 Welcome back to our lunch. We have Rhonda and the Guard with us to talk about increasing productivity in big and small ways. Rhonda and the Guard are fat dog creatives. A design company currently based in Washington has been passionate about creating compelling stories for the design ever since she was a child laying on the floor with her big, tablet and chunky pencil in hand. Rhonda holds a bachelor's degree in communications from Sam Houston University and a master's degree in communications from the University of the Incarnate Board where she focused her research and passion on studying how color affects design. Excuse me, how color and design affect memory. Rhonda began her freelance design business in 2003 providing design solutions to mid-sized businesses and professional and trade organizations especially for organizations in financial services, insurance, construction and government agencies like the National Refugement Authority of Afghanistan. For more information please visit Rhonda's website at www.fatdogcreatives.com Now please give a warm welcome to Rhonda and the Guard. We're going to breathe through this so quick I hope it helps you out. Alright, so regardless of the business that you're in you can probably relate to a little bit of disorganization and for some of us we can relate to a whole lot of disorganization. There are so many ideas to die in mind and on the desk at Crease because we don't get our shit together but we've got to get our shit together because it's only going to help us and it's going to help our clients. But there's so much to do in a little time, right? But if I were a genie I'd wave my magic wand or do whatever genies do and give us all over hours of the day so we could get everything done that we intend to. Obviously I'm not a genie but I have learned some processes that can work like magic and create more time in your day to do more profitable tasks. So today I'm going to share with you the processes that can benefit most levels of experience or business stage. And here's your bonus parking tip, by the way. Use a dog or a baby or a strange accent to get people's attention. This dog is my baby. This is Kirby. He's an 11-year-old soldier retriever. Thank you. And so you remember who I am. You can hum a little song by some boys who go to the beach often to help you remember. Now my formal education is in communications. My master's research focused on the psychological and physiological effects of color on memory and cultural associations. Oh, sure. You got it? Oh, that's a disconnect. Yeah. Oh, we're getting an echo. You know, I'll set it on the ground. There. Is that better? Yeah. I do hear the echo. Sorry about that. Ooh, never gonna be better. Yay! It sounds better in your team. Okay, so my professional experience includes working in highly regulated industries like investment rubber dealers, insurance agencies, property and casualty associations, healthcare education nonprofits, and construction and design mill developers. As a result, I've learned how to manage the advertising, marketing, internal communications, trainings, and websites through the compliance review process. Speaking of highly regulated industries, did you know that an industry is highly regulated and security heavy as banking uses WordPress websites? Thank you. Yay, WordPress. So hopefully, if you're a business owner, being a business owner, even if you're a freelancer, you're still a business owner, hopefully it challenges your confidence, your self-worth, and your skills. But, well, it will. But not when did it challenge me. I didn't realize the many different ways it would challenge me, as it should. And 20 years of mastering Minecraft didn't keep me from feeling like a kid or an idiot when it came to all this business. And it is all this BS, this business stuff that keeps us down, right? And it's closed us down. And why can't we just focus on what we love and do that? Well, good news is you can. You can go get a job. Not deal with that. Have someone else know about all the BS, right? But then we would all lose that gross opportunity to not only identify, but to crush those challenges. So, this year in 2018, I blamed it as the year of streamlining and automating my business as much as possible. So, what I love is to make some money and have less stress. So, I deliberately sought out people that embodied the traits that I wanted in my organization. And because I was focusing on my digital environment, I naturally sought out my computer genius, John Hansman, for his Insider Tips. And his first tip was he explained that it started with how he organizes this day and how he starts it. So, after that, that's one pass done and it sets him up for what's to come next. Then I became aware that the solutions were more about how I operate. So, from John, I realized that not all the solutions are going to be in my computer. So, in addition to making my bed, where else could I start? So, I connected with the business advisor, Kim Thornton, who's a cognitive specialist in cognitive reframing. I shared with her my desired outcomes. So, we identified current efficiencies in my business operations. And then we reversed engineered my year-end goals into pace and measurable steps that included both business and personal practices. Mapping this out for me was so awesome and so helpful that we just couldn't keep it to ourselves. So, we ended up taking the first 90 days and putting it into a five-week program and we opened it up for others to join us. And we called it the pilot life program. And we had others join us because I figured, hey, if I'm struggling with it, somebody else is too, right? So, and aside, not only did I meet some of my goals, I met some of them six months early. So, I wasn't always known for being organized. My brother, I won't tell you his name because I don't want him to share the story. But he will tell you a story about how he had to get into my bar for our community college as he shoved himself between books and papers and dog-related items. And it is a funny story. It's funny to hear him tell it, but it isn't funny when it's about your business. The biggest challenge for the messy, disorganized, spontaneous, creative genius is where do I start, right? How do I even know how to get organized and what does process even mean to me and my business? So, when it came to identifying where to start and how to classify tasks and projects, I saw way too many possibilities, too many overlaps, and just too much. So, you can see the additional challenges that being disorganized created. But ultimately, all of these made reduced income, stunting growth, questionable reliability and credibility, devalued in some kind of work, declining leads, and little self-confidence. But you know what does increase? Your anxiety and your stress. So, I figured out what my problem is. So now, how do I solve it? So, more than a thousand times, I had heard work on your process or was asked what's your process. But I didn't even know what that meant. Then there was something about systems, but I thought that meant in the computer, okay, I didn't even want to deal with the computer yet because I wanted to know and figure out what process was. So, inspired by confusion, I devoured every piece of content I could on the subject, from podcasts to books to videos, and I sought out and connected with creative groups, mentors, and business experts in person, online, any way I could. As a result, I had purchased what's called a swipe file from a fellow designer who turned a business code, turning his gene quite low at sweet blue bird design. Her swipe files included an email that outlined for her clients how she works. The steps will go through working with her, how to try progress, and how they'll be communicating with the project. That was my life-old moment. There was a template right there. That was her process. So I studied it. Is mine like hers? Well, no, it's not. So how do I do this? Then I just simply used her template as an outline for my own process. And that became my very first step and became my first email template. So where do I start with my clients or leads? Email, yes. That one was marked by this swipe file. But now I can use that email template as a starting point for writing a script for myself or phone calls. Another way I get more clients. That's my initial inquiry process. Now getting this organized, organized is the first step in streamlining. Templates and outlines help create clarity, structure, and reduce redundancies. Now, my work is custom, but the path to get there uses templates. But templates don't mean that it's impersonal or that it's generic. They're a place to start. So I go in and I edit what needs to be personalized by adding their name, their business, and relevant information that I might know about the project to make specific comments on it. Now I recommend that you create a spreadsheet and outline your process. And I actually wish I had done it started this way because it's free, it's customizable for your specific needs, and prepares you to be fully ready for the right CMS platform for you. Now why did I say that? Because I got a CMS long before I knew what I needed in it. Now, outlining the process would have been far more effective and cost saving. So just start anywhere. Just get started. Create different sheets in your workbook. This is how you're going to start. And then each sheet can be your service. So on your first sheet, for me, that's my first service. So my first step in there, I put in column one. And then I list and link to every template that I need through my first step in my process. Column two, second step. List and link to every file or template that I have or you want to create for that process and so on and so on. You can eventually have your entire client journey streamlined with your spreadsheets. Now I've heard from a lot of business coaches and business owners who recommend outsourcing. They say, hey, if you don't like to do it, outsource it. I didn't even know my own process and so how on earth could I even know what I needed? And if I didn't know what I needed, exactly what would I hire someone else to do for me? So also, how do I even know if outsourcing is worth it? If I don't know how much time it takes me to do it, how do I even know there's an ROI for doing that, right? But if I could answer that, then I'd know a rate at which it makes sense to outsource. I also don't want to be a project manager and that's what I saw a lot of my peers, business owners, becoming because of outsourcing and eventually some of them packed it in and closed their businesses. So before you consider outsourcing you need to know your process and have as much streamlined and automated as possible. When you are ready to outsource you will be far better prepared to have a far better use of your time and money and your outsource probe can be more effective and productive. Now these may seem time consuming and they are, but in the end they are time saving. So don't work out the time it takes to make it perfect. You can finesse it as you go along. Good and done is better than perfect. So with your plant, with your process outlined you can smooth a workflow that will lead to more efficiency not just for you but your clients and that makes clients happy. I guess what happy clients tend to talk. And clients in talk tend to send you more referrals. So your efficient workflow magically does give you more time and money in the day. Now communication is how we develop these client relationships. So the question is how do your clients want to communicate? So first, identify your clients. That's how you learn how to communicate with them. So if you need to better understand and intimately know your clients you can download the Branding UX Worksheet on my website. It is a valuable resource at any stage, but especially if you're looking to stand up. For me and my clients my thoughts with something like this. Some of my clients are fast paced. And not only do they not like phone calls, emails, or meetings they don't want any further communication once the project is underway. You know status updates or tasks. These clients I call eagles. They see the big picture and they leave the details for others and they quickly just move on. And if you're not familiar with the Sandler training take on the disc personality and it's worth a search. There you'll find four words. There's an eagle, an owl, a dove, and a parrot. And everyone falls into one of those four categories. So back to my clients. Some may not be all that organized but now they don't have to be because I am. I created a process specifically for this client. I eliminated any homework or forms that need to be completed because they have little or no staff. I prepared to complete as much as possible. Of course that requires more time on my part. Guess what? That's another opportunity. Because of this eagle I realized I can create packages for different types of clients. So I structured services and grades to account for the client's needs the scope of the project, their budget and my time requirements. So your workbook that you have helps you identify or refresh your client profiles that are also available in my brand new U.S. worksheet on my website. So packages are another way to streamline. It makes it easier for your clients to choose how they want to work with you based on their time, budget, and project needs. Now keep in mind some clients some clients will prefer updates at milestones others will want updates in between milestones and yet others tend to be way too communicative which will require more structure and boundaries on your part. Now these boundaries can be outlined and enforced in the contract. But a friendlier way is to include them in your outline for each step and process that you give them by phone, email, text, social media, meetings, however you do it it's just a friendlier way. So then you just refer to your templates. You'll remind them of what's coming next provide a little more detail than the initial overview of the process set expectations and then acknowledge when the steps have been completed or when the project is complete. Now you can see the benefit to your business. So let's say you created two different client profiles you know how each communicates and if they're lucky and they both prefer an email that's great! You don't have to worry about these other types for a little bit but eventually you will have clients who want their communication. So you'll need to develop all those eventually So you need to ask yourself what are those monstone conversations or are they frequent conversations? So if I start with my milestones for me at the beginning then they look like this it's the initial inquiry which is the first conversation they have with me to consider working together right? Then there's the proposal then there's getting started working together which is the client onboarding step then we have a review of concepts, final artwork approval, delivery of all the necessary files and then push out the project and for all of those steps I need an email template, a basic script for calls and a agenda for meetings Now meetings are cool by the way because they're different from calls and because you can see their faces right? You also have the benefit of visual aids and you can see their expressions you know what's working and what's not and you can go off script if you need to just as long as you stay focused on getting to that next step Additionally, you can think about what phone calls and emails means you have regularly or frequently besides from milestones so eventually you can have your entire work day or weeks streamlined Most of my inquiries come in through email or phone call and each type of inquiry deserves a template so inquiries need phone, email template then I go down my list of milestones or frequent conversations again and have all these three for them a phone script, an email template a meeting agenda In the meeting agenda I need to ask what's my desired outcome what needs to have next so having one type of communication can help you write the next till it's repurposing so if you were in Bob Dunn's session you know you're just repurposing that's an efficient use of your time and your content including the business activities also this can help you create a great cold call script cold calls can be really scary but if you've got your own library of resources they can give you the confidence you need to make them less scary and more successful now here's a response template based on an email or online inquiry for a website design for me I chose a mail merge feature in Doug Sotto you can easily set this up in a word processor and mail merge data from the spreadsheet but hey if mail merge is at your thing you can simply highlight the content type that needs to be edited and in this case you would highlight client first name in my template I have a personalized reading because they filled in their name from the form on my website then I acknowledge why they contacted me for website design services then I make a request for call or meeting and include the agenda now they know exactly what we'll be discussing I laid out the next steps which prime them for yes I've included a link to book an appointment with me now right now I use both Calendly and a free Google Chrome extension called meeting scheduler why two different ones I'm just a B split test right now trying to figure out which one works best I also use them both in different times to figure out is that copy effective or are they clicking on it straight from my email signature so I use one in my signature and the other in something else now we all know we've all been there so frustrating to exchange 10 emails to book one meeting and sometimes they're trying to schedule the meeting together last longer than the actual meeting so we've just got to stop all this I know we think it is but it's not it's a waste of everybody's time so we've got to use something to make the booking easier so as I mentioned I am using Calendly and the meeting scheduler both tied into Google Calendar now meeting scheduler and this.to those are both free Chrome extensions for those who want to look them up Doodle works really well for when you're scheduling meetings with five or more people and similar scheduling services are Schedulicity, Hire Frederick and the payout we can book a meeting easily and quickly we need a platform for the virtual ones right? so it's often easier and more convenient than meeting in person often everyone tries to cram around a shared screen right? or everyone's on their own screens but they're trying to make sure that they're seeing what you're seeing and vice versa or you're bogging down the network so nobody can get anywhere and virtual meetings can eliminate a lot of this confusion so keep this option in mind even if you're with them walking distance and you know I wasted a lot of time thinking that the only way to be personable was in person the virtual meetings are you get to see each other expressions right? everyone gets to sit in the place of their own choosing and both parties can save time with not having to drive or park anywhere right? and that means there's far less disruption in your day and one thing we can't get enough of is time for meetings I like zoom because of its stability and flexibility I can use it for meetings and trainings and record anything with or without faces or screen sharing and zoom also provides the audio file in a separate file so I can use that for things like podcasting or laying over another video and one way I use zoom that really gives a lot of value is with my free WordPress basic training I host a free training for website design science after their site has been built and not everyone takes advantage of it and that's okay they have staff to make updates or they hire me to do it however someone more control and to be self sufficient right? and they're often WordPress beginners so I let them know at front this session is going to be recorded making reference later so if I go over something and you have a question let's save it to the end or just know that you can back it up and they like that so then they can save those more complex questions for another time and not use up their hour of training I'm Jacqueline Holstead at Long Point thinking here's Yael I said okay I use zoom and I have tried Skype what do you use? and she used the screen castify it's the same kind of thing you can record a video of your desktop screen or review it and share it and she says she's only using the free version for now but there is a subscription fee that at some point may be worthwhile for more in-depth visual presentations now Loom offers the same thing however it has the added benefit of having the speakers face you know a video of the speaker in the presentation while it's video of your desktop and that's really nice personal touch but these are tasks and project management apps you can put the steps of your process from your spreadsheet into these apps and then you can begin to use them to keep you, your projects and your clients on task now Trello can be used in a number of ways the most common way I've seen it used is for project management and task management for those of you who prefer like a daily, weekly or monthly view without bogging down or messing up your main calendar a power up they're powered, then we'll add on called Power Up in Trello and if you want to know about how you can use Trello in your business Trello for Business.com has tutorials and courses you can take now Asana works well for teams and managing the team projects some designers I know they do use it with their clients to outline the project create do dates and assign tasks to them or with them but I find it works better for teams OmniFocus is really great for managing repetitive tasks that have multiple steps but this one is particularly great for location based tasks my husband for example has a location based task for the home improvement store so when he goes there he gets an alert for things that he needs to do but while he's there items can be tagged and flagged for an easy organization to search now don't discount creating your own spreadsheet to get started sooner rather than later to keep your overall costs low that is totally fine now Zoho has everything for business I could list it in every category it is good and used for project management so keep these tools in mind for home and work by the way so when your templates are trying to show you're ready to streamline them even more by automating them in a CRM Dubb Sado is my current CRM of choice I have my template emails, contracts, proposals questionnaires, etc everything loaded into it and some I've assigned automated tasks after the client clicks the button for example my proposals at the bottom have accept this proposal when they click on that button automatically Dubb Sado generates a contract to go with it and the invoice now if you're using Trello to manage other activities you may also want to consider adding the harvest power up you can use it for time tracking there are several ways to automate tasks by the way in Trello now Timeler they have a thing called ZEEI they have this device for time tracking I just got my last week it's pretty cool so what I've not liked about other time tracking apps is that I'm busy working right and then I quickly switch to another task or I've got to focus on email because I've got an important email about another project from another client instead of clicking into looking my hands off my keyboard and mouse and clicking around or trying to scratch something down on a piece of paper I'm working, I'm working, I'm working this little eight-sided device that I have assigned tasks to on each side I just work my turn okay email there I'm in my email I'm gonna do this because I have two crazy emails on the right and then when I'm done with the email turn it over oh I've got a phone call okay I'm done with that phone call get back to work put it on logo to sign so that's a really fun tool it is it does cost and there's a subscription fee but it's worth it to check out my favorite my favorite time saver is a short a short feature at your fingertips it's short code which is known as a text replacement in your iPhone and because I've set some short codes for common responses or information in my iPhone it automatically replaces the letters that I typed fdc with my full website address so I don't have to type that anymore I've got other short codes for things like my cell phone number and then one for my office number and my email address and here's how it works I just typed in this one I typed in fdc and then it filled in my my aeora pretty easy and android has an equivalent to a search now you have gone through this whole process with everybody what do you think your last email to a client to officially close the project include go ahead close but it's fresh and they're excited right you want to give them plenty of prompts and make it easy give them a link to it you don't want your client to have to take time to think back to remember from long ago if they have to think back it's probably not going to be done and if it does get done it's probably not going to be as positive as you like it to be so getting the 5 star review is great getting the testimonial on that review is even better but here they have the option to do one of that before do both now as you know google loves google so if you want google to love you you need to show google some love by asking you to go to google to give you a google review right the same is true for every other platform from search to social media so know where your clients are and that's what you want the most reviews so leave me a 5 star review and then give yourself a 5 star review for a technical controller for business now I've put some sites and apps on this page on my website patdogcreatives be sure you can click that um slash w c s e a that's all you ready to get streamlined to your business alright do we have any questions I want to ask about time oh okay there you go