Mastermind 2014

Session 6: Systematize for Sustainability and Growth

2

• Arrivals 8h00

• Feedback8h30

– Accomplishments

– Goals & Accountability Reporting

– Book Review

• Systems for Sustainability and Growth9h00

– Your Business Architecture

– Operations Manual

– Sample Systems and Tools

Break (15 min)10h00

– Deep Dive - Your Financial Systems

• Ideas / Discussion / Hot Seats / Masterminding10h45

How will the day go?

3

Feedback

Yeahhhaa!

4

YOUR SUCCESSES

What is good and new?

ACCOUNTABILITY

Goals & Accountability Reporting

BOOK REVIEWClear your Clutter – Kate Emmerson

Strategic Systems for Success

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What is the value of your

business if you wanted to sell

it?

If you were removed from the business

indefinitely, what would happen?

How do you ensure quality and consistent

service delivery?

Can business continue

seamlessly if you wanted to sell, merge,

acquire, duplicate,

franchise, etc ?

Are you utilizing right tools and technology to stay ahead of

your competition?

What would

happen if a key

employee left?

Can you easily

delegate your work?

Do you have a clear picture of how everything is connected?

Systematise (Organise) -> Automate (Tools)-> Delegate (Team)

7

Strategic Direction & Leadership

Office Admin & Support

Marketing & Sales

Finance & Payroll

Products & Service Delivery

R&D (Development)

• Office• Reception• Errands• Filing• Records Mgmt

• Contacts / Address book

• Schedule / Diary• Graphic Design• Printing• Legal / Contracts• IT

• Equipment / SW

• Website• ISP

• Project Mgmt• Fulfillment /

Courier / Postal

MARKETING• Strategy, Plan &

Calendar• Web, Blog, Social

Media• Content Writing• Stay-in-Contact• Database / List• News Letters• Intro Letters• Sending Cards

• Networking• Speaking / EventsSALES• Sales Force• Follow-up &

Closing• Welcome Pack• Promotional

Goods

• Budget / Forecast

• Bookkeeping to TB• Add

Customers• Quotes• Invoices/

Receipts• Bank Imports• Recons• VAT Report

• Debit Order Load• Debtors /

Creditors• Payment Lists• Payroll• E-Filing

• VAT, PAYE• Petty Cash• Dashboard

Reports

• Core Products• X• X• X• X

• Service Packages• X• X• X• X

• Custom Options

• Service Delivery Process / Standards

• IP

• Trial Products / Services• X• X

• New Products / Services• X• X

• E-Pgms• X• X

• Development• Continuous

Improvement

• Quality Control

• Client / Customer Relationship Management (Pre- and Post Sales)

Typical Functions: Small – Mid-sized Business

Operations Manual (Customise)

• Good Table of Contents (for easy Navigation)

• Operating Procedures / Steps (How To)

• Monthly Checklists / Key Controls / Payments

• Passwords / Logins

• Banking – Account Information / Cards / Beneficiaries / Standing Instructions

• IT – Assets & Serial Numbers / Network Id’s / Web and Hosting Details

• Cell Phones – Numbers / Pins / Puks

• Company Info – Procurement Details / VAT Certificates / BEE Certificates / etc

• Staff list & key details

• Key Resources and Contact Numbers

• Corporate Identity Guide

• ETC

Small Business Resources• Productivity – MS-Outlook (Calendar, Mail, To Do List & Contacts),

Google (Contacts, Mail, Docs & Calender), Apple / Mac (iCalender, iContacts, iCloud) etc – SYNCHRONISE!

• Data – DropBox, iCloud, Google Docs

• Sales and Marketing - Base CRM, One Page, Capsule, InfusionSoft

• Financial - Sage One Accounting (Pastel MyBusiness Online), Freshbooks, Xero

• Payroll – Sage Pay (VIP Liquid), Sage Pastel Payroll

• Projects – TeamBox, BaseCamp, Smartsheet (and XLS)

• Bulk Mail & Automation – Mailchimp, MyListManager, Constant Contact

• Website – Wordpress.com

• Webinar, Teleseminar – Gotowebinar, PowWowNow

Break

Deep Dive – Your Financial System

Ideas, Discussion, Hot Seats, Q & A