How to Get Your Business to Run Without You

How to Get Your Business to Run Without You Title Image

 

Take it from the CEO of Jetsmarter (a.k.a the Uber of Private Jets), Sergey Petrossov: reducing time and effort wasted on inefficiency can revolutionize your whole business. He upped his company’s annual business by over seven times, simply by spotting an inefficiency. 

Common inefficiencies stem from a lack of communication, getting stuck in outdated procedures and a constant search for something new (the shiny object syndrome). Therefore you have to root out these inefficiencies so that your business can run smoothly.

This requires shrewdness, a can-do attitude and professional coaching.

Are you ready for it?

#1: Know Every Inch of Your Business

Knowing every inch of your business means observing what you are currently doing and asking yourself:

  1. Do I have a clear understanding of what’s important and what’s not?
  2. Am I simply focusing on each task or crisis as it comes along?
  3. Can these tasks be systematized?

Observe your current patterns to determine your strength. Then, apply those useful principles to the rest of your business to systematize the entire process. You can‘t really be objective about your company’s situation if you’re constantly carrying out daily tasks, as the ‘doer.’ You have to step back, zoom in and observe.

“Those who are most successful are capable of ‘higher-level thinking’ – i.e., they are able to step back and design a ‘machine’ consisting of the right people doing the right things to get what they want.”  – Ray Dalio, Founder of Bridgewater Associates, the world’s largest hedge fund

This is the only way to create a system that allows you to remove yourself and let the business take care of itself. Principles by Ray Dalio is a great resource to learn more about this approach. As is Work the System by Sam Carpenter.

Once you’ve built your machine, improve it over time. Create a solid diagnosis of your goals and the problems blocking their path so that you and your team can stimulate creative solutions.

Google was famous for empowering their employees with ‘secret’ information and involving them in Q & A meetings where they could openly discuss anything with anyone. A clear and open communication flow can help you identify bottlenecks, generate better ideas, and build an effective business machine.

Would you agree? If so, you may benefit from a mastermind group that allows you to brainstorm core business challenges with fellow CEOs. Get that conversation started.

#2: Determine What Your Communication Strategy is Lacking

Don’t just say: “I can’t transfer my knowledge to my team.”

Instead, Ask yourself:

  • Which team member, and why?
  • Is it a problem of time or a lack of shared language?
  • Poor follow-through?
  • Lack of clarity?

It’s Only when you’ve identified a problematic pattern can you get to work designing a solution. Get your team in the habit of raising issues and risks that they feel are out of their control or impossible to deliver.

Communication is a tricky problem for most organizations, but it is absolutely your responsibility as a business owner to get it flowing.

So, Make your vision and your values available to your team in file that is accessible to everybody in your company. This way your employees and contractors can keep coming back to whenever they are unsure of the direction of your company. Having a set of principles accessible to everyone means you don’t have to constantly re-exert effort to explain yourself. Document everything, including common Q&As, guidelines etc. Have them organized and updated, often.

Good ideas come from all places. If you have a team that understands company goals, encourage them to ponder and speak up. Let them bring their disagreements into the open where it can be discussed and settled logically.

Are you taking advantage of communication tools like Slack, Basecamp or ProsperWorks? Use communication technology to automate internal processes while decreasing inefficiency, human error and unnecessary delays.

Bonus tip: Outlaw long and complicated emails. Communications should be razor-focused on a task, an update, or a process.

#3: Remove Bottlenecks with Technology

Leveraging technology is the best thing you can do for your business. The benefits are endless: smoother operations, greater customer experience, increased productivity and higher profits.

Jetsmarter made it easy for customers to access technology and information by letting them directly schedule their flights through an app.

As a result, agents were removed as a booking bottleneck and re-directed towards other tasks.

For better or worse, every company is now a software company. There are hundreds of applications that can be used to run business tasks.  It’s all about connecting people, processes, technology and data.

For your business to run smoothly and be highly adaptable to market needs, it needs digital integration. Use the proper tools to get you from knowledge to action in a systematic way.

How can you empower your business with technology?

Every industry has different needs.

Companies with manufacturing, transport and large investments may need to improve operations and take advantage of their infrastructures.

Other companies may want to focus on customer relationships and platforms.

Use technology to support your own goals, decreasing the amount of time and effort that you as a business owner need to focus on daily operations.

#4: Get Help So You Can Focus on the Big Picture

This means passing along some responsibilities when it becomes highly problematic or time-consuming. In other words: seeking help.

Escalation is not a failure — it’s recognition of responsibility.

Your business is meant to grow and run smoothly without your constant input. Because it becomes successful only when treated as a separate entity worthy of investment.

If time is the problem, get a virtual assistant to help you in a variety of areas, including administration, research, invoicing as well as marketing, sales and operational support.

If you have a core business challenge, consult a business coach who can “shift your mindset and perspective on your business which then allows for powerful breakthroughs in the strategic direction of your company.

Seek help.

#5: Define the Roles and Responsibilities of Your Staff

Did you know that there is a significant relationship between employee performance and clarity about roles and responsibilities?

According to one study: “Role ambiguity, which is absence of clarity for the roles, is considered to be one of the great bottlenecks for the effectiveness of the team.”

The research went on to indicate that employers who are clear about performance, evaluation and delivery improve their business tremendously. Not only are employees happier with their own performance; they uplift the entire organization.

How clear are you about your expectations?

If not, don’t worry, you’re not alone. Almost 50% of employees across different sectors lack role clarity. With start-ups, the problem stems from a fluid environment where everybody has to do everything. However, For larger organizations, it’s due to poor communication.

We’re talking about goals, priorities and boundaries.

Your Employees need to understand not just how they fit into the puzzle but how the other pieces fit in, too, and how the whole thing comes together. 

There is a freedom and passion that comes with clarity.

This includes you as the employer, CEO or business owner. The only thing you should be focusing on is making the best decisions for your business. Remove all the other noise from your head – you’d be amazed at how many different tasks there are that you can get someone else to do for you.

Seriously – here’s 84 examples!

Related Video

Conclusion

Are you ready to find out what it means to run a business that is so effective that you can pursue bigger and better goals? It’s possible. Schedule a 30-minute complimentary session today and find out exactly how you’re going to do it.

QUESTION: What inefficiencies have you found in your business that have allowed you to pursue bigger and better things? Share with us in the comments below!

Katrina McKinnon is a leading online innovator with over 20 years’ experience building and operating high performing businesses. In a market hungry for skilled online professionals, Small Revolution powered by Katrina McKinnon’s proven insights, is the fastest, most effective way to get the expertise to tap into this growing opportunity.

Best Affordable Video Gear Guide to Market Your Business

The Best and Affordable Video Gear Guide isn’t that difficult to find. Below are the helpful list to help you get started to market your business.

Record with Your iPhone – Bare Bones Starter Gear:

iPhone 7 Plus
TRY IPHONE 7 PLUS

You don’t need to wait until you’re ready to buy expensive cameras or hire a professional videographer to start recording videos to market your business.

Just start recording straight from your iPhone. If you’re worried your videos might look poor in quality check out this 1 minute video I recorded from my iPhone 7 Plus. 

CLICK HERE TO WATCH EXAMPLE VIDEO

Condenser Microphone for
Smart Phones Smart Headset
TRY CONDENSER MICROPHONE

No one wants to watch a great video if the sound is poor quality! 

This is the the condenser microphone I bought which hooks directly to my iPhone (with an adapter).

For under $20 it’s a no brainer decision to ensure that people watching can hear your message clearly. 


Apple Headphone Jack Adapter
TRY APPLE HEADPHONE

 

This is the adapter you’ll need to connect your condenser lapel microphone to your iPhone to record great sound for your videos.

TAluminum Tri Pod
TRY TALUMINUM TRI POD

Don’t cut corners and try to hold your iPhone to shoot your videos at arms length. For under $35 it’s well worth the stability and versatility to mount your smartphone onto a tripod. 

I started out with a different $19 tripod, but the flimsy legs not only made it too top heavy when I mounted my iPhone, but the cheap tripod was also a struggle to get the three legs to adjust to the same length, which made for very lop sided looking videos.

So, I shelled out the extra 15 bucks and ended up buying this one instead. Having a sturdier tripod now makes me want to shoot more videos since I no longer have to fight with the old one.

Smartphone Adapter
TRY SMARTPHONE ADAPTER

This smartphone adapter is what mounts onto your tripod. Then you clip you iPhone right into this piece. 

When I first started out with the cheapest adapter I found it became too time consuming to switch from vertical to portrait mode. 

So, then I researched and bought this one which I love because it has a 360 ball joint, so I can easily rotate my iPhone from vertical to horizontal — handy for recording video and taking pictures.

This one uses a universal mounting, so it works on pretty much any tripods, clamps and handles.

Record from Your Computer – Double Duty Video Gear:

Keep Audience Attention with 2 Camera Shots

Canon Camcorder
TRY CANON CAMCORDER

If you’re recording in person interviews or you want to cut in different angles for your solo videos you’ll need to record from two cameras. 

The Canon camcorder is a great choice giving you 57x advanced zoom while the super range O.I.S. (optical image stabilization) keeps the image stead at a longer focal length. 

HD videos are recorded to separately available SD cards in the MP4 format for easy playback on most devices. the MMP4 formats are highly compatible with video hosting services and social media websites without format conversion.

Reti Cam Table Top Trip Pod
TRY RETI CAM

 

If you’re only planning on recording videos from your desk you can pick up this simple, small tabletop tripod. 

It has the standard mount that will work for all the other accessories and adapters mentioned above.  

San Disk
TRY SAN DISK

 

When you’re recording from a video camcorder you will likely max out your storage space on the camera, so you’ll need to transfer your videos onto a scan disk. 

So definitely, this is another one cool video gear guide for keep!

 

Nice to Have Extras Video Gear

Gimbal Stabilizer 3-Axis
Handheld iPhone Stabilizer
TRY GIMBAL STABILIZER

 

If you want to record action shots, whether you’re walking, running, biking and even skiing, you’ll want to grab the Gimbal handheld stabilizer.

This works with iPhone Xs Max Xr X 8 Plus 7 6 SE or Gimbal for Samsung S9/Note, for Sony,LG,Google Pixel 3 XL, Huawei P20,ZTE,Mi and more Android Smartphones.

You can also download their 2019 Newest ‘Hohem Gimbal’ App on your Android or iOS Phones for your gimbal connectivity with Bluetooth. The parameter setting and calibration will help you master the gimbal much better.

 

Sennheiser Smart Headset
TRY SENNHEISER

If you prefer using ear buds over the table top computer microphone I’d recommend getting the Sennheiser Smart Headset. 

When I tried using cheap $20-$40 ear buds I found they were inconsistent. Sometimes I’d get on a video interview and the other person couldn’t hear me. It just wasn’t worth the headache and stress of tech issues cheap ear buds can create.

The Sennheiser is designed for Apple iOS devices. It delivers Sennheiser signature sound and crystal-clear call quality. A situational awareness function allows switching between Transparent Hearing and Active Noise Cancellation, to amplify or silence sound around you. Microphones capture sound like your ears do when recording video.

Fovitec – 1x Photography & Video 20″x28″ Softbox Continuous Lighting Kit w/ 2500W Equivalent Total Output – [Includes Boom, Stands, Softboxes, Bag, 11x 45W Bulbs]
TRY FOVITEC

 

When you’re watching other people’s videos you probably don’t appreciate good lighting, but you certainly will get distracted watching videos with poor lighting and dark shadows. 

This is a great starter soft box lighting kit to give your videos bright, professional looking lighting.

I like the 3 light set because you can use the 3rd light to backlight you. I love watching videos where the person speaking looks like they have a halo around them.

Add Professional Looking Back Drops Video Gear:

Green Screen Kit with Stand
TRY GREEN SCREEN KIT

If you’re like most business owners, you probably have limited go to locations to shoot your videos.  You might have a messy office, kitchen, family room, attic, closet or car.

A green screen offers you far more variety, creativity and credibility to give the right tone and look to each video.  You can choose the background that best matches your message. Use any image you want from beautiful beaches, city high rises, elegant conference rooms or you just want to use your brand colors as your backdrop. 

This kit that I bought comes with 2 photo lights. That way you can shoot a bunch of photos to use in your YouTube thumbnails and for your social media posts.

If you want to get soft box lights for shooting video click here: https://amzn.to/312i2pp

 

Box Lights
TRY BOX LIGHTS

 

 

Another great video gear is when you’re watching other people’s videos you probably don’t appreciate good lighting, but you certainly will get distracted watching videos with poor lighting and dark shadows. 

This is a great starter soft box lighting kit to give your videos bright, professional looking lighting.

Triple Shoe Bracket
TRY TRIPLE SHOE BRACKET

I wanted to get better lighting on my face while still using my iPhone, so I found this triple shoe bracket which mounts on my tripod and lets me attach my smartphone adapter and the key light I  recommend below.

 

KEY LIGHT
TRY KEY LIGHT

 

When I just used 2 box lights I found often times the lighting on my face with either too dark or too bright. That’s when I found using a key light helped to focus on adjusting the light just on my face. 

Add the perfect lighting setup to video recording sessions with this key light. The dimmable design lets you choose the right setting for interviews or scenes, and the glare-free diffusion offers a more balanced effect. With a flat profile and metal desk mount, this key light takes up minimal space.

Video Editing — Adobe Premiere Pro
TRY ADOBE PREMIER PRO

 

I outsource my video editing, but if you enjoy doing your own editing (or you want your teenage kids to just do it for you) choose Adobe Premiere Pro — this is the most widely used video editing software.

(HINT: if you have high school/college age kids they can take this course at community college and knock out their credits while learning how to edit your videos for you 🙂

Another one helpful video gear guide indeed!

Keep Audience Attention with 2 Camera Shots

Canon Camcorder
TRY CANON CAMCORDER

If you’re recording in person interviews or you want to cut in different angles for your solo videos you’ll need to record from two cameras. 

The Canon camcorder is a great choice giving you 57x advanced zoom while the super range O.I.S. (optical image stabilization) keeps the image stead at a longer focal length. 

HD videos are recorded to separately available SD cards in the MP4 format for easy playback on most devices. the MMP4 formats are highly compatible with video hosting services and social media websites without format conversion.

Reti Cam Table Top Trip Pod
TRY RETI CAM

 

If you’re only planning on recording videos from your desk you can pick up this simple, small tabletop tripod. 

It has the standard mount that will work for all the other accessories and adapters mentioned above.  

San Disk
TRY SAN DISK

 

When you’re recording from a video camcorder you will likely max out your storage space on the camera, so you’ll need to transfer your videos onto a scan disk. 

So definitely, this is another one cool video gear guide for keep!

 

Nice to Have Extras Video Gear

Gimbal Stabilizer 3-Axis
Handheld iPhone Stabilizer
TRY GIMBAL STABILIZER

 

If you want to record action shots, whether you’re walking, running, biking and even skiing, you’ll want to grab the Gimbal handheld stabilizer.

This works with iPhone Xs Max Xr X 8 Plus 7 6 SE or Gimbal for Samsung S9/Note, for Sony,LG,Google Pixel 3 XL, Huawei P20,ZTE,Mi and more Android Smartphones.

You can also download their 2019 Newest ‘Hohem Gimbal’ App on your Android or iOS Phones for your gimbal connectivity with Bluetooth. The parameter setting and calibration will help you master the gimbal much better.

 

Sennheiser Smart Headset
TRY SENNHEISER

If you prefer using ear buds over the table top computer microphone I’d recommend getting the Sennheiser Smart Headset. 

When I tried using cheap $20-$40 ear buds I found they were inconsistent. Sometimes I’d get on a video interview and the other person couldn’t hear me. It just wasn’t worth the headache and stress of tech issues cheap ear buds can create.

The Sennheiser is designed for Apple iOS devices. It delivers Sennheiser signature sound and crystal-clear call quality. A situational awareness function allows switching between Transparent Hearing and Active Noise Cancellation, to amplify or silence sound around you. Microphones capture sound like your ears do when recording video.

Fovitec – 1x Photography & Video 20″x28″ Softbox Continuous Lighting Kit w/ 2500W Equivalent Total Output – [Includes Boom, Stands, Softboxes, Bag, 11x 45W Bulbs]
TRY FOVITEC

 

When you’re watching other people’s videos you probably don’t appreciate good lighting, but you certainly will get distracted watching videos with poor lighting and dark shadows. 

This is a great starter soft box lighting kit to give your videos bright, professional looking lighting.

I like the 3 light set because you can use the 3rd light to backlight you. I love watching videos where the person speaking looks like they have a halo around them.

HP Pavilion All in One Computer
TRY HP PAVILION

Instead (or in addition to) recording videos from your iPhone you can also just record videos from your computer. 

If you’re still using an old computer you might not have a good quality built in camera.

This is the computer I purchased which I use to record all of my marketing training content I create for my Power Biz Academy members.

AUDIO TECHNICA
MICROPHONE for COMPUTER
TRY AUDIO TECHNICA

Even though your computer has built in speakers the sound quality when recording video is not so great.

I researched and tested out using different headsets, ear buds and other ‘cheap’ microphones. After recording with 7 other computer compatible microphones, the Audio Technica microphone is by far the best choice. 

The Audio Technica is super easy to set up. You just plug the USB to your computer and using the tripod stand for secure table top use.  I like that it consistently delivers high quality sound, it doesn’t block my face as close up mics do, and I don’t have to wear a clunky looking headset.

Ring Light
TRY RING LIGHT

As I reviewed the videos I shot from different indoor locations I started noticing that my lighting didn’t always look so great.

In the scheme of things, getting high quality sound is more important than lighting. But, once you get the hang of recording videos and you’re ready to step up your lighting, this ring light is a great one to get started with.

It provides soft and flat light, halo shadow for perfect outline and evens the lightening of the subject. 

Add Professional Looking Back Drops Video Gear:

Green Screen Kit with Stand
TRY GREEN SCREEN KIT

If you’re like most business owners, you probably have limited go to locations to shoot your videos.  You might have a messy office, kitchen, family room, attic, closet or car.

A green screen offers you far more variety, creativity and credibility to give the right tone and look to each video.  You can choose the background that best matches your message. Use any image you want from beautiful beaches, city high rises, elegant conference rooms or you just want to use your brand colors as your backdrop. 

This kit that I bought comes with 2 photo lights. That way you can shoot a bunch of photos to use in your YouTube thumbnails and for your social media posts.

If you want to get soft box lights for shooting video click here: https://amzn.to/312i2pp

 

Box Lights
TRY BOX LIGHTS

 

 

Another great video gear is when you’re watching other people’s videos you probably don’t appreciate good lighting, but you certainly will get distracted watching videos with poor lighting and dark shadows. 

This is a great starter soft box lighting kit to give your videos bright, professional looking lighting.

Triple Shoe Bracket
TRY TRIPLE SHOE BRACKET

I wanted to get better lighting on my face while still using my iPhone, so I found this triple shoe bracket which mounts on my tripod and lets me attach my smartphone adapter and the key light I  recommend below.

 

KEY LIGHT
TRY KEY LIGHT

 

When I just used 2 box lights I found often times the lighting on my face with either too dark or too bright. That’s when I found using a key light helped to focus on adjusting the light just on my face. 

Add the perfect lighting setup to video recording sessions with this key light. The dimmable design lets you choose the right setting for interviews or scenes, and the glare-free diffusion offers a more balanced effect. With a flat profile and metal desk mount, this key light takes up minimal space.

Video Editing — Adobe Premiere Pro
TRY ADOBE PREMIER PRO

 

I outsource my video editing, but if you enjoy doing your own editing (or you want your teenage kids to just do it for you) choose Adobe Premiere Pro — this is the most widely used video editing software.

(HINT: if you have high school/college age kids they can take this course at community college and knock out their credits while learning how to edit your videos for you 🙂

Another one helpful video gear guide indeed!

Keep Audience Attention with 2 Camera Shots

Canon Camcorder
TRY CANON CAMCORDER

If you’re recording in person interviews or you want to cut in different angles for your solo videos you’ll need to record from two cameras. 

The Canon camcorder is a great choice giving you 57x advanced zoom while the super range O.I.S. (optical image stabilization) keeps the image stead at a longer focal length. 

HD videos are recorded to separately available SD cards in the MP4 format for easy playback on most devices. the MMP4 formats are highly compatible with video hosting services and social media websites without format conversion.

Reti Cam Table Top Trip Pod
TRY RETI CAM

 

If you’re only planning on recording videos from your desk you can pick up this simple, small tabletop tripod. 

It has the standard mount that will work for all the other accessories and adapters mentioned above.  

San Disk
TRY SAN DISK

 

When you’re recording from a video camcorder you will likely max out your storage space on the camera, so you’ll need to transfer your videos onto a scan disk. 

So definitely, this is another one cool video gear guide for keep!

 

Nice to Have Extras Video Gear

Gimbal Stabilizer 3-Axis
Handheld iPhone Stabilizer
TRY GIMBAL STABILIZER

 

If you want to record action shots, whether you’re walking, running, biking and even skiing, you’ll want to grab the Gimbal handheld stabilizer.

This works with iPhone Xs Max Xr X 8 Plus 7 6 SE or Gimbal for Samsung S9/Note, for Sony,LG,Google Pixel 3 XL, Huawei P20,ZTE,Mi and more Android Smartphones.

You can also download their 2019 Newest ‘Hohem Gimbal’ App on your Android or iOS Phones for your gimbal connectivity with Bluetooth. The parameter setting and calibration will help you master the gimbal much better.

 

Sennheiser Smart Headset
TRY SENNHEISER

If you prefer using ear buds over the table top computer microphone I’d recommend getting the Sennheiser Smart Headset. 

When I tried using cheap $20-$40 ear buds I found they were inconsistent. Sometimes I’d get on a video interview and the other person couldn’t hear me. It just wasn’t worth the headache and stress of tech issues cheap ear buds can create.

The Sennheiser is designed for Apple iOS devices. It delivers Sennheiser signature sound and crystal-clear call quality. A situational awareness function allows switching between Transparent Hearing and Active Noise Cancellation, to amplify or silence sound around you. Microphones capture sound like your ears do when recording video.

Fovitec – 1x Photography & Video 20″x28″ Softbox Continuous Lighting Kit w/ 2500W Equivalent Total Output – [Includes Boom, Stands, Softboxes, Bag, 11x 45W Bulbs]
TRY FOVITEC

 

When you’re watching other people’s videos you probably don’t appreciate good lighting, but you certainly will get distracted watching videos with poor lighting and dark shadows. 

This is a great starter soft box lighting kit to give your videos bright, professional looking lighting.

I like the 3 light set because you can use the 3rd light to backlight you. I love watching videos where the person speaking looks like they have a halo around them.

How to Build Your Small Business Dream Team

You need a quality business dream team behind you if you want to find success in this day and age. There’s no such thing as a one-man show. If your team of small business employees isn’t doing what you want to them to do, it’s easy to get frustrated. Small business is big business. Small businesses with less than 100 workers account for over 98% of all small businesses, and that means your team matters more than ever.

Small business is big business. Small businesses with less than 100 workers account for over 98% of all small businesses Click To Tweet

When your team doesn’t do what you want, you don’t have a team problem. As much as it hurts to admit, you likely have a leadership problem. Before you blame yourself, take some time to reassess the situation. Learning how to be a great leader is all part of mastering how to start a business. All hope is not lost. There are many things you can do to get your small business team back on track for success.

1. Hire the Right Employees

If you’re noticing a trend in dissatisfaction amongst your current employees, you might not be hiring the right people to begin with. It’s worth being choosy with your team members in this era. When you hire the wrong people for the job, they don’t enjoy the work they do, and you won’t be impressed with their results.

How to Build Your Small Business Dream Team

Remember that the most experienced employee might not be the best fit. You’ll need to weigh things like company culture, expectations, and experience level when making a decision about who to hire. In addition, make sure you’re presenting your company and the role accurately. The internet job platforms are full of poorly described positions which will only lead to more confusion.

2. Improve Employee Happiness

How are your employees responding to their daily work environment? Is it full of stress, confusion, and dissatisfaction? If so, you need to reevaluate employee happiness. While nobody should expect to have a fun, exciting day at work (at least, not all of the time), that doesn’t mean it can’t be a satisfying, stress-free place to be.

There are new ways to improve employee happiness that don’t cost you a thing. The first is simply delegating work effectively. When employees feel they’re reasonably able to handle their daily tasks, they perform better. We’ve all dealt with the stress of not being able to meet deadlines and requirements.

Another way is to offer flexible work options. Telecommuting alone shows 82% lower stress levels. Thanks to modern technology, remote work and flexible hours are easier than ever, and you don’t have to compromise on the quality of work. Learn more about modern employee scheduling tools here.

3. Maximize Employee Productivity

Finally, one reason your business dream team might not be doing what you want them to do is because they’re spending too much time on inefficient tasks. So many of our workplace practices today can be automated thanks to new technology. Yet, so many small businesses, in particular, are still holding onto the older ways of doing things. The older way tends to take longer, be inefficient, and wastes valuable time.

How to Build Your Small Business Dream Team

Chances are your employees likely know more about these inefficient tasks than you, and they should be your first line of defense for solving these problems. The employees time is valuable. How much of it is going to waste doing things that could be automated or skipped altogether?

Conduct regular team meetings to discover if there are any areas you could invest in automation, artificial intelligence, or modern solutions. The cost of implementing these programs likely will be more than worth it in the long run.

When your team doesn’t do what you want, you don’t have a team problem. As much as it hurts to admit, you likely have a leadership problem Click To Tweet

4. Run a Better Business

Your business needs strong leadership that pays attention to your employee’s mindset and feelings. These tips above help you put your small business dream team first so you can get more done together. It’s easy to get caught up in the day-to-do stress of being a small business leader, so taking the time to notice where your employees need support is key.

Even just taking the initial steps to bridge these gaps in communication will go a long way to repairing employee morale. Your employees want to do their best. Make sure they’re in a position for finding the most success.

QUESTION:  What is 1 key aha you’ve had from thinking through these 4 tips? Share your comments and questions below. 

PROSPECTING TOOL REVIEW: Boomerang — Never Forget to Follow Up with Prospects Again

Prospecting toolThe Fortune is in the Follow Up

When it comes to business development we know we should follow up with prospects multiple  times. But,  have you ever been guilty of sending out emails to a bunch of potential prospects and then forget to follow up on them? Click To Tweet

 

Yup! I used to forget too.

Sure, I have CRM system and other tools that use automations, but there’s a lot of times when it is quicker to just to fire off a bunch of emails straight from your gmail account … but then .. life gets in the way of all our good intentions, right?

That’s why I decided to add Boomerang to my follow up toolbox.

 

What is Boomerang?

This is not the Boomerang App used on Instagram and Facebook that takes videos and makes it repeat itself from start to end in seconds. Yep, that app has the same name as this one but just to clarify. This isn’t that app we are going to talk about.

Boomerang for gmail and outlook is an app that allows you to write an email and automatically send it later on the perfect time you scheduled it. Plus, it has a feature that will also notify you if you don’t get a reply on the email you sent and/or if the person you sent it to did not even open the email.

Having Boomerang is like having your very own executive assistant who alerts you on who to follow up on your email prospecting efforts.

Some also use Boomerang to email themselves reminders for next day, or next week, etc. It allows you to organize your inbox to prevent email overload. It is a useful and a simple tool to use that can be installed on IOS and Android smartphones too.

Boomerang is a Google Chrome browser extension when you’re emailing from your laptop or desktop.

 

 

Why Should You Use it in Your Prospecting

This can easily help you in prospecting clients because it has the capability to track responses. Unopened, unreplied emails will then boomerang back to you based on the setting you had when you sent the email.

 

 

You have the ability to set the date when it will be boomerang back at you and to varied situations stated below:

  • If not opened
  • If not clicked
  • If no reply
  • Regardless

You can identify who to follow up in regards to your proposal let’s say.

 

 

How to Download and Use Boomerang for Business

Here is how to download and install it as a browser extension.

  1. Go to Boomeranggmail.com and click INSTALL

 

 

       2. A pop up will come up and click add extension. Let it run and that’s it.

 


If you learn better through video, here’s a good demo we found:

 

QUESTION: What’s a favorite productivity tool you use in your business development process?

Reduce Social Media Overwhelm with CoSchedule

Social media overwhelm––what does it mean?

To me, it means understanding that for your business to succeed this year, you should have an effective presence on at least one social media network. My favorite is LinkedIn.

Knowing that these strategies can help you generate more leads. Seeing everyone else benefiting from using social media, but feeling stuck because you feel like you just don’t have enough time to do the same.

We’re going to show you a tool that lets you put your social media efforts on autopilot, so you can reap the benefits without having to worry about giving up more of your time to manage your different profiles.

CoSchedule is perfect for the busy entrepreneur who realizes the importance of staying active on their blog and social media.

Check out this step-by-step guide to using CoSchedule to take advantage of what social media can do for your business without all the overwhelm.

What does CoSchedule do?

CoSchedule is a social media and content editorial calendar that allows you to work collaboratively with your team and see what’s ahead for your marketing efforts all in one place.

In CoSchedule, you can manage, create and publish your blogs and content to all your social media platforms content in one place, all in one calendar. Its drag and drop function also lets you easily reschedule your content.

If you use WordPress, you can also create blog inside and schedule them directly to your website from within the CoSchedule app and see this content alongside your social media schedule to ensure that your marketing is cohesive and coherent.

Additional features of CoSchedule

  • A headline analyzer which tells you how well your headline is likely to do both in terms of SEO and social shares …
  • Social sharing stats, so that you can see which types of content tend to perform the best ..
  • Google Calendar integration, so that you can view upcoming posts and content within a tool that you already use ..
  • Bit.ly integration, so that you can track link clicks from specific posts, and …
  • Google Analytics integration, so that you can track the behavior of those who land on your site through your social media posts, and address any glaring issues you may come across (like high bounce rates).

 

Why we use CoSchedule

CoSchedule is a huge time saver while making it easy to master social media. Its ReQueue function lets you recycle social media posts if you have empty slots in your calendar that need filling.

Simply put, CoSchedule lets me put my social media efforts on autopilot. Of course I have to go back and tweak my settings once in awhile, but it’s worlds better than logging into each individual account and posting every day, and then trying to scramble to put something new together when there’s a hole in my social media calendar.

Who else should be using CoSchedule

If you are a solopreneur who does all/most of your own marketing you should switch to CoSchedule.

If you have your own in house marketing person or team, you don’t need to be paying people to manually plan and post your social media content. You should have your team learn how to use CoSchedule.

CoSchedule helps you regularly promote the content that you’ve worked so hard to write and publish on your website, because “if you build it, they will come” is a flawed principle.

Here’s how to start using CoSchedule to put your social media efforts on autopilot.

How to create your first social media campaign with CoSchedule

  1. Start your 14-day free trial at CoSchedule

     

     

     

     

    2. Connect your social media accounts by clicking the gear button in the lower left-hand corner of your screen, and then selecting the name of your account.

     

     

     

    3. On the next screen, click “Social Profiles”.

     

     

     

    4. Then, click “Connect a Social Profile”. You will have to go through a brief verification process to connect your profiles.


    Note that because of Instagram’s restrictions on third-party apps, CoSchedule will not actually post to Instagram for you but will remind you to post at the specified times.

     

     

    5. To publish a social media campaign, navigate back to your Marketing Calendar.

     

    6. Click the + button that appears when you hover over a date on the calendar.

     

     

     

    7. Click the option applicable to your campaign – for this tutorial, we’ll choose Social Media Campaign to promote a blog we recently published.


    8. The Social Media Campaign tool will help you automatically publish messages on your preferred social media channels at specified intervals such as the day of publication, three days after, one week after, and one month after the publish date. Within this module, click the plus signs to create a new message at the specified interval. This is the best way to promote a new lead magnet or piece of content within CoSchedule.


    9. Add Title and Create your own labels.
    Creating color coded labels can help you distinguish which type of content when you view your calendar.

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    10. Set your custom date and time. You can choose “Best time” to publish the content on the peak time of the day when your subscribers are most active on the given social media network.

    11. Click “Add Message” to add it to your queue.


    A preview of how your post will appear on the selected social media network will be available at the bottom.

    This is how your social media campaign messages will look when populated.

    This is how your calendar will look when populated, giving you an overarching view of what’s going on across your social media channels over the next few weeks.

    12. Follow up with your efforts using CoSchedule’s Analytics dashboard. View your top content report, social engagement report, and more.

 

 

 

Using social helpers to streamline your posts

Helpers are custom social media templates you can use. They can automatically fill in certain aspects of the content that you’re sharing, so you don’t have to type it out every time. You can create your own custom text, image, and video helpers for content that you reuse regularly and would like to easily insert into your content.

  1. To create a helper, click the “New Helper” button within your social media publishing module.

    2. Click “Text Helper” to create a section of text that you can easily recycle.
    3. Fill out image helpers for images that you regularly use within your social media posts.4. Use video helpers for the same, but with video.

 

 

Using the ReQueue function to fill holes in your content calendar automatically

 

Step 1: From your Marketing Calendar view, click the ReQueue button in the sidebar.

Step 2: Select the days of the week and times when you would like your ReQueue messages to populate your feeds.

Step 3: Click the “ReQueue Groups” button in the upper right-hand corner of the page.

Step 4: Click “Add Message” to create and save your ReQueue messages. You’ll never miss a social media post again!

 

 

In conclusion, it’s worth investing the initial time to learn how to use this new tool.  Start using CoSchedule to help you promote your content more consistently, so you can build a bigger presence on social media.

QUESTION: Share your question or best tip that helps you grow your social media presence without the overwhelm.

 

 

How to Work Less and Achieve More Growth in Your Business

Are you struggling with entrepreneurial overwhelm? It’s a wall that most, if not all, business owners face at some point. Did you know that you can achieve greater success and business efficiency by actually doing less?

The secret is to identify the tasks that result in the highest-value results for your business, focusing the majority of your attention on those tasks while finding a way to focus less on the other tasks.

 

Here’s a five-step system to working less while achieving more growth in your business.


Step 1: Identify your “20%”.

The Pareto principle (AKA “80/20 principle”) states that 80% of our results come from 20% of our efforts. So the first step is to identify those 20% of tasks that drive the 80% of revenue for your business.

Which of the tasks you complete on a daily basis result in the most revenue? It might be making sales calls or meeting with prospects. It might be focusing more of your energy on the 20% of clients who pay you the most money or attracting more clients like them.

In order to identify this 20%, you might have to take stock of your day with a time tracker like Toggl Look through your tracked time and see which tasks are those that truly drove results for your business that week.

Alternatively, you can also download a free productivity template that I’ve created and still use myself to stay focused on my 20%.

 

Step 2: Eliminate unnecessary tasks.

As business owners, we face constant interruptions like questions from staff, emails, and texts that often does very little in terms of growing your business. How much of this is really necessary?

The truth is, certain tasks do nothing at all for your business except take your attention away from high-value tasks.

Take stock of your daily routine and identify which of these tasks can be completely eliminated from your schedule––tasks which bring no value to your business.

For things like checking emails or your business’s social media pages for new comments or inquiries, instead of jumping to your phone every time a notification comes up, it’s best to block off one or two chunks in a day to complete these tasks or delegate the responsibility to an assistant.  This can help you stay focused on the task at hand, so you can become more effective.

If the problem is that your staff or clients seem to ask you the same questions again and again, focus on creating a more effective onboarding system, like recording short videos demonstrating the answers or processes they’re asking about.

You can also have your team create a document with frequently asked questions and answers which will eliminate the time you spend answering these redundant questions.

 

Step 3: Automate tasks.

There are many tools that you can use to automate redundant tasks, like lead capture and automatic followups with leads and clients.

One example of this would be automatically following up with leads when they submit a contact form or inquiry form on your website.

You want to use an email marketing software that allow you to create a response that is sent automatically to any lead who submits a form on your website. You can use basic email service providers (ESP) like SendGrid, aWeber and MailChimp or you can choose intelligent marketing automation like Active Campaign.

What won me over to Active Campaign is it lets you send follow-up emails that adapts to your customers’ behavior, so you send the perfect message at the perfect time. You’ll have happier customers and higher lead conversions. And it doesn’t require a huge learning curve like some other platforms.

The automatic, immediate response helps to convert more leads into clients (studies show that the more quickly you respond to a lead, the more likely they are to convert)––but it takes care of this process instantly and automatically!

If you’d like to receive a free marketing automation assessment sign up for a 30-minute discovery coaching call with me.

Step 4: Delegate the rest.

Delegation might seem like a scary step to take if you’re a solopreneur, but hiring staff is necessary to scale your business and take your income to the next level. Identify the low-value tasks that keep your business running and cannot be eliminated or automated.

Some examples might be data entry, responding to simple emails, and answering questions that come through your business’s social media pages. Then find a way to outsource these tasks, even if only for 5 to 10 hours per week to start off.

You don’t have to start off with a full-timer. An affordable virtual assistant can help you with certain tasks that will free you up to make a greater impact on the 20% of activities that generates 80% of your business.


Step 5: Observe and adjust.

Going through this process involves a lot of growth, evaluation, and reevaluation. What works and what doesn’t?

For best results, evaluate your business efficiency and revenue four weeks after implementing this system and see where you stand. Making incremental progress each week can add up to transformative change at the end of each quarter and year.

 

QUESTION: What is your best tip that has helped you work less and achieve more in your business? Share your comments and questions below: