Peter Moriarty: Riley asks, How can I create systems for
creatives working for my company
to complete and be ranked on their performance? Wow, what a
beautiful question. There is so much here that I can cover so
much I love about this question. I think this is, you know, this
is really the ultimate question, isn't it? You know, how do we
make sure that people are doing great work in our company? And
how do we measure and monitor that? And then, you know, how do
we use that performance from our team to build an economic engine
that is going to help grow the business and succeed in the
business, if you're a CEO, or a founder, entrepreneur, who is
running your business, your number one job is the survival
of the organization, but also the expansion of the
organization as well. And so whatever your impact goal is,
you know, whoever the customers are, that you serve, your job is
to serve more customers. And your job is to generate returns
by serving more customers. And so to do that, our lever is
performance leverages getting our people to do the work. So
how do we do that creating systems is quite a simple and
straightforward process. And if you search our YouTube channel
for the word systems, a number of videos are going to show up,
I'm going to share with you in those videos, things like how to
create great systems for your business. So how to actually
write the systems on how to do things. And number two, I'm
going to share how to document those systems and share them
with your team. And then number three, I'm going to share some
other tools using technology tools on how we actually track
and measure who's running those systems? Are they running them
correctly? Are they doing them on time, and the actual
management of the delegation process as well. So I won't go
into detail on all three of those. But what I will show you
is one of the systems that is absolutely central to creating
great systems inside your business. Now for us, we use
Google sites for this, and we call it the genius net. And this
is effectively an intranet for our business, where we store all
of our systems, processes and how tos for everything that
happens inside the business. And this is the place where we
document everything that needs to happen, who does it and how
it's actually done. And this is taken from the concepts of an
author, his name is Michael Gerber, he wrote a book called
The E Myth revisited. And that is basically 101 on creating a
business that can work without you, Michael Gerber teaches you
how to create a standard operating procedures manual for
the business, which allows you to document the way things are
done, get them out of your head as the business owner, and onto
paper somewhere, he probably recommends actual paper, but we
have this done digitally. And then from there, you get
freedom. As a business owner, you get freedom as an
entrepreneur, because everything that you can document, you can
delegate and actually give to someone else. And as I've said
at other moments, that's probably the number one skill
for business owners to master is the skill of delegation. And
just getting really, really, really lazy and getting things
off your plate and onto the plate of anyone else. So let me
show you what our intranet actually looks like. You can see
here, this is probably our most popular section is The Newbies
Guide, which is onboarding new staff members. Now, if you've
ever worked for someone else, and I did have one job, I was
actually hired by one of my clients for a year when I was
19. And I started in that job. And it took me six weeks to work
out what the eff was going on in that business because the
business owner was training me manually. And while they were
training me manually, they were trying to do their work, I was
trying to do my work as well. And it just took a long time for
me to work out what was actually going on. Because nothing was
documented in the business. It was a small business, there were
four employees in the business. And no one had written anything
down on how to actually do things. And the person that I
was taking over from was exiting the business, they hung around
for a week or two, and then they were gone. And so just
documenting your onboarding process is probably the best
place to start with a business and helping your newbies get
started. So you'll see here that we've got a pretty detailed
documentation, starting with what someone's key tasks are,
what the tools are, that we use inside the business, you know,
sharing with the team, how to check in how to check out at the
start and the end of their day because we work remotely. That's
pretty important that the team know what we're all up to count
a traffic light system, which lets other team members know
what our capacity is to take on more work or not. You can see
that we've got a checklist of things that we need from
employees within the first week. And then there's a rundown on
all of the different apps that we use inside the business and
what they are for now we've even got training videos on each
different area in the business starting from culture starting
from mission started to how we work together right down to how
do you actually use the phone system that we use, which is
Dialpad training on the very practical elements of things as
well. You'll also see that we have a whole guide here on who
we are, as a team can see you know, some of our values are
documented here in The Newbies Guide as well. And what that
does is it really gives the new people who join our company and
indruk indoctrination on who we are as a A business. And so that
process is obviously run by someone who is on the HR team.
We call them the Empower team because it's their job to
empower everyone else in the company. And so we have those
people running this process, taking the newbies through The
Newbies Guide, and the newbies get to the end of it. And
they're on boarded in about a week, rather than taking three
or four or five or six weeks to start someone new. They're on
boarded in about a week. Okay,
so how do we do some of the more practical elements of our work?
Okay, well,
let's have a look at what the finance team are up to, and how
they document their systems and processes. So we've got our
billing system, which is called bill here, I'm gonna go and try
and find some some processes here. Here we go. So you can see
when someone documents a process, they've got the steps
documented, we've even got some helpful screenshots in here.
We've got some notes here. So all of this stuff has been
documented. So when someone new comes into the company, and the
finance manager says, Hey, I need you to update this
customer's information, then there is a process documented.
And you can see here there are processes for absolutely
everything for refunds domain names, G Suite licenses, Dialpad
renewal concierge billing, absolutely everything has been
documented here in finance. And that's because our head of
finance, Regina onboards, new team members all the time, but a
team of about, I don't know, four or five people in finance,
right now, it would be an absolute headache for her to
have to retrain new people all the time as they are entering
the business. So creating systems for creatives is no
different to creating systems for anyone inside the business.
Now, the second part of the question here is, well, how do
you get people to be ranked on their performance? How do you
actually make sure that people are actually doing what they say
they are doing? Well, for that we use a shared task management
system for the business. Now whether you're just using Google
Tasks, which would be like the absolute absolute basics, I'd
probably only recommend that if you've got one or two people in
the business or something more sophisticated, like a sauna,
Trello monday.com, all kinds of different apps click up right
there's a million a shared task management system is going to be
what's best to help you out with that. And so we happen to use a
sauna. This is my content creation board, you can see here
that we've got like, we literally have hundreds of
projects in here, across all of the team in our company, this
happens to be a board of different content that I'm
creating for the channel, right here. I'm working on this one
today. And I've got all of my notes here ready to go. And as
soon as I've recorded it, I'll hand it over to the team here to
take care of it. But what this might look like if for example,
I'm in my production board is I've got different lists of
tasks, and a different list of tasks, I can delegate them to
different team members. And from here, I can set due dates, I can
have the team members complete them, we can have comments and
updates on each individual task when we want. And let's for
example, jump into an individual task. And let us see what that
looks like here. So we've got a task to edit a feature video,
it's currently assigned to Clarissa, this one is running a
little bit behind, it's overdue, and there is an approval task
for myself to my job to actually approve that video before then
goes live. That's probably why she's late, because I haven't
approved the video. So the very basics of getting stuff done
with other team members should be handled by a task management
system. And we've got plenty of videos on choosing the perfect
system for your business. If you just search a sauna, in our
YouTube channel, you'll find lots of videos on how to choose
the perfect task management system, how to actually set it
up what kind of features you should be looking for. And
there's also a great video on how to make great technology
choices for your business as well in our channel too. So make
sure you check both of those out. That's the basics of
Systemising your business if you can document all the systems and
then you can have a way of knowing who's doing what in the
business, whether or not they've completed it via a task
management system, that's gonna get you like 80% of the way
there. When you talk about performance. Yeah, it's
important to look at things like KPIs. And I've got videos on
creating good KPIs and performance systems for the
business as well. But if you don't have the basic setup, with
documenting processes, that's going to be most of your
headache, gone. If you are a larger business, and you're
interested in, you know, really tracking the performance of your
business, then you can use something like Google Data
Studio, Google Data Studio will actually let you create a
dashboard for the performance of your business. But you really
want to check out our growth roadmap, check out the videos on
our growth roadmap, because what this is going to identify is
what tech you should be implementing for different
stages of your business. You know, there's so many tools, and
there's so many different things that need to be set up as a
business grows, you want to focus on what's most important.
And so like if you're a solopreneur and you're in launch
stage, like you want to make sure that backups are correct,
your your passwords are protected, and you've got you
know, your absolute basics of like emails set up properly
inside of workspace. That's that's the main things you want
to be doing. Okay, next, if you're in startup, you can see
here, I've got the asana logo for tasks and then you want to
make sure your Google Drive is well organized so you can find
all of the things things that you need to work on in your
business, then when you get to growth stage and you've got, you
know, more than three or four people, you're starting to
become a real growing business. That's when you want to look at
a CRM system, you know, what's the right phone system start
automating some processes in the business. But you know, if
you're a, if you're a launch founder, you probably don't want
to focus too much on, you know, trying to automate everything
that might be too much time for you to worry about when you're
really just trying to prove the business model. This is what a
dashboard looks like if you're interested in building a
business dashboard. And this is really, for businesses that have
got 20 employees or more, what that's going to do is show you
real time statistics on the business from your billing
system, or from your accounting system, and help you to make
great executive decisions based on the longer term trends of the
business. Again, not something that is relevant if you are an
early stage business, and you're maybe in the launch and the
startup, but you can see here once you hit scale more than 20
employees, we've got that little Google Data Studio logo there.
And that's where you want to be starting to build more insights
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