January 8, 2025 • 38 mins
This episode came from our last coaching call with our students. It emphasizes the importance of creating systems instead of setting conventional goals as we enter 2025. We discuss transitioning from goal-oriented thinking to building efficient processes that promote consistency and sustainable success.
• Focus on systems over goals for true success
• Break down tasks into manageable categories for efficiency
• Create repeatable processes to achieve desired outcomes
• Establish measurable systems that lead to consistent habits
• Regularly audit and improve system effectiveness
• Engage listeners in identifying and enhancing personal business systems
• Encourage commitment to continuous system improvement for greater performance
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Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
Speaker 1 (00:00):
I wanted to wish you guys an amazing 2025.
I hope everyone's 2024 wasamazing, but I hope this year is
much more prosperous for youguys.
Let me know in the chat howmany of us said our new year
goals already.
How many of you guys droppedyour?
Have your new year goals likeready to go?
Your resolutions, your goals?
(00:20):
You're excited about 2025.
I'm going to give you guysanother mindset.
I'm going to give you guyssomething different to think
about this year.
It says I plan to.
I don't want to set goalsanymore.
I do not want us setting goalsin 2025.
I don't want us to setresolutions.
I don't want us to set goals.
(00:41):
We have been lied to our wholelife.
The new year comes and we sitdown and we decide all right,
what's going to be the goals forthis year, what's going to be
the resolutions for this year?
The only thing that changed wasthe clock.
So whatever we were doing in2024, we should continue to plan
(01:02):
to do that in 2025.
It shouldn't be something thatis brand new to us.
It shouldn't be something thatwe decided that we're not going
to do anymore.
Because if it took us a wholenew year to decide if we're
going to do it then.
That means that it probablywasn't that important and it
also probably means that itwon't be that important in 2025
(01:22):
either.
So we said we need a whole newyear in order to set to lose
weight or to make more money.
Why wasn't it as important todo it in 2024?
I don't want us to set goals in2025.
I want us to set systems.
Right, I want to set systems,and the reason I'm saying that
(01:46):
is because I prepared apresentation for this call,
because I wanted to be veryintentional about the
conversation, right.
So we all have set goals.
I want to lose weight, I wantto do this, I want to do that.
And reality goals are about theresults you want to achieve.
So, for example, I want to lose10 pounds, I want to lose 15
(02:07):
pounds.
That's a goal.
A goal is a one-time action forthe most part.
So in 2024, I wanted to run ahalf marathon.
That was a goal and I did itand that was it.
I didn't run again after thehalf marathon.
I felt accomplished after thathalf marathon, but I never did
it again.
Systems are about the processes,or processes that lead to that
(02:31):
result.
So I see Jay with the baby.
What's going on?
So, instead of me saying I wantto run a half marathon, I
should have said that I want toput the systems in place that I
could run a half marathon at thejob of a dime, whether it's in
next month, next two weeks, orthe system would have been I
want to stay in half marathonshape year round.
(02:51):
But my problem was and likemost of our problems was that we
set these goals and they'reusually one-time results that we
want to achieve.
But in 2025, I want us to thinkabout the systems that we're
going to be achieving right,because the systems are about
the process of procedures thatlead to those results over and
over again.
So we're not going to besetting goals.
(03:13):
If you have a goal, that's fine.
We're going to talk about howto set the systems around those
goals.
Systems are greater than goals.
Let me know if you guys arefollowing.
So, in order to set thosesystems, I want us to be able to
break down our time and ourbusiness.
And how are we spending it?
We're going to break it down inthree categories Breaking down
(03:33):
our time and our business.
How are we spending it?
Things you're good at, thingsyou enjoy doing and things that
add the highest value, which isusually monetary.
We're going to hire to buy backour time, which will then lead
us and allow us to grow ourbusinesses.
So I don't want us to thinkabout a goal.
I want to get five team members, right, I want to get five
contractors, but the goal in ourbusiness is to buy back our
(03:57):
time, which would then allow usto grow our businesses.
So, systems over goals, systemsover goals in 2025.
So we already went over howmany people here set their New
Year's goals and resolutions.
But I want to ask you guysanother question how many of
your goals look like this, likea number, a monetary goal or a
(04:19):
numeric goal to make a five, tomake 10K, to make 100K, to lose
10 pounds?
How many of us have set numericgoals or monetary goals?
How many of our goals might?
We might have 10 goals and oneof them looks like this and it
has a number attached to it.
Let me know, because, lord andlikely, when we set our goals,
this is what we're trained to do.
(04:40):
So we'll say the goal is to makean extra 5K or to make 100K, or
to lose 10 pounds, or to go on10 trips.
Right.
We usually set numeric goals.
So here's what our goals looklike.
Right?
So we go from zero to 10K, orwe go from zero to five trips in
a year.
But in reality, in order to hitthose goals, we need them to
(05:05):
look like this.
They need to have systems.
So instead of saying we want togo from zero to 10K or whatever
that numeric goal is or monetarygoal, there are steps that lead
up into us getting to thosegoals, and those steps are the
actual system that's repeatableover and over again.
(05:27):
For example, to go from zero to10K, we need leads, we need
phone calls, we need people tobe able to pick up those phone
calls and close those leads.
We need a follow-up system.
We need to make sure they arerecurring on our schedule.
When they're recurring, we needto make sure we're able to
upsell them, and then after that, we need to be retargeting
(05:50):
those clients.
So we know that most of ourgoals look like this zero to 10K
but when we have those systems,it not only becomes a one-time
process.
Now we have a repeatableoutcome over and over again
Needs, calls, closes, follow-up,recurring, upsell, retargeting
and these can be mixed around.
The order could change, butthis is what our systems need to
(06:13):
look like, and we'll dive intothe actual systems of that as
well in a little bit.
Systems create consistent habitsand workflows making our goals
easier to achieve Again,consistent habits, workflows
making our goals easier toachieve Again, consistent habits
, workflows making our goalseasier to achieve.
So, going back to that goal ofme being able to run a half
marathon, if I said I want to beable to run half marathons
(06:37):
every two weeks, every month,every quarter, whatever it was,
I would have been able to put asystem around that, versus
saying I want to achieve thisgoal one time.
So now we create consistenthabits and workflows in order to
achieve that goal.
Let's identify key businessgoals.
So drop one or two businessgoals or even personal goals
that you want to achieve thisyear.
(06:58):
Stop procrastinating.
Lose some weight.
Oh, pay off SL student loans,corey said another five or six
figure commercial contract.
Oh, payoff SL Student loans.
Corey said another five or sixfigure commercial contract.
Oh, let's go Another location.
Make a lot of sales Right Now.
The question is what systems doyou currently have in place to
support those goals?
(07:19):
Because looking at the goalsthat we have right here, it
looks like this Right, so youcould take your goals that we
have right here.
It looks like this right, soyou could take your goals that
you have on inside the chat andjust put them right on this
target sheet, because what we'redoing now is just throwing
darts at these targets.
That's what a goal looks like.
(07:39):
That's what a goal looks like.
So what systems do youcurrently have in place to
support your goal?
So I want you guys to thinkabout that as well.
So, increased revenue, moreleads, closing deals, hiring,
more money, more time, obviously, streamlined processes right, a
lot of your goals came around.
These things we talked abouthere.
A lot of these things talkedabout what you guys had named as
(07:59):
your goal.
But essentially, we're taking adart and we're just throwing it
, hoping it hits, especiallywhen we don't have the right
systems in place to support ourgoals.
So every goal requires a systemthat supports measurable,
repeatable action.
Now let's talk about what makesa good system, because that's
(08:21):
the question we get all the timewhat's the system that you guys
use, right?
What's the system?
But I want you guys to thinkabout it like this here's the
three things that we need tothink about when we're talking
about systems consistency.
So, like sasha said, having anautomated website that generally
leads to marketing, have otherdude work.
For me, right consistencysystems should focus on
repeatable processes.
Simplicity Overly complexsystems fail over time.
(08:47):
Simplicity Overly complexsystems fail over time.
Now, what exactly does thatmean?
We know what consistency means.
Simplicity means that if wedon't understand how it works,
it can't grow with our business,and flexibility means the
system should be able to evolvewith your business as you grow,
as you learn more, as youunderstand more.
(09:08):
Here's what your systems maylook like.
So, for example, this was ourvery first hiring process.
Guys, I'm going to highlightthat.
I'm going to bold thatStarbucks every Saturday for
interviews.
Consistency, simple andflexible.
We knew that every Saturday, wewould go to Starbucks to
(09:32):
conduct our interviews.
That's what we did 2017.
That's what we did.
And as we learned more and aswe grew more, we said you know
what?
These same questions we'reasking them in person.
We could do it with a phone.
That was stage two.
We're having to learn more.
We did more, we grew more.
And then, obviously, as youguys understand, stage three we
(09:56):
turned it to 100% virtual onlineprocesses.
Again, consistency, simplicityand flexibility that's what
makes a good system.
So our system that we use todayor our processes that we use
today may not be where you are.
I want to make that very clear.
You have to do what works foryou.
(10:16):
We're giving you the outline,we're giving you the tools,
we're giving you the walkthrough, but some of that may be
overwhelming for you and you gotto be okay with knowing that.
So another example lead genright, stage one for us and for
a lot of you, you might get alead to a call.
Stage two you might get a leadto a call and then maybe you'll
(10:38):
text them back.
And then stage three, lead tocall and text to a 365-day
automation sequence that keepsleads going through your
marketing campaigns over andover again.
But again, this goes back toyou understanding where you are
in a business.
So drop a one.
If you're at the Starbucksphase right, drop a two.
(11:02):
If you're at the on the phonephase, drop a three.
If you're 100% virtual thephone phase, drop a three.
If you're 100 virtual online,let me know in the chat, because
you may be doing one of thesethree or you may be doing a
combination of each, but youhave to know where you are.
Like I said, we were in stageone, going to starbucks every
saturday and it may not be youphysically going to starbucks,
(11:24):
but you have to understand whereyou are in your business.
So, again, when you're talkingabout your systems simple,
flexible, consistent Things thatyou could do over and over
again.
So let's talk about lead gen fora minute.
Let's talk about lead gen for aminute.
So this is an example of stagethree.
(11:47):
Right, again, stage one was alead to a call.
Stage two was maybe a lead to acall, maybe a text, and then
stage three.
So you got Google, yelp,facebook, thumbtack, organic,
etc.
You might be doing Facebook,you might be doing Instagram.
That falls under Facebook,right?
So Google?
You got GLS or GLA, googleLocal Services, google Local Ads
(12:11):
, but each one of these lead tothe same exact thing.
These are all leads going to thesame place and even if you
aren't at stage three, you couldbe documenting your leads in
one place.
If you don't even have a CRM,let's say you just document your
leads and I'll go through thislater but you might want to
document them in an Excel sheet.
I talked to a lot of businessowners who've been doing this 10
(12:32):
, 15 years and I asked them hey,can you pull up all your leads
from last year, all your clientsfrom last year?
Yeah, I don't have that systemanymore, which is understandable
.
People change systems all thetime.
But if you started with thebasics, you can now evolve as
you go, going back to this againstage one, two and three.
Stage one, two and three right,so all the leads go to the same
(12:56):
place.
For some of you guys it may beBook and Koala.
For some of you guys it may beThumbtack.
Some of you guys it may be Mars27.
Some of you guys it may beThumbtack.
Some of you guys it may be Mars27.
Some of you guys may be ZedMaids.
Some of you guys may be Jobber.
I don't care, but we do know theleads need to go to a central
source of information where weneed to access them.
Right, so all the leads go tothe same place.
(13:17):
After we get the lead, there'sa call.
This is what our team doesevery single time we don't get
them, there's a text message.
If we don't get them, there'san email.
After that, there's anautomation which we have
TinyTran do right.
So now you can do all thesethings.
(13:38):
You can get your leads in.
You can call them from yourphone, you can text them from
your phone, you can email themfrom MailChimp.
Right, that's stage two.
Stage three they go from email.
Then they might go to a nurturesequence.
Now in your mind you say youdon't know what a nurture
sequence is.
You're not on stage three justyet, and that's totally fine.
(14:00):
Again, it's those that you knowand understanding where you are
.
So a three-day cheat sequenceand then they go to seven days
and then they get hit up again14 days later and they're 21.
And then they get hit up everysingle month for the remainder
of the year until they get backon their schedule.
So again, choosing what systemgoes back to what stage you are
(14:22):
in your business or what stageyou can manage.
So I see some of you guys putsome twos and two and a half,
some threes, mixture of both,and some of that may come down
to how much time you have todedicate to your business or how
much money, because I say inbusiness you always going to be
spending one or the other.
Going back to this again, stageone was Starbucks.
(14:45):
We're spending our time becausewe didn't know any better.
Right, you're going to bespending time.
You're going to be spendingmoney.
You may not have the time to dothese things, or you have the
time but you don't have themoney.
So that's what kind of figuringout what makes a good system
that you're going to use foryour business.
So I'm going to break down a fewsystems quickly on this one.
(15:08):
So let's look at the differentareas of your business and let's
find where systems can make animpact.
So, lead generation andmarketing.
Let me know if you guys arefollowing so far, let me know in
the chat.
So breaking down businesssystems.
So lead generation andmarketing.
Let me know if you guys arefollowing so far, let me know in
the chat.
So, breaking down businesssystems.
So lead generation andmarketing.
People think about leadgeneration and marketing as this
(15:31):
is my way to get clients.
Now, part of that is true, butthe question is how do you
consistently bring in eitherI'll say potential customers for
this one, because leadgeneration and marketing is
about generating eyeballs.
That's how I go to generateeyeballs.
(15:53):
Does that make sense, guys?
Because if nobody sees you,nobody knows you, nobody even
understands your business.
No matter how good you are, youcould be the best person in the
world at your business.
If nobody how good you are, youcould be the best person in the
world at your business.
If nobody knows who you are, itdoesn't matter.
I'll repeat that If you couldbe the best person in the world
at whatever it is that you doand in this instance we're
(16:13):
talking about the cleaningbusiness you might be out
cleaning all of your stuff.
You're like I am the bestperson in the world that could
do this.
And we hear it all the timefrom cleaners who've been
operating their businesses.
No one could do it like me.
I know you said this before I'mthe best.
No one could do it like me.
I don't trust anybody going tohandle my clients, but if no one
knows who you are and how goodyou are, you're not going to
(16:36):
generate any customers.
So, having the right systems inplace for your lead generation
and marketing your sales processso what are you doing for your
sales process?
What systems do you use toclose leads efficiently?
Do you have a sales script?
Inside the community, we giveyou guys our sales script.
We've closed hundreds ofthousands of dollars with that
(16:56):
basic script and you guys shouldgo in there, use it.
Tweak it to your business whatmakes sense, use it.
Don't try to guesstimate whenpeople call you, because what
happens is when you hire someone, which is the next part, what's
the system that they're goingto follow?
What is your VA goal to follow?
So hiring, what system do youuse to bring on cleaning teams
(17:18):
quickly?
Are you taking a week to bringpeople on?
Are you taking two weeks tobring people on?
Is it taking you a month?
Client fulfillment how do youensure a consistent,
high-quality customer service?
What does Chick-fil-A say atthe end of every interaction?
My pleasure, my pleasure.
(17:38):
Now, why is that?
How can every singleChick-fil-A have the same exact
interaction at the very end, thesame exact statement at the
very end of the interaction?
It's their process, theirsystem, that's a system.
At the end of every interaction, you say this Repeatable
(18:03):
actions over and over again.
So for us, especially if we'rerunning our business online or
remote, we may not be able to goto every client, or any clients
, depending on how you run yourbusiness.
What, what's that?
After process, what happenswhen your team leaves their home
?
That's the part that you cancontrol.
So, number one, making suresomebody gets there You're
(18:29):
hiring, the vetting process.
But number two, or three, afterthey leave.
What's that process?
That's the part you can controlas the business owner.
So people ask us all the timeis oh, how do you ensure that
person's going to be a qualityteam member?
How do you ensure that yourhiring process helps with that?
You can't 100% ensure anythingin business, because if you did,
if you could, you'd be abillionaire or a trillionaire at
(18:49):
this point.
But having the right system canhelp you get closer to ensuring
that satisfaction.
So, for example, at the end ofevery cleaning, you as the owner
, you as the manager, all yourteam members, your VAs or your
in-person people they're callingthe clients and having that
(19:10):
same script over and over againcan help you ensure that client
satisfaction, that clientfulfillment.
So that could be your versionof my pleasure.
You can call that client andsay my pleasure, you could do
that.
Actually, this is your business, right, so you can do that in
your business.
And time management what systemshelp you manage your day-to-day
(19:31):
tasks effectively?
So I put this here because Icouldn't draw this.
Most of these are drawings byme, right?
But what you're looking at isthis is a conveyor belt from
like Amazon or something likethat, and.
But what you're looking at isthis is a conveyor belt from
Amazon or something like thatand each person is doing a task
and overall, this is thebusiness.
But each person is doing a task.
In the business, each person isan individual, but as a group,
(19:53):
this is the system.
So in your business you're Nowthis is my version of a conveyor
belt.
So in your business you mighthave lead gen After lead gen,
you might have lead gen Afterlead gen, you might go to the
sales process.
After the sales process it mightbe client fulfillment, after
client fulfillment it might befollow-up, and then you might go
back to lead generation again.
(20:13):
But all of these thingscombined are the systems in your
business.
So let's look at one processhiring.
Hiring was a challenge for somepeople last year.
All the time hiring is achallenge.
But let's look at the systemswe have for our hiring process,
and this is just an example.
So job ad has the description ofyour job, the qualifications,
(20:37):
who you're looking for, what youwant them to have, what you
want them to possess.
If you've ever had atraditional nine to 5, you know
exactly what a job ad is,because you applied to a job
right.
That's the application.
So you saw the job ad, youlooked at it and said this is
something I might want to do orsomething I don't want to do.
But you made the decision, whatyou thought the job ad.
(20:58):
From there, you apply to therole, right, you say, okay, job,
I look good, I meet thequalifications, let me apply.
From there, you might have yourfull screen, especially in your
cleaning business.
You might have a full screenwhere you're talking to the
candidate, you're decidingthey're a good fit for you,
you're a good fit for them, andthen at that point you make that
decision Am I going to workwith them or am I not?
(21:21):
Or do I want to go through thisprocess again for another fall
screen?
Whatever you decide, well, fromthere you might do your
onboarding documents.
So you might send them thehiring form, you might send them
the, or they might send youtheir insurance.
You might upload them to Launch27.
You might give them awalkthrough with that, or you
might send them to their firstjob or test job.
(21:43):
First job might be your houseor a friend's house, or a test
job might be a client, dependingon how you run your business.
But again, this is a system forour hiring.
So I want you guys to askyourself in your business, how
long should this process take todecide if the client, if the
person, is a good fit for you orif you should move on?
And, more importantly, how doyou make it more efficient?
(22:05):
I was doing a coaching callwith someone and I think they
had seven candidates and I waslike, okay, that's amazing, what
are we doing with thosecandidates?
It's been a couple of days nowthat when you started to call
them back, they're like, oh, I'mgoing to give it a couple of
days.
We shouldn't be giving things acouple days unless that's our
(22:25):
system.
So we're saying the hiringprocess should be a week, from a
person applies or see the jobad, to the day they get their
first job.
Then make it a week or make ittwo weeks.
But again, create that systemsthat when you got seven
applicants, they aren't justsitting and we have to dive into
that conversation more.
So again, that's breaking downyour business system, right?
(22:49):
What does that process looklike?
And decide how long should ittake.
So I want to give you guys oneor two minutes and I want you to
think about what's one part ofyour business you feel needs a
better system right now and dropit in the chat and think about
it when you try to figure outwhat that task is.
Think about what tasks make youfeel overwhelmed or
inconsistent in your business.
(23:10):
So let's say you might hiresometimes or you might not,
right what are parts of yourbusiness that lack automation
and can't use delegation?
I know Brad said he's going tohire a VA, for example.
Right, are there repetitivetasks that you could streamline
or outsource?
So think about that.
Order your business, thinkabout it right now and what part
(23:34):
of your business you feel needsa better system, needs a better
system right now.
But we need to identify thesesystem gaps.
So I'm going to give you guysanother example of identifying
system gaps.
So a lot of people talk aboutgenerating leads because they
want more clients, whichobviously leads to more money if
(23:56):
you close the clients.
But one of the things we didwas on some of our coaching,
some of our coaching calls waswe actually doped and I'm going
to actually show you a a slideof this as well.
We may think that's the systemgap that we have in our business
, but then the question becomesif you got 10 leads today, how
(24:17):
many of those leads are youclosing?
But then have we ever went backand looked at the data of our
closing percentage?
Because you may have the leadsyou need but you might not be
closing them.
So, hiring a follow-up at leastafter the email campaign and it
goes to the nurture sequenceinstead of, after the four or
five attempts, ask someone coldcall my leads.
Getting more reviews from happyclients man, we just hit over
(24:40):
500.
I didn't even know until ourteam had played it out.
Think about it.
We've been in business forseven years now.
We got over 500 reviews.
That doesn't come with justthinking about it as a back
thought.
That comes with having theright system in place and also
making sure it's repeatable andbeing able to do it over and
(25:01):
over again.
But that's a big one becausethat becomes a snowball for you
organically closing people,because that becomes part of
your sales process.
So we go back here.
We think about the lead gen andsales process.
Now we can use our reviews aspart of our sales process when
we get objections.
So again, make sure you guysare going back to that sales
script because that could bepart of the objections that you
(25:23):
guys see over and over.
Oh, your pricing.
Why is your pricing so high?
We have 500 reviews.
It's not to be arrogant, butthat's why prices are higher,
because then you can now commanda little bit more.
So again, just audit yourbusiness, think about those
systems gaps and think aboutwhat's part of your business
right now that could use abetter system.
(25:45):
So I'm just going to go overlike some internal things we use
for our team, because I don'twant to over sexy this, I don't
want to over complicate this,but this is like some of the
day-to-day tools we use outsideof the one that you guys already
know, that are inside thecourse and inside the resources.
But these are some things thatI just can't live without.
So, google Drive If I showedyou my Google Drive, it took
(26:11):
someone to actually clean myGoogle Drive up, right.
So we got our cleaning business, university, we got our actual
cleaning business.
We separate them, but all ofour documents, sops, are in our
Google job, because you guysknow Chanel.
She's in our business, right,she needs to find documents.
Obviously, janoka's in ourbusiness, right, she needs to be
(26:31):
able to find documents and editthem, but we know anybody that
comes to the business.
Here's where you can find allthe documents, slack.
All of our businesses are inSlack.
Every single business, everysingle partner, every single
contractor that we work with,they're in Slack.
If you guys don't know whatSlack is, it's just a
communication app, kind of likeWhatsApp, but for businesses,
(26:53):
right.
But we use Slack for ourcommunication.
All of our BAs are in Slack.
You don't want to use Slack.
You get to a certain point andyou have to pay for it.
But you can use WhatsApp.
So I am huge on itself.
I am a huge lover of itself.
So tracking data, tweakingthings based on data, basecamp
(27:17):
is a project management tool.
When we had our VA business, wehad all of our docs in here.
We had all of our communicationin here.
It was all in Basecamp.
The problem was with Basecampis that once you leave again the
data has to be transferred backover to you, which kind of
takes some time.
We still use Basecamp,absolutely.
I love Basecamp.
You can manage this in there.
You can manage this.
(27:37):
You can manage yourcommunications, your data,
everything at Basecamp.
Email you can use MailChimp.
Activecampaign Text message youcan use Grab.
You guys know these thingsright, but these are things that
we use in our business day inand day out.
I could get into Zapier.
You could use Zapier to prettymuch send and receive tasks back
(27:58):
and forth through variouschannels.
But that's getting.
We don't need Zapier today.
We don't even need.
You don't need Zapier today.
We use the thing.
It's hundreds of dollars.
It becomes very expensive.
So this goes back to knowingwhere you are.
Stage one, two or three we canuse Zaps for a few things, but
(28:20):
the way we use that it becomesvery expensive.
But you could send Zapier tasksfrom Excel, google Docs, slack,
basecamp.
Zapier is pretty much acomponent that will send and
receive tasks to all theseGoogle Earth applications,
launch 27, booking, koala, etcetera.
But again, stage one, two orthree know who you are, your
business.
Again, stage one, two or threeknow where you are in your
(28:45):
business.
So again, your lead magnet yougo to your CRM.
From your CRM go to your emailautomation, from your email
automation go to your salesdashboard and then you can have
all your systems connected viaZapier.
As an example of that right.
And then obviously you guyswill know what TidyTrack is.
It handles all of that for ourbusiness.
So all our stuff, our GoogleDrive, our communication, our
sales, our emails, our textmessages.
(29:05):
Our zaps are all in TinyTrap,if you guys don't know.
We talked about the tools andsystems, but let's talk about
the actual systems and utilizingit based on the information and
data we have.
Because it's not just abouthaving the right systems in
place, it's about actuallyutilizing the information we
have.
Because it's not just abouthaving the right systems in
place, it's about actuallyutilizing the information we
have in those systems.
For example, this is someone'sreal life hiring funnel and if
(29:30):
they're on the call, they knowwhat we're talking about.
We went over this actually inone of our coaching calls.
But there's a big red flag here, here's a flag on the plane.
But we wouldn't have known thiswithout having and seeing the
systems.
More importantly, the data.
Don't just have the systemswithout utilizing the data.
So I'm going to bring this downfor you guys.
(29:52):
Let me zoom in a little bit.
My handwriting is atrocious.
So they came to us and theproblem was hiring.
So we talked about let me slowscroll up a little bit System
gaps.
I can't hire anyone as a systemgap Leads is a system gap,
right?
This was a system gap we'regoing to go over.
(30:13):
So we went over the hiringprocess.
They had the job ad.
They had the website, the jobad, to the job form, to the
interview, to the in-person, tothe first job.
I'll repeat that you went fromjob ad to the website, to the
job form, to the interview, tothe in-person, to the first job,
(30:33):
or whatever it was.
I said, okay, cool, we wentthrough the numbers.
So, for example, we wentthrough the hiring funnel.
That's exactly what this is afunnel.
So let's give you an example of10 leads go through this funnel
.
So, out of these 10 leads thatwe are going to potentially hire
, let's go through from thebeginning stage to the end stage
.
So a hundred percent of thepeople are going to the website
(30:58):
because that's what you'resending them to.
So 10 out of 10 people aregoing to the website.
Out of those 10 people, onlyeight of them not only eight
eight of them are completing thejob form.
That's, 85% of them arecompleting the job form, which
is amazing are actually going tothe job form page, excuse me.
So 10 leads, 85% of them aregoing to the next page, which is
(31:22):
the job form.
Here is where the red flag wasand that bottleneck was Only 10%
of people completed the actualjob form.
So out of 10, we went to eightand now we're down to one.
Why is that so, out of 10people, only one person
completed it.
And then we went through andI'll give you guys some examples
(31:43):
.
So what's the reason whysomeone wouldn't complete your
job application?
I don't have insurance Okay,that's a good one.
What else?
Errors on a job formapplication that's another good
one.
They didn't require insuranceon a job ad, on the application,
so I'll just remove that one,and I only know that because we
(32:04):
went through it.
Errors we're getting closer.
What else you guys got?
That's a good one.
Nixon, too many steps.
Renee nailed it.
No, renee nailed it, guys.
Two we went through the jobapplication together on the live
call and it was eight pages ofinformation and we're not
(32:24):
talking about a quick one or twoquestions.
It was eight pages of yourbackground, your high school
diploma, what was the name ofyour middle school teacher, your
social security number, yourmom's maiden name.
Give me the social securitynumber and blood type of your
last employer.
We went and we would do this,and I stopped right there.
(32:45):
I said this is way too long.
So we went from 10 people downto one completed application.
So that makes sense that noone's going through the
interview, no one's going inperson, no one's getting that
first job Because the actual jobform was way too long.
Unshorten job requirementsthat's another good one, but
(33:07):
again too many steps.
So we're talking about data.
Don't just say, oh, I'm at thesystems in place.
Actually go through and audityour data periodically, because
you will find what that systemgap is if you go through it.
And it took me five seconds tofind it.
Five minutes after we wentthrough it and I said let's cut
down this actual job form downto a few questions.
(33:29):
Do we need their socialsecurity number on a job
application?
Probably not, because we don't.
Do we need to know if theycompleted high school?
No, we don't.
Do we need to know if they wentto college?
Probably not.
No, we don't.
What things do we need to getthem through this first process?
So that's identifying the gapsin your business.
(33:53):
So another example of this waslead generation.
So we went through someone'slead generation system.
Now they were doing thingsright, right, but I asked them
what their close rate was ontheir calls.
They said I didn't know.
I said, okay, how do we go andfind that out?
So let's go back to the lastcouple.
What do you think it is?
Oh, I closed everybody thatcall or emailed or text.
(34:15):
I said, okay, what's the number?
85, 90%.
I said, okay, cool.
85%, 90%.
I said, okay, cool.
So let's go back the last twomonths.
Let's go through all the phonecalls you got and let's go
through every single person youclose, and that will give us our
job, that will give us ourclose rate.
And then we actually found thatthe close rate was 33%, which
is not bad at all.
(34:35):
But that was the actual gap.
I said how can we raise thatclose rate?
Because now we know what theceiling is or the requirements
are for our VA.
So we went through that process.
We said, oh, you're telling theVA they got to close 90% of
leads, but you're only closing30.
That's the gap in a businesssystem that we didn't understand
.
So actually go through thatdata, guys.
(34:56):
So we saw what the issue wasand why that issue was, why that
issue was happening.
What's one system that youcannot live without?
And more than likely, you checkyour phone.
Give me something within thatphone, emma.
Give me something within thatphone.
What's an application or aprocess or a procedure,
something you do in yourpersonal life, business life,
(35:19):
whatever it is, fitness lifethat you cannot live without.
Chat GBT at this point, nixonnailed it, that's a good one.
What else you guys got?
Google Drive, that's a good one.
So one that I want you guys, ifyou haven't been using it
already notes on iPhone, that'sa really good one.
Chat GBT, that's a good one.
(35:39):
Iphone, that's a really goodone.
Catgpt, that's a good one.
One that I have been using a lot, probably in the last three
months, is Loom and, as we'retalking about systems, this is
one that I've been using a lotlately, and Loom allows you to
(36:00):
pretty much document everythingthat you're doing on your screen
, just like this that I'mshowing you guys, that we could
send to our team, that we couldsend to our spouses, that we
could send to a family, that wecould send their friends, that
they can see everything so thatwe don't have to re-explain it
over and over again, and itmakes transcriptions.
So, as you guys are thinkingabout creating documentation and
systems for your business in2025, this would be one that
(36:21):
I've been using heavily.
I've been using it morerecently, a lot more, but this
is something I would definitelyrecommend you add, but those are
all the made automatic charges.
So the reason I'm asking youguys this is because, number one
, I just want you to share witheach other.
But then, number two, thereason that you can't live
without these things is becauseit makes your life easier, and
(36:43):
these are all systems.
These are all systems.
Google Drive is a document thatallows us to store documents.
Notes on.
Ifull allows you to store yournotes for your systems.
Chatgpt helps you createsystems automatically using AI.
Your CRM is a system in itselfand Google Docs is the same
thing.
(37:04):
Right, I want us to actually dosome implementation and some
accountability.
So earlier I said, I want youto document one thing that you
aren't, that one system in yourbusiness that you can improve,
and I want everyone to do thisactivity.
I want you to commit tochanging or creating or
improving one system this weekand then monitor it for the
(37:25):
month.
Monitor it for the month.
This is not just about oh, Iwant to hire more people, I want
more leads.
Commit to changing that systemand monitor it for the month.
Now, what is monitoring it?
Look like that might be daily,that might be weekly, that might
be every two weeks, but I wantyou to monitor it for the month.
(37:48):
That's one of the homeworkassignments that I want you guys
to have for 2025.
On what's that one system thatyou are looking to improve and
you are monitoring it every day,every week, every couple of
days, so that you can see ifit's getting better or if it's
getting worse.
Can we commit to that so wedon't have to wait until the
month 12 to say I want to make a100K?
(38:09):
If we create the systems nowand monitor it and make it
better week by week, it willautomatically be approved on its
own by us just monitoring it.
Higher rate systems for us.
Can we commit to that?
If you can't commit to that in2025, that's an issue, because
(38:29):
systems are what allows you torun your business.
Over and over again.
If you don't have the rightsystems, you won't have a
business.
But I wanted you guys to haveactionable game plan going into
2025 and not just goals.
Remember, we said goals aredead.
We are creating systems in 2025.
And I'm doing the same formyself.
I am not having, I don't haveany goals.
(38:50):
We are doing systems.
So if the goal is to make moremoney, what's the system around
that goal?
I wanted to wish you guys an amazing 2025.
I hope everyone's 2024 wasamazing, but I hope this year is
much more prosperous for youguys.
Let me know in the chat howmany of us said our new year
goals already.
How many of you guys droppedyour?
Have your new year goals likeready to go?
Your resolutions, your goals?
(00:20):
You're excited about 2025.
I'm going to give you guysanother mindset.
I'm going to give you guyssomething different to think
about this year.
It says I plan to.
I don't want to set goalsanymore.
I do not want us setting goalsin 2025.
I don't want us to setresolutions.
I don't want us to set goals.
(00:41):
We have been lied to our wholelife.
The new year comes and we sitdown and we decide all right,
what's going to be the goals forthis year, what's going to be
the resolutions for this year?
The only thing that changed wasthe clock.
So whatever we were doing in2024, we should continue to plan
(01:02):
to do that in 2025.
It shouldn't be something thatis brand new to us.
It shouldn't be something thatwe decided that we're not going
to do anymore.
Because if it took us a wholenew year to decide if we're
going to do it then.
That means that it probablywasn't that important and it
also probably means that itwon't be that important in 2025
(01:22):
either.
So we said we need a whole newyear in order to set to lose
weight or to make more money.
Why wasn't it as important todo it in 2024?
I don't want us to set goals in2025.
I want us to set systems.
Right, I want to set systems,and the reason I'm saying that
(01:46):
is because I prepared apresentation for this call,
because I wanted to be veryintentional about the
conversation, right.
So we all have set goals.
I want to lose weight, I wantto do this, I want to do that.
And reality goals are about theresults you want to achieve.
So, for example, I want to lose10 pounds, I want to lose 15
(02:07):
pounds.
That's a goal.
A goal is a one-time action forthe most part.
So in 2024, I wanted to run ahalf marathon.
That was a goal and I did itand that was it.
I didn't run again after thehalf marathon.
I felt accomplished after thathalf marathon, but I never did
it again.
Systems are about the processes,or processes that lead to that
(02:31):
result.
So I see Jay with the baby.
What's going on?
So, instead of me saying I wantto run a half marathon, I
should have said that I want toput the systems in place that I
could run a half marathon at thejob of a dime, whether it's in
next month, next two weeks, orthe system would have been I
want to stay in half marathonshape year round.
(02:51):
But my problem was and likemost of our problems was that we
set these goals and they'reusually one-time results that we
want to achieve.
But in 2025, I want us to thinkabout the systems that we're
going to be achieving right,because the systems are about
the process of procedures thatlead to those results over and
over again.
So we're not going to besetting goals.
(03:13):
If you have a goal, that's fine.
We're going to talk about howto set the systems around those
goals.
Systems are greater than goals.
Let me know if you guys arefollowing.
So, in order to set thosesystems, I want us to be able to
break down our time and ourbusiness.
And how are we spending it?
We're going to break it down inthree categories Breaking down
(03:33):
our time and our business.
How are we spending it?
Things you're good at, thingsyou enjoy doing and things that
add the highest value, which isusually monetary.
We're going to hire to buy backour time, which will then lead
us and allow us to grow ourbusinesses.
So I don't want us to thinkabout a goal.
I want to get five team members, right, I want to get five
contractors, but the goal in ourbusiness is to buy back our
(03:57):
time, which would then allow usto grow our businesses.
So, systems over goals, systemsover goals in 2025.
So we already went over howmany people here set their New
Year's goals and resolutions.
But I want to ask you guysanother question how many of
your goals look like this, likea number, a monetary goal or a
(04:19):
numeric goal to make a five, tomake 10K, to make 100K, to lose
10 pounds?
How many of us have set numericgoals or monetary goals?
How many of our goals might?
We might have 10 goals and oneof them looks like this and it
has a number attached to it.
Let me know, because, lord andlikely, when we set our goals,
this is what we're trained to do.
(04:40):
So we'll say the goal is to makean extra 5K or to make 100K, or
to lose 10 pounds, or to go on10 trips.
Right.
We usually set numeric goals.
So here's what our goals looklike.
Right?
So we go from zero to 10K, orwe go from zero to five trips in
a year.
But in reality, in order to hitthose goals, we need them to
(05:05):
look like this.
They need to have systems.
So instead of saying we want togo from zero to 10K or whatever
that numeric goal is or monetarygoal, there are steps that lead
up into us getting to thosegoals, and those steps are the
actual system that's repeatableover and over again.
(05:27):
For example, to go from zero to10K, we need leads, we need
phone calls, we need people tobe able to pick up those phone
calls and close those leads.
We need a follow-up system.
We need to make sure they arerecurring on our schedule.
When they're recurring, we needto make sure we're able to
upsell them, and then after that, we need to be retargeting
(05:50):
those clients.
So we know that most of ourgoals look like this zero to 10K
but when we have those systems,it not only becomes a one-time
process.
Now we have a repeatableoutcome over and over again
Needs, calls, closes, follow-up,recurring, upsell, retargeting
and these can be mixed around.
The order could change, butthis is what our systems need to
(06:13):
look like, and we'll dive intothe actual systems of that as
well in a little bit.
Systems create consistent habitsand workflows making our goals
easier to achieve Again,consistent habits, workflows
making our goals easier toachieve Again, consistent habits
, workflows making our goalseasier to achieve.
So, going back to that goal ofme being able to run a half
marathon, if I said I want to beable to run half marathons
(06:37):
every two weeks, every month,every quarter, whatever it was,
I would have been able to put asystem around that, versus
saying I want to achieve thisgoal one time.
So now we create consistenthabits and workflows in order to
achieve that goal.
Let's identify key businessgoals.
So drop one or two businessgoals or even personal goals
that you want to achieve thisyear.
(06:58):
Stop procrastinating.
Lose some weight.
Oh, pay off SL student loans,corey said another five or six
figure commercial contract.
Oh, payoff SL Student loans.
Corey said another five or sixfigure commercial contract.
Oh, let's go Another location.
Make a lot of sales Right Now.
The question is what systems doyou currently have in place to
support those goals?
(07:19):
Because looking at the goalsthat we have right here, it
looks like this Right, so youcould take your goals that we
have right here.
It looks like this right, soyou could take your goals that
you have on inside the chat andjust put them right on this
target sheet, because what we'redoing now is just throwing
darts at these targets.
That's what a goal looks like.
(07:39):
That's what a goal looks like.
So what systems do youcurrently have in place to
support your goal?
So I want you guys to thinkabout that as well.
So, increased revenue, moreleads, closing deals, hiring,
more money, more time, obviously, streamlined processes right, a
lot of your goals came around.
These things we talked abouthere.
A lot of these things talkedabout what you guys had named as
(07:59):
your goal.
But essentially, we're taking adart and we're just throwing it
, hoping it hits, especiallywhen we don't have the right
systems in place to support ourgoals.
So every goal requires a systemthat supports measurable,
repeatable action.
Now let's talk about what makesa good system, because that's
(08:21):
the question we get all the timewhat's the system that you guys
use, right?
What's the system?
But I want you guys to thinkabout it like this here's the
three things that we need tothink about when we're talking
about systems consistency.
So, like sasha said, having anautomated website that generally
leads to marketing, have otherdude work.
For me, right consistencysystems should focus on
repeatable processes.
Simplicity Overly complexsystems fail over time.
(08:47):
Simplicity Overly complexsystems fail over time.
Now, what exactly does thatmean?
We know what consistency means.
Simplicity means that if wedon't understand how it works,
it can't grow with our business,and flexibility means the
system should be able to evolvewith your business as you grow,
as you learn more, as youunderstand more.
(09:08):
Here's what your systems maylook like.
So, for example, this was ourvery first hiring process.
Guys, I'm going to highlightthat.
I'm going to bold thatStarbucks every Saturday for
interviews.
Consistency, simple andflexible.
We knew that every Saturday, wewould go to Starbucks to
(09:32):
conduct our interviews.
That's what we did 2017.
That's what we did.
And as we learned more and aswe grew more, we said you know
what?
These same questions we'reasking them in person.
We could do it with a phone.
That was stage two.
We're having to learn more.
We did more, we grew more.
And then, obviously, as youguys understand, stage three we
(09:56):
turned it to 100% virtual onlineprocesses.
Again, consistency, simplicityand flexibility that's what
makes a good system.
So our system that we use todayor our processes that we use
today may not be where you are.
I want to make that very clear.
You have to do what works foryou.
(10:16):
We're giving you the outline,we're giving you the tools,
we're giving you the walkthrough, but some of that may be
overwhelming for you and you gotto be okay with knowing that.
So another example lead genright, stage one for us and for
a lot of you, you might get alead to a call.
Stage two you might get a leadto a call and then maybe you'll
(10:38):
text them back.
And then stage three, lead tocall and text to a 365-day
automation sequence that keepsleads going through your
marketing campaigns over andover again.
But again, this goes back toyou understanding where you are
in a business.
So drop a one.
If you're at the Starbucksphase right, drop a two.
(11:02):
If you're at the on the phonephase, drop a three.
If you're 100% virtual thephone phase, drop a three.
If you're 100 virtual online,let me know in the chat, because
you may be doing one of thesethree or you may be doing a
combination of each, but youhave to know where you are.
Like I said, we were in stageone, going to starbucks every
saturday and it may not be youphysically going to starbucks,
(11:24):
but you have to understand whereyou are in your business.
So, again, when you're talkingabout your systems simple,
flexible, consistent Things thatyou could do over and over
again.
So let's talk about lead gen fora minute.
Let's talk about lead gen for aminute.
So this is an example of stagethree.
(11:47):
Right, again, stage one was alead to a call.
Stage two was maybe a lead to acall, maybe a text, and then
stage three.
So you got Google, yelp,facebook, thumbtack, organic,
etc.
You might be doing Facebook,you might be doing Instagram.
That falls under Facebook,right?
So Google?
You got GLS or GLA, googleLocal Services, google Local Ads
(12:11):
, but each one of these lead tothe same exact thing.
These are all leads going to thesame place and even if you
aren't at stage three, you couldbe documenting your leads in
one place.
If you don't even have a CRM,let's say you just document your
leads and I'll go through thislater but you might want to
document them in an Excel sheet.
I talked to a lot of businessowners who've been doing this 10
(12:32):
, 15 years and I asked them hey,can you pull up all your leads
from last year, all your clientsfrom last year?
Yeah, I don't have that systemanymore, which is understandable
.
People change systems all thetime.
But if you started with thebasics, you can now evolve as
you go, going back to this againstage one, two and three.
Stage one, two and three right,so all the leads go to the same
(12:56):
place.
For some of you guys it may beBook and Koala.
For some of you guys it may beThumbtack.
Some of you guys it may be Mars27.
Some of you guys it may beThumbtack.
Some of you guys it may be Mars27.
Some of you guys may be ZedMaids.
Some of you guys may be Jobber.
I don't care, but we do know theleads need to go to a central
source of information where weneed to access them.
Right, so all the leads go tothe same place.
(13:17):
After we get the lead, there'sa call.
This is what our team doesevery single time we don't get
them, there's a text message.
If we don't get them, there'san email.
After that, there's anautomation which we have
TinyTran do right.
So now you can do all thesethings.
(13:38):
You can get your leads in.
You can call them from yourphone, you can text them from
your phone, you can email themfrom MailChimp.
Right, that's stage two.
Stage three they go from email.
Then they might go to a nurturesequence.
Now in your mind you say youdon't know what a nurture
sequence is.
You're not on stage three justyet, and that's totally fine.
(14:00):
Again, it's those that you knowand understanding where you are
.
So a three-day cheat sequenceand then they go to seven days
and then they get hit up again14 days later and they're 21.
And then they get hit up everysingle month for the remainder
of the year until they get backon their schedule.
So again, choosing what systemgoes back to what stage you are
(14:22):
in your business or what stageyou can manage.
So I see some of you guys putsome twos and two and a half,
some threes, mixture of both,and some of that may come down
to how much time you have todedicate to your business or how
much money, because I say inbusiness you always going to be
spending one or the other.
Going back to this again, stageone was Starbucks.
(14:45):
We're spending our time becausewe didn't know any better.
Right, you're going to bespending time.
You're going to be spendingmoney.
You may not have the time to dothese things, or you have the
time but you don't have themoney.
So that's what kind of figuringout what makes a good system
that you're going to use foryour business.
So I'm going to break down a fewsystems quickly on this one.
(15:08):
So let's look at the differentareas of your business and let's
find where systems can make animpact.
So, lead generation andmarketing.
Let me know if you guys arefollowing so far, let me know in
the chat.
So breaking down businesssystems.
So lead generation andmarketing.
Let me know if you guys arefollowing so far, let me know in
the chat.
So, breaking down businesssystems.
So lead generation andmarketing.
People think about leadgeneration and marketing as this
(15:31):
is my way to get clients.
Now, part of that is true, butthe question is how do you
consistently bring in eitherI'll say potential customers for
this one, because leadgeneration and marketing is
about generating eyeballs.
That's how I go to generateeyeballs.
(15:53):
Does that make sense, guys?
Because if nobody sees you,nobody knows you, nobody even
understands your business.
No matter how good you are, youcould be the best person in the
world at your business.
If nobody how good you are, youcould be the best person in the
world at your business.
If nobody knows who you are, itdoesn't matter.
I'll repeat that If you couldbe the best person in the world
at whatever it is that you doand in this instance we're
(16:13):
talking about the cleaningbusiness you might be out
cleaning all of your stuff.
You're like I am the bestperson in the world that could
do this.
And we hear it all the timefrom cleaners who've been
operating their businesses.
No one could do it like me.
I know you said this before I'mthe best.
No one could do it like me.
I don't trust anybody going tohandle my clients, but if no one
knows who you are and how goodyou are, you're not going to
(16:36):
generate any customers.
So, having the right systems inplace for your lead generation
and marketing your sales processso what are you doing for your
sales process?
What systems do you use toclose leads efficiently?
Do you have a sales script?
Inside the community, we giveyou guys our sales script.
We've closed hundreds ofthousands of dollars with that
(16:56):
basic script and you guys shouldgo in there, use it.
Tweak it to your business whatmakes sense, use it.
Don't try to guesstimate whenpeople call you, because what
happens is when you hire someone, which is the next part, what's
the system that they're goingto follow?
What is your VA goal to follow?
So hiring, what system do youuse to bring on cleaning teams
(17:18):
quickly?
Are you taking a week to bringpeople on?
Are you taking two weeks tobring people on?
Is it taking you a month?
Client fulfillment how do youensure a consistent,
high-quality customer service?
What does Chick-fil-A say atthe end of every interaction?
My pleasure, my pleasure.
(17:38):
Now, why is that?
How can every singleChick-fil-A have the same exact
interaction at the very end, thesame exact statement at the
very end of the interaction?
It's their process, theirsystem, that's a system.
At the end of every interaction, you say this Repeatable
(18:03):
actions over and over again.
So for us, especially if we'rerunning our business online or
remote, we may not be able to goto every client, or any clients
, depending on how you run yourbusiness.
What, what's that?
After process, what happenswhen your team leaves their home
?
That's the part that you cancontrol.
So, number one, making suresomebody gets there You're
(18:29):
hiring, the vetting process.
But number two, or three, afterthey leave.
What's that process?
That's the part you can controlas the business owner.
So people ask us all the timeis oh, how do you ensure that
person's going to be a qualityteam member?
How do you ensure that yourhiring process helps with that?
You can't 100% ensure anythingin business, because if you did,
if you could, you'd be abillionaire or a trillionaire at
(18:49):
this point.
But having the right system canhelp you get closer to ensuring
that satisfaction.
So, for example, at the end ofevery cleaning, you as the owner
, you as the manager, all yourteam members, your VAs or your
in-person people they're callingthe clients and having that
(19:10):
same script over and over againcan help you ensure that client
satisfaction, that clientfulfillment.
So that could be your versionof my pleasure.
You can call that client andsay my pleasure, you could do
that.
Actually, this is your business, right, so you can do that in
your business.
And time management what systemshelp you manage your day-to-day
(19:31):
tasks effectively?
So I put this here because Icouldn't draw this.
Most of these are drawings byme, right?
But what you're looking at isthis is a conveyor belt from
like Amazon or something likethat, and.
But what you're looking at isthis is a conveyor belt from
Amazon or something like thatand each person is doing a task
and overall, this is thebusiness.
But each person is doing a task.
In the business, each person isan individual, but as a group,
(19:53):
this is the system.
So in your business you're Nowthis is my version of a conveyor
belt.
So in your business you mighthave lead gen After lead gen,
you might have lead gen Afterlead gen, you might go to the
sales process.
After the sales process it mightbe client fulfillment, after
client fulfillment it might befollow-up, and then you might go
back to lead generation again.
(20:13):
But all of these thingscombined are the systems in your
business.
So let's look at one processhiring.
Hiring was a challenge for somepeople last year.
All the time hiring is achallenge.
But let's look at the systemswe have for our hiring process,
and this is just an example.
So job ad has the description ofyour job, the qualifications,
(20:37):
who you're looking for, what youwant them to have, what you
want them to possess.
If you've ever had atraditional nine to 5, you know
exactly what a job ad is,because you applied to a job
right.
That's the application.
So you saw the job ad, youlooked at it and said this is
something I might want to do orsomething I don't want to do.
But you made the decision, whatyou thought the job ad.
(20:58):
From there, you apply to therole, right, you say, okay, job,
I look good, I meet thequalifications, let me apply.
From there, you might have yourfull screen, especially in your
cleaning business.
You might have a full screenwhere you're talking to the
candidate, you're decidingthey're a good fit for you,
you're a good fit for them, andthen at that point you make that
decision Am I going to workwith them or am I not?
(21:21):
Or do I want to go through thisprocess again for another fall
screen?
Whatever you decide, well, fromthere you might do your
onboarding documents.
So you might send them thehiring form, you might send them
the, or they might send youtheir insurance.
You might upload them to Launch27.
You might give them awalkthrough with that, or you
might send them to their firstjob or test job.
(21:43):
First job might be your houseor a friend's house, or a test
job might be a client, dependingon how you run your business.
But again, this is a system forour hiring.
So I want you guys to askyourself in your business, how
long should this process take todecide if the client, if the
person, is a good fit for you orif you should move on?
And, more importantly, how doyou make it more efficient?
(22:05):
I was doing a coaching callwith someone and I think they
had seven candidates and I waslike, okay, that's amazing, what
are we doing with thosecandidates?
It's been a couple of days nowthat when you started to call
them back, they're like, oh, I'mgoing to give it a couple of
days.
We shouldn't be giving things acouple days unless that's our
(22:25):
system.
So we're saying the hiringprocess should be a week, from a
person applies or see the jobad, to the day they get their
first job.
Then make it a week or make ittwo weeks.
But again, create that systemsthat when you got seven
applicants, they aren't justsitting and we have to dive into
that conversation more.
So again, that's breaking downyour business system, right?
(22:49):
What does that process looklike?
And decide how long should ittake.
So I want to give you guys oneor two minutes and I want you to
think about what's one part ofyour business you feel needs a
better system right now and dropit in the chat and think about
it when you try to figure outwhat that task is.
Think about what tasks make youfeel overwhelmed or
inconsistent in your business.
(23:10):
So let's say you might hiresometimes or you might not,
right what are parts of yourbusiness that lack automation
and can't use delegation?
I know Brad said he's going tohire a VA, for example.
Right, are there repetitivetasks that you could streamline
or outsource?
So think about that.
Order your business, thinkabout it right now and what part
(23:34):
of your business you feel needsa better system, needs a better
system right now.
But we need to identify thesesystem gaps.
So I'm going to give you guysanother example of identifying
system gaps.
So a lot of people talk aboutgenerating leads because they
want more clients, whichobviously leads to more money if
(23:56):
you close the clients.
But one of the things we didwas on some of our coaching,
some of our coaching calls waswe actually doped and I'm going
to actually show you a a slideof this as well.
We may think that's the systemgap that we have in our business
, but then the question becomesif you got 10 leads today, how
(24:17):
many of those leads are youclosing?
But then have we ever went backand looked at the data of our
closing percentage?
Because you may have the leadsyou need but you might not be
closing them.
So, hiring a follow-up at leastafter the email campaign and it
goes to the nurture sequenceinstead of, after the four or
five attempts, ask someone coldcall my leads.
Getting more reviews from happyclients man, we just hit over
(24:40):
500.
I didn't even know until ourteam had played it out.
Think about it.
We've been in business forseven years now.
We got over 500 reviews.
That doesn't come with justthinking about it as a back
thought.
That comes with having theright system in place and also
making sure it's repeatable andbeing able to do it over and
(25:01):
over again.
But that's a big one becausethat becomes a snowball for you
organically closing people,because that becomes part of
your sales process.
So we go back here.
We think about the lead gen andsales process.
Now we can use our reviews aspart of our sales process when
we get objections.
So again, make sure you guysare going back to that sales
script because that could bepart of the objections that you
(25:23):
guys see over and over.
Oh, your pricing.
Why is your pricing so high?
We have 500 reviews.
It's not to be arrogant, butthat's why prices are higher,
because then you can now commanda little bit more.
So again, just audit yourbusiness, think about those
systems gaps and think aboutwhat's part of your business
right now that could use abetter system.
(25:45):
So I'm just going to go overlike some internal things we use
for our team, because I don'twant to over sexy this, I don't
want to over complicate this,but this is like some of the
day-to-day tools we use outsideof the one that you guys already
know, that are inside thecourse and inside the resources.
But these are some things thatI just can't live without.
So, google Drive If I showedyou my Google Drive, it took
(26:11):
someone to actually clean myGoogle Drive up, right.
So we got our cleaning business, university, we got our actual
cleaning business.
We separate them, but all ofour documents, sops, are in our
Google job, because you guysknow Chanel.
She's in our business, right,she needs to find documents.
Obviously, janoka's in ourbusiness, right, she needs to be
(26:31):
able to find documents and editthem, but we know anybody that
comes to the business.
Here's where you can find allthe documents, slack.
All of our businesses are inSlack.
Every single business, everysingle partner, every single
contractor that we work with,they're in Slack.
If you guys don't know whatSlack is, it's just a
communication app, kind of likeWhatsApp, but for businesses,
(26:53):
right.
But we use Slack for ourcommunication.
All of our BAs are in Slack.
You don't want to use Slack.
You get to a certain point andyou have to pay for it.
But you can use WhatsApp.
So I am huge on itself.
I am a huge lover of itself.
So tracking data, tweakingthings based on data, basecamp
(27:17):
is a project management tool.
When we had our VA business, wehad all of our docs in here.
We had all of our communicationin here.
It was all in Basecamp.
The problem was with Basecampis that once you leave again the
data has to be transferred backover to you, which kind of
takes some time.
We still use Basecamp,absolutely.
I love Basecamp.
You can manage this in there.
You can manage this.
(27:37):
You can manage yourcommunications, your data,
everything at Basecamp.
Email you can use MailChimp.
Activecampaign Text message youcan use Grab.
You guys know these thingsright, but these are things that
we use in our business day inand day out.
I could get into Zapier.
You could use Zapier to prettymuch send and receive tasks back
(27:58):
and forth through variouschannels.
But that's getting.
We don't need Zapier today.
We don't even need.
You don't need Zapier today.
We use the thing.
It's hundreds of dollars.
It becomes very expensive.
So this goes back to knowingwhere you are.
Stage one, two or three we canuse Zaps for a few things, but
(28:20):
the way we use that it becomesvery expensive.
But you could send Zapier tasksfrom Excel, google Docs, slack,
basecamp.
Zapier is pretty much acomponent that will send and
receive tasks to all theseGoogle Earth applications,
launch 27, booking, koala, etcetera.
But again, stage one, two orthree know who you are, your
business.
Again, stage one, two or threeknow where you are in your
(28:45):
business.
So again, your lead magnet yougo to your CRM.
From your CRM go to your emailautomation, from your email
automation go to your salesdashboard and then you can have
all your systems connected viaZapier.
As an example of that right.
And then obviously you guyswill know what TidyTrack is.
It handles all of that for ourbusiness.
So all our stuff, our GoogleDrive, our communication, our
sales, our emails, our textmessages.
(29:05):
Our zaps are all in TinyTrap,if you guys don't know.
We talked about the tools andsystems, but let's talk about
the actual systems and utilizingit based on the information and
data we have.
Because it's not just abouthaving the right systems in
place, it's about actuallyutilizing the information we
have.
Because it's not just abouthaving the right systems in
place, it's about actuallyutilizing the information we
have in those systems.
For example, this is someone'sreal life hiring funnel and if
(29:30):
they're on the call, they knowwhat we're talking about.
We went over this actually inone of our coaching calls.
But there's a big red flag here, here's a flag on the plane.
But we wouldn't have known thiswithout having and seeing the
systems.
More importantly, the data.
Don't just have the systemswithout utilizing the data.
So I'm going to bring this downfor you guys.
(29:52):
Let me zoom in a little bit.
My handwriting is atrocious.
So they came to us and theproblem was hiring.
So we talked about let me slowscroll up a little bit System
gaps.
I can't hire anyone as a systemgap Leads is a system gap,
right?
This was a system gap we'regoing to go over.
(30:13):
So we went over the hiringprocess.
They had the job ad.
They had the website, the jobad, to the job form, to the
interview, to the in-person, tothe first job.
I'll repeat that you went fromjob ad to the website, to the
job form, to the interview, tothe in-person, to the first job,
(30:33):
or whatever it was.
I said, okay, cool, we wentthrough the numbers.
So, for example, we wentthrough the hiring funnel.
That's exactly what this is afunnel.
So let's give you an example of10 leads go through this funnel
.
So, out of these 10 leads thatwe are going to potentially hire
, let's go through from thebeginning stage to the end stage
.
So a hundred percent of thepeople are going to the website
(30:58):
because that's what you'resending them to.
So 10 out of 10 people aregoing to the website.
Out of those 10 people, onlyeight of them not only eight
eight of them are completing thejob form.
That's, 85% of them arecompleting the job form, which
is amazing are actually going tothe job form page, excuse me.
So 10 leads, 85% of them aregoing to the next page, which is
(31:22):
the job form.
Here is where the red flag wasand that bottleneck was Only 10%
of people completed the actualjob form.
So out of 10, we went to eightand now we're down to one.
Why is that so, out of 10people, only one person
completed it.
And then we went through andI'll give you guys some examples
(31:43):
.
So what's the reason whysomeone wouldn't complete your
job application?
I don't have insurance Okay,that's a good one.
What else?
Errors on a job formapplication that's another good
one.
They didn't require insuranceon a job ad, on the application,
so I'll just remove that one,and I only know that because we
(32:04):
went through it.
Errors we're getting closer.
What else you guys got?
That's a good one.
Nixon, too many steps.
Renee nailed it.
No, renee nailed it, guys.
Two we went through the jobapplication together on the live
call and it was eight pages ofinformation and we're not
(32:24):
talking about a quick one or twoquestions.
It was eight pages of yourbackground, your high school
diploma, what was the name ofyour middle school teacher, your
social security number, yourmom's maiden name.
Give me the social securitynumber and blood type of your
last employer.
We went and we would do this,and I stopped right there.
(32:45):
I said this is way too long.
So we went from 10 people downto one completed application.
So that makes sense that noone's going through the
interview, no one's going inperson, no one's getting that
first job Because the actual jobform was way too long.
Unshorten job requirementsthat's another good one, but
(33:07):
again too many steps.
So we're talking about data.
Don't just say, oh, I'm at thesystems in place.
Actually go through and audityour data periodically, because
you will find what that systemgap is if you go through it.
And it took me five seconds tofind it.
Five minutes after we wentthrough it and I said let's cut
down this actual job form downto a few questions.
(33:29):
Do we need their socialsecurity number on a job
application?
Probably not, because we don't.
Do we need to know if theycompleted high school?
No, we don't.
Do we need to know if they wentto college?
Probably not.
No, we don't.
What things do we need to getthem through this first process?
So that's identifying the gapsin your business.
(33:53):
So another example of this waslead generation.
So we went through someone'slead generation system.
Now they were doing thingsright, right, but I asked them
what their close rate was ontheir calls.
They said I didn't know.
I said, okay, how do we go andfind that out?
So let's go back to the lastcouple.
What do you think it is?
Oh, I closed everybody thatcall or emailed or text.
(34:15):
I said, okay, what's the number?
85, 90%.
I said, okay, cool.
85%, 90%.
I said, okay, cool.
So let's go back the last twomonths.
Let's go through all the phonecalls you got and let's go
through every single person youclose, and that will give us our
job, that will give us ourclose rate.
And then we actually found thatthe close rate was 33%, which
is not bad at all.
(34:35):
But that was the actual gap.
I said how can we raise thatclose rate?
Because now we know what theceiling is or the requirements
are for our VA.
So we went through that process.
We said, oh, you're telling theVA they got to close 90% of
leads, but you're only closing30.
That's the gap in a businesssystem that we didn't understand
.
So actually go through thatdata, guys.
(34:56):
So we saw what the issue wasand why that issue was, why that
issue was happening.
What's one system that youcannot live without?
And more than likely, you checkyour phone.
Give me something within thatphone, emma.
Give me something within thatphone.
What's an application or aprocess or a procedure,
something you do in yourpersonal life, business life,
(35:19):
whatever it is, fitness lifethat you cannot live without.
Chat GBT at this point, nixonnailed it, that's a good one.
What else you guys got?
Google Drive, that's a good one.
So one that I want you guys, ifyou haven't been using it
already notes on iPhone, that'sa really good one.
Chat GBT, that's a good one.
(35:39):
Iphone, that's a really goodone.
Catgpt, that's a good one.
One that I have been using a lot, probably in the last three
months, is Loom and, as we'retalking about systems, this is
one that I've been using a lotlately, and Loom allows you to
(36:00):
pretty much document everythingthat you're doing on your screen
, just like this that I'mshowing you guys, that we could
send to our team, that we couldsend to our spouses, that we
could send to a family, that wecould send their friends, that
they can see everything so thatwe don't have to re-explain it
over and over again, and itmakes transcriptions.
So, as you guys are thinkingabout creating documentation and
systems for your business in2025, this would be one that
(36:21):
I've been using heavily.
I've been using it morerecently, a lot more, but this
is something I would definitelyrecommend you add, but those are
all the made automatic charges.
So the reason I'm asking youguys this is because, number one
, I just want you to share witheach other.
But then, number two, thereason that you can't live
without these things is becauseit makes your life easier, and
(36:43):
these are all systems.
These are all systems.
Google Drive is a document thatallows us to store documents.
Notes on.
Ifull allows you to store yournotes for your systems.
Chatgpt helps you createsystems automatically using AI.
Your CRM is a system in itselfand Google Docs is the same
thing.
(37:04):
Right, I want us to actually dosome implementation and some
accountability.
So earlier I said, I want youto document one thing that you
aren't, that one system in yourbusiness that you can improve,
and I want everyone to do thisactivity.
I want you to commit tochanging or creating or
improving one system this weekand then monitor it for the
(37:25):
month.
Monitor it for the month.
This is not just about oh, Iwant to hire more people, I want
more leads.
Commit to changing that systemand monitor it for the month.
Now, what is monitoring it?
Look like that might be daily,that might be weekly, that might
be every two weeks, but I wantyou to monitor it for the month.
(37:48):
That's one of the homeworkassignments that I want you guys
to have for 2025.
On what's that one system thatyou are looking to improve and
you are monitoring it every day,every week, every couple of
days, so that you can see ifit's getting better or if it's
getting worse.
Can we commit to that so wedon't have to wait until the
month 12 to say I want to make a100K?
(38:09):
If we create the systems nowand monitor it and make it
better week by week, it willautomatically be approved on its
own by us just monitoring it.
Higher rate systems for us.
Can we commit to that?
If you can't commit to that in2025, that's an issue, because
(38:29):
systems are what allows you torun your business.
Over and over again.
If you don't have the rightsystems, you won't have a
business.
But I wanted you guys to haveactionable game plan going into
2025 and not just goals.
Remember, we said goals aredead.
We are creating systems in 2025.
And I'm doing the same formyself.
I am not having, I don't haveany goals.
(38:50):
We are doing systems.
So if the goal is to make moremoney, what's the system around
that goal?
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