module6

WELCOME If you’re like me you have a remarkably good memory. It’s great because I can recall random facts in an instant. Often things that don’t really matter, like all the words to the Brady Brunch theme song, magically pop into my head. One of the biggest mistakes I see small business CEOs make is that they rely on their memory to run their business and work with their team. It’s too easy to assign important tasks and forget about them. Ever been in a situation where something really important just got dropped? The system this month focuses on making a difference to your ability to maintain effective control by tracking and managing the tasks you assign to others. As your organization grows you will find yourself interacting more and more with outside parties like team members, clients and vendors. Juggling who is working on what and where it is, can get a little cumbersome, so we’ve laid out the steps to make sure you have firsthand knowledge of everything that is going on, without losing control or having to do it all yourself.

Enjoy this month’s system. Be sure to bring your questions about this system to our monthly open call. Open call-in time happens on the last Tuesday of the month from 11am to 2pm Pacific. Adjust the time for your time zone and put the date in your calendar right now. Your special call-in number is posted on our member site and we’ll be sure to email all the details directly to you. You’ll have 15 minutes to discuss your issue one-on-one with a Process Prodigy consultant. You are also invited to join our Quarterly Jumpstart call. This is an open Q&A call where you’ll get to ask your own questions as well as listen to and learn from other members. These calls happen quarterly. All the dates and details are posted on the member site and of course we’ll contact you by email when the next is coming up. Take care,

INSIDE

this issue

Welcome .......................................1 What Would Lenny Do? ................. 2 Member Benefits .............................4 Your System Starts ..........................7 Your Flowcharts ............................14

O U T R A G E O U S LY E F F E C T I V E

SY STEMS

by Process Prodigy

SYSTEMS SYSTEMS SYSTEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYSTEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYSTEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYSTEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYSTEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYSTEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYSTEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYSTEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYSTEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYSS Getting SYSTEMS SYSTEMS SYSTasks Done TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYSTEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYSTEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYSTEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYSTEMS SYSTEMS SYSTEM

PRODUCTION

You’ll notice from the color coding here that this system belongs in the Production section of your binder, so you’ll want to file it under that tab.

MODULE 6

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Dear Lenny – There has recently been a change in the organization I work with. You see, for many years I was the right hand woman. All the operations and administrative tasks funneled through me. This made it incredibly easy for me to manage because it was all on my plate. I had full control of all the details. In the last six months there has been a huge shift in the business. The growth has been out of control – which is a good thing. The amount of work increased so much that I couldn’t handle everything and now I have this team of virtual assistants I am managing. It’s been quite the switch from doing it all myself to working with these people that I am responsible for. One of the biggest challenges is remembering who is responsible for what and when it’s due. I’ve got a barrage of emails going out, a flurry of emails coming in and the phone is ringing all the time with questions. The worst part is I’m starting to wake up in the middle of the night because I can’t remember if everything was completed. So I find myself crawling out of bed at 3am to make sure a web page is up or that a request from the owner was fulfilled, etc. And it’s not like there is much I can do at 3am other than get myself so upset and worried that I can’t sleep, which then throws off my day because I’m exhausted from not sleeping. It’s a bad cycle. It’s strange how having help actually feels more stressful to me. I don’t know what to do. I’ve been working with the owner of the business for years and I don’t want to leave because I just love her and the company. But something has change, can you help me? Thanks, Burning the Midnight Oil

Stuck? Need some advice? Send in your questions for Lenny to [email protected] with the subject “Ask Lenny”.

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Dear Burning – I’ve got two words for you – GROWING PAINS. Essentially what you are doing is parenting your 16 year old the same way you parented him when he was 4. Your position completely changed yet you didn’t change the way you do things at all. The good news is there is a solution. What’s missing here is a logical, systematic way of both assigning and tracking tasks. The idea is to have the same control and knowledge without having to do all the work yourself. Let me explain. When your child was 4, you never had to ask him where he was going and when he’d be back because the only way he could get anywhere was if you took him. Then of course you would watch him very closely to make sure he didn’t get lost or run off. You had full knowledge and full control. That’s how it used to be when you were handling all the work for the company. Now the child is 16. Instead of taking him to the park to play on the swings, he’s driving off in your car. Not only do you not know where he is, but he’s got your car so you are stuck at home with nothing to do but get angry or worry. No knowledge and no control. To gain back both the knowledge and control you need to create a communication system with the people working under you. Instead of sending off a “barrage of emails” sit down at the beginning of the week and create a list of tasks, recurring projects and items that need to be handled. It will force you to focus and plan. Note your expectations and due dates then deliver the entire list at one time. Pick up the phone and review each item on your list with the person it has been assigned to; making sure that what needs to happen is clearly understood and that any questions have been answered. At the end of the week have a quick 10 to 20 minute review of the list. Determine what was accomplished, what is still being worked on and where additional help is needed. Use this information to create your new list for the following week. Soon, the people assigned to handle tasks, especially if most of them are recurring tasks, will be able to make the weekly list for you. That’s like having a 16 year who takes the 4 year old to the park for you! Now you have created a new way of doing things that allows you to monitor what is being worked on, by whom, and when to expect completion. The people working under you get the information they need to be successful, you maintain the knowledge and control. It’s a win-win situation and everyone gets to sleep through the night. Yours, Lenny

If you haven’t already looked at it, check out the system enclosed here. Lenny Schneider: January 21, 1924 to September 13, 2007 My know-it-all, self proclaimed authority on EVERYTHING Grandfather, who proved time and time again he really DID have all the answers and who I miss desperately every day. I thought it fitting to honor him by sharing with you what I do when I need answers. I simply think, “what would Lenny do?”

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MEMBER BENEFITS

We want to make sure you get the attention you need to be successful. You are invited to talk to a Process Prodigy consultant each and every month at Open Call-In Time. Open Call-In Time happens the last Tuesday of each month from 11am to 2pm Pacific (that’s 2pm-5pm Eastern). When you call in (anytime during that three hour period) and you’ll have 15 minutes to talk one-on-one with a Prodcess Prodigy consultant. If the line is busy, hang up and try back in a few minutes. In addition to the monthly one-on-one time, you are also invited to join us for our Quarterly Jumpstart calls. These are open Q&A calls where we’ll answer your questions in a live, group call format. This is a great way to get your questions answered and to learn from your colleagues. Remember these events are for members only. Visit the members’ site for exact dates and call-in numbers for both Open Call-In Time and the Quarterly Jumpstart Calls.

FACT: You can dramatically increase your income –while you focus on the fun parts of your business. “Drip. Drip. Drip. That’s The Sound Of Your Business Leaking Profits... Making You Work Twice As Hard To Stay Afloat. Finally, The Secret Formula For Fixing The Leaks, Closing More Clients, and Streamlining Productivity... FAST and EASY. “ Introducing Process Prodigy’s New Formula... Outrageously Profitable Systems If you’re a Small Business CEO, chances are you’re stuck in the “gap” – that huge space between where you are now and where you want to be. You have taken the first step in becoming a Process Prodigy OES Member – now complete the package with our new OPS formula.

ORDER NOW $497.00 | www.processprodigy.com/ops Enter coupon code oes10off at checkout to take advantage of your special Outrageously Effective Systems member discount.

Copyright © Process Prodigy

Cont ac t Us

PUBLISHER Process Prodigy PO Box 451633 Los Angeles , CA 90045 nnn‡xn{‡x{xÓÊUʜiÃJ«ÀœViÃëÀœ`ˆ}Þ°Vœ“

Customizing and Implementing Here are the steps for implementing and customizing this system for your business. 1. 2. 3.

4. 5.

Let Us Do the Work For You

Along the way you may find that there are some specific systems you want created for your business or personal situation. If you have been feeling stuck, frustrated or overwhelmed at the idea of doing it all yourself, we are happy to do it all for you. Just send an email to [email protected] or call 888-584-5452 ext. 707 to book your F.R.E.E., no strings attached Success Session. A Success Session is a COMPLIMENTARY 15-20 minute session where we will talk about your specific business and the individual systems and processes that will help you save time, energy and money. To book your session and find out about our one-on-one consulting packages contact Process Prodigy at 888-5845452 ext. 707 or by email at [email protected] O U T R A G E O U S LY E F F E C T I V E

© Process Prodigy, Inc | www.processprodigy.com

SY STEMS

by Process Prodigy

SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYS TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST SYSTEMS SYSTEMS SYST

PRODUCTION

6.

Pick an official “System launch date”. This is the cut off; when the old way stops and new way begins. Commit to following the process for a minimum of 21 days to get used to doing things a little differently. It takes 21 days to form a new habit. Fully train all people involved with the process. This includes you! Review the system. If you are using technology tools - practice with them to ensure you and your team are comfortable using them. Let team members show you how they are doing things. Don’t assume they understand. Let them show you. Keep the process flow chart in a prominent place so it is easy to refer to and see. Don’t let anyone rely on memory. During the 21-day implementation period, note any changes or additions you want to make to mold the process to your company’s personal needs and style. At the end of the 21 days, review your notes and make your final decisions about changes and additions. Update the process and start the implementation over again. Review the process once every 6 to 12 months.

BLOG POST

Systemizing Your Business: Gettin’ the Lingo Thoughts from your Systems Goddess, Sandye Linnetz, Process Prodigy

Will the real lingo masters please stand up! You know who you are… you’re the ones who speak in office slang and have shortened everything from the names of your clients to the restaurants where you take them for lunch. Much of what you talk about, you speak of in letters – not words, and you have nicknames for your co-workers, the mailman and the boss. You refer to common work terms with your own made up words and communicate in a language, which, to outsiders, is distinctly foreign. And you are not an elitist, are you? There is method to your madness, isn’t there? Yes, you have discovered the value of the shortcut and the joy of a private, shared language among coworkers. You realize that having a common language… shortcut officespeak – saves time, energy and misunderstanding. When you speak of a “lead”, everyone on the team knows that you are speaking about a potential client. A “vip lead” is a serious potential… a client who is possibly about to cover your annual salary; and you know that vip leads have their business cards dog eared and put into the “envelope”. You all know about “THE” envelope. It’s the special one that holds the business cards and notes that go directly to the boss – with copies to the fulfillment team. We all know the difference between a “regular lead” and a “vip lead”. We also know that there is a system for handling each… and we know what those systems are. We communicate with few words and shared meanings. Say something at a team meeting, and we all know what you mean. Guess you could say we’re “on the same page”; “speaking the same language”!

© Process Prodigy, Inc | www.processprodigy.com

All of this is possible – and happens rapidly and without much thought – because we have created and share a Process Prodigy internal language. Even when we use common terms, we are likely to have special meanings and related actions associated with them. There are terms that we use… flow charts terms, for example, that, when spoken, actually “speak volumes” to those of us who use them. And the system for insuring the perpetration of the internal language? New hires get a “PP term book” – a dictionary of our in-house slang. Why, there may even be a test…

© Beth Schneider, Process Prodigy, Inc. Want to reprint this article? Feel free as long as you include the following: Beth Schneider, President of Process Prodigy Inc., www. processprodigy.com, along with her team of highly sought after operations consultants, reveal the insider secrets billion-dollar corporations pay thousands of dollars for. Specializing in process creation, Process Prodigy tools and techniques have helped entrepreneurs increase productivity by as much as 600%, and revenues by as much as 250%. Visit www.processprodigy.com/ezine and grab your FREE systems starter kit valued at $297.00.

O U T R A G E O U S LY E F F E C T I V E

SY STEM S

by Process Prodigy

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O U T R A G E O U S LY E F F E C T I V E

SY STEM S

by Process Prodigy

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TA S K M A N A G E M E N T - PA G E 1

SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYS TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM

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TA S K M A N A G E M E N T - PA G E 2

SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYS TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM

© Process Prodigy, Inc | www.processprodigy.com

TA S K M A N A G E M E N T - PA G E 3

SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYS TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM SYSTEMS SYSTEMS SYST TEMS SYSTEMS SYSTEM

© Process Prodigy, Inc | www.processprodigy.com