(Templates, Checklist, Scripts – Oh My)

Today’s topic is centered on the magic of templates.  Templates come in a variety of shapes and sizes.  They can be as simple as a checklist, or as complicated as a manual, report or contract.  Regardless of the focus, the goal of a template is the same: to provide an easy, reproducible, and successful outcome.

Checklists

A checklist is a repeatable To-Do list that assures the same outcome each and every time – regardless of the person that is executing the list.

I recommend that anytime you are repeating a series of steps (over and over again) – you document it in a checklist.  This allows you to hand-off this task to other people when you are going on vacation or wanting to delegate to others.  Being able to hand-off to someone else frees you to do other, more exciting tasks that will actually advance your career.

Meeting checklists

One of the most effective tools to keep a meeting on track is the Meeting Checklist – or Agenda.  Your agenda should include the purpose of the meeting, and only topics that are aligned with that single goal.  If the group starts discussion something off-topic, you simply place that aside for a different meeting.  For sample meeting checklist, send me an email at LauraRose@RoseCoaching.info

Scripts

I recently called a company for some information regarding a competitor of theirs.  Their response was “No, we don’t know anything about that company.  Sorry we could not be of more help.”   Although very friendly, they never asked my name or why I was interested in a competitor of theirs.  They also missed an opportunity to show me that their company was a better fit for my needs.  If they had a well-crafted phone script for in-coming calls, they would have made a sell.

Phone scripts

Phone scripts are critical in any organization for consistency of branding message.  Your incoming and Voice Messages are often your clients first impression of your company.  Therefore, having all your staff using the same phone script not only provides your company with a consistent and professional message but allows every employee to answer your phone with confidence.  It would assure that they collect the valuable name, number and “how you found out about us” questions.  It would provide a natural sales-lead opportunity.

For sample in-coming call phone script, send me an email at LauraRose@RoseCoaching.info

Sales scripts

Sales scripts are crucial to a strong sales force.  They not only provide the valuable sales information to the target client, but your sales force is providing the same message.  Including branding and informational videos and presentation provide even more consistency and cohesion.

For a sample sales script, setup a chat session with me using this link: Appointment Calendar

Video and Presentation templates

Creating a company presentation and video template allows every department the same look and style, as well as assuring all the critical information is included.  This allows a junior sales or technical staff to be seen as a seasoned professional.

There are some critical points that need to be covered in a presentation.  Having a presentation template assures that all those points and perspectives are considered.

For a sample presentation template, setup a chat session with me using this link: Appointment Calendar

Email Templates and Signatures

Email is not dead.  It is still how most businesses handle day to day activities.  What has changed is the mechanism in which email travels.  Email is not limited to a computer, but is now on mobile devices.  It has also taken different forms such as Facebook postings, LinkedIn postings, and texting.  Take a few moments to create a professional signature or even a professional “canned” response, to make sure your customer interfacing materials are consistent and client-attractive.   Consider adding your photo to your signage as well.

Administrative Templates

Administrative templates help you create all the materials you need for running and organizing your business or organization.  Create certificates that validate achievements or training, fax covers, organizational charts so that everyone can see who’s who on the team and much more.

For additional information on this topic, please contact LauraRose@RoseCoaching.info

I am a business coach and this is what I do professionally.  It’s easy to sign up for a complementary one-on-one coaching call, just use this link https://www.timetrade.com/book/WFSFQ

Today’s comment came from a busy professional and an entrepreneur:

Last week I attended your It’s a SNAP presentation at the NCTech4Good conference.  It was very good, but I could not see how to convert the Product Funnel Strategy to my side-job or even a non-profit organization.   After all, they don’t sell a product or service.  Their company just offers “good works” and my donors just donate money, because it’s the right thing to do.

Well – all companies are in the business to make money (profits and nonprofits alike).

And if you make it “good business” to do business with you, you will attract more business (i.e. donors), who also like to do “good work”.

The key is “understanding your client’s business” and what will help their business thrive.  Because when their business thrives, they will donate more.

Product Funnel Example for a fund-raising based operation:

Goal is to attract new donors as well as entice current donors to not only continue to donate but increase their amounts.

• One thing that all Companies have in common: They are in the Business to Make Money.
• One thing that most individuals have in common: They want more time for the things that they love.

Use those two facts to build a product funnel that entices people to continue to move down your product funnel list.

The above example isn’t meant to perfectly fit your business model.  It just illustrates the concept.  In the above example, you are providing your donors additional more Effective Marketing Opportunities.  This means that their “donation bucks” are also working as their marketing dollars (above and beyond their name as sponsors in the front of back pages.)  It allows their target market to actually get a taste of their business and hopefully continue to buy from them.

Make better use of these two facts:

• Clients/donors have to spend marketing dollars to make dollars.
• People do business with people they know, like and trust.

Therefore, provide more opportunities for the “right public” to get to know more about your donors and their businesses.  Learn about your donor’s “target client” and create an effective marketing strategy for that donor.  Some examples are below.

Provide bundles to entice them to go further down the list, such as:

• 1-full page advertorial* strictly on the donor’s business. You distribute this article to all your magazines, ezines, websites, social media pages, blog-sites (including affiliated partner sites) – that go out to your donor’s target clients/market. They also receive the files for their own distribution.  Each advertorial includes links, coupons and ways to contact the donor’s business.

*An advertorial is an advertisement in the form of editorial content. The term “advertorial” is a blend of the words “advertisement” and “editorial.”

• 30 minute professional video interview on the donor’s business. You distribute this article to all your magazines, ezines, websites, social media pages, blog-sites, TV Stations (including affiliated partner sites) – that go out to your donor’s target clients/market.. They also receive the files for their own distribution. Each advertorial includes links, coupons and ways to contact the donor’s business.
• You arrange to have your donor on a TV or Radio program that is specifically for their target market. This could be an interview, a guest spot, an infomercial, or whatever best fits your donor’s demographic.
• Place a Billboard for their company at a location of their choice (you will have your logo on it to sponsor them).
• Contract that X number of your staff members will post positive comments on the donor’s website/social media pages for a total of 3 posts a week for 3 months.
• Contract that X number of your staff members will do a video testimonial for your donor’s business.

• Create a Networking Event for your donors to meet and do business together. Officially introduce them to each other and make it easy for them to do business together.  Have these events at one of your donor’s facilities.

Once again – these examples may not fit your business model.  But the idea is to design a product funnel strategy that will help your donors do better business.  When your donor’s business thrives, their donation amounts will increase, and therefore, you will thrive.

Let’s talk more about this.  Schedule an appointment <HERE>

Today’s comment came from a busy professional and an entrepreneur:

How do you set up a sales strategy as a start-up with little to no money? And what are some good ways to sell to existing customers?

I am always thinking about finding new customers, but I have sold quite a bit to a decent number of people already. I am thinking I might do better focusing on getting those people coming back. What are some good ways to sell to existing customers without being annoying.    Also – how can I do this with little to no money?

Although these are two very different questions, the answer is very similar.

One thing that I recommend to all my clients is to think with the end in mind.  Take some time to answer the following question about your target market.

• Who are your ideal clients?
•  What do they want?
• What do they need?
• Where do they live?

How do they live (what is their lifestyle, hobbies, friends, communities)?

After you have visualized your ideal client, create a clear and distinct “What I do” statement.   If you cannot articulate a clean “What I do” statement in 25 words or less, then you either do not have a narrow enough niche or you do not fully understand what you can offer your niche.

Product Funnel

Once you have a narrow enough niche or target client, you can start to create what is called a Product Funnel.  It’s a list of your products and services that leads your clients down your sales funnel.  This list of products and services provide affordable services at various prices.

Consider offering free items to attract new clients.  Once those clients are attracted and get to know you, you have Low-Priced items, then medium, high and premium priced items.  You can also bundle several products together, to create the medium and high priced items.

How to create those products with little or no money?

Now that you have the end in mind (with your clearly defined Product Funnel), start productizing everything that you do.  If you are doing and interview, record and create a podcast from it.  If you are speaking at a function, record and create presentation slides that you can later convert into an ebook.  If you are writing a series of articles, monetize that intellectual property by selling your articles or collecting them into an ebook or training package.

There are many ways to monetize and productize things that you are already doing.
If you need some assistance creating an appropriate Product Funnel or how to productize what you are already doing, please let me know.  I can help you with that.

 Conclusion:

Regardless of the situation, you can often attack the issue on multiple levels.

I go into more detail on how to create a Product Funnel in an earlier article (9/25/2015) “How can I grow my business with more services”

Product Funnels work well for non-profits as well.  I do into further detail on this situation in a follow-up article.

Hello, this is Laura Lee Rose – author of TimePeace: Making peace with time – and I am a business and efficiency coach that specializes in time management, project management and work-life balance strategies.  I help busy professionals and entrepreneurs create effective systems so that they can comfortably delegate to others, be more profitable and have time to enjoy life even if they don’t have time to learn new technology or train their staff.  I have a knack for taking big ideas and converting them into smart, sound, and actionable ideas.

At the end of the day, I transform the way you run your business into a business you love to run.

Today’s comment came from a busy professional and an entrepreneur:

How can I raise prices on my existing customers without losing them?

We launched our startup initially with all inclusive one-price packages for our services. As we grow, our operating costs can no longer be covered with the current prices we have set. I want to make our packages more expensive, and then offer custom pricing for customers that might not need everything we offer in our packages. Should I only raise prices to new customers, or can I raise them on my existing customers?

Raising Prices

Without fully understanding your current price structure (i.e.  is it a one-time fee, or subscription based), it’s hard to give you a definitive recommendation.  But here are some thoughts.

• Certainly offer the new pricing to the new customers. That’s a no-brainer.
• Clearly establish your new pricing and explain the reasons for the changes to your current clients. At this point, you can elect to treat each existing client differently.  But everyone, at this point, is aware of your new pricing and feature list.
• Determine if the individual client is fine with the new pricing arrangement. Don’t offer a discount until you know that the pricing is a roadblock. Why give a discount when the client is fine paying the new price.
• If you find that the pricing is an issue for the current client, offer a Loyal Client discount and/or a grandfather period (3 months or 6 months at the original rate) on an individual basis.
• If you find that pricing is still an issue, work with them to eliminate features that they are not currently using, to fit in their current budget. This keeps the value of your services high, while accommodating their budget constraints.
• If you payment plan is on a subscription base, consider implementing expiration dates on each subscription (6 month or 1 year subscriptions). When the subscription expires, you are free to revisit your pricing and feature list with this client.

Making more of this opportunity

You can also use this opportunity to increase business.

• Create a campaign around your upcoming price-hike. Explain why you need to increase your prices, and then promote a limited-time offer to get in on the original lower-price.
• Set a grandfather-price expiration date, in which new clients can lock in this rate for three, six or eight months. This “lower-price” lock-in rate would include all features but then after the grandfather-price date expires, some of the premium features become inactive.  This allows the client to keep the base-line package at the “original rate”.  To get the premium features back, the client upgrade to the new prices.
• Offer your loyal clients a Loyalty/Referral Program such that for every friend that becomes a client, the loyal client receives 3 more months at the original price.

 Conclusion:

Regardless of the situation, you can often attack the issue on multiple levels. In this example – “raising pricing” doesn’t necessarily result in “losing current customers”.  In this example, you can use a “price increase” to your advantage by incorporating customer appreciation solutions, referral programs incentives, and scoping package features to fit client’s budget.
If you need additional help on this topic, please contact LauraRose@RoseCoaching.info

I am a business coach and this is what I do professionally.  It’s easy to sign up for a complementary one-on-one coaching call, just use this link https://www.timetrade.com/book/WFSFQ

Today’s comment came from a busy professional and an entrepreneur:

How do I get out of my job rut?

I am looking for some advice on how to move forward in my job.  I feel that I am stagnant.  Advancement in current program is nonexistent because of two reasons: company financial strain and flat hierarchy organization. I work as a Match-Support specialist for the Big Brother/Big Sister organization.  There is nothing between my position and the VP; therefore, there’s no place to go.
I can see a few false-assumptions right away – WHICH IS A GOOD THING!  This is a good thing, because we can fix this.

1)    Just because there isn’t a level between your job/position and the VP position, doesn’t mean that you can’t create a new position or role for yourself.

2)    Financial strain is a temporary situation.  If you make money for the company, then you resolve the financial strain.

3)    Creating a new role for yourself that increases the revenue for the company accomplishes both your growth in your position and salary.

Some steps:

1)    Clearly articulate your career goals and big picture vision for your life.  Write down your individual 360 degree mission statement.  This statement covers your professional life, your personal life, your social, family and community desires.

2)    Outline your imperatives (what you really need to create a fulfilling life).

3)    Create your Individual Develop Plan to get you there.

This sounds “good” – but how do you start to implement these steps?  How do you start?

Sample Real-World Scenario:

Well – let’s illustrate with this specific example.  The below example is a rough design.  To get a customized recommendation, please consider taking advantage of a free-consult.  This way I can learn more about your unique situation and create a custom roadmap for you.

1)    Big Picture goal and Imperatives.  Happiness was this person’s overall goal.  When he wrote down what makes him happy, he wrote down being at the beach or at the mountains; helping others reach their potential, move out of the house he grew up in and live on his own.
2)    After quickly reviewing his goals and imperatives, we created some new, more exciting activities that fit in his “Match-Support Specialist” role.

3)    We also created some Individual Development tasks that would allow him to find a more lucrative job in a more financially secured company (such as acquiring a higher level Certification in an area he is interested).

4)    This job isn’t his only avenue for income.  He is also a yoga instructor on the side (as a hobby).  By looking for additional opportunities to teach yoga at gyms, fitness clubs, YMCA, and YWCA organization, he can increase his income immediately.

Creating his new position

Since he is currently responsible for matching volunteers with boys and girls in the program, we talked about elevating his current role.  Combining his love for the beach and mountains, we discussed creating a Big Brother/Big Sister beach (or mountain) retreat.  This would be an organized event for the volunteers and children to gather and participate in various classes and hobbies like yoga, hiking, biking, sports, etc.

This would be an opportunity for him to collaborate with other departments in the organization to create a proposal for the VP.  Since he led this collaboration, he will obviously take a lead position on this project (which elevates his standing among his peers and executives).

He can then use this project to increase revenue, by approaching other businesses in the area to sponsor and host these retreats.  He has elevated his “Match-Support Specialist” position to not only volunteers to the children – BUT now to include B2B (Business to Business liaison).  This is his new position: liaison between businesses and Big Brother/Big Sister organization.

The advantage for other businesses to participate in these organized group retreats/events is exposure and marketing.  Their business is now being exposed to the volunteers of this program; volunteers that have the money and time to spend on the children of this program (which means they have money to spend on their products and services).

These retreats can also be used to increase donations as well as the impact on the children. All in all, this self-defined project increases his visibility and value to the organization.

Conclusion:

Just because there isn’t a current role defined specifically for you – doesn’t mean you can create that role specifically for you.

Just because this current company is financially strained – doesn’t mean that this company is your only income resource.

If you need additional help on this topic, please contact LauraRose@RoseCoaching.info

I am a business coach and this is what I do professionally.  It’s easy to sign up for a complementary one-on-one coaching call, just use this link https://www.timetrade.com/book/WFSFQ

Today’s comment came from a busy professional and an entrepreneur:
How do you negotiate with difficult people?
I am working on a partnership with another local business to benefit each others’ sales. While we are aligned on where we see the benefits to both of our businesses, I feel the potential partner is being difficult on some of the details. I don’t want to stop the discussions, as a partnership will definitely help both of us, but I am struggling over how to work with this person.

“A bird in the hand…” isn’t always worth “…two in the bush”. Just because this person is standing in front of you now, doesn’t mean that you should be working with this difficult person. Would you go out of your way to marry a difficult person? Starting a partnership with someone is a business marriage.
One mistake that new entrepreneurs make is to try to “close” every deal that is in front of them or to close every sale that is presented. But that’s not always the most beneficial.
If you agree with the above premise, then how do you figure out which deal to engage and which to let pass? Where do you deliberately spend your time and energy?

Things to Consider:

•  How often will you need to work with this particular person? Is he on the fringe of your business or will your success depends on this partnership?
•  If you are having difficulty with this person at the “dating” stage, how will the relationship evolve after the “newlywed stage” has passed? Like a first date, people should be putting their best foot forward. If this person is being difficult now, it is unlikely to get better later
•  Do you want to be spending your time and energy going back and forth with this person, or do you want to spend most of your time making money for your company? Do you want to have a friendly and easy relationship with your partner?
• Do you feel that this person is the only person that can fill in the business gap for you? Is this the only person that can fill this particular need?
• A high-maintenance partner or client costs more than the revenue they generate. If you can’t seem to please this person, then you simply can’t please them. Consider the ROI (return on investment) in all business transactions. Sometimes the best way to keep the client or partner happy is to recommend someone or somewhere else.

Possible Next Step
I don’t know how often you will need to work with this particular person or how close your affiliation will be. My initial reaction is to “ease off” of this specific “person” and look for another person in the same business that is a better personality fit with you (reach out to his competitors).

The great thing about this situation is that this particular opportunity has already served its intended purpose. This situation has clarified exactly what you are looking for; the exact local business you are interested in aligning with; the location that you desire; the shared benefits; and even how you want to be working with a potential partner. Now that you have clarified what you like and don’t like about this particular potential partner, you can better recognize the right partner.

Because you see this specific partner as being difficult and are having trouble with this person from the start (at the dating stage, the stage when people put their best foot forward) – you should see this as a sign to look for a better fitting partnership.
My recommendation is to not focus too much energy and attention on how to create a partnership with this “difficult partner”. Stay friendly and professional with him, but don’t push it. Agree that working with him is still a potential and agree to put this idea on the backburner for now. And when things are better aligned for both of you, feel free to reconnect. Then change your focus for awhile.

In the meantime – spend that energy and attention (that you just released) on attracting a better fitting partner in that same industry. Reach out to his competitors with the same proposal.
Conclusion:
You don’t have to marry the first person you date. Each person you interact with will give you better clarity on who you really want as a partner.
Consider the salesman quote: “SWSWSW-Next”. In this instance, this means, Some Will work, Some Won’t work; So What; just investigate the Next opportunity.

If you need additional help on this topic, please contact LauraRose@RoseCoaching.info
I am a business coach and this is what I do professionally. It’s easy to sign up for a complementary one-on-one coaching call, just use this link https://www.timetrade.com/book/WFSFQ

Part 1

Hello, this is Laura Lee Rose – author of TimePeace: Making peace with time – and I am a business and efficiency coach that specializes in time management, project management and work-life balance strategies. I help busy professionals and entrepreneurs create effective systems so that they can comfortably delegate to others, be more profitable and have time to enjoy life even if they don’t have time to learn new technology or train their staff.  I have a knack for taking big ideas and converting them into smart, sound, and profitable projects.

At the end of the day, I transform the way you run your business into a business you love to run.

Today’s comment came from a busy professional and an entrepreneur:

I am starting a new company and know I need help, but I don’t have any money to hire staff. What are some ways to get staffing without much money?

Whether you are just starting out, on the verge of growing or even downsizing – staffing on a limited budget is a common issue. You don’t have to be a new business owner to be faced with this problem. A department manager in a corporation and team leads often face the same issues.

This three-part article attempts to outline several paths you can take, either in conjunction or separately.

First Step: Set the right expectations

One of the biggest mistake that we make is to either expect too much or nothing. Take the time to outline what you are really looking for in staff.   Objectively list all the tasks that are required for success. Then categorize them based on the skill level required to accomplish at an acceptable quality and time frame.

Focus on the minimum to get to next step

Be realistic about your acceptance criteria for these tasks. Not all tasks need to be perfect. Focus on getting the minimum done to propel you to the next step. Many waste time making something perfect when the next 3 tasks could have been accomplished in the time it took to “perfect” task 1.

Even though you can do it, doesn’t mean you should be doing it

Not every task requires “the best” on it.   The best person for the job is normally the “best fit” – and not always “the best”. For example: Just because you can filter your email quickly, you may not be making the best use of your time. The time you are taking with email, could be used networking and making money. With a few simple rules, auto-responder tools, and an effective system in place, an intern or volunteer can easily streamline your inbox, while you are using your time on things that only you can do.

Doing it the right way

The common obstacle to delegation is the fear that it won’t get done right, or done the way that you would have done it. The best way to assure that it gets done the right way is to document what the right way is. If you carry your individual processes in your head, then you are sabotaging your own advancement. The first step is to document the way you want things done on paper. Once it’s on paper, you can then start to automate, streamline, optimize and train others.

4D’s

A critical tool to setting the right expectations and priorities is the 4D’s. The 4D’s stand for Delete, Delegate, Delay and Diminish.

For more information on the 4D’s – download the 4D’s worksheet <here> DOWNLOAD

Conclusion:

Re-adjusting your own expectations will go a long way to finding the right person for the job. The next article will go into detail on where to find the right people.

If you need additional help on this topic, please contact LauraRose@RoseCoaching.info

I am a business coach and this is what I do professionally. It’s easy to sign up for a complementary one-on-one coaching call, just use this link https://www.timetrade.com/book/WFSFQ

**Setup a chat with Laura Rose – to receive Part 2 and 3 of this article.