She’s Got Systems

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Archives for January 2012

Creating Systems for Hiring

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Some of my favorite times working is when I’m designing a new system for a client whether that be customer service, interns, e-zines or scheduling.

Today I want to show you how to create an “If/Then” System so you can identify what resources you need to create for your team. Let’s take the example of hiring an assistant. The actual job description is not important here; I want you to use this for any position you seek to fill in your company.

Step 1 : Finding a pool of qualified candidates

Sure there are job boards and websites that let you put out jobs to bid but don’t forget to ask your network, colleagues and get the word out to your audience when it comes time to find a team member. For each position put a deadline on accepting applications to motivate the candidates to send their applications quickly.

If you don’t have a dedicated HR/team manager then you can set up a special email to collect response and field questions.  Do not give out your personal or general business email unless you want to open yourself up to spam and lots of follow up emails.

Step 2 : Requesting information and conducting interviews

Your interview process may be simple or complex, it will probably vary based on the position you’re filling.  My best advice here is to put a time limit on your interview time and decision so it does not drag out indefinitely.

Through this process you may learn that you do not have any qualified applicants – then it’s back to step 1 to a different pool or with more detailed requirements.  Choose a date to make a decision about this group of candidates and notify the applicants (in step 3).

Step 3 : Contacting applicants with your decision

At this point you should see how one action triggers another one and this system falls into sequence rather predictably. You won’t select a candidate before you receive applications but you may worry so much about telling some people they didn’t get the job that you don’t ask for applications.  One thing at a time!

I have to add here that it should not be optional to contact applicants and let them know that you have not chosen to work with them for a job.  As someone who puts a lot of time and effort into my prospective client process it is more than a little frustrating when you hear nothing back.  By creating a template for this process you can make it relatively painless to reach out with this news because in this case no news is worse than bad news.

Step 4 : Tracking

Once you’ve chosen the right applicant for your business and politely turned away other contractors it’s time to get down to work! If you’ve been building your business systems then you’ll find it’s much easier to transition your tasks to this new team member.  But inevitably you’re going to find areas which you had not documented or policies that you didn’t realize you had (one of mine: do not call my cell before 8am).  Train your new team member from day 1 to document and track all of these things in your database for reference.

Ready for more tips? In tomorrow’s e-zine exclusively for subscribers I’ll share a detailed checklist for this process. To get access simply add your name and email to the form at the top of this page and you’ll get my Play a Bigger Game Business Playbook and weekly system tips for your online business.

Building a Support Tribe

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Who doesn’t love Seth Godin? If you’ve read his book Tribes, you know that he speaks very specifically to building a group of followers, your tribe, as the cornerstone of your business.

Today I want to share some tips on how you can build your own tribe, one that is equally passionate and dedicated in the support of your business – in other words your team. The people who make up this tribe will consist of paid and unpaid members in a variety of positions.

But first, accept the notion that you cannot do it all yourself. There is no true solo entrepreneur, even if you have no paid team. The beauty of online business entrepreneurship today is that we are surrounded by as much support as we need as long as we ask. There are opportunities all around to engage, encourage and develop this tribe that will assist in spreading your message. In fact, need help finding your message? There’s support for that too!

Accepting that you’re not alone is important because once you shift your perspective the opportunities you will see will abound.

You cannot build a tribe unless you talk about your work. That often means you need to initiate the conversations because, well, we’re a pretty selfish culture. That doesn’t mean people are unwilling to help, just that you need to find the right people, the ones who tune in to the work you’re doing and want to be a part of the process.

Did you catch that? They want to be involved. When it comes to your tribe, you won’t have to do a lot of old school selling, convincing clients that they need you. Of course there’s some education involved but speaking your message to your tribe is much different than selling.

Talking about your work can include free training calls, telesummits, events, a newsletter, your blog, guest posting – a variety of avenues to sharing your message and reaching new clients.

One of the most effective ways to get out and teach your message is to network – meeting like minded colleagues who can become clients or refer clients to you is an effective use of marketing time.

In addition to meeting people who have the potential to contribute to your tribe, you need to keep in touch and give value in order to develop a stronger relationship. To ensure timely follow up and that you make connections that last I’ve written two articles: Creating your networking system and refining networking systems to give more value.

Giving to your tribe, sharing your gifts and staying connected is an essential part of building a tribe that understands what you bring and who you serve and helps you reach your goals.

What about my team?

When it comes to finding people who love and support your work, share your vision with others and act as your unpaid sales force, it’s important to have systems to ensure you’re nurturing those relationships.

But the relationship you have with your team is just as important.

As business owners, and former employees, it’s hard to strike the right balance between getting results out of our team members and not becoming the type of boss featured in Hollywood comedies. While this subject requires several stand alone posts, I do believe that when you create systems with clear expectations, stipulations and results that your team can become the strongest part of your tribe.

Knowing what is expected and being treated fairly are hard to find in many workplaces today. Whether employees or contract workers, your team will be more efficient and effective when they understand your vision and how to help you achieve it.

If you caught my interview on Mixergy.com you know that I call this “being the GPS” in your business. It’s not enough to ask someone to go from point A to point B (such as “create a sales page”) because if you don’t give them direction they could be wandering all over the place wasting time and money. Instead, it’s your job to create systems by putting the thought in first and being able to communicate what the sales page will entail, the copy, videos, graphics, design, payment options, testimonials, calls to action and more. Creating these road maps takes time but when you’re able to give your team crystal clear direction so they can proceed and deliver your ideal outcome it’s all worth it.

I’ll be sharing more about systems that support your team and bring them into your amazing tribe of supporters here on the blog and exclusively in my weekly newsletter. If you haven’t signed up to receive systems updates fill in the boxes on this page today.

Creating a Lasting Message

Inspiring Businesses by Leave a Comment

I had another post prepared, but this is a story that I want to share today.

This month marks an important anniversary in my family, 46 years ago my maternal Grandpa got sober (by order of a judge) after an… eventful December (and a DUI).  Keep in mind, it was 1966 and in our small town the solution to drunk driving was 60 mandated days in Alcoholics Anonymous as part of treatment.

The Anonymous part of the organization is well known and it’s not my intent to out anyone. In fact, my Grandpa spent most of his free time from 1966 until 1989 working within the organization, talking about sobriety and helping other men through the program. He did P&I, traveling to prisons and institutions to bring people in. He took guys fishing so they wouldn’t be tempted to carry along beer when he was there. He helped guys with their “beer cans” which was the term used for a hobby which replaced drinking like working on an old car.

If you’re an entrepreneur then you’re familiar with the challenge to create a message that lasts and, hopefully, outlasts you. My Grandpa has done that through AA and it didn’t matter to him if he was credited for the message, as long as it sunk in.

Don’t drink.  One day at a time.  Keep comin’ back because it works if you work it.

These were his messages, the ones that he told hundreds of times to thousands of people. It’s simple. Effective.

And my Grandpa stopped sharing this message in 1989. That was the year he had a massive stroke that weakened his body and took his voice, leaving him with few words to communicate. But he didn’t really stop sharing the message of sobriety because for the next 15 years he still went to meetings, drove friends to group and was there, a physical presence and reminder of sobriety.  It wasn’t until Grandpa stopped driving shortly after I moved to town to help out that he stopped attending every week. But his messages, his presence remained.

While Grandpa’s profession was long haul trucking and then delivering cement loads, his real purpose over the past 46 years has been staying sober and bringing other alcoholics to sobriety.  An amazing way to spend a life, right?

In recent years and even in the last month, Grandpa’s health has declined and he is most comfortable using a walker or wheelchair for balance.  That didn’t stop him.

Despite the fact Grandpa can’t give speeches, can’t share his story, go fishing or take the guys out for coffee he is still here and still inspiring his tribe. These are the people he has dedicated his life to outside of our nuclear family.

Every January I begin getting the calls from several guys, all of whom tell me “I wouldn’t be alive if your Grandpa hadn’t found me, brought me to a meeting, forced me into an intervention.” I hear “I wouldn’t have this beautiful child or have lived to see my grandkids grow up” and “there’s nothing I wouldn’t do for him.”

Yes, I’m incredibly proud of the way my Grandpa has lived in the past 46 years, giving his time and life to helping others and it also inspires me.

Think of this: for 23 years my Grandpa has not spoken his message. He doesn’t blog, tweet or write. But his message survives.  It’s carried through the lives of the people he has helped and they keep comin’ back and loving him for it.

Tonight a man who told me he would do anything for my grandpa will be there handing him a coin and offering a hug. Another man will be helping us transport him across town in a wheelchair lift van for the evening. And countless men and women in AA meetings all over the state will be quoting Grandpa, be sharing his messages and the message of AA.

He is such an inspiration to me and to many of the people we will celebrate with tonight.

Can I ask? How are you creating a message that survives you, inspires thousands and brings change to the world?

Refining Your Networking System

Systems by 2 Comments

As a follow up to my popular Networking Systems for Success post last month, I want to show you some additional hacks for measuring your effectiveness at networking and follow up.

First, when you’re networking, as mentioned in Part 1, you want to connect to the people who are interested in your business or you in theirs. This can be easily summarized as “quality over quantity.”  It’s okay to spend 20 minutes talking in depth with one person instead of rushing about meeting as many people as you can.

Several months back I was at an event that was very crowded but with the assistance of the host was able to connect to a few people and had great conversations.  In the middle of one discussion I was passed by a stranger who handed me his business card and walked away.  Rude, right?  Don’t make the same mistake by insisting on papering the event with your cards or collecting as many as possible.  Of course if you don’t have time to really get into conversation, ask for a card so you can follow up.

Second, follow up does not have to mean “begin selling your product or services.”  It’s a little bit like dating sometimes; if you meet someone and ask them to marry you it’s going to sound creepy.  Instead think long term and “date” first by getting to know them better and allowing them to know you. Dating is a process, so start slow and find out areas you have in common by following up after the event.

While it does help to have a good memory when it comes to follow up, I am not known for my short term memory! To compensate I will send myself an email from my phone with the person’s first name, what we were discussing and a quick note on next step.  It’s not unusual to check your phone during an event, and then you’ll have a record for your own notes.

Recognize that reaching out via email doesn’t have to be formal or even overly prepared.  Sure, I use canned responses but the bulk of the message is adapted to be friendly, casual and personable.  Effective systems don’t make others feel like they’re moving through a machine.  We all crave more personal, real connections and as soon as the message seems “canned” I personally tune out.

One prime example of this was a follow up message I got after a networking event referencing a different networking event that I had not attended! Taking time to personalize the message and connect with the person you want in your network is well worth the effort! The time and small cost of a cup of coffee can pay off in unexpected ways down the road.

When it comes to contacting your network the third tip is to give before you request. This will happen more naturally as you grow your network and spend time developing relationships.  Once you know a few fashion design students it becomes easy to connect them to the clothing designer looking for an assistant. Or connect the VA looking for more work to the busy coach who needs to manage her schedule.

Remember, creating systems is all about the results you want to get out of your business.  So here are some sample emails to get your creativity going when it comes to connecting at your next event:

Thanks for the great ideas regarding my business, I’d love to take you out to lunch to hear more about your upcoming projects.

I was intrigued by your business and have some contacts in the industry. Can we talk next week so I can better understand who might benefit from your work or be a strong promotional partner?

Thanks for the information on new marketing tactics for direct mail. It would be great to connect (maybe once a month) over coffee and share resources like this. I’ve got some great ideas and proven tactics for increasing your email open rate that I’d love to share.

I appreciate the offer to connect me to your lawyer, please feel free to use this email or my phone number below to connect.

The trade show you mentioned sounds great and I checked my calendar and can definitely make it that weekend.  I so appreciate your offer to request the booth space from the organizer!

Do you see the trend here? Give and receive and make a specific request and in the instances where you’re waiting on something from the other person (connection to a good lawyer or invite to a trade show) you help by sending a gentle reminder with information that they can use to move forward.

A final tip is this: consistency is more important than getting it right the first time. You may send out many emails and get no response but don’t let that discourage you. We’re all busy and can get easily overwhelmed by email coming in all day long.  Just be consistent, reach out after every event, add people to your CRM software and keep touching base.  If you’re not getting good responses from your efforts, remember to give more.  Give support, resources, connections and give them freely. The more active you are in building a thriving interconnected network the better it will serve you.

The Curse of ‘Someday’

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If you’ve ever shared about your goals or big plans and then sighed with an air of ‘someday… maybe’ then this article is for you.

As we’re constantly bombarded with success stories by those who have achieved all the things we ourselves want, it’s easy to become hopeless and frustrated because we’re not there yet. There are countless books, authors and motivational speakers who are dedicated to helping us all move from ‘someday’ to action so I’ll keep this simple.

Take one step forward.

That’s it, the whole ‘secret’ to my success in accomplishing anything. This blog post?  Started with an idea, opened up the file, began writing.  Of course I edited and revised and made many changes along the way but that’s the fun part. The process of taking anything from an idea to a finished project – it’s a little like hiking.  Sure you get to stand at the top of a mountain at the end and hopefully there’s a beautiful view, but also aim to find joy in the process and the challenge of getting there.

One of the many reasons I love working with systems is that once I’ve figured something out I have a map.  I won’t say there is no more indecision and waffling but there is considerably less.

Recently I launched a fun project that I’ve been thinking about and planning for almost a year.  Since the idea would not leave my head and often pop into my ‘someday’ thinking randomly, I knew that I would take action on it eventually. Instead of creating a fifty-seven step plan I just got started. Created the blog. Uploaded a bunch of posts. Started tweeting and sharing.

Of course when you’re launching something in your business, instead of for fun like my blog, you’ll want to plan a little more and here’s where the system comes in.  When you’re creating a new program note if you want to take three weeks to develop the content or six.  Do you want to launch it on a Tuesday or Saturday? What does the order page look like? What is your pricing strategy?

When you start, you don’t have to know all the answers. Just take one step and make one decision and record it so you have a system to follow.  Then, in the next launch, you can refine.

This process is one that you’re already familiar with when it comes to traditional learning.  We practice writing letters, solving math problems, shooting baskets, and even public speaking, each time refining and learning from the process. The person who studies the perfect football play or reads about drumming techniques will not be as effective as the one who picks up the ball or drum sticks and begins to play.

So think back to the one thing you want to do in your business ‘someday’ – what is it? What’s the first step you can take today to move it from someday and into action?

Please share in the comments and if you’re absolutely stuck let me know and I’d be happy to support you getting unstuck!

Please Take This Banana Peel

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Recently I was discussing interview tactics from the perspective of the employer and this memory came to mind.  It’s been nearly a decade but stands out in my mind so clearly.

I was working as an intern for a project management and design firm in the Bay Area and one of my duties was coordinating and assisting Human Resources, both with interviews and new employees. While most interviews came down to the hiring manager’s discretion, the HR department gave input and options were most often respected.  It was summer and when a strange car was parked in our visitor’s space, I knew it was one of the interviewees.  I stayed at the desk around the corner from reception so I could escort the candidate to our conference room.

Minutes passed. I had no idea why the interview candidate did not come inside immediately but soon heard the door open and the woman asked, politely, if the receptionist could take the peel from her half eaten banana and throw it away.

At first glance it seems harmless, right? This wasn’t a horribly rude request, nor did she act demanding in asking. We were all grateful she didn’t simply throw it on the ground. While I could even understand not leaving a banana peel in a hot car in the summer, it was interesting that the woman did not use the trash can outside or ask to use the bathroom where she could throw away any trash without being noticed.

But what left us completely bewildered was why this woman, who was interviewing for a high level position in a professional office environment, would make her first impression here, please take my banana peel.

The goal in any interview is to stand out as extraordinary but for the right reasons.  When you’re presenting yourself and your business, it’s easy to let something innocuous become a distraction to the message you’re trying to convey.  When told, the hiring manager for the position could only imagine our team entering a client meeting or proposal and having this employee hand over half eaten fruit.

After years of working in human resources, dealing with lost candidates, late candidates, screaming in their car on the phone candidates, I can honestly say this one woman stands out in my memories.

If you’re prone to feeling scattered when you’re out promoting your business try a simple checklist so you check your teeth for lettuce, have business cards handy, and leave half eaten fruit in the car.

Are You Fully Engaged in Your Work?

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I want to share with you today a resource helped me when I was building my business. It’s a book called The Power of Full Engagement, and the authors worked with athletes to help them manage their energy throughout the game.

The athletes have a very physically demanding jobs, but the more they worked with them, the authors realized that traditional office workers and entrepreneurs need this support as well.

It can be really difficult to manage your energy. If you find that you’re exhausted at the end of the day, there are ways that you can manage your energy in four key areas. There’s so much in this book, and I’ll go over some of it in this video.

 

 

Types of Energy

Emotional
Physical
Spiritual
Intellectual

Challenge this week

Notice when your energy is high and low. When it’s high you feel like you can take on any challenge, conquer anything and go for hours. When your energy is low even simple work tasks seem herculean.

I’ll be sending out some additional resources from the book in my weekly e-zine so if you’re not receiving it already fill in the boxes on this page to get updates.

Planning for the New Year

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I’ll admit, I’m a planner. My family would laugh at this understatement since I tend to overplan when it comes to most everything. I was the kid who packed her bags a month before camp, just to see if everything would fit. I also like lists and have been known to make a checklist of things I already finished just to have the satisfaction of checking it all off.

So when it comes to a New Year, you wouldn’t be surprised to hear that I have plans, oh do I have plans! But instead of the typical, Type A, O.C.D. list with sub points and bullets and footnotes to denote exactly what I’m doing every month, every week of the year, I’ve taken a different approach.

While I do have goals for the months ahead, my priority in the past few days has been finishing my first Mind Movie. If you’re not familiar with the process keep reading, it may be something you want to do in 2012.

The process started a few years back when I was asked to write out, in detail, my perfect day. That appealed to me, it was like a list and covered many aspects of my day on a “perfect” typical day. Even completing the assignment was helpful and eye opening when I honed in on what made me tick and actually made a new friend with a similar perfect day.

Recently I reopened that doc and tweaked a few things before incorporating it into my Mind Movie. Since I have very little patience for video software I used Powerpoint to create my movie. It’s about 4 minutes long and consists of a series of pages with words and pictures that represent the life I want. It’s not incredibly detailed but enough.

In the slides about travel, for example, I used a Polaroid frame for images of the cities and monuments I want to visit in the next few years.

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Instead of looking at a list, now I daily watch this short movie about my life. It’s a little like a future looking autobiography. And the images evoke a much stronger connection than simple words.

So if you struggle with coming up with a 2012 business ‘plan’ or you’d just like to do something a tad more creative to represent the life you have on December 31, 2012 then try a Mind Movie. Begin each day watching your movie and then get to work making those images reality.