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In today’s newsletter we will go over the following:

• Examples of systems

• Why you need systems

• How to properly revamp systems

And a whole lot more

B2B Operational Idea of the Week

Implement a proper CRM, Project Management System, Learning Management System, Executive Dashboard, Team Feedback, and Hiring Management System in your agency

Look at the deep dive for some examples

Here Are Some Top Links for this Week

• Sebastian talking about the mindset you need to win

• Cold email strat you should use

• Saint Dici talking about winning and blocking out the noise

Deep Dive

The truth is systems rule the world

A lot of times effective systems aren't just about how a business operates

It's about how the team operates

The culture is built

How efficient the team is

And then how the service delivery is being fulfilled

Look at big companies like Walmart

They are giants in the space because they have the most simple and effective systems in the space

They know what to do

And what works at scale

Look at your business

Look at your CRM

Your project management

Your team member onboarding flow

Your training process

Your learning management

These are all systems

Systems are the foundation to your business

This is what allows your business to scale past 7 and even 8 figures in revenue

Put it simply, without 8 figure systems in your business, you can't scale to 8 figures

You might get lucky, but you won't stay there for long

You'll hit 8 figures then crash

Same goes for trying to hit 7 figures

Or even 6 figures

Systems are the foundation to your business

Similar to how a house has the foundation

With a poor foundation your business will crash

You can only build these beautiful works of art with strong concrete

Not sand

You won't get anywhere with sand

Same goes if you're trying to build a skyscraper

The foundations you set in place must be rock solid

Most of you probably will look at these systems and think they should be complex or simple

And while thats right as the founder and CEO you need to analyze this with the people who are in the trenches

They know the exact processes

They know the systems forwards and backwards

They know what is working and what isn't

Who knows the system better

A. The CEO who is very detached from the appointment setting process

Or

B. The appointment setter who is spending 4-5 hours every day spending messages

The latter

You need to get with your team and ask them what each system looks like

For example an appointment setter may give you the following systems:

1. The DM setting process

2. CRM management

3. Follow-Up process

4. Lead qualification

5. Lead scraping

And even more

You might only know 2/5 or maybe 1/5

Which means you only know 20-40% of the exact systems

Which means you only have 20-40% of clarity around that system

CRM

This is one of the most important systems you should make sure is dialed in

No matter if you are doing $10,000 per month

Or $1,000,000 per month

The CRM is the highest ROI system to implement

Mainly because you'll see a direct impact in revenue by implementing this

This moves the needle

Every effective CRM has these main sections

1. Pipeline of all leads

2. Appointments booked mtd, last month, this week, last week, today, and yesterday (all with sources tracked)

3. Leads closed mtd, last month, this week, last week, today, and yesterday (all with sources tracked)

4. Relevant automations for each stage

For example when you move someone to the close stage, they get the onboarding flow

Or when they book, they get the pre-call sequence

Or when they cancel they get the cancel sequence

Same goes for no-show

And no close

I've built dozens of CRMs and the best platform is always Airtable if you want a ecosystem around one software

Revamping Systems

Based on this flow chart shown in the slide and the previous one

This is the approach I follow when looking at systems

I got inspiration from Elon Musk when he was talking about how he improves systems from SpaceEx, Tesla, and so on

1. Analyze Your Tasks For Full Agency From A-Z

List out everything

And I mean everything you do from A-Z

Look at what you do for onboarding, ongoing, and off-boarding clients

This is your client journey, but can also serve as your client map

You can't build effective systems if you don't have full clarity on how your business runs

And what each client needs to do to yield the greatest results

I talked about the systems before and this works in the same way

You should always improve EVERYTHING in your agency

You should be analyzing the tasks and systems you have in your agency

2. Remove All The Fluff

Face it you probably have tasks that end up doing nothing in your process

The tasks that serve 0 ROI, and 0 impacts on what you are doing at the moment

Similar to how when you work and you scroll social media, it’s the same exact thing

These tasks serve no benefit to your overall goals and don't produce better client results

And in plain simple terms, waste your time

These tasks, systems, and processes are revenue killers

Not only for you but for your clients also

So it's essential you remove this fluff

Simple to the 80:20 principle

20% of the things you do ACTUALLY move the needle

And the other 80% is probably just fluff

So remove it

Look at your whole agency and just start removing anything that serves 0 benefit

Hold no emotion to these tasks

Only then can you remove the tasks where in raw reality do nothing for the better of your company and clients

So remove it

Go through step by step of your agency processes, tasks, and systems

And just remove them

3. Simplify Steps

Now with the shorter list of tasks you do daily in your agency, you need to make them simple

Because simple scales

Fancy fails

Look at Starbucks, Apple, and all of these billion-dollar companies

Their processes and steps are so simple that a 5-year-old can look at what they need to do

And follow it to a tea, without any error

This is the mindset you need to be in

Look at your whole processes and make them even simpler

Ask yourself the question "Can a 5-year-old follow this?"

If the answer is no, then make it even simpler

Do this until you can confidently answer yes to this question

Only then you can scale without things breaking

Because what will happen now is you can take on more clients, and hire more team members

And they can excel in their position without any flaws

Follow this process:

1. Look at one of your tasks

2. List them out and ask yourself, can a 5-year-old follow it?

3. If the answer is no make it simpler

   1. Have fewer steps

   2. Have less complex steps

   3. Include any and all resources for these steps

4. Then analyze the process, and ask the question again

   1. If the answer is no, go back to step 3

   2. If the answer is yes move on

5. Now that you have done this for one task repeat this cycle for all your tasks

4. Automate and/or Delegate

Now with these simplified process, you have across your whole company look at it all once again

Assess who does what in each task

Your main goal firstly is to see what you can automate with the goal of automating as much as possible

Each automation should actually yield an ROI, if there is no ROI then delegate it

Now you know what to automate, you will have an even smaller list

Go through this and properly delegate

Meaning remove as many tasks that you do to someone else

Assign the proper tasks to the proper team members

For example, a creative director shouldn't be editing UGC creatives

Instead, delegate that to an editor

That means that the creative director can actually thrive and scale with your company

This also means that the key roles in your agency have more time to focus on higher-leverage tasks

A creative director might have saved 40 hours per month with this delegation and can now focus on strategy and planning for each client

Resulting in better creatives being produced

And better client results

Poll

How I Can Help

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