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Am Fam Telecon5 Systemizing Your Activity For Growth 091909

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Business Accelerator Program, sponsored by American Family Insurance. Teleconference #5

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Am Fam Telecon5 Systemizing Your Activity For Growth 091909

  1. 1. Teleconference #5: Systemizing Your Activity for Growth © Wright Business Institute, Inc. E-mail questions to [email_address]
  2. 2. Step It Up Competition E-mail questions to [email_address]
  3. 3. <ul><ul><ul><li>Open to all registered Business Accelerator participants </li></ul></ul></ul><ul><ul><ul><li>One winner in each city (Chicago, Phoenix, and Denver) </li></ul></ul></ul><ul><ul><ul><ul><li>Advantage For Sales training program from Wright Business Institute – 6 sessions live or via web/phone </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Marketing strategy session from Hi-Impact Marketing </li></ul></ul></ul></ul><ul><ul><ul><ul><li>$500 Staples gift certificate </li></ul></ul></ul></ul>Step It Up Competition
  4. 4. <ul><ul><ul><li>Contestants will be judged on: </li></ul></ul></ul><ul><ul><ul><ul><li>Thoroughness </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Impact </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Creativity </li></ul></ul></ul></ul><ul><ul><ul><li>Entry forms are online at www.AmfamBusinessAccelerator.com and can be submitted between October 1 st and October 22 nd </li></ul></ul></ul><ul><ul><ul><li>Winners will be announced at the November Business Mixers in each of the cities </li></ul></ul></ul>Step It Up Competition
  5. 5. Systemizing Your Activity for Growth E-mail questions to [email_address]
  6. 6. Today’s Topics <ul><ul><ul><li>The Why, What, and How of Systems </li></ul></ul></ul><ul><ul><ul><li>The Evolution of Business Through Systems </li></ul></ul></ul><ul><ul><ul><li>Building Systems </li></ul></ul></ul><ul><ul><ul><li>Maintaining Systems </li></ul></ul></ul><ul><ul><ul><li>Improving Systems </li></ul></ul></ul><ul><ul><ul><li>Interacting with External Systems </li></ul></ul></ul>
  7. 7. The Why, What, and How of Systems E-mail questions to [email_address]
  8. 8. <ul><ul><ul><li>Everything in your business runs on systems </li></ul></ul></ul><ul><ul><ul><li>You can view your business as a web of interlocking systems </li></ul></ul></ul><ul><ul><ul><li>By understanding systems, you can build increasingly effective systems. </li></ul></ul></ul><ul><ul><ul><li>Consistent systems make your business more saleable </li></ul></ul></ul>Why Discuss Systems?
  9. 9. <ul><ul><ul><li>Theoretically: a set of interacting or interdependent entities forming an integrated whole. </li></ul></ul></ul><ul><ul><ul><li>System Science: Ludwig Bertelanffy. </li></ul></ul></ul><ul><ul><ul><li>Our Definition: a series or network of processes, actions, or functions that generally have an input or output and a process in between. </li></ul></ul></ul>What Are Systems?
  10. 10. <ul><ul><ul><li>Financial </li></ul></ul></ul><ul><ul><ul><li>Billing </li></ul></ul></ul><ul><ul><ul><li>Payment </li></ul></ul></ul><ul><ul><ul><li>P & L </li></ul></ul></ul><ul><ul><ul><li>Planning </li></ul></ul></ul><ul><ul><ul><li>Sales </li></ul></ul></ul><ul><ul><ul><li>Prospecting </li></ul></ul></ul><ul><ul><ul><li>Tracking </li></ul></ul></ul><ul><ul><ul><li>Planning </li></ul></ul></ul>Systems We Have Discussed So Far <ul><ul><li>Marketing </li></ul></ul><ul><ul><ul><li>Database Management (CRM) </li></ul></ul></ul><ul><ul><ul><li>Web Site Search Engine Optimization </li></ul></ul></ul><ul><ul><ul><li>Blogging </li></ul></ul></ul><ul><ul><ul><li>Social Media </li></ul></ul></ul><ul><ul><ul><li>E-Mail Marketing </li></ul></ul></ul><ul><ul><ul><li>Leveraging Media through PR </li></ul></ul></ul><ul><ul><ul><li>Direct Mail </li></ul></ul></ul>
  11. 11. <ul><ul><ul><li>Scheduling </li></ul></ul></ul><ul><ul><ul><li>Storage </li></ul></ul></ul><ul><ul><ul><li>Delivery </li></ul></ul></ul><ul><ul><ul><li>Production </li></ul></ul></ul><ul><ul><ul><li>Human Resources </li></ul></ul></ul><ul><ul><ul><li>Management Systems-Project, etc. </li></ul></ul></ul><ul><ul><ul><li>Purchasing </li></ul></ul></ul>What Other Systems Do You Have?
  12. 12. <ul><ul><ul><li>Flows from your purpose and mission </li></ul></ul></ul><ul><ul><ul><li>Facilitates </li></ul></ul></ul><ul><ul><ul><li>Efficient </li></ul></ul></ul><ul><ul><ul><li>Consistent </li></ul></ul></ul><ul><ul><ul><li>Automated </li></ul></ul></ul><ul><ul><ul><li>Reduces human error </li></ul></ul></ul><ul><ul><ul><li>Flexible </li></ul></ul></ul>What Makes a System Good?
  13. 13. The Evolution of Business Through Systems E-mail questions to [email_address]
  14. 14. <ul><li>Today we will review the evolution of systems as businesses develop. Watch for your position and plan your evolution. </li></ul>Businesses Go Through Systems Development Phases
  15. 15. The Map - Getting To Know Where You Are Initiating Establishing Emerging Differentiating Generating Self-Developing Level 1 Level 2 Level 3 Level 4 Level 5 Level 6
  16. 16. Systems at the Initiating Phase <ul><li>All is new. You are experimenting, and few systems are in place: </li></ul><ul><li>Financial – Systems are spotty in most cases, based on checkbook rather than routine. Mistakes are common in deposits, P & L generation, review, and federal payroll deposits. </li></ul><ul><li>Sales systems – Hit and miss, selling as you can. </li></ul><ul><li>Marketing – Business cards and word of mouth marketing </li></ul><ul><li>Production & Delivery – Systems are catch as catch can. You are still figuring it out. </li></ul><ul><li>HR, Facilities, and Project Management— Barely existent or rudimentary systems. </li></ul>Level 1 Initiating Level 2 Establishing Level 3 Emerging Level 4 Differentiating Level 5 Generating Level 6 Self-Developing
  17. 17. Systems at the Establishing Phase <ul><li>Getting the hang of your business. Depending on the training or personality of the owner, firms at this level may have developed or totally informal systems. </li></ul><ul><li>Financial – P ayroll systems develop with first hires. You use QuickBooks to write your checks and generate a P&L, which you still do not know how to read or use. </li></ul><ul><li>Sales – You have sales rhythms but rarely track from prospect to close and follow up. You juggle service delivery and sales erratically, leading to feast or famine reality. </li></ul><ul><li>Marketing – You have a web site, yellow pages ad, a regular ad in local print media, and some experimenting with other means. </li></ul><ul><li>Production and Delivery – Selling and delivering as promised is routine. Your sales-delivery rhythm produces systems. </li></ul><ul><li>HR, Facilities, and Project Management – Your first hires force these systems into existence, albeit informal and inconsistent. </li></ul>Level 1 Initiating Level 2 Establishing Level 3 Emerging Level 4 Differentiating Level 5 Generating Level 6 Self-Developing
  18. 18. Systems at the Emerging Phase <ul><li>Different staff fulfillling distinct functions requires more formal systems. </li></ul><ul><li>Financial systems – You accurately record your financial activities, can read your P&L, and probably have a payroll system and external accounting support. </li></ul><ul><li>Sales Systems – You are no longer the only sales person and now need systems to track your sales activity. </li></ul><ul><li>Marketing – With the basics in place, you get creative with webinars, user groups, print and broadcast marketing, white papers, blogs, and/or sponsoring small events—still experimenting to find yourself. </li></ul><ul><li>Production and Delivery – Adding staff drives these systems, having already taken shape, to continuous improvement and sharpening. </li></ul><ul><li>HR, Facility, and Project Management – Still spotty with signs of routines developing and a mature business emerging. </li></ul>Level 1 Initiating Level 2 Establishing Level 3 Emerging Level 4 Differentiating Level 5 Generating Level 6 Self-Developing
  19. 19. Systems at the Differentiating Phase <ul><li>Your business is complex. For most functions, you have systems you are developing and refining as the need arises. </li></ul><ul><li>Financial systems – Your tracking and measurement fall just short of the highest levels of sophistication, which would give you solid control in planning and strategizing. </li></ul><ul><li>Sales systems – You have sophisticated CRM systems and likely have strong tracking. </li></ul><ul><li>Marketing systems – You have found yourself. Your identity is firm and you are building on it. Beyond the basics, you have found your way into on-line, print, broadcast, and other media. </li></ul><ul><li>Production and Delivery – All operating at a very high level. </li></ul><ul><li>HR, Facility, and Project Management – these systems come on line and grow in sophistication as past experience and current needs indicate. </li></ul>Level 1 Initiating Level 2 Establishing Level 3 Emerging Level 4 Differentiating Level 5 Generating Level 6 Self-Developing
  20. 20. Systems at the Generating Phase <ul><li>Your business can run without you. Systems are all in place and continuously refined with new technology as your business expands. </li></ul><ul><li>Finance –Your cost control mechanisms are sensitive, and sophisticated analysis systems allow you to expand or hold as market conditions indicate. Your CFO is a meaningful part of the business development strategy team. </li></ul><ul><li>Sales – A full set of tracking, dashboards, and sales prediction methodologies complement your CRM. Follow-up, quality control, and other systems serve both sales and marketing. </li></ul><ul><li>Marketing – Your marketing is effective. You grab customers’ attention in distinct niches to support the sales effort. Sophisticated marketing research leads to new products and services. </li></ul><ul><li>Production and Delivery – you are fully engaged in refining these systems for optimum efficiency. </li></ul><ul><li>HR, Facility, and Project Management – You are likely seeking to upgrade these from high to state-of-the-art operation. </li></ul>Level 1 Initiating Level 2 Establishing Level 3 Emerging Level 4 Differentiating Level 5 Generating Level 6 Self-Developing
  21. 21. Systems at the Self-Developing Phase This <ul><li>Your systems now include research and new product/service development. </li></ul><ul><li>Finance – Systems are highly sophisticated and integrated throughout the company </li></ul><ul><li>Sales –You value sales and have powerful relationships with your customers and clients. High level quality control, and account management systems serve marketing, product development, and customer management. </li></ul><ul><li>Marketing – Advanced systems deliver sensitive competitive and customer-based measurement. Advertising is sophisticated, often targeted and heavily monitored. </li></ul><ul><li>Production and Delivery – Responsive, highly efficient, and flexible systems provide low-cost products or services and allow rapid change and response in a dynamic marketplace. </li></ul><ul><li>HR, Facilities, and Project Management – Systems constantly improve as resources allow and the market demands. </li></ul>Level 1 Initiating Level 2 Establishing Level 3 Emerging Level 4 Differentiating Level 5 Generating Level 6 Self-Developing
  22. 22. Building, Maintaining, and Improving Systems E-mail questions to [email_address]
  23. 23. <ul><ul><ul><li>Building </li></ul></ul></ul><ul><ul><ul><ul><li>Identifying </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Assessing </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Planning </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Establishing standards </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Implementing </li></ul></ul></ul></ul><ul><ul><ul><li>Maintaining </li></ul></ul></ul><ul><ul><ul><li>Developing </li></ul></ul></ul>Building, Maintaining, and Improving Systems
  24. 24. Building Systems E-mail questions to [email_address]
  25. 25. <ul><ul><ul><li>Make sure it flows from your purpose and mission </li></ul></ul></ul><ul><ul><ul><li>Identify the function </li></ul></ul></ul><ul><ul><ul><li>Identify the elements </li></ul></ul></ul><ul><ul><ul><li>Identify input and output, or function in response to signals </li></ul></ul></ul><ul><ul><ul><li>Develop an implementation strategy </li></ul></ul></ul><ul><ul><ul><li>Be realistic in implementing </li></ul></ul></ul><ul><ul><ul><li>“ Do not spread your inner resolve too thinly. There is simply not enough will power to go around.” </li></ul></ul></ul><ul><ul><ul><li>- A Mind of Its Own </li></ul></ul></ul>How Do You Build Good Systems?
  26. 26. <ul><ul><li>What are the sub-systems in each of these areas? </li></ul></ul><ul><ul><ul><li>Financial </li></ul></ul></ul><ul><ul><ul><li>Sales </li></ul></ul></ul><ul><ul><ul><li>Marketing </li></ul></ul></ul><ul><ul><ul><li>Human Resources </li></ul></ul></ul>Systems Often Have Sub-Systems
  27. 27. <ul><ul><li>What are the sub-systems in each of these areas? </li></ul></ul><ul><ul><ul><li>Financial </li></ul></ul></ul><ul><ul><ul><ul><li>Billing </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Payments </li></ul></ul></ul></ul><ul><ul><ul><ul><li>P&L </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Balance Sheet </li></ul></ul></ul></ul><ul><ul><ul><li>Sales </li></ul></ul></ul><ul><ul><ul><li>Marketing </li></ul></ul></ul><ul><ul><ul><li>Human Resources </li></ul></ul></ul>Financial Systems
  28. 28. <ul><ul><li>What are the sub-systems in each of these areas? </li></ul></ul><ul><ul><ul><li>Financial </li></ul></ul></ul><ul><ul><ul><li>Sales </li></ul></ul></ul><ul><ul><ul><ul><li>CRM </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Prospecting </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Dialing </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Meeting </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Proposal </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Follow up </li></ul></ul></ul></ul><ul><ul><ul><li>Marketing </li></ul></ul></ul><ul><ul><ul><li>Human Resources </li></ul></ul></ul>Sales Systems
  29. 29. <ul><ul><li>What are the sub-systems in each of these areas? </li></ul></ul><ul><ul><ul><li>Financial </li></ul></ul></ul><ul><ul><ul><li>Sales </li></ul></ul></ul><ul><ul><ul><li>Marketing </li></ul></ul></ul><ul><ul><ul><ul><li>CRM </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Advertising </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Outreach </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Relationship maintenance </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Promotions </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Quality control </li></ul></ul></ul></ul><ul><ul><ul><li>Human Resources </li></ul></ul></ul>Marketing Systems
  30. 30. <ul><ul><li>What are the sub-systems in each of these areas? </li></ul></ul><ul><ul><ul><li>Financial </li></ul></ul></ul><ul><ul><ul><li>Sales </li></ul></ul></ul><ul><ul><ul><li>Marketing </li></ul></ul></ul><ul><ul><ul><li>Human Resources </li></ul></ul></ul><ul><ul><ul><ul><li>Hiring </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Compensation </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Training </li></ul></ul></ul></ul>Other Systems
  31. 31. <ul><ul><ul><li>Consciousness </li></ul></ul></ul><ul><ul><ul><li>Consistency </li></ul></ul></ul><ul><ul><ul><li>Efficiency </li></ul></ul></ul><ul><ul><ul><li>Adaptability </li></ul></ul></ul>Qualities of Systems
  32. 32. <ul><ul><ul><li>Unconscious, inconsistent, and inefficient </li></ul></ul></ul><ul><ul><ul><li>Inconsistent and inefficient </li></ul></ul></ul><ul><ul><ul><li>Consistent but inefficient and not adaptable </li></ul></ul></ul><ul><ul><ul><li>Consistent, efficient, and adaptable (evolving) </li></ul></ul></ul>System Rating
  33. 33. <ul><ul><li>Rate your systems in each of the following areas using the rating scale shown. </li></ul></ul><ul><ul><ul><li>Unconscious, inconsistent, and inefficient </li></ul></ul></ul><ul><ul><ul><li>Inconsistent and inefficient </li></ul></ul></ul><ul><ul><ul><li>Consistent but inefficient and not adaptable </li></ul></ul></ul><ul><ul><ul><li>Consistent, efficient, and adaptable (evolving) </li></ul></ul></ul>System Rating
  34. 34. Maintaining Systems E-mail questions to [email_address]
  35. 35. <ul><ul><ul><li>Maintaining-communicating </li></ul></ul></ul><ul><ul><ul><li>Establishing standards </li></ul></ul></ul><ul><ul><ul><li>Implementing standards </li></ul></ul></ul><ul><ul><ul><li>Training </li></ul></ul></ul>Guarding Systems
  36. 36. Improving Systems E-mail questions to [email_address]
  37. 37. <ul><ul><ul><li>Employee involvement is key </li></ul></ul></ul><ul><ul><ul><li>Continuous improvement (kaizen) as a platform for unleashing creativity </li></ul></ul></ul><ul><ul><ul><li>PDCA </li></ul></ul></ul><ul><ul><ul><ul><li>P lan </li></ul></ul></ul></ul><ul><ul><ul><ul><li>D o </li></ul></ul></ul></ul><ul><ul><ul><ul><li>C heck </li></ul></ul></ul></ul><ul><ul><ul><ul><li>A ction </li></ul></ul></ul></ul>The Deming Cycle: Wheel of Continuous Improvement
  38. 38. Using the Deming Cycle
  39. 39. Interacting With External Systems E-mail questions to [email_address]
  40. 40. <ul><ul><ul><li>Their Buying Process </li></ul></ul></ul><ul><ul><ul><ul><li>Identify </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Qualify </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Assess Need </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Propose </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Negotiate </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Close </li></ul></ul></ul></ul>Understanding Your Clients’ Formal and Informal Systems
  41. 41. <ul><ul><ul><li>Clients’ Roles in the Buying Process </li></ul></ul></ul><ul><ul><ul><ul><li>Influencers </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Recommenders </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Decision Makers </li></ul></ul></ul></ul>Understanding Your Clients’ Formal and Informal Systems
  42. 42. <ul><ul><ul><li>Sources of Resistance </li></ul></ul></ul><ul><ul><ul><ul><li>Financial Needs </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Functional Needs </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Emotional Needs </li></ul></ul></ul></ul>Understanding Your Clients’ Formal and Informal Systems
  43. 43. <ul><ul><ul><li>Seasonal Variables </li></ul></ul></ul><ul><ul><ul><li>Socioeconomic Variables </li></ul></ul></ul><ul><ul><ul><ul><li>Who’s buying? </li></ul></ul></ul></ul><ul><ul><ul><ul><li>When? </li></ul></ul></ul></ul><ul><ul><ul><ul><li>How? </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Why? </li></ul></ul></ul></ul><ul><ul><ul><li>Economy Variables </li></ul></ul></ul><ul><ul><ul><ul><li>What is the overall psychology in the economy? </li></ul></ul></ul></ul>Understanding The Market Systems In Which You Operate
  44. 44. Exercise E-mail questions to [email_address]
  45. 45. Exercise <ul><ul><ul><li>Pick five or six systems you are going to refine or bring on line over the next year. </li></ul></ul></ul><ul><ul><ul><li>Choose one system that you want to develop to impeccability </li></ul></ul></ul><ul><ul><ul><li>Follow the steps to build, maintain, and improve that system: </li></ul></ul></ul><ul><ul><ul><ul><li>Make sure it flows from your purpose and mission </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Identify the function </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Identify the elements </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Identify input and output, or function in response to signals </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Develop an implementation strategy </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Be realistic in implementing </li></ul></ul></ul></ul>
  46. 46. American Family Business Accelerator Program Upcoming Teleconferences and Success Activities
  47. 47. Looking Forward <ul><li>What’s Next? </li></ul><ul><li>Knowing Where You Stand: Defining the Game </li></ul><ul><li>Establishing vital systems and monitors to understand the state of your business </li></ul><ul><li>  </li></ul><ul><li>Getting Down to Business: Selling & Essential Daily Activity </li></ul><ul><li>Setting up effective disciplines, intentional networking, and negotiating deals </li></ul><ul><li>  </li></ul><ul><li>Building Relationships </li></ul><ul><li>Creating your vision, developing and leveraging your network </li></ul><ul><li>Marketing Tools </li></ul><ul><li>Developing your brand and mastering marketing tools </li></ul><ul><li>  </li></ul><ul><li>Systemizing Your Activity for Growth </li></ul><ul><li>Anticipating and getting around roadblocks; understanding your business and its sales cycles </li></ul><ul><li>  </li></ul><ul><li>Leading Your Business, Leading Your World </li></ul><ul><li>Building a culture, getting work done through others, and getting the most from what you have </li></ul>
  48. 48. Teleconference #6: Leading Your Business: Leading Your World <ul><ul><ul><li>Getting work done through others </li></ul></ul></ul><ul><ul><ul><li>Planning and inclusion </li></ul></ul></ul><ul><ul><ul><li>Dealing with different personalities </li></ul></ul></ul><ul><ul><ul><li>Going for satisfaction </li></ul></ul></ul><ul><ul><ul><li>Getting the most from the least </li></ul></ul></ul><ul><ul><ul><li>Building a culture </li></ul></ul></ul><ul><ul><ul><li>Becoming a trusted advisor </li></ul></ul></ul>
  49. 49. Ongoing Support and Involvement <ul><ul><ul><li>Monthly Teleconferences </li></ul></ul></ul><ul><ul><ul><li>Weekly E-Tips </li></ul></ul></ul><ul><ul><ul><li>Assignments </li></ul></ul></ul><ul><ul><ul><li>Contests </li></ul></ul></ul><ul><ul><ul><li>Break Room </li></ul></ul></ul><ul><ul><ul><li>Panel of Experts </li></ul></ul></ul><ul><ul><ul><li>Growth Coach Forum </li></ul></ul></ul><ul><ul><ul><li>Special Offerings </li></ul></ul></ul>

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