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

What Michael Bublé Taught Me About Systems

By Beth Schneider · Comments View Comments

Thursday, February 4th, 2010

A big thank you to all of you who took advantage of our going away sale last week. It’s sad to say goodbye to my very first program, but it was time. We’ve got some great new programs coming your way this year plus we’re working on a new look and feel for our website. Stay tuned for the big reveal.

Ever have one of those weeks when you can’t remember what day it is. That’s how this last week has been for me. After a few days in Palm Springs, friends coming to town for the Grammys, a seminar and my sister-in-law heading to the hospital (she’s about to deliver twin girls any day now) I’m ready for a nap. Good thing Jami, my senior consultant, is running the calls for our Outrageously Effective Systems program.

Even after all these years of focusing on systems, I can still get a surprise. I learned a systems lesson from music mega star, Michael Bublé. Check out this week’s article to see what that could possibly be.

Enjoy,

Beth

Process Prodigy

Here I am in Palm Springs with several mastermind buddies and clients. I highly recommend joining a group, the ideas and support are worth a million bucks.

What I Learned About Systems from Michael Bublé

By Beth Schneider

I’m a big fan of Michael Bublé, so when a 2-hour drive to Palm Springs popped up on my calendar I was excited to pop in the new album and sing along . . .alone, in the privacy of my sound proof car of course.

Like every good downloadable product, there were a couple of bonuses that came with the album. A video and instrumental version of one of the songs were part of the package.

About 2.5 hours into my 2-hour trip (gotta love L.A. traffic) the instrumental version of the song popped up and I began to sing along. Then I realized something.

I had now listened to that same song at least a dozen times. If you had asked me if I knew all the words I would emphatically said YES. But suddenly there I was in the middle of the second verse – totally stumped.

So what does this tell us about systems? I hear all the time:

==> “It’s mainly just me so I don’t have to write anything done.”

==> “Gee it’s really not time for me to put things on paper, we just all know it all.”==> “We’ll get everything straightened out and then we’ll document our systems.”

==> “We all know what to do, so we’ll worry about the system later.”

Just like I thought I knew all the words, many business owners make the assumption that they and their team members know all the steps. It’s easy to fall into the trap of thinking you know it all, but actually you end up forgetting steps, singing the same verse twice and wondering why things seem to be falling through the cracks.

Take action right now. Take 1 task you do over and over again, like paying bills, talking to new clients, asking for referrals, launching a product, sending a newsletter, etc and write out all the steps you go through. You’ll be surprised at what you accidentally leave off or can’t remember.

And if you decide you are tired of singing the wrong words, we’re happy to help. Just give our office a call 888-584-5452 ex 707.

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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, Communication, Management, Planning, Uncategorized

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When Mistakes Happen

By Beth Schneider · Comments View Comments

Thursday, January 7th, 2010

Happy New Year! I hope you took some time off to celebrate, relax and rejuvenate. I sure did. I high tailed it out of town and spent a long weekend with some good friends in northern California. It was a blast.

I came home just in time to co-host the first call in our new program Outrageously Profitable Systems. It’s always exciting to watch something you’ve created come to life.

When all of the holiday hubbub is in full swing, it’s easy for companies to get overwhelmed and over burdened. When this happens it’s easy to find yourself on the receiving end of a mistake. Everyone knows that accidents happen, but it’s how a company handles the mistake that ultimately matters. We’re kicking off the year, with a new article about how to keep customers happy when the worst happens.

Enjoy,
Beth

HappyNewYear

Here I am bringing in the new year with my good friends Tracy and Pat Monteforte, Todd and Carla Falcone and their kids Gianni and Joey. Tracy and Pat had a great party, then toured us around their town. It was a fantastic trip.

Break Glass in Case of Emergency

By Beth Schneider

What’s that saying? “Stuff” happens? In a world where no one is perfect, we know mistakes will be made and accidents will happen. We do our best to avoid them, but the harsh reality is that at some point “stuff” is going to happen.
Knowing that a mistake is inevitable it makes sense to put policies and systems in place to be prepared for these accidents. What you put in place for your company really depends on your individual situation. But, no matter what you do, remember people typically want to feel heard and taken care of.

I recently experienced a few “stuff” happens moments. Some handled very well, others not so much. Here are 3 examples of how handling or not handling your clients experiences can affect your business.

The A+ Experience Before I headed up north to my a holiday party I decided to treat myself so I ran off to the local Ritz Carlton for a manicure, pedicure and a professional make-up application. When I booked the appointment, I told them time was an issue as I was catching a plane. I arrived on time, my manicurist was not so punctual. I waited for 15 minutes when the spa manager came in to talk to me. She explained what was going on, what was going to happen and offered to get me something to eat or drink.

By the time we got started, I’d been waiting for 30 minutes and quite frankly, I wasn’t so pleased. A couple hours later, I was polished, concealed and running a good 35 minutes behind schedule. As I was thinking, “I probably won’t come here again”, I was told that because of my wait the fee for my manicure and pedicure ($65 each, which is a hefty fee for some nail polish) were waived. It was completely unexpected and that one grand gesture has made me a raving fan. I wouldn’t hesitate to go back because I know that my time and feelings are considered and taken care of.

The C+ Experience I booked a hotel room for an upcoming business trip. It was a slightly complicated reservation, a night under a group rate, a couple of nights with points and a night with a reduced rate if I pre-paid. I agreed to pre-pay the night, got my confirmation and went on my way.

A couple of weeks later I notice the charge on my card was 4 times what it should have been so I called to clear it up. The first person I talked to said she couldn’t help me and passed me to another. The second person said I needed to call someone else. When I sighed and expressed my frustration with having to tell the story a third time, she called the third person and said it was taken care of.

Further follow-up showed that the problem had NOT been cleared up so I eventually had to make that third phone call and explain…again…and be irritated…again. It was finally cleared up, they acknowledged their mistake, the manager apologized profusely, but it still cost me more time than it should have. Still, this will be one of those experiences I don’t remember in a month.

The F Experience One of my vendors made an error. They apparently lost an order. Again, mistakes happen, we simply let them know a mistake had been made and we needed it fixed. Instead of an apology, we got a huffy attitude and an excuse about how they were so busy with other clients. The same thing happened again about two weeks after the first incident. They’ve made it pretty clear that they are not inerested in our business so we’re looking for a replacement. I’ll keep you posted.

So ask yourself, what grade does your company get for handling errors? Setting policies and systems around handling errors can make or break the way your clients see you

© 2010 Beth Schneider, Process Prodigy, Inc.

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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 : Bottom Line, Business, Communication, Customers, Follow-Up, Planning

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Systemizing Your Business: Know Your Limits for A Very Happy New Year!

By Sandye · Comments View Comments

Monday, January 5th, 2009

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Thoughts from your Systems Goddess, Sandye Linnetz, Process Prodigy

I have an Outrageously Effective System for celebrating New Years’ Eve and preparing for the coming year. I’ve successfully used it for years, so I know it works. There have been times over the past fifteen or twenty years when I have had to make minor revisions, but we’ll cover some of those much needed revisions towards the end of this blog…

On to my New Year System… Let’s start with New Year’s Eve ‘cuz that’s the fun part. I begin with the idea that I AM THE PARTY – so I am absolutely sure that wherever I go and whatever I do will be a blast! That takes a lot of pressure off planning. It doesn’t really matter where I end up, I always know that I’m going to have FUN. I also know my limits. Big, huge parties with massive numbers of strangers don’t generally work for me, so I tend to go to smaller “home” celebrations. I am a little person. That means not too much alcohol is needed or suggested for optimum results. I don’t drive well when I’m exhausted, so I know that I must stay close to home or have a safe way to get home. My ride is arranged in advance. I LOVE champagne – good champagne – so I bring a bottle or two with me. This eliminates the disappointment factor if my hosts like to skimp on the bubbly! Okay, perfect evening planned…

And the New Year? I’m not a resolution kinda gal. I figure that resolutions are basically made to be broken – and usually are within the first week or two of the year. Rather than make a list of MUSTS and SHOULDS and HAVE TOS, I prefer to create a plan, instead. I actually write it out and post it in my office (with a minimized copy next to my bed) and refer to it throughout the year. My SYSTEM involves a list of questions which, when answered, will naturally lead me to the results I am looking to achieve throughout the new year. I am then able to create individual systems for each of the areas in my plan.

Here are some of the questions I suggest that you ask yourself in preparation for creating your plan.
WHAT ARE YOUR OVERALL GOALS FOR THE NEW YEAR? WHAT INSPIRES YOU TO ACTION?
(Getting clarity is the first BIG step to achieving desired results, and writing them down is a powerful step towards turning desires into reality.)

WHAT ARE YOUR TOP THREE GOALS? GET FOCUSED!
(Specificity really helps.)

WHAT OBSTACLES OR CHALLENGES SHOULD YOU BE PREPARED TO HANDLE?
(Think Boy Scouts here… Expect the best but be prepared for the worst.)

WHAT IS CURRENTLY STOPPING YOU – OR HAS STOPPED YOU IN THE PAST – FROM HAVING IT ALL?
(Consider strengthening your body and quieting your mind.)

Remember, it’s not about resources… we all have plenty of those. It’s about BEING RESOURCEFUL and taking control of your future.

And those “revisions” I wrote of earlier? Well, folks, got to admit that your Systems Goddess has had to create a system for knowing when enough is enough! Used to be that I could party all through the night. Now? Not so much. Truth be told, I’m ready for sleep by 11:00 most nights. I can count on one hand the number of times I’ve actually stayed at a New Year’s Eve party past 12:05 in the last ten years. And alcohol? Hmmm My three-glass limit (that’s the stupidity and dancing on the table limit) has been reduced to two – and sometimes one and a half. The system? Simple. I silently ask myself the following questions (just like designing any other system):

1. How am I feeling NOW?
2. How do I want to feel tomorrow?
3. What steps will I need to take to have that happen?

If the answer to #1 is “GREAT”… I stay and play until the answer begins to change.
If the answer is “tired and losing control”. I call a cab or get a ride home.
If I can’t even remember the question…

Answering question #1 pretty much takes care of two and three. My answer to #2 has always been “awake, alive, refreshed and full of JOY”. That pretty much creates the answer to #3; requires sleep and a clear head (possibly LOTS of water and a couple of Excedrin).

A system is a process for creating desired, predicable, duplicatible results. Remember to ask yourself the BIG THREE QUESTIONS:

Where are you NOW?
Where do you want to BE?
How can you get there?

And you can’t help but create a system that is Outrageously Effective! Happy New Year! Happy Everything!

© 2008 Beth Schneider, Process Prodigy, Inc. 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 : Planning, Process Design, Systemizing

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Systemizing Your Business: Who’s The BOSS?

By Sandye · Comments View Comments

Friday, November 21st, 2008

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Thoughts from your Systems Goddess, Sandye Linnetz, Process Prodigy

The classic question for all of us is: Do you run your business or is it running you? If you’re like most of the “solopreneurs” on this planet the answer isn’t a simple one. Most likely your answer is “well I think I run it, but there are an awful lot of days when it feels like it runs me!” Even though you have a vision and a plan, there are bound to be times when you are feeling overworked and under-paid!

They, the self-employed of the planet, say that the best thing about being in business for yourself is that you are your own boss. They also claim that the worst part of running your own business is that you are your own boss.

Sure, it sounds great to:

1. Do what you want to do – not what you’re told to do
2. Get all the glory
3. Set your own hours
4. Designate spending
5. Keep all of the profits
6. Be outrageously creative
7. In other words:

Work less and earn more!

Now, let’s look at the flip side…

1. You will make the rules and they may not be any more fun to follow than someone else’s!
2. Yes, you will get all the glory… but you’ll also get all of the blame!!
3. The hours you set for yourself just might be more than you expected and more than you’d have as an employee.
4. Sure, spend the money however you wish… when there IS money to spend.
5. Sure, you can keep all of the profits… if there are any!
6. Be totally creative… unless you’re too tired and stressed to think!!!
7. In other words:

You may end up working even MORE hours for even less pay!

So, my friends, what’s a well-intentioned “solopreneur” to do?

PLAN
PLAN SOME MORE
PLAN EVEN MORE
Another was of saying this is “CREATE OUTRAGEOUSLY EFFECTIVE SYSTEMS” to run your business – and keep your business from running you. Know where you are. Know where you’re going and have a plan to get there. The freedom, the money and the creativity are all gained or lost through the systems you put into place so that your company can operate smoothly, cost-effectively and simply.

Want to work less and have more vacation time? What’s your system for “cloning” yourself and freeing up your time? Can your staff operate and make good decisions without your presence? How will they know who is to do what??? And how??? Do you have systems in place that are clear, concise and complete – with easily reproducible results?

Want to make more money? Well, what’s your system for building a client base? Maintaining clients? Billing and collections?

Want to make sure that there are profits to keep? What’s your system for tracking costs? Creating pricing? Handling vendors?

Want to set all the rules? Okay? What are they? How do you communicate those rules with your staff? What are your follow-up and check and balance systems to be sure that those rules are being followed?
No, running a business isn’t ROCKET SCIENCE… but it IS SYSTEMS SCIENCE!

I suppose that this blog could be an excellent sales pitch for joining OES (Outrageously Effective Systems – Process Prodigy’s “System of the Month Club”) or for hiring Beth Schneider to be your systems consultant/designer/guru. It is actually – quite simply – a wake up call (if you were asleep) and a call to action; if you’re ready to create a business that will afford you the time, freedom and money that you, and all solopreneurs want!

Join OES. It’s Awesome! Hire Beth. She’s amazing! Most important of all, put systems into place EVERYWHERE!!! As you look around – at work, at home, at the gym… in nature… anywhere… you will begin to recognize systems in action. Systems allow you to produce the same desired results over and over – without constantly recreating the wheel! With systems in place you are prepared and well armed for the battle that business can be.

Plan the work and work the plan!
SYSTEMIZE!
Let your staff, vendors and clients know…
WHO’S THE BOSS!!
© 2008 Beth Schneider, Process Prodigy, Inc. 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, Planning, Process Design, Systemizing

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Systemizing Your Business: Apparently the System Needs Your Attention

By Sandye · Comments View Comments

Friday, September 5th, 2008

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Thoughts from your Systems Goddess, Sandye Linnetz, Process Prodigy

Here I sit, sipping hot coffee and eating a “sunrise surprise” amidst the hustle bustle of the Terminal 6 deli at LAX. Most of the folks around me seem calm, peaceful and resigned to the layover/lost time associated with NOT flying “yet”. And I, your Systems Goddess, have joined the ranks of the computer geeks who “open and type” wherever they might be…

You know where I am. I’m at Los Angeles International Airport about 40 minutes north of my home. What you don’t know is from whence I have recently come. Why, just a short hour ago I was at the Long Beach Airport – about those same 25 minutes away from home, but to the south.

“What’s with the airport hopping?”, you ask. I promise you, it is not that I either love airports, or that I am visiting them as research for my new book. Bottom line? Okay… My system for traveling sucks! I did print out my itinerary and boarding pass (I think that was step 2 on my get ready to go flow chart). What I didn’t bother to do was follow step 3: read over all travel documents for information and accuracy before moving them to a safe and easily accessible place in – or near – your carry on stuff. Yep, I assumed that I was flying out of Long Beach and planned my departure accordingly.

Now mind you, I did everything else according to my outrageously effective system. I used the list I had created and checked off items as I took care of them.

1. Let the neighbors know that you are going out of town and arrange for mail and newspaper pick-up
2. Make a list of what you want to take on the trip: clothes & accessories, personal fun stuff (e.g. suduko, camera, novel, favorite stuffed toy) and work related items & papers
3. Print out itinerary. Check-In online and print boarding pass.
4. If everything looks okay put all paperwork (including hotel/car/etc.) into computer case
5. Choose a suitcase and fill with the clothing and accessories listed above (after trying everything on and changing your mind 4 or 5 times)
6. Pack toiletries (after morning use)
7. Count out and put vitamins into a baggie and then into carry-on along with medication, glasses and other necessities
8. Put on motion-sickness bands
9. Grab the chai (good luck charm) or put on the magic shoes (I won’t even try to explain this)
10. Check and lock all windows and doors
11. Head for the airport

The breakdown? No problem with the system. I know it works. I’ve used it for years without a glitch. Looks like human error, then, doesn’t it. One small slip for Sandye one giant leap into travel hell. I skipped a step and the snowball began to grow. Traffic was awful this morning so I chose to take back and side streets. My 25-minute trip to Long Beach took almost 50 minutes – actually longer than it would have taken me to get to LAX. I did think it was odd that there was no sign outside for my airlines… my first clue that I had screwed up! It was then, and only then, that I decided to actually read my itinerary and boarding pass. No more clues needed. Clearly, I had skipped a step and thrown my system into oblivion. Also, clearly, all I could do at this point was STOP, regroup, and get back to the system.

That’s what I did. Called the airlines, owned up to my error, paid the $25 to get on stand-by for the next flight to JFK and headed to LAX. On the way I called the folks in New York and made a new plan (with back-up plan) to meet up upon arrival, checked my bag and here I am, sipping coffee and passing the layover/lost time associated with NOT flying “yet”.

By the way, I also inadvertently skipped step #9… bad luck? coincidence????

Categories : Planning, Process Design, Systemizing

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