Process Prodigy – Work Less, Make More Money & Create Outrageously Effective Systems for Your Business

4 Steps to Creating a Successful and Operational Team

By Beth Schneider · Comments View Comments

Thursday, May 13th, 2010

The Secret Cash Flow System

That cash flow system I’ve been telling is almost yours. Watch your mail next Tuesday. We’ll officially be opening the doors and we’ll be sure to send you the special link to go get it. I do have to tell you we’re only giving it to the first 284 people so keep your eyes peeled.

I have some very sad news. After more than 3 years my awesome, amazing, fantastic Director of Client Care, Heathyr is moving on. She has been an integral part of our success team and I owe so much of our success over the past few years to her ideas and efforts. She will be very much missed. I’m actually brining on two people to take her place. She’s leaving some big shoes to fill. Heathyr we will miss you.

But those shoes are at least half filled with a new member of our team who I’m very excited to introduce you to. Linnette Jackson is our new Office Manager and Director of Client Care. You know how you meet someone and you just know they are a superstar? That’s how it was with Linnette. I’m very excited to have her on board.

Since we’ve been transitioning I’ve been personally reminded about the importance of having defined and documented systems. Training has been so easy and we’ve been able to get Linnette up to speed in record time. If you’d like some help getting your own systems together take a look at http://www.processprodigy.com/consulting.html .

Enjoy this week’s article where I share my formula for creating a superstar team.

Take care,

Beth

Heathyr

After more than 3 years Director of Client Care, Heathyr Nance is leaving to be able to spend more time with her 3 kiddos. She’s promised to keep in touch and I have a feeling she might make a return appearance once all 3 kids are in school. I’m keeping my fingers crossed.

In the mean time it’s been a personal reminder about the importance of defined and documented systems. Training someone to take over her duties has been really smooth because we were prepared. How about you? What would happen if you got sick or a key team member suddenly left? Would a transition be easy or a huge challenge? I’d love to talk to you about systems for your business to get started go to http://www.processprodigy.com/consulting.html.

4 Steps to Creating a Successful and Operational Team

By Beth Schneider, President and CEO of Process Prodigy

I used to have a recurring nightmare. I would find myself sitting in a high school classroom. I’d be chatting it up with friends I hadn’t seen in a while when suddenly the teacher would announce it was time to take the final exam. Suddenly I would remember that I hadn’t been in class all semester. My hands would start to sweat as I had no idea how to answer any of the questions and surely I was going to fail. I’d wake up in a panicky, nervous sweat because I didn’t know what to do.

Whether your team is made up of employees or independent contractors, if you find yourself barking orders, giving partial instructions or simply ignoring them for long periods of time you are probably making them feel like I did from that nightmare.

But even if your team members aren’t breaking out in hives or taking medication for stress control, there are some key things you can do to make sure everyone on your team performs like the superstar you know they are.

Focus on What Went Right For some reason it always seems easier to point out (and harp on) the things that went wrong. I’m not saying you should ignore mistakes, but you also need to remember the flip side. Point out the good stuff that happens. When someone does a good job, say thank you and tell them you are appreciative of a job well done. Let them know you’ve taken notice of the things they’ve done, especially when they go above and beyond. You like it when someone compliments your work right? So why wouldn’t your team be the same. Praise and acknowledge good work on a regular basis.

Have a “No Surprise” Policy Keep everyone on the same page by having regular team meetings. Share the current goals, the projects in the works and the high priorities with everyone at the same time. Then let everyone chime in with their ideas and what support they need from other team members to achieve the goals. Communication, buy in and participation all in one fell swoop.

Give Clear Directions Be specific about what you need accomplished. Here’s a simple example, if you say to someone, “please pick me up some lunch,” who knows what you will get; soup, pizza, a hamburger, a salad. The choices are endless. Instead, be specific about what you want. Say something like, “please go the deli down the street and pick me up a corn beef on rye with extra mustard.” See the difference. You are more likely to get what you want if you ask for it.

Give Everyone a Little Personal Time Have a one-on-one check in with each team member. Book 15 to 60 minutes each week to check their progress, give new assignments and answer any questions. It gives you the opportunity to work through all the tasks and projects at one time, which will save you time while showing them that you are approachable. This step is so important that we developed a whole month’s Outrageously Effective System which focuses on a strategic system to do just that.

Acknowledgement, communication, clarity and approachability are the keys to building your own superstar team.

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Want to reprint this article? Feel free as long as you include the following:
Beth Schneider, President of Process Prodigy Inc., www.processprodigy.com, along with her team of highly sought after operations consultants, reveal the insider secrets billion-dollar corporations pay thousands of dollars for. Specializing in process creation, Process Prodigy tools and techniques have helped entrepreneurs increase productivity by as much as 600%, and revenues by as much as 250%. Visit www.processprodigy.com/ezine and grab your FREE systems starter kit valued at $297.00.

Categories : Business, Hiring & Firing

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Hey, I’m talking to YOU!

By Beth Schneider · Comments View Comments

Tuesday, June 9th, 2009

Let’s face it, one of, if not the biggest expense in business is paying for a team. Whether it’s traditional payroll or fees for contractors, a question I get asked all the time is,” how do I justify paying out big bucks for a team – even if it feels like I need it?”There is actually a better question to ask: “how do I make sure that I am getting the most out of the team members I bring on board?”The most successful companies have a secret weapon; they regularly talk to each other. It seems simple, but lack of effective, regular communication is the root cause of most business problems. I’m sure you’ll recognize many of these problems. Things like: “that’s not what I wanted”, “no one is getting anything done,” “she already did that”, “they messed up again,” “but I needed that yesterday,” “they’re all blaming each other”.This month’s Outrageously Effective System shows you how to immediately implement a team communication system so you can enjoy more freedom and better profit margins.If you are ready to set your business up so you can just do the fun stuff, then check out all the details and join now at www.processprodigy.com/oes.Give it a shot. Try it out for 90 days. If you don’t like send it back and we’ll give you a full refund. Sound fair?

Want to reprint this article? Feel free as long as you include the following:

Beth Schneider, President of Process Prodigy Inc., www.processprodigy.com, along with her team of highly sought after operations consultants, reveal the insider secrets billion-dollar corporations pay thousands of dollars for. Specializing in process creation, Process Prodigy tools and techniques have helped entrepreneurs increase productivity by as much as 600%, and revenues by as much as 250%. Visit www.processprodigy.com/ezine and grab your FREE systems starter kit valued at $297.00

Categories : Hiring & Firing, Teamwork

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When They Go… The SYSTEM works!

By Sandye · Comments View Comments

Saturday, October 20th, 2007

Thoughts from Sandye Linnetz, Systems Goddess, Process Prodigy

When someone is fired, retires, takes a leave of absence or quits working at your company, STRESS comes knocking. You spend time, energy and money to make the exit smooth and trouble free. You and your team can end up overworked and frustrated OR the transition can be smooth and relatively easy. It all depends on the system you have in place to handle the exit and the aftermath.

As always, design and depend on a system that allows you to handle the situation in a clear, effective manner… with rules in place for what to do and who should do it. Plan for the unexpected and never be taken by surprise. Plan ahead and never lose time when a decision has to be made. A system, in place, creates clarity and order at a time when chaos could otherwise rule. When you have developed and implemented an effective system for “loss” of an employee, you will not have the added stress of “winging it” each time someone quits, retires, gets fired or takes a leave of absence.

Here are the three main questions to ask yourself when designing any system for your company:

1. WHAT’S MY CURRENT SITUATION? WHERE AM I?
Assess who is currently doing what… and how that works. How do you currently handle employee “loss”? What works well? What doesn’t work? Who does what? How do they do it? Evaluate the current system – if there is one – and work from there. Of course, everything should be in writing and ready to share.

2. WHAT SHOULD IT BE LIKE? WHERE AM I GOING?
What results do you need/want in order to continue to operate effectively and fill any void? In a “perfect world” what should the disruption level be? What is the end result you are seeking? Smooth transition?

3. HOW AM I GOING TO GET THERE?
What is your “game plan” to roll with the changes and end up in even better shape than you were before the loss? Who should be in on decision making? What decisions need to be made? What is the follow-up and who is responsible for it? Who will pick up the slack? What support will be needed? How will you evaluate your success?

Brush off the flow chart, uncap that felt tip pen and get to work! First design the plan. Share it with everyone on the staff… get the team to work together and see “how this will be done”. This is your blueprint for success… it can be easily followed by anyone on the team – even revised, if necessary. Create a system today and survive a “loss” tomorrow.

© 2007 Beth Schneider.
Want to reprint this article? Feel free as long as you include the following: “Beth Schneider, Chief Infopreneur of Process Prodigy, is a business process consultant who helps solo-entrepreneurs, small business owners and network marketers who want to systemize their business to increase profits, increase productivity and grow their business without having to give up the family oriented, flexible, balanced lifestyle they desire. Beth works one-on-one with her clients, offers home study courses, and teleclass boot camps. For more information visit www.processprodigy.com and sign up for your FREE 5-Step Process Starter Kit and FREE Process Tips. Also, visit Process Prodigy’s family sites www.YourBusinessMachineBasics.com and www.MadeItToAMillion.com

Categories : Employees & Contractors, Hiring & Firing, Process Design, Systemizing

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Change Happens… just say “BYE”

By Sandye · Comments View Comments

Thursday, October 18th, 2007

Thoughts from Sandye Linnetz, Systems Goddess, Process Prodigy

Employees come… and employees go… Sometimes that’s good news. Sometimes losing a key employee is devastating. Regardless of how the loss is felt, it is still stressful to “reduce”, “replace” and “regroup”. Hate to sound like a bloggin’ broken record, but having good systems in place will truly minimize the down time and confusion that comes with changes in personnel. So… regarding the employees who “depart” and those who remain behind…

Deal Out Responsibilities
Determine who will take on the responsibilities of the exiting employee. In advance of leaving – if possible – have the departing employee discuss the status of current clients, on-going work, pending projects, sales or problems. Before the employee actually leaves, set up brainstorming sessions with the departing employee and your team to discuss how tasks can be delegated or reassigned. The rule is: when possible, don’t wait until the employee is gone to begin planning. Ask for and invite volunteers. These are generally the people who will get the job done for you. Always make sure that everything is well documented.

Maintain Security
Make sure that no company property or files leave with the employee. Collect and record the collection of: company car, keys and security cards, company credit cards, long distance cards, rolodex, computers, cell phones, company manuals, client lists/ contact information and confidential company files. Don’t forget to contact credit card and phone companies and to contact any appropriate vendors who may be affected by the change. And, if possible and when deemed necessary, change door locks, computer passwords and combinations.

Be sure to remove the departing employee’s name from anything available to people outside of your company — such as flyers, business cards, stationery, brochures, or your website. Also delete the employee from phone rosters, routing slips, and email groups.

Debrief the employee on any confidential company information or trade secrets and review any signed or implied non-disclosure, non-compete or non-solicitation agreements. You may even want to request that the departing employee sign an agreement just prior to leaving.

Pay As They “Go”…
Know your state laws. Find out what must be paid and by when. Deliver that final paycheck in a timely manner. Reimburse any money that the employee has paid out of pocket for company related expenses.
If you have been giving benefits, there may be some that you are required to continue – although the ex-employee may be required to pick up the payments. For accurate information on the laws in your state, contact your state labor board.

Maintain Contact
Note any changes in contact information (you will, most likely, have taxes and other details to handle later). The departing employee may have questions or need information after leaving the company. If the employee left on good terms there may be questions about getting a reference, signing up for continuing benefits, or other financial issues. Make sure that a point person is assigned to handle all of these issues.

And, of course, keep things as pleasant as possible. A disgruntled ex-employee is not what anyone wants or needs!

Exercise the System
As always, have a system in place for dealing with employee departure. When you have developed and implemented an effective system, you will not have the added stress of “winging it” each time someone retires, quits, gets fired or takes a leave of absence. You and your team (present and future) will know exactly what to do.

Change Happens…with a good system in place to handle it, you’ll save time, aggravation and even money!

© 2007 Beth Schneider.
Want to reprint this article? Feel free as long as you include the following: “Beth Schneider, Chief Infopreneur of Process Prodigy, is a business process consultant who helps solo-entrepreneurs, small business owners and network marketers who want to systemize their business to increase profits, increase productivity and grow their business without having to give up the family oriented, flexible, balanced lifestyle they desire. Beth works one-on-one with her clients, offers home study courses, and teleclass boot camps. For more information visit www.processprodigy.com and sign up for your FREE 5-Step Process Starter Kit
and FREE Process Tips. Also, visit Process Prodigy’s family sites www.YourBusinessMachineBasics.com and www.MadeItToAMillion.com