The document outlines a workshop by ProTrade United aimed at helping trade and construction business owners to systematize and automate their operations for improved efficiency and profitability. It highlights the importance of having clear systems in place to reduce stress, increase productivity, and allow for business growth, while also identifying barriers that may prevent progress. The workshop provides a structured approach with steps for implementation and emphasizes the need for commitment from business owners to achieve desired outcomes.

1. How to Systemise &
Automate Your Trade
Business

2. Welcome
• Hi…I’m Jon Mailer
• Relax
• Enjoy – eat, drink, connect,
• Be Open – take notes, ask how?
• Link to slides – slideshare.net/tradeinsights
• Phones, parking, toilets
• Participate – share
• Contribute & Win…

3. Who is PROTRADE United?
Australia’s #1 coaching & mentoring organisation
supporting trade & construction business owners…
To help business owners to:
• Stabilise & Streamline – creating CONSISTENCY with income, profit
& cash to give them freedom of CHOICE
• Scale – growing # projects, vans, teams, (with profit!)
• Step Out – off the tools, choose a role, sell/manage buy out

4. Who is this for?
In this session…
• Think differently about your business
• Understand the#1 barrier that will keep you stuck
• Create the steps to ensure top quality work gets done
on site every time – regardless of whether or not you
are there
• Secure time off and ensure your business still
performs at top level
• Use technology and global resources to free up time
and energy

5. Who is this NOT for?
• If you want to be stuck on the tools doing everything
in your business
• You don’t want to grow income or profit
• You love spending most of your time working hard
• You are happy with the status quo

6. Imagine if you were like…

7. What is the hardest for you?

8. Does it get any easier?
Don’t wish it was easier.
Wish you were better.
Jim Rohn…

9. Does it get any easier?

10. Evidence of NO systems…
1. The phone rings all day – for the wrong
reasons
2. Stuck on the tools – feel like you have to do it
all if you want it done right
3. Nights are spent drowned in
paperwork/quoting
4. Feast/famine of work
5. Working hard with little/no progress
6. Feel stuck and trapped!
7. Pressure/stress affecting life in general

11. Consequence of NO
systems…
1. The ‘I.P.’ is in the heads of a few key people
2. Growth is then limited
3. Flexibility/freedom is minimal
4. No/low value in the business
5. Client relationships are with only a few key
people
6. Major frustrations…is it worth it?

12. What is it really costing you?

13. A business without systems…

14. What is your current
approach?

15. Or?

16. The clear benefits…
1. Increase income and profits
2. Improve productivity and efficiency
3. More free time
4. Scalability
5. Increased business value
6. Control!

17. What’s your drive to to
systemise/automate?

18. Imagine if you were like…

19. What is a system really?

20. What is a system really?
1. What needs to be done?
2. Why it needs to be done?
3. When it needs to be done?
4. How it needs to be done?
5. Who needs to do it?

21. Same - Same?

22. Why have systems?

24. Consistency x 3

25. How true!

26. And, the challenge is it’s…

27. Your business is a reflection
of you!

28. So…who’s to blame when
something goes wrong?

29. When a breakdown occurs...
1. Has a system, procedure, checklist been
written?
2. Has the above been fully communicated and
extensive training and practice been
implemented?

30. Only then is it a lack of
commitment!

31. Are you willing?

32. TTWWHADI…

33. What has been valuable?

34. The Steps
Step 1 – Begin with the end in mind
Step 2 – Team Structure
Step 3 – List the Tasks
Step 4 – Key Performance Indicators (KPI’s)
Step 5 – Job/Position Descriptions

35. The Steps
Step 6 – Develop the Procedure
Step 7 – Implementation/Training
Step 8 – Inspection
Step 9 – Operations Manual

36. Obstacles will appear

37. 1. Begin with end in mind...

38. 2. Create the Team Structure
CEO/Own
er
Marketing
Online/Digital Business Development
Sales/Custo
mer
Aquistion
Estimator/Quoting
Production/
Operations
Team
Manager/Foreman
Tradesman/Technician Tradesman/Technician
Admin/HR/I
T
Office Manager
WH&S
IT Manager
Finance
Book keeper
Accounts
Receivable/Payable
Payroll
Accountant

39. 3. List the tasks for each area
• CEO/Owner
• Marketing (getting the leads)
• Sales/ Customer Acquisition (Estimating)
• Production/delivery
• HR/team
• Finances

40. 4. Create KPI’s
1. Quantity
2. Quality
3. Behavioural

41. 5. Position descriptions

42. 6. Develop the procedure
Quoting
1. Initial enquiry
2. Meet the customer
3. Scope the job details
4. Design a detailed quote/plan/estimate
5. Arrange an follow up meeting
6. Present the plan and ask for the job
7. Follow up

43. 6. Develop the procedure

44. 6. Develop the procedure
Team/HR
1. Hiring
2. Induction & training
3. Performance management
4. Leaving

45. 6. Develop the procedure
Production/Job Management
1. Communication with client
2. Site preparation
3. Ordering materials
4. Allocation of labour
5. Progress/check up
6. Completion

46. 6. Develop the procedure
Financials
1. Issuing Purchase Orders
2. Pricing materials
3. Gathering job information
4. Invoice on time
5. Debtor follow up
6. Allocation of cash - flow
7. Paying suppliers
8. All bookkeeping

47. 6. Develop the procedure
Management
1. Communication/meeting structures
2. Reporting
3. Reviewing financials
4. Working on systems
5. Innovation for future

48. Add a checklist

49. What has been valuable?

50. 7. Implementation & Training

52. 8. Inspect…what you expect!

53. 9. Operations Manual

54. Gio – Inspired Constructions

55. Automate

56. Automate
• Marketing/Lead Generation
• Handling enquiries
• Client communication
• Quoting/Estimating
• Job Management
• Hiring
• Induction & Training
• Rostering
• Payroll
• Invoicing
• Collecting &
Paying $

57. What has been valuable?

58. What do I systemise?

59. Core Processes
• Lead generation
• Winning the job
• Delivering the job/doing the work
• Invoicing
• Hiring
• Communication
• Training
• Reporting

60. How to make it easy

61. Aidan – Platinum Plastering

62. How to make it easy

63. Prepare for the challenges

64. The Vital Few…

65. What ACTION will you take?

66. It’s interesting you know…
Most of business owners will…
• Hear what we say,
• Understand it intellectually,
• Agree with all the principles,
• Get excited about what’s
possible
• KNOW that it is the thing they
should do, yet…

67. Do nothing!
What gets in the way…
LIFE
!

68. Your opportunity to get clear
Complimentary - ‘Game Plan’ Session
• Where are you NOW
• Where you WANT TO BE
• Create a ROAD MAP to get you there…

69. Participant or Spectator…?

70. Glen – Stilus Design &
Constructions