This week’s episode is all about How to Create a Web Procedure Manual
OK this week’s episode may not sound sexy.
I mean….procedure manuals. Really?
But you know what IS sexy?
A business that you can ignore for weeks while you are on holidays and the people you have to support you know exactly what to do, and how to solve every problem, to the exact standard you expect every time.
OK so now we’re talking sexy!
And talking about sexy…..
In this week’s episode, I talk with Pete Moriarty about what it really means to run a business.
A business you can walk away from for some time without it burning down or crashing to the ground.
The only way to do it is to systemize your business with a web procedure manual.
Pete Moriarty is the man behind ITGenius.com. He helps set up the “unsexy stuff” that most people know as the backend operations. I met him at a conference years back and he help set up the Google Tools needed to help run my business.
Systemizing your business improves productivity, consistency, and quality of service. Pete simplifies the tech stuff so business owners can focus on growing their business.
And this week, Pete shares his computer screen with us and shows us the exact software he uses and how he sets up his own web procedure manual that his team from around the world can all access.
A CEO Mindset
Building SOPs or Standard Operating Procedures for your business is important for consistency. This is important because you want to work on your business with a CEO Mindset. By this, it means that your business should be able to run in patterns and healthy routines with accountability.
Every business should be like an engine room. Customers should be coming in at front and the business should be able to provide value for them. A real business is something you can step away from for periods of time and still run smoothly even without you.
But what about if you provide a service? How can you have a “machine” model?
A way that is close to my heart is so you can systemize it is to “productize” your services. Turn lessons into videos or other information products, for example.
You can watch the video, listen to the audio, download from the podcast directory, or read the transcript below.
Never miss an episode. Click here for all the ways you can subscribe.
5 Steps to build a web procedure manual with Google Sites
Before we dive in, let’s look at what a Procedure manual is and what a Web Procedure Manual is.
A Procedure Manual consists of a stack of Process Documents, all filed into folders that make sense for your business.
A Process Document explains how a task should be executed and the standards the end-product should meet. It usually contains a step-by-step of key procedures so that it can be executed by anyone to a certain level of quality, making it easier for everyone.
A Web Procedure Manual: Rather than printing it out or simply keeping it as a Word file in a cloud storage service where no one might use it, Pete recommends creating a web procedure manual on Google Sites.
Google sites are simple. You only need a GMail address to create one using their drag-and-drop interface. Anyone with knowledge of a computer can learn to use Google sites. Through this, you can create a dynamic Intranet that everyone in your team can access and edit – all for free.
Pete shows you exactly what his Google Site Web Procedure Manual looks like in the video above.
Small businesses and big organizations alike use Google sites for their web process documents. It allows you to collaborate on building a library of your processes systems. You can add how to guides, instructional videos, and everything that you would need to teach someone how things are done in your business.
It can make it easier for you to onboard new team members or act as a resource for your team when they have questions about a task or project. They can also build their own FAQs as a team.
Here’s the 5 Steps:
1. Mimic your organizational structure
When planning what to put on your site, try to mimic your organizational structure. For example, you can base it on the teams you currently have. Create sections for each department or by the type of tasks that have to be executed.
2. Write down your “jump shots”
Michael Jordan became the best basketball player by perfecting the jump shot. Your jump shots are the systems that are critical to your business. These are the things you must get absolutely right to run your business smoothly.
Identify six or eight key processes. These are the key ones that you and your team must not fail.
3. Identify your “bottlenecks”
Write down the Top 10 things that are stopping you from growing or achieving your goals. These processes are usually not done consistently and the ones you would worry about if you were to step away from your business. Write the first 10 that come to your head.
If you want to get some quick wins, your bottlenecks are the easiest place to start.
4. Systemize the tasks that are coming up every day
Sometimes, it’s the mundane, everyday tasks that could affect your ability to drawn in customers and giving them value. These tasks might be taking a lot longer than they should and a web process manual can make it easier.
Delegating tasks like this also give you more time to work on your business rather than in it. An hour or two that you invest in documenting a process is an hour or two a week given back to you forever.
5. Make sure it’s done right
After you setup your web process manual on Google Sites, make sure that your team members are actually doing these important tasks. Let them understand why it is important for them to get these right. Accountability is super important when you’re systemizing your business.
This is not something that only big organizations should do.
Systemizing your business would make it possible for you to grow your business without having to be hands-on 24/7.
I’d love to hear from you. What do you do to make sure your business is systemised so you don’t have to micro-manage your team (or even yourself if you are a one-person show).
Please share your tips below. I know other readers will really appreciate it.
Read The Transcript Here
Janet Beckers: Hello and welcome everybody. Janet Beckers here with Romance Your Tribe radio and I have with my guest here, Pete Moriarty. Good day, Pete!
Peter Moriarty: Good day, Janet! How are you going?
Janet Beckers: Now, I invited Pete along because Pete’s actually been the person who helped us to be able to set up our Google tools to be able to run our business so that it’s going to be so much more streamlined. On the cloud so that’s where I first met Pete when he set that up for us and that was a couple of years ago now I think it was at a conference with James Franco.
Peter Moriarty: There was. Yes. And we helped set up the unsexy stuff we call it the back end operation.
Janet Beckers: Yeah. And you know what. The thing I mean I wanted to introduce you to Pete for a few reasons. One is, I really love Pete’s style like he’s very down to earth like a lot of times when you meet people who are into the geeky stuff. It’s very difficult to communicate with them. And they just don’t quite speak the same language. Whereas is one of those rare people that speaks geek and he speaks human.
Peter Moriarty: It’s it’s a pretty good. That’s that’s my that’s my superpower. Everyone’s got one superpower. That’s that’s my one.
Janet Beckers: Yeah. Well it’s a really it’s a really rare one to have. And so you know to have somebody that I can introduce you to that can help you to understand this stuff because there’s one thing I don’t know if you’re listening to this and you’re in business you’re online you’re You know you’re you’re taking you know going online to be able to attract clients and to make your life simpler.
Peter Moriarty: And yet for a lot of people the whole technology thing can just be the huge barrier that it just seems too hard too intimidating. And you know honestly it’s just a matter of finding nuts and bolts and solutions and just get it out of the road. So that’s where Pete comes in really handy. Yeah.
Janet Beckers: So I like to think of it as having having the right team around you. I know that for us you know we specialize in working with small business owners and many small business owners didn’t necessarily grow up with technology. Many are baby boomers and my parents are baby boomers. And when they were at school there was literally like slate and chalk. They didn’t have laptops and iPads and all of that in the classroom. And so I’m from a generation I’m I’m Gen Y where we we literally grew up with technology we’re the tech geek generation. And so I you know I love what we do because we were able to help business owners just focus on what they’re great at which is business and we simplify all the techie stuff which means that they can just focus on running their business and growing and scaling it. And the tech stuff is handled for them that’s fantastic.
Peter Moriarty: And you know what I just found really interesting because I always find you know I always forget my age like I keep on thinking every person I talk to I think I’m the same age as them.
Janet Beckers: And I was probably just after your parents I think because I didn’t have computers or anything. I did my degree and we didn’t have the Internet or it. And I’m picking up the mouse to show you because the very first time I got a computer and it had like the little thing that showed me how to use a mouse. And before you could you see I did that one there and I went oh that’s enough. That’s enough. The truth, I had to do it every day.
Peter Moriarty: All that for just one button.
Janet Beckers: Yeah yeah yeah. I couldn’t figure out the mouse. For anybody that’s thinking that you can’t run an online business if you’re not from the era where you were born with this technology. There you go. I’m proof you can do it. And I think you’ll do it.
Peter Moriarty: You can do it. You can do it.
Janet Beckers: Yeah. So Pete and I thought that we would talk about systemizing your business because this is the thing that Pete’s particularly good at. And you had a really nice way of describing it Pete about you know the productivity and the importance of having systems so let’s dive into that. And we’re going to look at the different things that you need in place to be able to have technology that’s going to support you giving great customer service and to be productive and so we’ll look at some geeky stuff but also simplify it.
Peter Moriarty: I love I love that you love that you mention service and delivering service because I think that’s one of the key reasons why you would systemize a business. I mean Michael Gerber talked in the AMAs about building a standard operating procedures manual and that is useful. Of course when you’re an entrepreneur and you want to delegate you want to get some things off your list, right? You want to pass people but also what it’s great for is delivering consistently to your customers. If you have a way of doing things that is common right across your whole business that way can be consistent. Without it having to be you know you’ve got Bob sitting in the corner and he does it differently to Sarah and Sarah does it differently from and then you know Sarah leaves and Frank takes over her role and he does it in a slightly different way. And you the business owner you’re in you know you’re trying to grow the business or you’re running around with your head cut off as we do sometimes. And you know that if there’s no consistency it means that your customers are not going to have a great experience. And so you know what I love about building this systems is not only does it give you your time back. Many many times over. As the business owner but it also means that you can deliver better and more consistently to your customers. And for some business owners there’s a bit of a hesitation with building systems and documenting them. And sometimes. You can get pushback from our staff our staff start thinking well are you going to you’re going to send all our jobs overseas or are you going to you know are you are you preparing to fire me. You know, why are you making me write down all these systems. And in some cultures, business cultures, some people are even holding on to their way of doing things you know Sarah or Frank might not want to tell you how they do it because they’re worried that they might then become replaceable. But the point is is that we’re doing this so that the business can thrive so that our customers get a better and more consistent service. But then the business can be more successful overall and everybody benefits from that.
Janet Beckers: Yeah that’s that’s a really good point.
Peter Moriarty: And then just thinking about systems one part of my system before starting a podcast is to let the dog out of the office so I need a checklist on that, Pete, because my son just came home the dogs going crazy. Luckily, I just had to lean over and that’s it.
Janet Beckers: Podcast starter. Podcast starter checklist.
Peter Moriarty: Yeah yeah yeah. So. Okay. So let’s look at. Some of the things that you would systemize. And let’s look at ways to simplify that for people because this is going to sound really I talked about at the beginning about how you can talk geek and also talk human. But true confession here I’m actually a bit of a closet geek because even just talking about systemizing and getting everything so you can delegate and it’s all organized. Secretly I get pretty excited. Not because I just love the whole idea of the technology and doing it. I get really excited about what it means for the business owner because it means freedom.
Janet Beckers: Yeah absolutely.
Peter Moriarty: Absolutely means freedom. So I want to keep that as a reminder for people when you’re a little intimidated by it is what we’re going to be talking about here is freedom for you. So let’s look about one of those. The first things that’s got to do with freedom. So when you’re working with businesses helping to systemize what’s going to be one of the core first areas that people need to look at I think start with mindset is super important.
Janet Beckers: You know we want to develop these systems and everything else. But what I’d like to say to my customers is that you want to think about yourself as a CEO of a publicly traded company and its complicated things come with that. Number one is is the ability for you to be replaced. So what that means is that if you were taken out of the business and another CEO or managing director comes in then someone else has to be able to run the ship the same way that you do things in your daily disciplines has to be repeatable, has to be you know ideally in patterns and with good healthy routines. It’s not necessarily have to be documented absolutely everything that you do but it does have to be with a certain rhythm now that not only helps you and and and your tasks but it also helps your team as well. When you’re a when you’re a leader who is actually consistent for your team members things like showing up to meetings on time. Things like keeping your team accountable not just you know not just you know giving them tasks but actually being you know holding them accountable to those tasks as well. Yeah it really helps the business. Number two you need to look at your business like like a machine like an engine room. It needs to have leads or customers come in the front and produce work, produce value for your customers and have an economic engine which is going to then produce results at the end of the day. That’s super important because if you don’t see the business like that then you may just see the business and we’ve seen some of our customers that are like that where there’s one key person there’s one person you know who’s the head of the business and the owner of the business. And they might have 20 we call them you know 20 PAs, total 20 personal assistants for just one business owner. That’s not a real business right. Real business is something that you can step away from for periods of time and it will still run it won’t crash and burn without you or so that you could theoretically be replaced as the person running the business and someone else could come in and run it. And it’s not being held up by you actually running everything.
Peter Moriarty: So that’s actually a good point because I know that there’s going to be some people who are listening to this or watching us and they’re going to go well you know I’m a service provider. I’m it. So what’s what’s your advice for people that are in that situation where they’re thinking I don’t have a machine.
Janet Beckers: Great question. There’s a book which I absolutely love by John Warrillow.
Peter Moriarty: His name is?
Janet Beckers: Warrillow and it’s called ‘Built to Sell’. And that really takes you to the journey of productizing your services. And it may include you you thinking differently about services you’re providing. Hopefully it includes you saying no to one or two things you’re currently doing but it really helps you with the mentality and also the practical steps to productizing more of your services so it’s something that you can sell and repeat and hopefully delegate the delivery on and potentially even the sales and the other operations to other people in the business that aren’t you.
Peter Moriarty: Yeah that’s great. I mean that’s something I’m really passionate about helping people do because most you know a lot of times people will go look you can’t possibly turn what I do into some kind of product or on my program where nobody else can do as well as you know I’m doing. But it can be a bit of a reality check in a bit of an ego check to be able to step back and go “Okay, well what can I do that somebody else could slip in and be a mini me and run it.
Janet Beckers: Or if you or if you’re the best in the world you can record it and turn it into a video series. There’s always that as an option too.
Peter Moriarty: Yeah. Yeah. Absolutely. Which I just that’s my favourite part. So yeah. OK. Brilliant. So I love that you start with the CEO mindset. Really really important.
Janet Beckers: So what’s next then, Pete?
Peter Moriarty: What’s next. Well let’s let’s get a bit more practical in. Next we have to build a Standard Operating Procedures Manual and what we used to do is we’d have you know a binder or a folder and we’d print out all our systems. The thing is now in the digital age everything moves so quickly that just isn’t really going to serve us. And so we want to build a digital Standard Operating Procedures Manual. Now this isn’t just a folder in Dropbox with you know with Word docs sitting in it because that’s not really enough if you built that and no one will use it. We’ve seen that tried many times. But if you are on the road to building out systems and you’ve started putting stuff in Word docs or wherever they are in. Great. You’re on your way and and we commend them. That’s good. But ideally what you want to build and what we use is a tool called Google sites to build what is effectively an intranet. Think of it like halfway between Wikipedia and WordPress. It’s something that you and your team can edit collaborate on and build a library effectively of your processes systems how tos, instructional videos, and everything that you need to teach someone how we do things the way we do things in this business so that might be onboarding a new starter and getting them up to speed with what their role is, what your culture is, how you do things in the business, what they need to know, you know, what the rules are, what the guidelines are. Or it may be a resource for your team to have an FAQ section so that you know if you’ve got team members working on a team together and you want them to be able to ask each other questions rather than coming to you for questions all the time then this is a great area where they can build out their own FAQ and and actually work as a team and help each other.
Janet Beckers: So what’s the software to use for that. So this is Google Sites.
Peter Moriarty: We use Google sites so we have a template that we provide to clients to our members and a training for every training program and all that kind of thing. To help you get set up. But it’s a free product you can go to if you’ve got a Gmail address you use Google Drive. You can create your own Google site, really super easy to do. And it’s free which is wonderful. So there’s no cost for the actual program to do it but this effectively lets you build a business intranet and the Intranet is where you start storing all of those systems and then you share it with your team members. They can all get access to them.
Janet Beckers: You know, it’s interesting that you say this because one of the things that’s really interesting it’s not just at home in if you’re in a Facebook group or if you’re in a forum or if you’re in a mastermind. I’ve had this same discussion with people who are start-ups and then in a mastermind group that I’m part of where everybody is like 7-8 figure businesses like these are big you know businesses have been very well established. We have exactly the same discussion which is what’s the best should we be using Google, should we be using Dropbox, should it be some other technology. It’s always amazed me that it seems to be something that people just can’t find the perfect solution for them. So using for you because you work with a lot of different businesses. Yeah. This is why do you see the advantages of that. I would say using the DropBox with maybe an Excel sheet.
Peter Moriarty: Documents and whatnot. Yeah. Great great question. Just just to put it out there. I mean we’ve worked with thousands of businesses and they’ve been right from start ups which are one or two man bands up to one of our customers is a 500 million dollar You know like half of a billion dollar franchise right across Australia, New Zealand. We’ve got another franchise actually 100 million dollars a year business with 100 stores all over Australia and all of them have used Google sites as well as Woolworths are one of the largest Google customers in the world. They have 300000 employees and they use Google Sites for their intranet as well. So from small businesses right up to the absolutely massive super uber successful businesses Google Sites is being used. Couple things I like about it: it’s super simple to use so it’s easy. And I think too much time is spent with people making decisions on what technology is right when you know what, you can just start with something basic and get it Version 1.0 done today and then then it’s out the door. And so yes Google is sometimes criticized for being too simple or not having all the features that someone wants. You know what, it’s better to get something done than to get nothing done while you’re procrastinating over making a decision. So that’s it that’s the critical thing. I think that’s an advantage. Secondly it’s free. It’s hard to beat free. When you’re a small business and you know all small businesses carry you know care about saving a dollar or if you’re a larger business and you’ve you’ve got to look at what’s it’s going to cost me to roll out some kind of sophisticated intranet solution. Free is Free. It’s free. So that’s great. And thirdly you know we help businesses move from the Microsoft world into the Google world for their email, their file storage, and you know we help with that journey of adopting Google Cloud. And it’s now called G Suite it used to be called Google Apps. And being that Google sites is integrated to the rest of your Google tools, it means that if I want to embed a video that’s stored in my Google Drive it can be embed it straight away, if I want to embed a Google Docs that I’m that I’ve got Google Google Drive like a sales guide or something like that which might be 20 pages long. I can embed that straight in there. If I’ve got a presentation or a slideshow and Google slides I can embed that straight into my intranet as well. So it’s not just a you know a page by page static document. It’s living and breathing. Everyone can edit and work on it. But also it’s dynamic and then I can embed that multimedia content I can embed a YouTube video or anything else and all that in a free product. Pretty impressive.
Janet Beckers: That’s good. Well that’s that’s a good point because I’ve always been a DropBox girl so. And but you know I work with a lot of people that use a lot more of the Google Suits than I do. So this is an interesting one. So that’s absolutely. I’m going to go and fight. Well it you taught me that you know it comes back down to the first thing we saw at the beginning is this is about freedom. So for me it’s always got to be a cloud solution because I don’t want to have to be taking my laptop somewhere to be able to work on my business or access a file or meeting that I’m you know that I need to be able to know that I can have my team anywhere in the world and I can be anywhere in the world and not work so badly. Yeah. So you always think back to freedom then you know what your checklist is that whatever it’s going to be it’s got to be Cloud-based that I’m going to have. So yeah. Really. So just checking our time making sure we’re going to go tight tight tight. Yeah. So let’s now look at other things that people can be using to systemize their business with the outcome of freedom and making it a better experience for your clients as well.
Peter Moriarty: Yeah look I’d say and I did want to say really quickly demo Google site so people can see what it looks like. Now some e-mails will share my screen. There’s two things I want to cover. Number one I want to cover how you can keep your team accountable to these processes and systems because that’s really important. And then lastly I also wanted to cover you know how can you get started if if you’re wondering where to start. Yeah. So let me go ahead and share my screen with you. So this is what a Google site looks like. So it just lives in the browser like everything in the Google world. And you can see here we’ve got kind of like a a starting area. We’ve then got a news guide which is our onboarding guide for our new team members. So if I open up a page like Your First Week and we’ve got an area of the business where we take our new team members through all you know what their classes are. I mean we actually have a truck onboarding with over a number of days. And so all of the all of the onboarding all the videos and which all of the training that they’d go through is all documented to lead to the down to the minute.
Janet Beckers: Wow, that’s impressive.
Peter Moriarty: That’s all simple and straightforward. Anything for anything. It means that we edit in other bits and pieces there and then you can embed an image with it. So this is a bit of a front page this is our Team and Values List. And so we make sure we share. This is when we do our our team catch ups which we do once every six weeks oh sorry six months for the whole company together. And what are our what are our company’s values. You know make sure we embed those from day one for their duties and go through things like you know what’s our whatever organizational structure and what does that structure look like for our company. And just like any thoughts of it it’s going to be there and not be scared on their first day or their first week to make sure that they really feel like they’re part of the family. And after that onboarding we get into the day to day stuff. So you know in the sales area we’ve got pages for you know we’ve got sales guides for each of our different products. We then like educational training content, statistics and KPIs. I’ve got graphs embedded which if you’ve got a spreadsheet in Google Sheets you can have graphs that automatically update while they’re embedded here in Google Sheets they can build out a bit of dashboard. So there’s lots and lots of stuff here. For anyone who’s on our sales team have got absolutely everything that they might need there. For anything that they’re doing in their role.
Janet Beckers: That’s brilliant and the nice part about this is it can grow as you’re growing.
Peter Moriarty: Yeah.
Janet Beckers: So I guess the big challenge there is for people to be able to really work on file structure so it makes perfect sense.
Peter Moriarty: Keep it simple like you know we say just you know mimic your organizational structure. If you’ve got a sales team, if you’ve got a delivery team, if you’ve got a customer service team, or operations team, just mimic that structure. Keep it simple. We can help with structure. We’ve got a, you know, our template educate you on how you can structure things that we can hold your hand through that. But don’t ever worry too much about what the structure is and have that stop you from moving forward.
Janet Beckers: Yeah.
Peter Moriarty: This is only one piece of the puzzle here Janet. This is the how to do stuff. This is the documentation part. And you know building that out of important getting your team members involved is important. We’ve got strategies with that we can teach you how to write really great business system that’s all important but the next step is accountability. The next step is actually making sure it’s done right. So if it’s a really hard task and do it every Wednesday at 10 AM, How do you know that that’s actually being done? And what we have to see our clients use for that is some kind of task tracking system. Now you can use whatever system you want it might be Asana, it might be Trello, it might be teamwork dot com, it might be podio, whatever you know whatever your flavour is that doesn’t really matter. As you use it. Again we say keep it simple. I like Asana and that’s a s a n a dot com. We like that because it’s free for up to 15 people. Again you can’t beat free.
Janet Beckers: Yeah.
Peter Moriarty: And it’s simple to use. It’s got a nice easy interface and it’s got your stuff come through your mobile phone as well. Now you set a repeating task in a tool like Asana and you can actually link from that task to the process in Google sites which page will have a URL, you just drop it straight into the task.
Janet Beckers: That’s fantastic. It’s like this is right from the very beginning. So I use base camp. I would go and get Base Camp now because I think it’s cheaper way to do it. But I’m on the Old, classic system. So we’ve got a good rate. But the thing that I love about it is you can go through and you got your to dos and I always go through you know at the beginning of each day and just make sure, okay have I heard that from that one, that one, that one, that one? And it comes back to being the CEO mindset, doesn’t it? So you know this can’t be anything about well we talked about it or it was it was in one of the e-mails or something.
Peter Moriarty: Keeping accountable. I love that.
Janet Beckers: Yeah.
Peter Moriarty: Well a number of the top engineers from Base Camp left and started teamwork dot com.
Janet Beckers: Oh, did they?
Peter Moriarty: Yeah. About three oh no, God. Probably four five years ago now. A little trivia. So. Yes. Absolutely. The accountability is is super important. Now people might be thinking well you know where do I start. You know if I don’t have any systems or if I were only got one or two systems written you know how do I start. And there’s two easy ways to get out of the systems. Number one is writing down your critical processes and we call them jump shots. So Michael Jordan greatest basketballer of all time. He didn’t perfect the double back flips slam dunk. He perfected the jump shot and he practiced and practiced and practiced and practiced and practiced the jumpshot till he was so good it was a part of him and when it was a couple of seconds to go in the game the team get the ball to Michael and BAM. He’d nail the jump shot and would win the game. Identify what are your jump shots in your business. Identify six or eight key processes the key ones that you must not fail. That must be perfect every single time. For you, it might be answering the phone. It might be. You know what happens if there’s an injury in the workplace. If you’re a labour hire a business it might be getting your payroll and your time sheets right. But whatever’s absolutely critical in your business, make sure you’ve got those identified. And those six to eight key processes we call them jump shots. They’re the ones you start with. If you don’t have any processes written right down as your jump shots.
Janet Beckers: I like the term.
Peter Moriarty: Go to your team and you go, “Hey,” and explain to them, “These are our jumpshots. These are these are the things that if we stuff up then our business is dead. It’s gone.” You know if you’re a lawyer it’s going to be reconciling your trust account. Right. Things like that that could kill the business if something goes wrong. So that’s the first thing you do, your jump shots, and you share those with the team. For us for we’re a service, IT service business so our process of managing support requests is one of our jumpshots.
Janet Beckers: Right.
Peter Moriarty: You would see four hundred support requests per week. And so if we’re not nailing that process.
Janet Beckers: What a nightmare. Yeah.
Peter Moriarty: We would we would cease to exist pretty quickly if we just would not even work at all. So that’s number one. Second step is bottlenecks what are the top 10 bottlenecks to you growing and achieving your goals right now. So these are processes that are not documented or processes that are not consistent or processes that you’re doing as a business owner that you shouldn’t be doing. Write down 10. Just that the ones that come off the top of your head. Imagine you went on holiday for a week. What would go wrong with you not being there day to day? That stuff.
Janet Beckers: Yeah.
Peter Moriarty: When you have a day off. What do your team call you about? What problems pop up? They are your bottlenecks and your top 10 bottlenecks are the easiest place to start. If you want to get some quick wins in getting processes off your plate. If you want to do one for a month don’t worry about don’t worry about systemizing that just yet. If it’s like something you do for half an hour once a month. Don’t worry about it. Do the ones that are coming up every day.
Janet Beckers: And you know what. For people who were listening, “Were you thinking ‘Well I don’t have a team. I’m a solo-preneur. I might have, I’ve been thinking about getting a virtual assistant or I’m thinking about that’.” The thing that I found when I started out because I couldn’t afford to have a full time assistant so I just brought in a virtual assistant who I basically stalked her in a forum and I thought she knows what she’s talking about and she’s got VA written in her forum name. So hounded her until she said “all right, I can only work for you for a few hours a week”. That’s fine. One of the first things I got her to do was write. There’s things that we have to do every single week that are getting repeated. And they have to be done really well. Otherwise there’s too much chewing and throwing you know. And so I know even though I love systems, I’m not a detailed person so if I was left up to me to be creating all of these, it’s not going to happen. I think you know the main bits or I can talk it into a recorder but when it comes to creating all of this if it’s left to me, it’s not going to happen. So the first thing I did was I would documented either by word or video or just the dot points. And I really paid her to start off with was to write those procedures in a way that somebody else could take over so that I never had to touch them again. And so once I really only took a few weeks of me paying her till I was so systemized that I really only had to check in once a week to make sure that they were done because we had a checklist so them.
Peter Moriarty: Love it.
Janet Beckers: Meant that I could then use her time for other things. And so if you’re at this point were you thinking “This does not apply to me, I’m too small”. That’s one of the best investments I ever made was getting somebody to make it so that I could then replicate and get somebody else to come in. And I didn’t have to get them to work too many hours ’cause they just had to follow the list. Super easy. So start well before you think you need to do it. It’s going to. That’s my big contribution to this, to our discussion is I don’t think that this is only for bigger businesses. It is.
Peter Moriarty: Absolutely.
Janet Beckers: Right there for you. Right from the very beginning.
Peter Moriarty: Yes. It’s really easy to find those part timers if you’re starting with your first helper in the business. And you know if you think if you’re spending an hour a week or two hours a week doing a process. If you can spend an hour and a half, once, documenting it as you do it, and it might be as simple as hitting record on a screen sharing application and just recording a screen and talking over it. You record that once, then that’s off your plate. You just gave yourself an hour a week forever. So that’s 50 hours a year that you do you just got back and then you just do it again and again and again so you’re investing in your time, documenting these systems, but then getting those occupied.
Janet Beckers: Yeah that’s fantastic, Pete. So I’m very aware of our time here. So we’ve done well so just to summarize for people you know the systemizing means you’re going to get freedom. And it also means that you’re only providing a more consistent service to your clients and you’ve got a business at last. So the things that we really looked at is you know your mindset you gotta have that CEO mindset you’ve got to have those systems in place. Pete’s given some really good advice on the simple free technology that you can be using to get started and really get started before you need to and make sure you are using a system to keep people accountable. There’s is no use having systems if nobody is using them.
Peter Moriarty: Absolutely.
Janet Beckers: So, yeah. Thank you so much, Pete. Now, for people who are listening, um. Pete and I have, you know, Pete he loves what he’s doing. When I say, “Can you come on to the podcast” he’d say “Yeah, sure, I’ll be there” and he loves what he’s doing. So one of the best things that’s great feedback for us is if you actually take action, and if you take your time to just get in contact with Pete. So whether you’re gonna be stalking him on Facebook, or if you’re gonna go over to IT Genius and just drop him a message and just say, like, just share what was the “Aha!” that you got and what action did you take. It’s fantastic feedback for us. You know, because very often we feel like we’re talking but we actually don’t get to have that feedback. So that’s really the best gift that you can give us as a Thank You to Pete. So, thank you so much for your time, Peter.
Peter Moriarty: Janet, thanks for having me. Ah, yeah. Thank you, everyone, who’s listening in.
Janet Beckers: Yeah, and just also where can people go to, where’s the best place to find you?
Peter Moriarty: Best place to get in touch with us, you know, what we do is we help small businesses get their IT “unmessed”.
Janet Beckers: Unmessed, love it.
Peter Moriarty: You know, running well and consistently and simply and, you know. Pretty much anything in the Google world, in what we call Google Cloud or the Enterprise world. So the unsexy stuff like file storage, emails, and DNS, that techie stuff getting your backend operations forward and efficient, that’s what we can help with. ITGenius dot com, that’s the best place to get in touch. We got a YouTube channel with videos, we’re on Facebook as well. But if you’re interested we have right on our homepage, it’s right up top, our Essential Cloud Apps Guide. That we say guarantee to boost your productivity because they are. So jump on our Essential Cloud Apps Guide, we always get that up to date with what we believe are absolutely essential cloud apps for all small businesses. If you need anything from our team, just get in touch. Always happy to help.
Janet Beckers: That’s brilliant. Excellent! We’ll put the links down below here on the website as well so if you’re listening on the podcast, you can come over to Romance Your Tribe dot com and you can get the links to all of those things, the books and everything, all the things we talked about today you’ll be able to find them there. So thank you so much for your time, Pete. Thank you so much for everybody there. Thank you so much. Take some action!
Peter Moriarty: Thanks a lot, bye bye.