0:00

By. Documenting today, you're saving yourself time

0:02

later. The goal is to avoid

0:04

reinventing the wheel, particularly for those

0:06

quarterly or annual task that aren't

0:08

ingrained in our memory. Might be

0:10

a task you do once a

0:12

year. But. You're never gonna remember

0:15

how you did it if you

0:17

just don't document it as though

0:19

peas or more than just guidelines,

0:21

there are playbook for consistency, efficiency

0:23

and excellence. I'm

0:25

a new X corporate girl turned

0:27

C E O of a multi

0:30

seven figure business. but it wasn't

0:32

all that long ago that I

0:34

lacked the competence, the budget and

0:36

that time to focus on growing

0:38

my small but mighty business Bass

0:41

board past many failed attempts in

0:43

lessons learned and you'll see the

0:45

business I have today. One that

0:47

changes lives and gives me more

0:50

freedom than I ever thought possible.

0:52

One that you stop only exist

0:54

has a daydream. I

0:56

created the Online Marketing Made Easy podcast

0:58

to give you simple, actionable, step by

1:01

step strategies to help you do the

1:03

same. If you're an ambitious entrepreneur or

1:05

one in the making who's looking to

1:07

create a business that makes an impact

1:10

and a life you love your in

1:12

the right place. Brand Let's get

1:14

started. As

1:21

an entrepreneur project plane he makes

1:23

the world go round. Whether you're

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planning a million dollar launch or

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your first offer ever, a Project

1:30

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1:34

actions, minimizing, overwhelm and making your

1:36

dreamiest success metrics attainable. Well.

1:39

A few years into my business, I

1:41

honed a project planning system that I

1:43

still swear by. I. Planned

1:45

every single one of my multimillion

1:47

dollar launches. With this project plan,

1:49

I've grown my email lists to

1:51

hundreds of thousands with it. And.

1:54

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1:58

own bucket list: Business Goals. Good

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Go to Amy porterfield.com Forward/project

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Died today. That. The

2:25

Me: porterfield.com forward/project

2:28

plan. Hater.

2:30

Friend, I am so thrilled to

2:32

talk with you today and we've

2:34

got a great topic today. We're

2:37

going to take a little trip

2:39

deep into the heart of my

2:41

operations department. This department is just

2:43

a two person dream team my

2:46

Director of Operations and my Operations

2:48

Project manager. So these to have

2:50

streamlined my business processes in seriously

2:52

remarkable ways over the years and

2:55

I can't wait to share some

2:57

of those behind. The. Scenes strategies with

2:59

you today. Now. I know

3:01

that many people listening. Today Maybe

3:03

you do. Not have an

3:05

operations department and quite honestly my

3:08

A Director of Operations know this

3:10

about me. I hate anything

3:12

that fills corporate an operation

3:14

feel. Oh, corporate. But you're

3:16

going to start to hear me talk

3:18

about what they do and some of

3:20

the strategies the use. And because I

3:23

have a team of over twenty three

3:25

full time employees now, and because my

3:27

business has gotten a lot larger, there's

3:29

a need for that by your team.

3:32

Might be a whole heck of a

3:34

lot smaller. And these strategies for

3:36

still applied. You see, there's some strategies

3:38

that I wish I did way sooner

3:40

before I even had an operations. Department

3:43

because they really, truly

3:45

streamline everything. When I

3:47

think of my operations department, I

3:49

think of how they streamline my

3:51

company and support my students in

3:54

a streamlined way as well. City.

3:57

Get a little bit more specific my

3:59

operations depart. Is responsible for a

4:01

lot of the important areas of

4:03

my business. They handle things like

4:05

legal and hr and they helped

4:07

develop the structure for my budget

4:09

and also for my launches. Said

4:11

they're really behind the scenes in

4:13

the structuring have a lot of

4:15

that. More than that their the

4:17

architects of my company culture. Well.

4:20

Each member of my team and bodies

4:22

this called search is the art team

4:24

that truly leads the way, bringing my

4:27

vision and my mission and my core

4:29

values to life. And so when I

4:31

share some of these strategies again you

4:33

might think will your team is bigger

4:35

a me of a bigger business that

4:37

remember I only have two people in

4:39

this department and so they do a

4:42

lot for sure that these are some

4:44

strategies you can absolutely apply to the

4:46

business that you are growing today. To

4:49

in today's episode, I'm not just

4:51

going to talk about what my

4:53

Ops team does, but more importantly

4:55

how and why they do it.

4:57

That means you'll hear some of my

5:00

team's core values throughout this conversation, giving

5:02

you a behind the scenes look at

5:04

how they influence in shape a lot

5:06

of our strategies and effort. You'll.

5:08

See how these values are

5:10

not just theoretical concept, but

5:13

practical tools that drive our

5:15

decisions and our direction in

5:17

the company? And hopefully you'll

5:19

see how you too can

5:21

weave what's most important to

5:23

you. Feel. Out the system

5:25

that you running your business. Even

5:28

something as sexy as.

5:30

A Google sheets. So. Of an

5:32

easy to five strategy Them in a breakdown in

5:34

outline. For you in today's episode or eight,

5:37

here we go: Strategy. Number One: The

5:39

Art of standard operating procedures

5:41

or as so peas are

5:43

going to explore how documenting

5:45

procedures for real Korean task

5:47

can save you a sonnet

5:49

time and prevent you from

5:51

reinventing the wheel or repeating

5:53

yourself one million times. Strategy

5:55

Number Two which built on

5:58

Strategy number One. It's. I'm

6:00

calling systems with a twist.

6:02

I'm going to show you how the recent

6:05

addition of tool like check to Be T

6:07

has taken our as so p process to

6:09

the next level. This. Might be

6:11

the strategy I'm most excited to share

6:13

with you today. You're going to love

6:16

it. I promise of next. Strategy Number

6:18

three of an easy. The inside scoop

6:20

on how my Ops team runs my

6:22

virtual event from webinars to challenge is

6:24

to boot camps. They are behind that

6:27

and so many tell you how they

6:29

do it. Strategy number for it's all

6:31

about tool management. In Ot it. Can.

6:34

Sound a little dry, but trust me,

6:36

it's the whole necessary when running a

6:38

lean and profitable online business to make

6:41

sure you're managing all the tools you're

6:43

using. An oddity in because I'll get

6:45

into this, but when you audit, you'll

6:48

realize I'm spending money on tools I

6:50

never used in. this is such a

6:52

waste that's like they save me money,

6:54

my Ops team save me money monthly

6:57

and in wrapping up the episode. Strategy

6:59

number Five: Mastering the interview process. This

7:02

is all about giving the right people and the rate. see.

7:04

So. Even if your team of one right

7:07

now sick with me until the end because this

7:09

strategy that I'm in a share with you about

7:11

hiring. but really all my strategies are going to

7:13

be helpful but this one strategy. About hiring.

7:16

We're. Going to talk about hiring your first

7:18

higher. Even if they set like a part

7:21

time virtual assistant, you can still find value.

7:24

Okay, so are you ready to

7:26

break down all Five Keys strategies

7:28

and my Ops team? And streamline.

7:31

The business that you're building. I

7:33

know, I know, not the most

7:35

sexiest of topics that they're essential.

7:37

They make you work smarter and

7:39

faster and more efficient. Stay save

7:41

you money. And there's one

7:44

thing that my students compliment my

7:46

team on. Every single week

7:48

I hear it from somebody and

7:50

customer support. One of our biggest

7:52

compliment says. Oh my gosh, you

7:55

guys run this business like a well

7:57

oiled machine. Some kind of variation of

7:59

that I. Well oiled machine or

8:01

so streamlined all the time. It

8:03

it's because of our art department

8:06

and what they've implemented. Someone to

8:08

share all those strategies with you

8:10

because been an entrepreneur running a

8:12

business is freaking stressful. The. Why

8:15

not streamline some things to take

8:17

away some of that stress so

8:19

you can spend time doing what

8:21

you do best or it less

8:23

jump into a jump? right into

8:25

strategy Number one: The Art of

8:27

Standard Operating procedures or Snps. I.

8:30

Like to think of as appeases the

8:32

recipe book for your business just like

8:34

a chef needs recipes to ensure that

8:37

their dishes are constantly and repeatedly delicious.

8:39

Your business needs as a piece for

8:41

the same reason to run smoothly day

8:43

in and day out. Now I know

8:45

we've discussed as though piece. Previously on

8:47

the podcast, but when chatting. With

8:50

my Ops team for this episode,

8:52

I was reminded about how vital

8:54

these are to my business. So

8:57

even if you're familiar with the

8:59

concept, take a moment to yourself.

9:02

Am I actively implementing a soap

9:04

ease into my business? That's

9:07

the real question to ask him.

9:09

I actively implementing this into my

9:11

business. So. With that in

9:13

mind, I want to guide you through

9:15

the step by step process that my

9:18

Ops team has. Perfect did for

9:20

S O P creation. First always include

9:22

the letters as though P, followed

9:24

by the title of the process you're

9:26

describing in the name of the S

9:29

O P document. So you're creating a

9:31

Google Doc, right? So the title

9:33

of that Google Docs starts with S

9:35

O P. And then the

9:38

title of the process. So.

9:40

S. O P. How. To

9:42

add an image to an email.

9:44

I mean, I'm just using an example, but you

9:47

get the point. I know this is a simple

9:49

tip. But. It's so necessary to

9:51

make it easily searchable your Google

9:53

drive, or whatever document management system

9:55

you use. That I think ninety

9:58

nine percent of. Us. Are using do. Dr.

10:00

Phil just below the title know

10:02

the time required to complete B

10:05

S O P. So. This is

10:07

crucial. Is it a five minute

10:09

task? Or thirty minute one? Know.

10:12

We know how junior team manager

10:14

time more efficiently so with somebody

10:16

new comes on the my team

10:18

and they want to know how

10:20

to create in off the. Page

10:23

for a lead man net. Well.

10:25

In my B S O P how to

10:27

create and often page for a lead magnets

10:30

and then it takes maybe thirty minutes or

10:32

creed the up in paid so little say

10:34

time. This task will take the thirty minutes.

10:37

And the like that next you're

10:39

going to include a sentence explaining

10:41

the tasks importance and how it

10:43

fits into your business. So understanding

10:46

the why behind their responsibilities allows.

10:48

Let's say you're V Re or.

10:50

New team member to fully engage

10:52

with their work. So. Why

10:54

is this important? One Or two

10:56

sentences? I really should. backup. Why?

10:59

Do we even wanna? Do S O P

11:01

standard operating procedures. What's the point? The

11:03

point is that as you grow your

11:05

business as you add more people to

11:08

your team as you bring on, contractors

11:10

are part time, employees are full time

11:12

employees. They're going to need

11:14

to do certain things that you're no

11:16

longer wanting to do or that may

11:18

be one person. On your team it became too

11:20

much in a you have to hire someone. To support

11:22

them, the that person no longer has to do

11:25

it, but instead of the new person coming on

11:27

the team asking everyone how do you do this

11:29

will, how do you do that, Are doing it

11:31

on their own and then totally doing it in

11:33

a way you do not. Why. You.

11:35

Create an S O P. This is exactly.

11:38

How we do it for the most

11:40

simplest things and the more. Challenging.

11:43

Things as like everything we do in

11:45

our business, it is a task. This

11:47

is also important than S O P

11:50

is a task that you will do

11:52

over and over again. So I'm thinking

11:54

just of the simplest one. This. Is

11:56

how you create. A signature

11:59

in all the of your work

12:01

emails. Your. Name your title deeds

12:03

of the links you need to add.

12:05

This is how you do it because

12:07

a new employee is going to need

12:09

to do that. You want everyone to

12:11

look uniform, possibly in their signature of

12:13

your work email? So. It's things

12:16

that new employees need to do or

12:18

a cast that happens over and over

12:20

your business. This is how you create

12:22

podcast show notes. This is what's

12:24

included. This is the format. This is how

12:26

you add images. That and s O P.

12:29

So. If I bring on a new podcast

12:31

producer which I recently did, I did not have

12:33

to sit down with her and explained to her

12:35

how. To create show notes she went to the

12:38

S O P. That's. Why? It's

12:40

so incredibly important. I should have set that

12:42

up in the beginning and given you the

12:44

why. So now when I'm explaining this, you're

12:46

like, oh yeah, I'd be willing to do

12:49

this. I see the importance of it. Okay,

12:51

so study back to recipe. We've got the

12:53

word S O P and we've got the

12:55

title the time it takes and then under

12:58

that a brief little sentence or two about

13:00

why this is important. To the company.

13:02

Name when you add that little

13:05

Why? The Zebra Connection not only

13:07

abuses their daily tasks with greater

13:09

meaning, but also tends to yield

13:11

far better results for your business.

13:13

Essentially, when people brass the impact

13:16

of their efforts. There more

13:18

motivated in invested right? So

13:20

this is true. even if you're one

13:22

person team, When our plates are full,

13:25

we need a little reminder that what

13:27

we're doing matters. And

13:29

years when we get to the

13:31

real magic next. You'll lose all

13:34

your blood, staff, and every single

13:36

detail you do to complete the

13:39

task. It can also

13:41

be helpful do incorporate images

13:43

and screenshots or lose videos

13:46

were visual clarification is needed.

13:48

This. Is particularly useful if you find

13:50

yourself trying to describe more complex

13:52

tasks or you're like I just

13:54

need to show on. Now.

13:57

If you're new to the all my business

13:59

world, Establishing it as

14:01

though P library. Now. Aiming

14:03

to create one to two new as

14:06

a piece each week. This. Is

14:08

how you effectively scale and grow.

14:10

A good rule of thumb I used when

14:12

starting my business with any time I did

14:15

something more than once and made in S

14:17

O P for it Others gradual approach help

14:19

cut down on as so overwhelmed When I'm

14:21

not asking you to do is sit down

14:23

tomorrow and create one hundred as a piece

14:26

of all the things you do on an

14:28

ongoing basis. No one's gonna do that right.

14:31

So. Maybe one or two a week like sit

14:33

down and write a list of these are all the

14:35

us obese I want to get created and the new

14:37

one or two a week and by the end of

14:39

year you'll have your library. Now. Really,

14:42

what's important is the person doing the

14:44

task should be creating the S O

14:46

P. knowing that one day God forbid

14:48

if I get sick in their out

14:50

for a few weeks or they might

14:52

have an emergency or they might quit

14:54

or you might fire them. And

14:56

then if you don't have this as

14:58

O P, you're screwed. So the person

15:00

that's currently doing the task they are

15:02

responsible for creating as Opie than anything

15:04

they do in their role. Repeatedly.

15:08

And that way they don't feel like

15:10

if they go on vacation and someone

15:12

takes over for a week or two

15:14

for them, they'll have to sit down,

15:16

explain everything before they go. There.

15:18

With very advantageous to.

15:20

The person in the current role but

15:22

also to you as the owner of

15:24

the company. So well. everyone

15:27

I'm a team creates s o

15:29

piece. My Ops team really champions

15:31

this process. Someone's gotta own it

15:33

even if you have a virtual

15:35

assistant. One of their task. To

15:38

be owning the management of Eso Peace

15:40

making sure that everybody's doing their as

15:42

a Peace making sure there is a

15:45

library Let's say just in a

15:47

google doc with links to all the

15:49

recipes you create it so someone should

15:51

own it. Suggests. Is

15:54

my Director of Operations. See summed

15:56

up the importance of Eso piece

15:58

by saying this by documenting. hey,

16:00

you're saving yourself time later. The.

16:02

Goal is to avoid reinventing the wheel.

16:04

Particularly for those quarterly or annual

16:07

task that aren't ingrained. In our

16:09

memory might be a task you do

16:11

once a year but you're never gonna

16:14

remember how you did it if you

16:16

just don't documented as a piece or

16:18

more than just guidelines there are playbook

16:20

for consistency. Efficiency: An Excellent: When people

16:23

say you run your business like a

16:25

well oiled machine, they're really making a

16:27

nod to the fact that we have

16:29

everything documented. They don't know that. that's

16:32

really. Why were able to do what

16:34

we do and just as absolutely right

16:36

and as O P eliminate the need

16:38

to really learn? System that you

16:41

may not have visited for

16:43

an entire year. so this

16:45

type beautifully. It's is a

16:47

core value that I have

16:49

on my team of total

16:51

ownership. So. That's one of our

16:53

core values of our business: total ownership

16:55

for our team members. so I want

16:58

each team member to feel empowered to

17:00

fully. On their projects, minimizing the

17:02

need to interact other people in

17:04

their work. Day by asking for how

17:06

do you do this are asking for

17:08

guidance on something that could easily be

17:10

and s O P document. So.

17:12

This approach not only three minds are

17:15

work flow, but also cultivates a sense

17:17

of independence and confidence among the team.

17:19

When you have someone new starting in,

17:21

they have to ask you how you

17:24

do everything. Not. Only that bothers

17:26

them to you. It makes them feel

17:28

incompetent. But if you like, here's the

17:30

library. These are all the things you

17:32

need to do. Of course there are

17:34

some things are going to need to

17:37

set meet with them and explain and

17:39

and really hash out, but the things

17:41

that literally can be documented should be

17:43

a give that person independence incompetence from

17:45

the get go. I'm a really big

17:48

stickler for on board even when somebody

17:50

is new on my team, how they

17:52

come on the team. Really?

17:54

Sets the stage for how they feel

17:56

about working on my cheeks, how they

17:59

feel about my. The admit. When.

18:01

Someone gets hired the first thing we

18:03

do with Be said flowers before they

18:05

even start on day one or sometimes

18:07

they get it on day. But

18:10

we do this to make them feel

18:12

really welcome to the team. We always

18:14

have a meeting said. At the minute

18:16

they start they're going to meet with

18:18

their usually their manager in order to

18:20

get the attention they need from the

18:22

get go. Sissy As World Virtual. A.

18:25

Virtual G when you're starting on Day one

18:27

is Dawn Team. So the onboard

18:29

in is important to us and so with

18:31

that as so peas are part of the

18:33

conversations which gives them a lot of support.

18:36

I know you're focused on marketing and

18:39

selling your digital products, but I know

18:41

many of you also have physical products

18:43

and I want to talk about Shopify.

18:47

Shopify. The user friendly com

18:49

or spot for and that helps

18:51

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18:53

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18:55

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19:11

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Yeah. Loving that. And I don't

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have unique needs and there's so many

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options out there for paid media. Sometimes

20:16

it's hard to figure out where should

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you go to reach your ideal audience.

20:21

But here's the thing. Have. Have.

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content you do not want to

20:39

sleep on Linked It adds. And

20:41

here's the thing. Seventy nine percent

20:44

of content marketers said Linked In

20:46

produces the best results for paid

20:48

media. I hear it from so

20:50

many of my peers and I

20:53

know you're. Doing important work,

20:55

And. With that, you want to make sure

20:57

that the work you're doing is getting in

21:00

front of the right people, and that's what

21:02

linked in our heads will allow you to

21:04

do. So. Let your marketing

21:06

efforts connect with the right audience

21:08

and get a hundred dollar credit

21:10

on your next campaign. So.

21:13

If you go to

21:15

linkedin.com/amy you can get

21:17

that hundred dollar credit.

21:20

So that's linkedin.com/amy. Terms.

21:22

And conditions. Apply. Hopefully you can feel

21:24

as opiates or not just about documentation

21:26

their about driving my team. Ford and

21:28

my art team has done an amazing

21:31

job at making sure as a piece

21:33

are the backbone of my business. Someone.

21:35

Got a manage it or they'll never ever

21:38

get done. So. Find someone on your

21:40

team to manage this. Have been, listen to that

21:42

part of the podcast and let them run by

21:44

that. The. Get ready as

21:46

we shift into the strategy. I'm most excited

21:48

to share with you today which is the

21:50

systems that with a twist. My.

21:52

Art team has been integrating tools

21:55

like Chat, Tpg, and Loom to

21:57

enhance their documentation essentially in our

21:59

systems. In our process is a

22:01

little twist of ai so these

22:03

tools are revolutionizing are as obese

22:05

making the creation process faster and

22:07

more accurate. So here's how they

22:09

do it. They start by using

22:11

Loom which is screen recording tool

22:14

we love in my business. the

22:16

press record on looms to document

22:18

the step by step execution of

22:20

any task that they're making it

22:22

s O P for when they

22:24

hit record they talk through what

22:26

they're showing on their screen is

22:28

essentially capturing the process. In real

22:30

time Once they have that recording

22:33

they download the voice transcript and

22:35

take it over to check Gpp

22:37

for their the upload the transcript

22:39

in church Tpp to transform it

22:41

into a written and polished as

22:43

though is like having an expert

22:45

as Hope you Rider as a

22:47

team members ensuring that every detail

22:49

is captured and the document is

22:51

easily understandable. Now. Beyond that, What?

22:54

I'm blown away by is

22:56

how my Ops team uses

22:58

a I for process refinements.

23:00

So once the as opiates

23:02

created they can upload it

23:05

as a Pdf or simply

23:07

copy and paste the steps

23:09

back into Chop Gp. They

23:11

include a problem that ass

23:13

chat G P T to

23:16

analyze in suggest improvements. To

23:18

the process. Wilde. Right?

23:21

They can literally come up with a

23:23

prompt asking, chat. Gp T. To

23:25

identify gaps in opportunities to enhance

23:27

our process in the Snp. Then.

23:30

They get ideas that back to them

23:33

and second, as if they have a

23:35

process consultant working with them on a

23:37

call. So. For those of

23:39

you running your business solo, this is a

23:41

total game changer. Ai is such

23:44

an effective tool when used

23:46

as a brainstorming partner or

23:48

an extra set of eyes.

23:50

I. Think it really helps you find

23:52

junior operations to make those as

23:54

a piece as efficient as possible.

23:56

So incorporating a I into our

23:58

as the process roughly. Their dedication

24:00

to strategic. Thoughtful actions and

24:03

the conviction that there's always

24:05

a solution to every challenge.

24:07

In other words, There's. Always

24:09

a way to make it happen.

24:11

So this ensures that we don't

24:14

just take the conventional methods and

24:16

get stuck in our ways. Instead,

24:18

we're always on the lookout for

24:20

created innovative approaches. It's a

24:22

mindset as seen scrappy, well creatively

24:25

problem solving. so my up in

24:27

demonstrates is beautifully by using a

24:30

I as a tool for improvements.

24:32

To. Our as though peace. Okay,

24:35

so now let's just years to

24:37

strategy number three at Enter the

24:39

World of Virtual Event. So.

24:42

We're taking a sharp turn. Here is

24:44

totally different for those of you who

24:46

have attended any of my virtual event

24:48

like. The entrepreneur experience

24:50

or. Course. Competent Boot

24:53

Camp or subscribe to Boot Camp

24:55

or the event I hosted when

24:57

I release my book two weeks

25:00

notice. Then you've witnessed

25:02

first hand the magic that

25:04

my art team create. I'm

25:07

talking virtual events here. They're

25:09

the team ensuring every aspect

25:11

of the virtual event runs

25:13

like clockwork. Them coordinating speakers

25:15

to tech needs, to managing

25:17

the timely delivery of assets

25:19

there are leading the charge,

25:22

and all of this happens

25:24

seamlessly. Largely driven by a

25:26

well managed. P. A

25:28

G Document. P

25:30

A D C for program At

25:32

a glance. And well, the

25:34

strategy may seem like a sharp less turn from

25:36

S O P. It's. Actually,

25:38

quite a lines think of a

25:40

P a G as in Eso

25:42

p tailored for a specific event.

25:45

Just. Like as a piece his demise

25:47

Routine tasks A P G brings

25:50

the same level of organization and

25:52

clarity to is that it's essentially

25:54

a detailed spreadsheet. Income the seen

25:56

everything in event needs. I got

25:58

to give a shoutout to. Daves

26:00

who is the company we use far.

26:02

In person events and also some

26:04

of the big fancy virtual events I

26:07

don't make if you've seen me where

26:09

there's on the screens behind me

26:11

and I'm frenemy. I'm at a studio

26:13

likely in Charleston with the Sage Company

26:16

and said they first introduced us to

26:18

Phds way back in the day when

26:20

I used to do in person

26:22

event. I. Might bring them back

26:24

and person events, but just not yet.

26:26

But they introduced us to be eighties

26:29

and then we've use this for our

26:31

virtual events in every event we've done.

26:33

Okay, so this P G document has

26:35

changed the game when it comes to

26:37

my online events and I absolutely know

26:39

it's going to do so for you

26:41

as well. So I have a lot

26:43

of students in my membership Momentum who

26:45

I see. Create incredible virtual events

26:48

as a team of one. So.

26:50

For example, I have a student

26:52

Janelle who ran a virtual event

26:54

called the Wealthy Wilde. Some it

26:57

helped coaches. Increase their income to

26:59

six figures. She. Brought together

27:01

pearson or Industry to speak on

27:03

different topics and twenty. Four hours

27:05

after promoting the event, she had

27:07

three hundred sign that. Talk.

27:09

About an incredible list older for her business

27:12

to write. All three hundred people are now

27:14

on or email. List in the event was

27:16

free, so that's why it was. Easier

27:18

for her to get people to. Sign Up! So

27:20

I love virtual free event. Now.

27:23

Even if you don't have an entire. Ops team

27:25

to help take it from my

27:28

student. Here you can absolutely host

27:30

an online experience that offers value

27:32

and helps you present yourself as

27:34

the expert in your industry. Fell

27:36

to create your first virtual event

27:38

and P G. Here's a streamlined

27:41

approach based on my art team

27:43

strategy. Begin. With a

27:45

basic spreadsheets. Add rose

27:47

detailing the structure of your

27:50

events and each segment. In

27:52

it. So. You're going to

27:54

incorporate in these roads every

27:56

element so it might be

27:58

a speaker presentation. It might

28:00

be You're welcome segments. Or.

28:03

It could be the brakes that you're

28:05

going to have. Or if you're gonna

28:07

do interactive activities where you want them

28:10

to get into groups, are you want

28:12

them to journal or something like that?

28:14

That's gonna be a row and it's

28:17

basically everything that's going to happen. It's

28:19

going to get it's individual row and

28:21

then include call on for each of

28:23

those segments, their start time, the duration,

28:26

and the speaker who is delivering that

28:28

content. So you can think of those

28:30

segments in those road as. Here's

28:33

a piece of content. Here's the next

28:35

content, Here's the next contents and then

28:37

from there again. start time, duration, and

28:39

the person the speaker. Who's delivering

28:41

the content now? Additionally, include

28:43

Collins, the resource link, and

28:45

materials that you're distributing during

28:47

each segment. Like if there's a

28:50

video that going to play or a

28:52

slide deck. That's needed. You

28:54

need to lead to that in that

28:56

one content segment. So everything's in one

28:58

place and the spreadsheet because it if

29:00

things are going crazy new like where's

29:03

that, Where's that video. Is right where it

29:05

needs to be at. The time that you know

29:07

it's going to be playing. So.

29:09

Adding links is so important and

29:12

then lastly had a column for

29:14

any necessary notes in reminders. So.

29:17

If the reminder is, remind Amy that

29:19

she needs to announce the winner of

29:21

this prize during this break That would

29:23

be in the know. So.

29:26

This concise yet comprehensive road map.

29:28

It ensures your virtual events unfold

29:30

seamlessly and stays aligned with your

29:32

planned agenda. So I'd P G

29:34

Yeah, it's like an agenda. It's

29:36

in a spreadsheet, columns and rose

29:38

and it's every single segment broken

29:40

up with all the details I

29:42

just mentioned. And then everybody on

29:45

your team see have access to

29:47

this. not your speakers. If they're

29:49

like guest speakers, think that might

29:51

be a little too much for

29:53

them, but anyone who's running or

29:55

working with. This virtual events they

29:57

should know at all times.

30:00

In a five or ten minute increments or

30:02

is like a talk is thirty minutes the

30:04

that's one segments but it's the next break

30:06

his ten minutes batches to ten men segments.

30:08

They should note the time of the whole

30:10

as we can't like run of day kind

30:12

of thing. I guess you know exactly what's

30:14

going on throughout the entire. Day. And

30:17

with a P G like this, you'll be

30:19

able to deliver a Polish professional virtual events

30:22

that resonates with your audience and leave them

30:24

wanting more. The better you plan the better

30:26

the that will be. So. By

30:28

planning and executing the P G,

30:30

you're not just organizing and event.

30:32

You're uploading a premise. Your audience.

30:35

Every detail accounted for in the

30:37

Pg is a testament to your

30:39

commitment to delivery and experiences that

30:41

are so seamless and they respect

30:43

people's time and attention. You're.

30:46

Very intentional when you have a

30:48

Phd and if you're considering. Hosting

30:50

a virtual event soon in your business.

30:52

Check out Episode Four Sixty Seven. It's

30:55

called had a Host Alive virtual Event

30:57

that will while your audience. I'll.

30:59

Make sure to link to it in the

31:01

show notes that you can get to

31:03

it at any Porterfield.coms forward/for Six seven. Now.

31:06

This leads us to strategy number for

31:09

the quarterly tool audits. Are you ready

31:11

for me to save you some money?

31:13

Well then pay attention. If you're multitasking,

31:15

come back to me and the all

31:17

my business world. It's surprisingly easy. To

31:20

accumulate subscriptions into. All right? So

31:22

every quarter my Ops team evaluate

31:24

what we're using. And considers the

31:27

return on investment for each of those

31:29

tool. So the goal is to pinpoint

31:31

which T tools bring the most value

31:33

to ensure were not overloaded by software

31:36

and subscriptions that when I than using

31:38

off in my team finds just a

31:40

handful of tools are doing the heavy

31:43

lifting and we can consolidate our efforts.

31:45

Also what we have found is like

31:47

three people on my team have separate

31:49

subscriptions. To a tool everyone's pain with

31:52

our company credit card for the same.

31:54

Tool the three different accounts and then when

31:56

we read the guidelines, we didn't actually just

31:58

have one business again. Oh.

32:01

Those kind of things usually come up in

32:03

this odd it is. Well, now if you're

32:05

just starting out and business, there is no

32:07

better time to get a handle on your

32:10

tools. And right now my team recommend setting

32:12

up a simple spreadsheet just to track their

32:14

like just from the get go. List

32:17

east tool as a row in the

32:19

spreadsheet and if you ever wondering like

32:21

what kind of task can I get

32:23

a D A this is a great

32:25

test to get a D S. So

32:27

again scary analyst each tool as a

32:29

row in the spreadsheet then in the

32:31

collins your list it's cost, it's function

32:33

and any other relevant details like whether

32:35

it's a one time fee or a

32:37

recurring subscription and I would linked to

32:39

the tool in case anyone need any

32:41

more information about what the tool does

32:43

stuff. Linked to their website so this

32:45

practice will help you stay organized and

32:47

make informed. Decisions about where your money

32:50

and attention or best allocated. Is

32:52

a straightforward yet. Powerful, Way to

32:54

keep your business lean, Ineffective. Or

32:56

a We made it to the home

32:59

shots As we wrap at today's episode,

33:01

let's dive into our fifth and final

33:03

strategy mass. The interview process. So

33:06

even if you're not quite ready to

33:08

expand your team yet, stick with me

33:10

here because. Understanding this process

33:12

is invaluable when the time comes

33:15

to. Hire your first

33:17

person or if. You

33:19

are already hiring but this is something that

33:21

feel painful in the process. Is really messy.

33:23

This is for you as well. My.

33:26

Art Team has established a comprehensive

33:28

three stage process for interviewing. Well,

33:30

I don't expect you to hold

33:33

three interviews when hiring your first.

33:35

Be a reflecting on the intent

33:37

behind each phase that I'm about

33:40

to cover can greatly enhance your

33:42

ability to find a candidate whose

33:44

competent and perfectly aligned with your

33:47

values. So first that we have

33:49

a culture interview. So. In this stage,

33:51

we focus on assessing how well

33:53

a candid values and personality align

33:56

with our company. Culture. So

33:58

usually. That's going to be just. Who's

34:00

the head of our up departments? She

34:02

usually does point like a thirty minutes

34:04

culture interview where she just gets to

34:06

know the candidate, what are they looking

34:08

for, what is their past experience look

34:11

like and really can is learned more

34:13

about them so that we can make

34:15

sure that there are cultural sit in

34:17

also does not just for us. Like.

34:20

If we need someone and were like

34:22

you would hate it here. We're super

34:24

hyped a we like systems, we like

34:26

processes, we like spreadsheets and if this

34:29

person is like i hate prostheses and

34:31

on the be a terrible set a

34:33

date hate us so much for them

34:36

as it is for us. Okay,

34:38

next to someone is a good culture

34:40

fit. My art team schedules a manager.

34:42

Interview So here at the Candid it

34:45

had the opportunity to meet with their

34:47

potential direct manager. This stage is crucial

34:49

a force for discussing the. Specifics:

34:52

Of the role in determining how their

34:54

skill and experience match up with the

34:56

job requirements. and then from there is

34:58

there a really good match by Art

35:00

Team schedules a leadership interview. Many.

35:02

People just starting out in business will have

35:05

a leadership team. I didn't it until a

35:07

few years ago. So you. Won't do this

35:09

death if you don't have a leadership teams. But

35:11

since we do have a leadership team

35:13

if. We. Love a candidate.

35:16

They will meet with the leadership team

35:18

in one meeting and sometimes if there's

35:20

a role that my community director doesn't

35:22

need to be on that cause we

35:25

might not have her because we don't

35:27

want like six people staring at this

35:29

new candid on the Zoom. Call it's

35:31

very daunting, believe me, We. Done it enough

35:34

times to know so we might take just

35:36

a few people from the leadership team, but

35:38

I think it's important to have that last

35:40

interview if you do have the team. So.

35:42

This step allows for like a

35:44

deeper exploration of their alignment with

35:47

a broader vision and the company

35:49

goals is just an important separate

35:51

Now when meeting with multiple candidates

35:53

my Ops team prepares documents to

35:55

ensure we always ask people to

35:58

same question so destruct. That approach

36:00

allows us to. Keep. Track

36:02

of people's responses and helps us

36:04

to make say are in informed

36:06

decisions when it's time to extend

36:08

an offer. So this method beautifully

36:11

aligns with my company's core value

36:13

of Pro Active Inclusivity. That's another

36:15

core value on my team. Pro

36:17

Active Inclusivity Said this might be

36:19

the most important core value I

36:21

have because it fosters diversity and

36:23

inclusion on my team. Welcome the

36:26

people of all races in ages

36:28

and genders, and sexual orientations in

36:30

abilities. Know. This extends to.

36:32

Their ideas in their beliefs and

36:34

experiences as well. So if

36:36

we stand her eyes are interview

36:39

process were actively ensuring that every

36:41

candidate is given an equal opportunity

36:43

to express themselves and be evaluated

36:46

on a level playing field. Now

36:48

obviously if we're interviewing somebody with

36:50

a specific disability that we need

36:52

to change the process. Because of

36:55

that, we absolutely well. but we

36:57

want to keep things as consistent

36:59

as possible. To give everybody. An

37:02

equal opportunity. And there

37:04

you have it. Five strategies My art

37:06

team uses a cheat my this is

37:09

running smoothly and my culture thriving. So.

37:11

Let's take a minute to recap how

37:13

you can take action today, even if

37:16

you don't have an Ops team which

37:18

ninety percent of people listening probably don't

37:20

but you have these functions are need

37:23

these functions inside your business? So first.

37:25

Start. Creating as apiece for any

37:27

recurring task in your business document

37:29

one are due process these each

37:31

week and watch the playbook for

37:33

your business growl. Not always

37:35

look for ways to utilize. Tools

37:38

like chat cbt to enhance in

37:40

refine processes and system and if

37:42

you're looking to run virtual events

37:44

in the future, Remember to

37:46

create a P H D document.

37:48

This will outline the structure, the

37:50

key elements, in specific details to

37:52

ensure a smooth execution for both

37:55

you and your audience. And

37:57

everyone's favorite. Don't forget to conduct

37:59

a. Quarterly Tool Audit: Create

38:01

a simple spreadsheet listing each

38:04

tool. It's cost function in

38:06

details. Which. Brings us to

38:08

the last strategies. Mastering the

38:11

interview process. When you're ready

38:13

to hire, implement a structured

38:15

interview process to insert skill

38:17

and culture set alight. Remember.

38:20

Aligning your operations with your values

38:22

thing as the biggest take away

38:24

is t the building. A business that

38:26

truly lights us. Said. Keep pushing

38:28

forward one action at a time

38:31

and never forget you're absolutely made

38:33

for this! What? You're

38:35

doing building a business

38:37

entrepreneurship. This. Is

38:39

yours. You've got this. You are

38:42

made for this. Stay in the

38:44

game. Know. That it's

38:46

normal for it is so overwhelming stressful.

38:48

Oh my gosh, No I gotta figure

38:50

out systems and processes and webinars. And

38:53

literally I get it. But.

38:55

I do believe that the ended

38:58

the day. The rewards far exceed

39:00

the challenges in pain it takes.

39:02

To make this all works, but

39:05

there are challenges. And it does

39:07

get tough and when you have more streamlined

39:09

process he's in your business. That's one less

39:11

thing you have to worry about. And that's

39:13

why I think this episode was important. Thing.

39:16

For joining me for another episode of

39:18

Online Marketing made easy. I'll see you

39:20

week same time, same place by for

39:22

now.