Optimize, Systemize, Automate, Delegate

Ready Business Systems empowers businesses to streamline operations by focusing on optimization, systematic approaches, automation of routine tasks, and effective delegation. This approach not only saves time but also enhances productivity and scalability.

Biography

• Started a landscaping company, 855RILAWNS, at age 16, which is still operational today.
• Ran a painting franchise in college.
• Graduated with a bachelor's degree in Electrical Engineering and a business minor from the University of Rhode Island.
• Purchased first house at age 27 and later rented as an AirBnB.
• Established a consulting company, Ready Business Systems, at age 33, and obtained a real estate license at age 34. Purchased 4 properties.
• Achieved personal goals between ages 36 and 39, including having two children, obtaining a pilot's license, and purchasing another property.
• Work an average of under 20 hours per week!

About Me

Optimize Your Business

Systemize Processes

Automate Where Possible

Delegate the Rest

First, optimize your business processes to ensure maximum efficiency and effectiveness.

Leads come straight into CRM vs double entry from email

Then, create systems around these optimized processes to ensure consistency and scalability.

Lead fills out certain information on form, no matter what source it is derived from

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Next, automate everything you can to follow these systems, reducing manual work and errors.

Lead automatically sent information setting expectations and nurturing lead, book appointments

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Last, delegate anything that you can’t automate to focus on strategic tasks.

Someone to answer phone calls and enter into form

Optimize, Systemize, Automate, Delegate

Business Efficiency

Efficiency

• If you delegate an inefficient (unoptimized) task, you will repeat inefficient processes over and over again and multiply the inefficiency.
• Optimization is crucial before delegation to ensure tasks are streamlined and effective.
• Unoptimized processes can lead to wasted resources and decreased productivity.
• Optimizing tasks can lead to better resource allocation and improved outcomes.
• Organizations should regularly review and refine processes to maintain efficiency.

Optimize

Efficiency

Optimize: Organization

• Organization is your best friend, and a Quadrant A activity (not urgent/important).
• As Benjamin Franklin wisely said, 'A place for everything, and everything in its place.'
• The goal is to ensure that anyone can walk in at any time and know exactly where to find anything, promoting efficiency and reducing stress.

Previous slide BEFORE using PLUSAI

When you’re disorganized :(

Productivity

• The Eisenhower Matrix is a tool used for time management and prioritization, helping individuals focus on what truly matters.
• President Dwight D. Eisenhower famously said, 'What is important is seldom urgent, and what is urgent is seldom important,' capturing the essence of this matrix.
• The matrix is divided into four quadrants: Urgent and Important, Not Urgent but Important, Urgent but Not Important, and Neither Urgent nor Important.
• By categorizing tasks, users can allocate their time more effectively, ensuring important tasks are prioritized over urgent but less important ones.
• Implementing the Eisenhower Matrix can lead to increased productivity and reduced stress as it emphasizes thoughtful decision-making.

Optimize: Time (Eisenhower Matrix)

Eisenhower Matrix (non AI-generated)

PLANNING! Before fires

When don’t plan ahead

Disorganization- distractions, being too available, poor time management

Complete incompetence?

Importance of Time Tracking

• Tracking time helps identify areas where you can improve efficiency and productivity.
• Peter Drucker famously said, 'What is measured is managed,' emphasizing the importance of monitoring your activities.
• Time tracking can reveal patterns in your work habits, helping you to optimize your schedule.
• By understanding how you spend your time, you can allocate resources more effectively to priority tasks.
• Using tools and apps for time tracking can simplify the process and provide valuable insights into your daily routines.

Optimize: Track Your Time

Productivity

Optimize: Clockify

Productivity

Optimize: Mastering Time Organization

• Time management involves the strategic organization of time to enhance productivity and efficiency.
• Scheduling tasks effectively helps in allocating time for high-priority activities.
• Religiously protecting your 'golden hours' ensures that your most productive periods are free from distractions and interruptions.

Optimize: Calendly

Optimizing Sales Estimates

• Estimates should be done remotely when possible: Hourly, by square foot from Google maps, or $50 deposits taken for in-person estimates.
• On-site estimates should be scheduled in time 'windows' as opposed to specific times of the day. This enables more flexible scheduling and maximizes route efficiency.

Optimize: Sales Systems

Efficiency

Strategies for Streamlined Communication

• Keep your inbox clean by regularly sorting and deleting unnecessary emails, which helps maintain focus on important tasks. Use email filters to get rid of distractions.
• Use 'if-then' communication to streamline email responses and ensure clarity and efficiency in messaging.
• For phone calls, answer incoming 800 numbers immediately to save time on navigating menus later.
• Make outgoing calls to 800 numbers while driving to optimize your schedule and minimize downtime.
• Utilize a call screening service for unknown local numbers to decide whether to answer or return the call later.

Optimize: Communication

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Systems

Optimize: Other Advice

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• Order on Amazon – Plan ahead and get job/office supplies delivered in two days. Use the app to order in a minute. Stock up on oil, filters, toner, and paper with subscribe and save. AUTOMATED- AI: knows when you need things?
• Use two monitors – Boost productivity
• Listen to e-books – No time to read? Use services like Audible while driving.
• Take advantage of warranties – Many new equipment repairs are covered for free.
• Minimize driving – Combine trips to save time. “Driving eats up a ton of time!”
• Eliminate the bottom 20% – Each year, drop the least productive customers/employees and nurture the top 80%. “He who chases two rabbits, catches neither.”
• Follow the Pareto principle (80/20 rule) – 80% of results come from 20% of effort—focus on that 20%. “The list goes on. Always remind yourself to focus on this 20%!”
• Luck favors preparation – “Luck is what happens when preparation meets opportunity.” – Seneca
• Parkinson’s Law – Work expands to fit time. “If you allow yourself to work 15 hours a day, you will find things to fill that time! How would you spend your time if someone had a gun to your head and told you you could only work 4 hours per day?”

Benefits of Systematizing Tasks

• Ensures tasks are completed the same way every time, reducing variability and increasing reliability.
• Frees up time by minimizing decision-making and reducing the need for constant supervision.
• Facilitates training of new team members by providing clear guidelines and expectations.

Systematize

Efficiency

Automation

Automate

• CRM!
• Automation amplifies the efficiency of existing operations, as noted by Bill Gates: 'The first rule of any technology used in a business is that automation applied to an efficient operation will magnify the efficiency.'
• OR magnify your inefficiencies and multiply your mistakes!
• Automation operates without the need for constant management, reliably performing tasks as instructed.
• APIs play a crucial role in automation by allowing different software applications to communicate with each other seamlessly.
• Tools like Zapier, Make, and IFTTT enable businesses to automate complex workflows without extensive programming knowledge.
• Implementing automation can free up valuable time for employees, allowing them to focus on more strategic and creative tasks.

Key Concepts in Hiring Systems

• The concept of 'Hire slow; fire fast' by Jim Collins emphasizes careful recruitment and swift decision-making when necessary.
• Implementing filters for job applicants and tenants can streamline the selection process and ensure quality candidates.
• Marketing to job applicants is crucial for attracting top talent and showcasing company culture.

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Automate: Hiring Systems

Efficiency

Automated Qualification

Phone Interview Instructions

In-Person Interview Invitation

Application Channels

CRM Integration

Phone Interview

Interview Evaluation

Final Hiring Decision

Qualified applicants are entered into our CRM, where they will be followed up with nurture emails.

Applicants from all channels (Indeed, Facebook, etc.) are directed to apply through the website.

Once they call in, the admin performs a phone interview.

Applicants are automatically qualified or disqualified through the answers to their application form.

Applicants are instructed to call in for a phone interview during specific times.

If they pass the phone interview, they are invited for an in-person interview with instructions on where to go, when.

Candidates undergo a detailed evaluation during the in-person interview.

Successful candidates receive an offer letter and join the team.

Automate: Hiring Process Timeline

Recruitment

Tagging Leads

Educational Content

Continuous Engagement

CRM Integration

Lead Nurturing Emails

Booking Invitations

Enhanced Follow-Up

Feedback Loop

Initiated series of emails to educate prospects about our business and services.

Leads began coming directly into our CRM through our website and answering service.

Well-qualified leads receive an invitation to book a 15-minute call.

Each lead is tagged with information about which service they are interested in.

Emails include tips on choosing a landscaping company and service expectations.

Regular communication continues until an estimate is emailed to the customer.

Refined the follow-up process to improve customer engagement and conversion.

Implemented feedback system to gather insights from leads and improve process.

Automate: Lead Follow-Up Process

Sales Strategy

Benefits of Automated Marketing Emails

• Marketing emails sent on a regular basis based on the services a customer has, ensuring timely and relevant communication.
• Responses to forms trigger automated emails, creating a seamless customer experience without manual intervention.
• Tags on accounts help segment customers, allowing for personalized email campaigns that increase engagement and conversion rates.
• Automated emails save time and resources for marketing teams, enabling them to focus on more strategic initiatives.
• Consistent and timely communication through automation improves customer satisfaction and loyalty.

Automate: Marketing Emails

Automation

Key Features of Automated Admin Systems

• Automates the processing of leads, enhancing the sales funnel efficiency.
• Facilitates seamless collection of credit card payments, ensuring secure and swift transactions.
• Schedules appointments automatically, reducing administrative workload.
• Sends timely reminders for past due bills, improving cash flow management.
• Generates invoices from completed work, streamlining the billing process.

Automate: Admin Systems

Efficiency

Difference Between AI and Automation

Understanding Automation

Understanding Artificial Intelligence

• Automation uses technology to perform repetitive, rule-based tasks.
• It requires minimal human intervention and follows predefined instructions.
• Commonly applied in software workflows to enhance efficiency.

• AI simulates human intelligence to learn, reason, and make decisions.
• Unlike automation, AI adapts to new data and handles complex situations.
• Useful in applications like chatbots, recommendation systems, and autonomous vehicles.

Technology

Practical Applications of AI

• An AI answering service, can handle customer inquiries efficiently, freeing up human resources for more complex tasks.
• Integrating a chatbot on your website can provide instant support and guidance to visitors, improving user experience.
• Using ChatGPT to draft marketing emails can save time and ensure consistent and engaging communication with customers.
• AI can transform blog posts into engaging social media content, expanding reach and engagement.
• Automated social media posting
• Automated AI review responses
• AI tools can summarize lengthy PDFs into concise points, making information more accessible and easier to digest.

Automate: Effective Uses of AI in Business

Applications

Key Points on Delegating Efficiently

• Delegating inefficient tasks leads to repeated inefficiencies and multiplies the problem.
• Optimizing tasks before delegation ensures streamlined processes and better outcomes.
• Identify bottlenecks and unnecessary steps in processes to improve efficiency before handing them off.
• Streamlined tasks save time and resources, allowing employees to focus on more strategic activities.
• Regularly review and refine processes to maintain efficiency and adapt to changes.
• Can I use AI??

Delegate

Optimization

Key Insights on Delegation

• “The best executive is the one who has sense enough to pick good men to do what he wants done and self-restraint enough to keep from meddling with them while they do it.” - Theodore Roosevelt.
• Delegating tasks allows leaders to focus on strategic decision-making and high-level responsibilities, optimizing their time value.
• Empowering team members through delegation fosters trust, enhances productivity, and encourages professional growth.
• Exploring foreign labor options, such as H2B visas, can provide a diverse pool of potential employees.
• Utilizing Virtual Assistants can enhance efficiency by outsourcing administrative tasks.

The Art of Delegation

Leadership

Delegation System & Automation

What is your biggest challenge with technology in your business?

Introduction

• Boost profits and save time through effective marketing, automation, and system building.
• Expert guidance in CRM systems such as Service Autopilot, Jobber, and LMN, alongside digital marketing and automation solutions.
• Led by experienced professionals, including Justin Woodford with over 20 years in the service industry and Steve Martino with 15+ years in sales and lawn care.
• Dedicated to helping business owners transition away from daily operations, allowing them to focus on growth and strategy.
• For more information or to get in touch, visit readybusinesssystems.com or call (800) 485-1404.

About Ready Business Systems

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