coach you through is this process of how do you hire
efficiently and effectively and if I were to give
19:32
just one bit of advice in out of the two hours or three hours I want to
talk to you about it the one bit of advice is
19:37
simply this uh higher slow and that’s going to feel really
19:44
difficult in the moment where there’s a lot of work to do and I don’t feel
like I have time to
19:50
wait to put someone in that seat but higher slow and Fire fast meaning as
19:57
soon as someone is not fitting not working that you pull the trigger and
you’re moving on to the next person so that you’re built filling your team
with
20:04
people who are a great fit by way of their performance and a great fit by
way of their culture
20:09
love it so now we’ve got the time we’ve got the finances we’ve got a simple
business that’s ready to scale and be
20:14
able to sell simple Services got the people to perform the work Dan uh next
step is literally putting the rocket
20:21
fuel in the rocket and going out and building a repeatable client
acquisition
20:27
model and there’s a couple pieces that we tackle in that part uh once again
we’ve got this machine running it the
20:33
the sales process and client acquisition process should really just be a a
really a non-emotional math game that does not
20:40
revolve around the business owners selling yeah the really sad part that
I’ve I
20:45
bumped into and I don’t know why but it feels like particularly in the lawn
care industry there there are a lot of people
20:52
spending a lot of money on marketing that isn’t producing results and and I
and I’ve been we’ve been
20:58
hunting and working and we’ve we’ve dialed in and found a couple of
companies that really support lawn care
21:03
and service businesses in really powerful ways that produce predictable
results the current world especially
21:09
with online marketing if we just talked about the online marketing should
you should be it should become over time now
21:15
it’s going to take some time but over time it should be very predictable
you should know exactly what you’re going to get and you should be able to
say I’m
21:22
going to spend a hundred dollars and I know and put it in the box and how
the other end is going to come a thousand dollars and I just know every
time I put
21:29
that hundred dollars in we’re gonna get a thousand dollars out so we want
to build a predictable enough
21:34
uh acquisition machine that we know if we’re going to put money in we’re
going to get that money out and and there are
21:41
a lot of different strategies and techniques and tactics um that’s why
again sitting across from
21:46
a fractional CEO so to speak and to say all right out of all of the tactics
we
21:52
want to do where do we start and what’s the first thing that we want to do
21:57
um I was chatting with a really good friend of mine who is a talented
marketer and the services industry
22:02
and I said what’s first and she said really easy it’s you’re you’re just
22:08
getting your Google uh certified uh a local business certified and to go get
22:14
your local Google Certified is really easy and really effective to produce
the
22:19
highest result fastest so those are the kinds of things we want to get you
to are what are the fastest things you can
22:25
do to produce predictable results awesome and now that we’ve got this
22:30
thing uh the business is getting to a size now where the business owners
hiring people they don’t know and these people they don’t know are probably
22:36
hiring people they don’t know um and it’s going to get to a point when we
get to that seven figure Mark and
22:42
Beyond now that we’ve got to actually build a Leadership Model and a
leadership team and get crystal clear
22:48
about that purpose and some core values and it was interesting Dan when I
first
22:54
met you um I basically become an absentee owner uh in the business really
wasn’t working
22:59
that much in the business but when I when I got back into the office um the
gentleman who’s running the
23:04
business blew out his Achilles tendon so I kind of had to hop back into the
role um and as I got back into that business
23:11
I looked at man we don’t we don’t we don’t have a culture like there’s
nothing there but really come to find
23:16
out we actually had a culture it was a culture that it evolved out of the
guy running the business
23:21
um and it really wasn’t the culture that I wanted to have within that
business so we went out and found Dan and
23:28
really got really clear on how to create a purpose in uh mission and vision
and
23:34
values and then how to actually create a plan annually and quarterly to be
on
23:40
track and actually get that business to hum um and then when everybody was
kind of rolling in the right direction magic
23:45
happened um but then it got to a certain point or literally I had to create
many leaders
23:51
underneath me that basically carry that same strategy and vision of the
company um so Dan I don’t know if you want to
23:56
talk about this this is really uh this was a pivotal part of my business
and this is was so important to me that I
24:01
was like man I’ve got to bring this experience to the lawn care industry
because it not only changed my life uh
24:09
but it changed everybody else within the organization and now that we’ve
been doing this in the lawn care instance specifically in the masterminds
group
24:16
for about 13 months now to see that journey in all the companies and how
these business owners have become proper
24:22
CEOs and gotten really clear um and the thing I always hear is Clarity
they’re really clear about the
24:28
business and where they stand what they stand for and how they actually
execute and how they actually go out to hire
24:34
fire and train to those core values that you were kind of alluding to in
Step number three yeah if if you haven’t
24:42
experienced this yet uh as you go through these steps and as you put each
building block in place you’re going to
24:48
come to a moment where the business starts to grow fast and maybe some of
you the business grew fast without these steps in place
24:54
because sometimes it does sometimes it’s you hang up your sign and people
are flocking and you just are trying to keep it all together
25:00
and in order for the as the business accelerates in its growth you have to
be
25:06
able to uh make more decisions faster that makes sense right so there are
more
25:13
problems there are more questions there are more challenges and we have to
be able to make the rate of our decision
25:18
making has to accelerate and there’s a reason like there’s something we
call the million dollar Plateau I think in lawn care it might be like the
million
25:24
five Plateau or somewhere in there um but you get to the point where the
business owner if they’re the only real
25:30
decision maker in the business they they just can’t physically keep up with
the pace of decision making that’s required
25:37
and it will feel like after a while that they’re drowning in decisions that
they have to make and problems they have to
25:43
solve and that’s the moment where you have to transition from business owner
25:49
entrepreneur into CEO leader of leaders and again it would be to put in
25:55
perspective it’s not even business owner it’s full-time babysitter cat
herder firefighter it’s just surrounded by
26:02
animals chaos so I I got to put a perspective because I’ve lived this now
um in multiple seven-figure businesses
26:09
I’ve that I’ve started up um and I will tell you the second or third time
around is significantly
26:14
easier when these things are in place but the first time in the lawn care
company I didn’t know any better I just
26:19
thought that this was normal and this is the way it operated man when we
met you and the team and you guys I was like wait a minute I don’t have to
make every
26:26
decision I don’t have to fight everybody every day if we wake up and you’re
just ready to enter the boxing match and
26:32
you’re getting pounded with one thing up the other um it’s so resilient
this is the amazing part this is why I think entrepreneurs
26:37
are the coolest people ever is because they’re so resilient that they’re
bouncing back again and again and
26:45
getting punched and figured uh they’re like all right let’s go again like
the Rocky Balboa man and so yeah so there’s
26:51
gonna come a time where you’re going to have to lead a group of leaders so
that and we’re all making decisions together
26:58
and all of those decisions are in harmony because they are part of a shared
vision and so if I’m sitting
27:04
across from a CEO and they’re at this phase I’m saying all right we have to
get really crystal clear on your vision
27:11
and vision for me it’s Jim actually Jim borrowing it from Jim Collins there
are three elements of vision the first one
27:18
is purpose why are we doing what we’re doing what the why is it like at the
core Center of how we operate as a
27:26
business and it allows people to make a decision understanding that so if
our business is simple growth our purpose is
27:33
to help business owners take their life back from their business get their
life back from their business and so as a
27:40
Mike’s Iran we’re we’re in separate rooms we can make similar decisions
because we both know hey what’s going to
27:46
help this business owner get their life back and that’s why we do all of
this this is why we’re giving away free content it’s like we want to help
27:53
business owners get their life back from their business and so I know that
I can make a decision in harmony with that and I’m to be in harmony with
every other
27:59
leader the second piece is we want to create a mission which is a
three-year strategic objective this is a clear
28:05
understanding of what we’re trying to do right now what mountain we’re
trying to climb right now and the third element that we’re trying to get
clear on is a
28:11
set of core values of how we’re going to operate what our attributes
characteristics and behaviors will be uh
28:18
when we’re in different rooms so I don’t know if you’ve ever experienced
this but if you ever walk by one of your employees and you kind of cringe
with
28:23
something they said or did and you go oh that’s not like that’s not how I
would do that
28:29
oh oh and it just makes you skin crawl and what we got to do in order to
cure
28:35
that throughout the organizations we got a deeply like communicate and and
have
28:41
all of our employees drink the Kool-Aid of the values to where they’re
operating in a similar way to the way the business
28:48
owner would operate if they were in their seat so again our goal is to have
this harmonious decision-making organism
28:54
it’s making decisions all together in similar ways the way we do that is
that they’re operating with a shared purpose
29:01
a shared set of values and that they have a shared understanding of what
29:06
we’re trying to accomplish together right now what’s our three-year
strategic objective and so for example
29:11
I’ll give you a lawn care example so my buddy Aaron I’m pretty sure he’ll
be okay if I share this but he said his
29:17
purpose is to is to save Lawns and Elevate people so every time any of
their employees go
29:22
out they all have that tattooed on their minds their goal is to save
Montana people so each interaction they have
29:28
elevates people what’s the outcome of that well his attrition rate just just
29:33
drops and drops and drops so I think they’re like 50 right now like just
drops and drops and drops on the
29:38
nutrition rate because all of their employees have that on their hearts
they have a set of core values I can’t recite all their core values they
have a set of
29:44
core values that all of their employees have memorized like literally every
employee in the company has memorized their core values and their seven core
29:50
values and then the last they have a mission which is to really focus in
and dial in this part of their business and
29:56
scale up their acquisition model and and it’s very concrete and specific it
includes very specific Mission goals
30:02
like Revenue numbers client acquisition numbers so they’re very clear
across the
30:08
board every employee in their company have understanding and Clarity around
that and that allows Aaron again to step
30:14
away from the business and know that the decisions that are happening in
this business are going to be in harmony for this overall vision and so
that’s what
30:20
we we really spend time with if you’re if you’re on a rocket ship of
business right now and it is flying and you do
30:27
not have Clarity or you do not have your leadership team is not in harmony
around clear a Clear Vision of where we’re
30:32
going uh like be prepared to bump into things and to have pain as a result
of that
30:38
because people are going to be making decisions that are that are just a
little off track and when you’re going
30:43
fast that one degree difference turns into a big Chasm really fast and
30:50
so we have to really be committed leaders around Clarity of vision yeah you
couldn’t sound better myself
30:55
Dan and if anybody’s watching this because I know at first I was a little
skeptical I’m like well how is this going to work in the field
31:01
like how does that work with our crew leaders our technicians um and the
biggest thing I hear especially working with hundreds of businesses each
year is
31:08
how do I get these guys or girls to to actually be accountable how do I get
them to actually do just the bare
31:14
minimum what they should be doing in their role when we actually dive in
with some methodology we call it Big Three
31:21
um and this it literally creates Clarity once again throughout the
organization and you know
31:26
um if you can only do three things in your position these are the three
things that are driving towards that actual
31:31
Mission um so it’s not just the people in your office it’s right down from
your technicians with running weed whackers
31:37
there’s blowers your mechanic your team leaders and right up everybody’s on
the same page and when that happens it’s
31:44
absolute magic so um you know one of one of the industry Consultants came
up to me we actually
31:49
start to Institute this at Callahan’s Lawn Care um we basically said Mike
you’re crazy the only thing that would motivate the
31:56
guys and girls on your team is a team picnic some hot dogs hamburgs and
maybe a couple cold beers at the end of the
32:01
day once a month um yeah that’s great but honestly I’m here to tell you that
32:07
um I gotta completely disagree with that that methodology or that feeling
because now I’ve seen it in three different
32:12
organizations that I’ve owned and been a part of and it really goes right
down to
32:18
the person answering the phone the person taken out of the garbage at the
office or the technicians so everybody
32:23
no matter their position their pay rate will buy into this if we hire
correctly through this methodology and all the
32:30
headaches of the past 99 of them at least you’re still going to have some
headaches um in any business but it gets really
32:36
really good and everybody’s now trying to help you with any of those little
headaches that pop up and you’re clear and you’re all going in the same
direction so Dan I can’t thank you
32:43
enough because honestly that was one thing that I invested a lot of faith
because here I had some of these
32:48
industry uh professionals saying you know what you can’t do that with field
staff you can’t do that with your laborers maybe your office well I’m here
32:55
to tell you you can and we’ve got close to 100 people now uh in the group
that have recognize the same exact thing and
33:02
heard some of the same advice uh in the different industry events and that
you can’t do this with labor but we’re not
33:07
just looking at them as labor anymore we’re looking as part of the team
part of the culture and we’re living and
33:13
breathing um that that purpose um just like we do it simple it can be a
33:18
very specific example so I was with a company the other day uh they’re a
fertilization company out of the
33:25
southeast and they I was sitting at a lunch and one of their technicians
just
33:30
a guy who likes to spray things and he was sitting uh and and he was sat
across
33:36
the table for me and he said Dan I want to tell you I’m so proud I did this
I can’t remember
33:42
this 2400 24 000 square foot house in 15 minutes and it was like I have a
whole
33:47
system and how I do it and it’s super fast and efficient and this guy had a
ton of personal and
33:53
professional pride in the work that he did and that was trans that changed
from
33:59
and and that business owner reported that his trucks were making 25 more
34:06
um per truck per week um and all that had changed all that had changed is
that we sat down
34:13
with them and we included them in the vision of the company and the next
thing you know he was out there I’ve been but I can not the
34:21
fastest on the team and everyone’s like no I’m the fastest right and they
were like all bought in and committed and
34:26
they loved their job and they said hey man I love my boss because he treats
me like a human being and I used to work at
34:32
Applebee’s and then you know like there’s no like there’s a whole culture
shift and and human beings will always
34:40
respond uh to to this kind of respect and care and connection it’s a deep
34:45
human need to be part of something bigger yourself and I can go on for a
long time Mike I know our time’s almost up yeah okay can’t think enough
you’ve
34:50
got to compressed schedule uh actually I do two today uh we actually are
hopping on here uh in a little bit with
34:57
um the monthly masterminds webinar so if you guys are watching this this
sounds of interest uh feel free to book a call
35:02
it’s sgscall.com um to see if you actually qualify to uh
35:07
join the masterminds or our scale plus group but in addition we’ve got a
bit of urgency here if this is something you
35:13
want to do every quarter we do a live event so we’ve been to Shreveport
Louisiana we’ve been to Dallas we’ve
35:19
been to Charlotte North Carolina all of which have had live shop tours so
not only do you get to go in and learn all
35:25
these things but then you can actually see them in action inside these
multi-seven-figure businesses interact
35:30
with the business owners or office staff uh check out their equipment how
they operate how they set up their yards all
35:37
of that to be said we’ve got our next live event coming up in the beginning
of August in Nashville Tennessee we’ve
35:44
taken a different spin on this one because we found there’s a lot of value
in business owners being able to network
35:50
with each other not only during the teaching and and we don’t just teach
this stuff we actually Workshop this
35:55
stuff to stuff this is where it’s completely different um we do have some
fun events uh one night for team building with the group
36:01
what we’ve done is dedicated a whole day on this Nashville event uh where
business owners literally can just
36:06
Network have a good time uh go golfing see some things in Nashville and
we’ve rented out about six or seven Cabanas
36:12
poolside Dan uh where we can hang out and have a good time and um catch up
with this hand and and here’s the truth
36:19
like every time I share people with people what we do and how we do it
especially I was chatting with a
36:25
seasoned entrepreneur last night and he goes where were you 20 years ago
36:31
where who are you 20 years ago when I uh when I was a brand new bright-eyed
entrepreneur and I didn’t really quite
36:37
know what I was doing but I was making it up as I went where were you then
and I mean like I’m not we’re not trying to
36:44
be egotistical or anything we just have done it a lot of times and we’ve
seen a lot of companies and and we have this
36:50
big heart to help uh companies make progress in that direction and so like I
36:55
you can’t I’m kind of like you can go do it yourself we want you to take
these steps and run with them man if if you’re
37:00
the type person that doesn’t need help or support or accountability great
uh but if you do need help support
37:06
accountability please let us let us support and help you um the cool part
about our coaching is
37:12
it’s not theoretical it’s very practical and down to earth all of our
coaches currently are CEOs of lawn care
37:19
companies of really successful ones and so you’re sitting down across from
somebody who’s sitting in your same seat
37:25
and you get the chance to uh connect with them and talk kind of fractional
CEO style CEO to CEO and work through
37:32
your business and kind of accelerate things again it it’s you can do it on
your own it’s just a lot harder and
37:39
takes more time and and you end up making similar mistakes to to what these
37:45
guys have already been through so uh if you’re interested if you’re curious
we’d love to love to support you and serve
37:50
you if not uh we don’t care about you okay we love you we care about you
37:56
um but uh we would love to we’d love to serve you however we can and and uh
Mike
38:01
they can reach out to us through Linkedin Facebook wherever you’re finding
this yep feel free to find us reach out we’d be happy to help or you
38:07
can go to S call.com and just get on the phone and
38:14
we can kind of walk you through and maybe evaluate we’re in the six steps
you might see some opportunity awesome Dan can’t thank you enough and
38:20
uh I will see you in a few minutes on the other call where what are we
talking about today just as a little teaser yeah see we’re we’re talking
about
38:26
supervising your leadership development so uh leadership development is so
so important but sometimes hard to get your
38:32
fingers around how do you actually go about it and we have a very specific
process a four-step process of like okay
38:37
step one step two step three step four here’s how you supercharge that
leadership development I’m still can’t wait to see it Dan appreciate it I’ll
38:43
see you on about 10 minutes with the masterminds group live in our monthly
webinar and uh once again if you want to
38:49
uh see if this is right fit for you or it could be a help in your business
sgscall.com and uh look forward to talking to you
38:55
thanks bye