4 Ways to Build Business Success - Part Three: Systems & Technology

Now you have the team performing and they are delivering at a high level, with a stabilized distribution process, it’s time to systematize the management of the Business and leverage technology to move your business further. The third part of this four-part series will focus on systematizing your organization and using tech to make it easier to implement.

Processes and procedures are part of a larger system, and if you don’t have the steps memorialized and reinforced throughout your business, the systems will break down. If your systems are missing critical input and lack comprehensive review, the very foundation of your organization is on shaky ground. If all the measure, steps and knowledge is locked in your mind alone and isn’t spread throughout your team, they wouldn’t be able to run the systems that ultimately delivery at a high level to your customers. That means all the work you did to ensure you have the right team and everything you did to ensure your delivery and distribution are improved will be wasted.

To begin, you must narrow the field. Start by asking a few questions.

• ​What do I do every day and week and month?
• How often do I do that?
• How long does it take to do each task?
• What would be considered a good day of activity in tasks?
• How do I carry out each of the tasks?
• Why do I do it the way that I do? What happens if I don’t?

Once you have an idea of what your processes and key tasks are, then you do the same exercise with everyone on your team. This is where we start the process of getting the business to work without the owner. By systematizing each section of how the business runs from how the phone is answered by the first point of contact, to how the management team performs planning and strategy, look for ways to simplify and systematize the business to enable constancy and predictability.

“Systematize the routine humanize the exception”

In this stage document all the systems and procedures within the business. Starting from the bottom up the owner gets team members to document how they complete routine tasks start with Daily/Weekly/Monthly task from the bottom of the organization first. Most large companies already have processes, structures, and systems in place. The challenge becomes improving these things, as well as adapting them to new market realities and demands.

When documenting these procedures and when looking for ways to eliminate redundancy, simplify steps and improve execution there are more questions that must be addressed.

• What are the most important processes in this organization?
• Which of these processes should be improved for efficiency’s sake or to better serve our customers?
• In what ways does our organizational structure cause inefficiency, lack of accountability, poor communication, delays, poor customer service, and/or lack of clarity of roles?
• How can we improve our structure?
• What are the most important systems and technology in the organization?
• Which of these should be the highest priority to improve?

Here are a few ways to document your input on systems.

• Flowcharts
• Documents
• Checklists
• Videos
• Audios
• Photographs
• Computer Systems

What systems should you dissect, retool or refine? All of them. Start with each of these areas.

Daily office operation systems 

• Answering the telephone
• Receiving and opening the mail
• Purchasing and maintaining office supplies and equipment
• Faxing and e-mailing
• Dealing with incoming/outgoing delivery needs
• Backing up and archiving data

Product development systems 

• Developing product and protecting it legally
• Developing packaging and collateral material (eg catalogues)
• Developing manufacturing methods and procedures
• Developing manufacturing costing and bidding process

Manufacturing and inventory systems  

• Selecting vendors
• Determining product or service warranties offered
• Establish product or service pricing (retail and wholesale)
• Establishing reorder process for inventory production
• Receiving and storing product inventory
• Reconciling physical inventory with accounting records

Order processing and tracking systems

• Taking orders and recording the orders by mail, fax, phone or online
• Fulfilling and packaging the orders
• Confirming details before service or product delivery
• Sending the orders
• Management system for freight, couriers and vehicles

Order tracking systems

• Invoicing and Accounts Receivable Systems
• Invoicing customers for the orders
• Receiving payments for the orders and crediting customers for payment (whether cash, check or credit card)
• Monitoring credit control and age of accounts
• Starting the collection process for outstanding receivables on a timely basis

Customer Service Systems          

• Returns procedure for inventory receiving and customer payment return
• Responding to customer complaints
• Replacing defective product or performing other warranty service
• Measure quality and professionalism of service delivery

Accounts Payable Systems         

• Purchasing procedures and approvals required
• Payment process for supplies and inventory
• Petty cash

Sales and Marketing Systems    

• Create an overall marketing plan
• Designing and producing promotional materials
• Developing general leads and prospects
• Creating an advertising plan
• Creating a public relations plan
• Creating a direct mail plan
• Developing and maintaining a database
• Developing and maintaining a website
• Analyzing and tracking sales statistics
• Continuously measure number and origin of all leads
• Measure conversion rate for each salesperson
• Measure your average £ sale for every team member
• Keep a record of your profit margins

Technology can help systematize and simply your process. Investigate CRM (Customer Relationship Management) systems to manage data; Quick Books and like software to help you with financial reporting and automated marketing deployment tools like Hootsuite to assist you with reducing time and save your organization money. If computers and phone systems are old and lack capacity to meet your needs, consider upgrading. Investing in the short-term can lead to big returns in the long-term.

If it seems like a huge project. You aren’t wrong. It is. But with the help of a professional business coach you can breakdown the project in rational and logical steps. A business coach wouldn’t give you a laundry list of ills, they will work with you and your staff to make meaningful and last change to your organization. Their objective eye will help you see what you may have missed or have avoiding seeing for a long time.

Stay tuned for Part Four coming next Tuesday, July 2nd. 

Edited from original article by Carmen Gigar 

Will Rappole, ActionCOACH Houston 

June 25, 2024 

4 Ways to Build Business Success - Part One: People & Education

Business gurus taunt a lot of “programs” and “new tactics” to improve business results. It isn’t about experimenting with gimmicks or high-priced programs; it is about leveraging basic business basics with practical solutions. 

Businesses have four areas where they can apply strategic tactics to improve results. Defining, refining and implementing small improvements within these four categories can lead to massive results. Finding a “magic pill” is not only a fool’s errand, but it also often leads to more frustration. 
 

The four areas of focus are: 

• People and Education 

• Delivery and Distribution 

• Testing and Measuring 

• Systems and Technology 

This four-part blog will outline areas which any business owner can leverage, improve and expand upon to make truly lasting results. The first of these is today’s focus, PEOPLE & EDUCATION. 

PEOPLE & EDUCATION: 

Effective and highly functional teams are a crucial element for any business’ success. Whether you have a small operation or a large company, the people who are doing the daily work can be leveraged to achieve higher results. Something as simple as having clear and concise job descriptions, conducting on-going team training, and communicating a mission, vision and company culture/values helps the people in the organization find direction and purpose.

There are 20 specific ways to affect change in this area. 

• Run an Ongoing Training System 

• Complete Team Member Positional Contracts 

• Complete Team Skill Based Sessions 

• Have a Redundancy System 

• Develop a Team Social Club 

• Subscribe to Educational Newsletters, Magazines, etc. 

• Develop an Induction Training Program 

• Run Team Building Training Programs 

• Develop a System for Conflict Resolution 

• Develop Your Company’s Rules of the Game 

• Complete a Consistent Recruitment System 

• Develop Contingency Staffing Plans 

• Hold Regular Team Meetings 

• Develop a System for Recognition and Re-numeration 

• Use Behavioral, Personality and Communication Analysis with all Team Members 

• Set the Company Vision and Write Your Mission Statement 

• Build Career Planning within the Company 

• Set Company and Individual Team Member Goals 

• Run Time Management Training 

• Complete Position “How To” Manuals 

Each of these strategies requires some work, but the benefits of having processes and procedures that keep your team’s skills and knowledge growing means you can leverage them to get bigger and better results. Expanding your knowledge base as an owner helps you stay ahead of the competition. The investment you make in your people, your most valuable assets, will get you a great return on your investment. 

“As a leader, directing and delegating may come naturally, but listening has become a lost art. Perhaps it’s because we’re all running in high gear, productivity is paramount, and we simply don’t take the time to slow down and truly hear what’s going on around us” (Schwantes, 2020). Developing a team and your leadership skills further can pay great dividends. 

In his article for Inc.com, Marcel Schwantes, Founder and Chief Human Officer of Leadership From the Core, outlines areas that leaders need to continue to develop to ensure success. These leadership improvements dovetail directly into efforts and actions you want to take with your teams. 

• Builds trust 

• Become relatable 

• Demonstrates empathy 

• Shows employees they are valued 

• Gain different perspectives 

• Enhances customer experiences 

Now is the great time to establish new systems. The “new normal” will require you to change many processes within your business. Making sure your employees and team have an updated road map is critical to your success. Sweeping changes without explanation or training will backfire and set you back further. Strike while the iron is hot and start making meaningful change. It may seem like a daunting task and if you venture into the work without guidance or expertise you will find the journey riddled with obstacles that might derail your progress. 

Consider hiring a certified professional business coach to guide you through the process. Yes, hiring a coach is an expense, but keep in mind that this coach will help you make the most of all four leverage areas. This is not a short-term exercise. You have to commit. There is much to learn and explore, having a business coach will ensure you stay on track long-term. 

Stay tuned for Part Two: Delivery and Distribution coming next Tuesday, June 18th. 

Edited from original article by Carmen Gigar 

Will Rappole, ActionCOACH Houston 

June 11, 2024 

Building Business with Heart

In the age of digital communication, automation, and AI, the human touch is lost. The customer experience is being left to standardized email responses, scripted virtual assistance, and programmed chatbots. Talking to a ‘real person’ has become a novelty and the personal touch is fliting. Businesses think systemizing every part of the customer experience saves time and ultimately money. What they don’t realize is that it isn’t what the customer wants. 

Consider these surprising statistics summarized by SmartHQ in a recent post:

• 80% of customers are more likely to purchase a product or service from a brand who provides personalized experiences. 
• On average, 71% of consumers feel frustrated when their shopping experience is impersonal. 
• 63% of consumers stop purchasing products and services from companies who provide poorly executed personalization. 
• Personalization can reduce acquisition costs by as much as 50%, lift revenues by 5–15%, and increase marketing spend efficiency by 10–30%. 

Ensuring your business improves the customer experience though relevant and effective personalization is fundamental to growing. Customers have more options than ever before; and you want to stay in the consideration set. You might think making changes to your marketing or business operations are too costly, but ask yourself if the lifetime value of a customer who feels cared for and catered to is worth the initial expense. 

“A better customer experience generates loyal customers. Loyal customers recommend your brand to colleagues, friends, and family, which amounts to free advertising. In fact, 73% of consumers claim the customer experience is the biggest deciding factor in their purchase decisions and brand loyalties—ahead of product quality and price” (Swan, 2020). 

Adding a human touch at every stage of the customer’s journey requires an objective evaluation of the current situation. Put yourself in the customer’s shoes. Don’t make excuses for the lack of humanity. Use data to make changes necessary and ensure that you invest in a platform or CRM to help you manage the customer’s data. Ultimately everything you do has to be driven by customer’s data. Data isn’t human or personal but the clues and insight you get from purchasing behavior for instance can help you transform process, policies, and actions your organization adapts. 

Gathering additional customer data may include surveys, online forms, and polls. Pay attention to the feedback. On social media, don’t lecture, engage. Answer posts, asks probing questions, and get a conversation going. You would be surprised how powerful this unfiltered feedback can be. Southwest Airlines used social media to drive many changes to the customer experience by simply listening to customers comment on Twitter. 

Other ways to humanize your brand includes; 
• Add photos of real people to your marketing. 
• Use your employees as advocates for your business. 
• Show your playful side as well as your business side online. 
• Utilize user content. 
• Write personal notes. Send handwritten correspondence whenever possible. 
• Create online communities to discuss issues and share ideas. 
• Send welcome or thank you gifts to loyal or new customers. 
• Get a professional social media team. 
• Don’t be afraid to talk about setbacks or failures. 
• Rewrite emails to be more conversation less sanitized. 
• Insert names and customer specific information in your marketing outreach. 
• Stay relevant and authentic. 

The culture of humanizing and personalizing your business must extend to all levels of your organization. Engaging staff to transform the journey of your customer can be insightful and illuminating. Share ideas openly and reward risk taking to foster a sense of connection and real engagement within your organization. 

Getting the heart of any organization pumping starts with a willingness to focus on the actual needs and wants of your customers. Once you have the pulse on your client and customer’s needs you can adapt to meet those needs more effectively and personally.

Edited from original article by Carmen Gigar 

Will Rappole, ActionCOACH Houston 

May 21, 2024 

Team Building: It's a Real Thing!

Finding the right team-building exercise for your business can feel a bit daunting. How do you find ideas? Google? Maybe, but the sheer volume of ideas can set you into overwhelm mode. Well, we’re going to give you a few ideas to get you started because, as every business owner knows, team building creates an atmosphere of comradely amongst your employees, which will make your business run more effectively and more smoothly. 

1. Board Game Night 

This is a great activity to get the competitive juices flowing. And organizing a team-wide board game tournament shouldn’t be that hard. Don’t forget to offer prizes for first, second, and third place! 

2. Office Trivia 

Office trivia is the perfect way to bring colleagues together and challenge the brain in areas that don’t necessarily connect to their daily jobs. The trivia can be business or pop culture related. 

3. Two Truths and a Lie 

This icebreaker is a favorite at house parties, but it can work for coworkers too. 

The premise is simple: Organize your team into a group and give each team member a chance to introduce themselves. But they each also must include three details about their lives—but only two of those “facts” are true. It’s up to all the other team members to discern what is truth and what is fiction.

4. Karaoke Night 

What better way to get your employees laughing and bonding than by making utter fools of themselves? You can even create a contest with bonus points for stage presence. This may not work for everyone but those extroverts on your team will entertain the introverts. 

5. Room Escape Games 

This particular gathering requires leadership skills, teamwork, logic, and patience. Escape rooms essentially “lock” a team of people in a room for an hour while they work together to escape. Most have clues, hidden objects, and puzzles that need to be solved. These things aren’t easy, but they are fun. 

Team building is important for businesses of all sizes because it cultivates strong interpersonal relationships and trust, enhances communication, boosts morale, and increases productivity. A cohesive team is better equipped to tackle challenges, adapt to changes, and innovate, ultimately driving the company towards its goals with unity and efficiency. 

To learn more about team building and how you can build a winning team, join us at our workshop Entrepreneur Training Day: Keys to a Winning Team next Tuesday from 11 am – 3 pm! 

Edited from original article by Carmen Gigar 

Will Rappole, ActionCOACH Houston 

May 7, 2024 

When to Trust the Voice Inside Your Head

“It’s what you say to yourself, about yourself, when you are by yourself that is the most important.” This quote from Brad Sugars, Founder and CEO of ActionCOACH and the world’s #1 Business Coach, reminded me that we can turn that ‘voice’ in our heads, into an amplifier of success. The self-affirmations and the commentary running as the soundtrack of your life can be powerful catalysts for the success you reach. 

As negative talk is a silent destructive force to self-development, positive self-talk can go a long way to build up confidence, strength, and skills. 

We are bombarded every day with other people's opinions about ourselves. Often, we internalize and replay those ‘tapes’ until they become part of us, and our internal voice begins to mimic and repeat them. “You aren’t good at numbers” or “You don’t communicate very well” or “You aren’t focused”, these phrases from supervisors or co-workers can permeate even the strongest of minds and begin to tear down the positive membrane of your psyche. When we develop as children, we carry the criticism or the admissions of our parents, family, and siblings. Often, they become self-fulfilling prophecies. “You are the black sheep of the family”, “You aren’t as smart as your sister” or “You’ll never amount to anything unless you apply yourself”, rings in our ears and become part of the fabric of who we become. 

“Positive self-talk is not self-deception. It is not mentally looking at circumstances with eyes that see only what you want to see” (Jantz, 2016). 

https://www.psychologytoday.com/us/blog/hope-relationships/201605/the-power-positive-self-talk 

“So, it’s important that you don’t always believe what you think”, says Sugars in his video. Regardless of whether the notion is positive or negative, ask yourself what you want to be. Turn the tables on the tape and position the thought as a statement of who you are becoming or want to become. Working on your own progress and development is key to actual self-determination. 

Tracking your progress forward is more important than focusing on what you have been told or thought in the past. If there is positive motion and traction forward, your life is improving. You are improving. 

To keep improving, you must keep learning. You must keep working on yourself daily. With some cases, it is a physical exercise to banish the negative voice and replace with positive self-talk. It’s worth the effort because experts and scientists have found a causal link between health and wellness and positive self-talk. It reduces stress and anxiety. Less stress helps with sleep patterns, and which increases stamina and productivity. 

https://www.wellandgood.com/positive-self-talk/ 

But changing your internal monologue can be difficult, and takes practice. Positive self-talk doesn’t happen overnight and you may struggle with the old habits creeping back in, that’s human. It is a discipline you must develop to ensure you keep yourself listening to the ‘best’ voice in your head above all others. 

To implement a strong, positive self-talk regiment consider some of the following techniques: 

1. Make sure your self-talk is authentic and true 
2. Change your behavior 
3. Start in one area with positive self-talk 
4. Collect data, not judgement 
5. Question your thoughts 
6. Work with a professional 

“Learning positive self-talk is not the same as donning rose-colored glasses. It boils down to treating and speaking to yourself with love, grace, compassion, and kindness—and seeing the whole picture versus only focusing on your faults. It doesn’t have to be overly cheerful, either. Taking a more balanced self-talk approach can be very beneficial if the positive self-talk doesn’t resonate” (Estrada, 2020). 

Edited from the original article by ActionCOACH Carmen Cigar 

Will Rappole 

April 23, 2024

Teaching Teams New Tricks

While watching the U.S. Olympic trials, it struck me how much time and energy each athlete must put into their discipline to reach the level of success necessary to reach the Olympic level of performance. Whether a single sport or a team endeavor, the skills, knowledge, and experience feel daunting. 

In a work environment, there may be Olympic-size projects that a team must come together to accomplish. Whether they be an established team or newly formed units, these teams must learn not only their roles within the team, but they must also come to understand the desired outcomes. Then, interact successfully with the other members to reach their ‘podium’. 

Before you can try to teach a team something new, there are three critical elements in place within each team member.

• A willingness and openness to learn 
• Basic skills for the execution of the project 
• Basic knowledge of the tasks needed to achieve the goals 

In a team setting, not every member will be at the same level of expertise in all three areas. You must manage to move the team forward while helping to fill in the skill or knowledge gaps. 

But there is an area that must be inherent in the minds and hearts of all the team members. The willingness and openness to learn. Each team member must demonstrate they are ready to take on a new challenge even in the face of doubt. A willingness to fail and some level of risk-taking is going to be necessary if the team is going to succeed. Keep in mind, for the most part, skills can be taught.

Knowledge can be shared or learned over time. However having the willingness and openness to receive new information, coaching, and formative feedback for improvement lies squarely in the heart of each team member. The individual fire or spark can’t be manufactured. 

Once you have a clear picture of where each team member stands with regards to these three critical areas, you can move on to the next step of teaching or coaching the team. To begin imparting knowledge, you must understand the three types of learning styles. 

Members of your team may be kinesthetic, auditory, or visual learners. The dominant learning style will shape the way you have to deliver information and impart new skills. Are your team members doers? Do they need to be hands-on to learn? Are your team members auditory, where they must hear information in various forms to learn? Or are your team members, visual learners? Do they require visual tools and cues to spark the learning? 

The delivery of training, coaching, and education needs to be varied and tailored to the individual learning styles as much as possible. Keep in mind, that all team members don’t learn at the same pace and some may need additional support along the way. 

Ultimately, team success is going to come from shared goals and timelines. If each team member works with the end in mind, they have a better chance of success. You must let the team set boundaries and consequences for each other and a clear accountability plan must be in place. 

Personality styles are also going to be a factor to contend with as you prepare your team for loftier goals. Whether you use Meyers Briggs®, DISC®, or other personality tools to help you better understand how to best communicate with each team member, it is vital that they all understand each other’s styles for maximum output. 

Further complicating team learning dynamics are external factors and internal politics. If you don’t monitor the outside forces that could derail you, your team won’t be ready to adjust your strategy. Internal politics also work against you as team members vie for promotions, recognition, or attention. Be mindful of the internal forces driving motivation. 

Once the team demonstrates mastery or achieves a certain outcome, it is time to reward them. Consider that every member of the team is motivated in different ways. Group rewards rarely fit the bill. Remember always that the team members are individuals. You must consider the implications of group rewards on the entire team. 

Clearly, training for a place on the Olympic Team isn’t for everyone and that is why only a small number of athletes make that dream come true. Your teams can achieve greatness, but it is a manager’s role to guide, develop, challenge, and motivate their team to exceed even their own expectations to truly reach for the gold. 

Edited from the original article by ActionCOACH Carmen Cigar 

Will Rappole 

April 9, 2024

Principles That Guarantee Success

Have you ever found yourself scrolling through LinkedIn or Facebook, marveling at someone else’s success, wondering why your time hasn’t come yet? Maybe you’ve procrastinated on that passion project last quarter, or perhaps you lost interest in the new business you wanted to launch. With the smoke and mirrors of social media, it’s easy to question if success is even in the cards for us. I invite you to wade through those smoke and mirrors with me and evaluate what principles can guarantee success.   

Strive for persistence, not perfection  

It’s easy to get caught up in the perfectionist mindset. The reality is it doesn’t exist. That’s why it’s so important to prioritize persisting day by day, instead of setting unrealistic goals and standards we can’t hold ourselves to. Persistence is the foundation and structure to your ultimate success. When faced with a roadblock or struggle, many people opt to retreat, it’s hard to blame them. Failure can be embarrassing, and hitting roadblocks along the journey can feel like a punishment at times. Rome wasn’t built in a day, and the rich didn’t get rich overnight. Their rewards came after painstaking behind-the-scenes work that most didn’t see happening. Persistence is the only thing that will move you forward to join the other success stories. The alternative? Anxiety, dissatisfaction, and regret. Don’t let the temporary pain of a slower process stop you from moving forward. Your future self will thank you.  

Develop and maintain good habits for your lifestyle   

If you want to succeed in business or any goals you’ve set, you first must develop good habits that rule your life. Here are a few habits that are essential in today’s day and age:  

• Eating healthy (coffee doesn’t count as a meal)  
• Challenging your body, working out (even when you don’t feel like it)  
• Sticking to a regular sleep schedule (that means getting proper sleep)  
• Meditating and practicing mindfulness (it actually does help reduce anxiety)  
• Reading new books and listening to educational podcasts (take a break from Netflix)  
• Planning and goal setting (try making a vision board to help visualize your goals)  

Take care of yourself, and your business will take care of itself.   

Taking action now   

We live in a world with an overflow of choices everywhere. It’s no surprise that analysis paralysis happens in our personal and professional lives as well. Analysis paralysis is a state that you can find yourself in when feeling extraordinarily overwhelmed because there are too many choices presented to you. Usually, to make a thoughtful decision, a person might weigh pros and cons, consider different viewpoints, detailed pieces of information and potential outcomes. This can create a sense of confusion and anxiety. As we become more confused, we can experience finding ourselves caught in a whirlwind of thoughts that might leave us feeling as if making a clear, confident decision is impossible. Analysis paralysis stops us from moving forward and keeps us swirling in the whirlwind of thoughts. It can lead to inaction or more dreaming rather than doing. Action is what breeds results and allows you to reach your goals faster.  

Remember success is a journey, not a destination.   

To work with a professional business coach and get onto a path a of success go to BusinessAsATool.com and click on Get a Coach. 

Edited from original article by ActionCOACH Carmen Cigar 

Will Rappole 

March 16, 2024

What Does Consistency Mean in the Workplace?

What does consistency mean in the workplace?

Consistency is all about the results and deliverables. It is the McDonald’s model, we know exactly what to expect every time we order a Big Mac; whether I order it in California, Texas, or Dubai. Good or bad, like it or not, it is always the same! This consistency gives us confidence. At the end of the day, it is about consistent processes, policies, procedures, and the expectations from the customer side.

Consistency is the key to success in any business. The business needs a consistent flow of customers, who need to be serviced by consistently motivated and qualified employees who are going to deliver consistent quality to the customers.

What drives consistency in the workplace? The answer is a consistent workforce. Let us define the characteristics of a consistent workforce. Consistent results come from a higher level of discipline of the smaller tasks and habits we do consistently. Those positive habits we call them RICHUAL… I know, I know I spell it RICH YES… because they are habits that make us rich.

Self-mastery is key to any successful employee. It starts with mindset and the willingness to be better every time. Prioritizing the tasks that are going to get us closer to achieving our goal. For example, creating daily RICHUALs, like waking up 30 minutes earlier to meditate and drinking water to hydrate. If we want to get more out of life and our business/career, we need to maintain our body and make sure it is in optimal shape. Mastery of yourself is mastery your life.

Self-mastery is also about being disciplined to use the MAGIC word. Not PLEASE and THANK YOU like we learned in kindergarten. The most important work in self-mastery is NO. Prioritizing what we do is about managing our schedule in a proactive and intentional way. Saying NO to repetitive meetings and random events. Only say YES to the activities that serve your business purpose. Famous billionaire investor Warren Buffett once said, “The difference between successful and less successful people is the successful say ‘no’ to almost everything.” Wouldn’t it be a relief to feel confident enough to simply say ‘no’ when someone asks you to take on yet another task or commit to another event? (BBC article “Why saying ‘no’ will boost your career”)

https://www.bbc.com/worklife/article/20140314-just-say-no

Practicing gratitude is one of the most transformational practices you can implement in your life. Since we are all grateful for the positive things in life like our family and the roof over our heads, and the wonderful things that we own, my challenge for you is to practice gratitude for the less fortunate things in your life. Like, “I am grateful for the dream car that I cannot afford, as it’s making me more disciplined to work harder in life in order to get it one day.” Or “I am grateful for the years of civil war and living in bunkers because I learned how to be resilient…” That extreme was to make a point. Learn to use wants as motivation to action. Finding the positive in the negative is what differentiates successful people from the rest.

Now I know I said practice gratitude is the most important skill you can start implementing today, well this one is a close second. Successful people always consistently ask for help. They surround themselves with people who they look up to. Jim Rohn once said that you are the average of the 5 people with whom you spend the most time. Look around you. Is it time to upgrade your entourage? If today, you are the smartest person in the room you need to be in a different room. And start learning from others.

Finally, never stop learning. We are one of the luckiest generations to have privilege of accessibility to knowledge. From YouTube to podcasts to print to everything in between, the main quality of consistency in the workplace and when our employees want to learn new skills and are constantly evolving.

Consistency starts with the individuals and systems that are consistent and disciplined. Now let us compare a successful workplace to a successful Major League Baseball team. All players have these characteristics to stay on the team. They recruit the best, they have a rigorous training calendar, they are constantly learning and evolving their skills; and most important they act as a unit helping each other. And that is the kind of consistency we need in the workplace. The consistency of how each team member shows up to practice with the same attitude when showing up to the game. A WINNING attitude.

Consistency at work is important because it helps create a predictable workplace. When employees can predict what will happen at work, they are more likely to be able to maintain consistency in their own behavior. This can help prevent problems from arising and help the workplace run smoothly. This will create an environment of trust and high productivity. Consistency in the workplace can also provide several benefits for both employees and employers. For employees, consistency can lead to increased job satisfaction and feelings of stability. For employers, consistency can lead to increased productivity and decreased turnover. In addition, consistency at the workplace can help to create a positive work environment.

And like everything else in life, if you would like to practice being more consistent, you need to start small and build your consistency muscle.

Edited from the original by Hala Dabboussy, ActionCOACH

https://www.actioncoach.com/blog/what-does-consistency-mean-in-the-workplace/

Will Rappole, ActionCOACH Houston

March 12, 2024

The Importance of Connection in Your Business

Have you ever attended a webinar that just left you buzzing with inspiration and ideas? Well, let me tell you about my recent experience at Paul Dunn’s ‘Running a Business in ‘24!’ webinar – it was an absolute game-changer! 

Picture this: 75 minutes packed with insights from Paul Dunn, a four-time TEDx speaker, award-winning entrepreneur, and co-creator of an extraordinary initiative that’s already generated over 340 MILLION impacts around the world. Yep, Paul Dunn knows his stuff when it comes to running a successful business. 

So, what was the big takeaway? Connection. In a world where it sometimes feels like we're drowning in a sea of social media noise, Paul reminded us of the fundamental importance of genuine connections in every aspect of our businesses. 

“Connection is why we're here; it is what gives purpose and meaning to our lives.”  

- Brene Brown 

First up, let’s talk about standing out to those potential customers. With social media oversaturated like never before, it’s no longer enough to just talk about your product or service. You’ve got to find a way to shine amidst the noise. Think personalized messaging, unique content, or tapping into niche audiences that resonate with what you offer. 

But it doesn’t stop there. Once you've reeled those customers in, it's all about creating a sense of belonging. At ActionCOACH, for example, we host monthly workshops to bring our clients together, fostering relationships beyond mere transactions. It's about making them feel like part of the family, not just customers. 

And let’s not forget about your team – they’re the heart and soul of your business. Hiring the right people is crucial, but it’s equally important to create an environment where they can thrive. We use tools like DISC/Motivators Assessments to ensure we've got the right people in the right roles, setting them up for success from day one. 

But hey, it’s not all about external connections. It is crucial to connect with yourself too! What gets you out of bed in the morning? Understanding your own purpose and motivations can drive your business forward and inspire others to join you on your journey. 

Now, here’s the real kicker: transitioning from a transaction-based business to an impact-based one. At ActionCOACH, it’s not just about making money – although that’s important too. It’s about standing for something bigger, enriching lives, and making a real difference in the world. We want to assist small business owners in growing their businesses without allowing work to consume their entire lives, providing them with the freedom to pursue other interests and activities. 

Because here’s the thing, people do business with those they know, like, and trust. By building genuine connections, you’ll not only attract the right clients and team members, but also create a business that people love to buy from, work for, and refer to others. 

So, let’s make a pledge to shift from chasing clients to choosing the right ones. Let’s become magnets for talent and beacons of positive change. Together, we can create a world where businesses thrive, relationships flourish, and lives are enriched. And that, my friends, is the power of connection. 

Will Rappole, ActionCOACH Houston

February 27, 2024 

Four Efficient Ways to Leverage Your Business   

It’s no secret that leveraging your business for efficiency is key to achieving success. That’s why Brad Sugars, founder and CEO of ActionCOACH, puts such a heavy emphasis on it. By optimizing your operations, you can save time and money while boosting productivity and profitability. One of the best ways to do this is by investing in your employees through ongoing education and training. This helps foster a culture of productivity and teamwork that leads to increased efficiency. Plus, streamlining your delivery and distribution processes can save you even more time and money, allowing you to get your products or services to customers faster, with fewer errors.  

But don’t stop there – implementing a system for testing and measuring your business processes is crucial to identifying inefficiencies and areas for improvement. And with technology and automation, you can improve accuracy and reduce errors even further. By leveraging these key strategies, you can optimize your operations, improve your bottom line, and stay ahead of the competition. 

People & Education 

Business owners are always on the lookout for new ways to boost their bottom line and make their company more efficient. Often overlooked is investing in your people and their education is essential for reaching those goals. When you prioritize the growth and development of your team, you’re setting your business up for long-term success. 

So don’t forget to invest in your most valuable asset – your people! 

Improved skills and productivity: 

When you invest in your employees’ education and training, you’re not just doing them a favor – you’re doing your company a favor too. By giving your team the chance to learn new skills and gain valuable knowledge, you’re setting them up to perform their jobs more efficiently than ever before. And when your employees are working at their best, your business outcomes will improve too. 

A culture of innovation: 

Keep your employees up to date on industry trends and best practices. It can help employees bring fresh ideas to the table and implement innovative and efficient work processes. Plus, when you encourage collaboration and idea-sharing, you create a culture of innovation that can fuel your business success. So, make education and collaboration a priority in your company, and watch your team thrive! 

Employee engagement and retention: 

Employees who feel valued and supported are more engaged and motivated in their work, which means lower turnover rates and less time and money spent on recruitment and training costs. If you want to keep your team happy and your business running smoothly, it’s time to start investing in your employees’ well-being. 

Improved problem-solving: 

Having a team of well-trained and knowledgeable employees can make all the difference when it comes to improving your business processes. Your team is on the front lines every day, which means they’re equipped to identify inefficiencies and suggest improvements. By tapping into their collective brainpower, you can identify and solve problems faster and more efficiently – leading to better outcomes and a stronger bottom line. 

A strong employer brand: 

Investing in your employees is the key to building a strong employer brand and attracting top talent to your business. By prioritizing your team’s growth and development, you’re not only setting yourself up for greater efficiency, productivity, and profitability, but you’re also positioning your business as a desirable place to work. Invest in your people, provide training and education opportunities, foster a culture of innovation, and engage and retain your employees. Your business success depends on it! 

Delivery & Distribution 

In today’s fast-paced business environment, delivery and distribution can be critical factors in a business’s success. In today’s fast-paced business environment, delivery and distribution can make or break your success. It’s crucial to get your products or services to customers quickly and efficiently, and failure to do so can have serious consequences. It’s important to focus on streamlining your delivery and distribution processes, so you can get ahead of the competition and achieve long-term success. 

Faster delivery times: 

Streamlining your delivery and distribution processes can have a huge impact on your success. By doing so, you can get your products or services to your customers faster, which not only improves customer satisfaction, but also increases their loyalty. And as we all know, loyal customers are the lifeblood of any successful business. By making it easier and quicker for them to do business with you, you’ll see an increase in repeat business and word-of-mouth referrals. Focus on streamlining those processes and giving your customers the best possible experience. 

Reduced costs: 

Don’t overlook the cost-saving benefits of optimizing your delivery and distribution processes. By minimizing shipping times and distances, you can cut down on shipping costs and reduce the chances of damaged or lost goods. These small improvements can add up to big savings over time, work on optimizing those processes and maximizing your profits. 

Improved inventory management: 

Optimizing your delivery and distribution processes isn’t just about speed and cost savings. It can also have a big impact on your inventory management. By ensuring that products are delivered on time, you can avoid overstocking or under-stocking and optimize your inventory levels. This will save you money, reduce waste, and help you better meet the needs of your customers. 

Greater scalability: 

As your business scales, your delivery and distribution processes become more critical than ever. By implementing reliable and efficient systems, you can handle increased order volumes without sacrificing quality or efficiency. This will help you grow your business smoothly and efficiently, without any hiccups along the way. 

Competitive advantage: 

In today’s competitive business landscape, having an optimized delivery and distribution process can give your business an edge over your competitors. By providing faster and more reliable delivery services, you can stand out and win over customers, thereby increasing your market share and profitability. 

Testing & Measuring 

As a business owner, testing and measuring can be a crucial component to improve your business’s efficiency and profitability. By understanding five key reasons for implementing testing and measuring strategies, as emphasized by business coach Brad Sugars, you can optimize your operations and improve your bottom line. 

Identifying inefficiencies: 

Through testing and measuring, businesses can gain valuable insights into their operations. By tracking key metrics and analyzing data, business owners can identify inefficiencies and make targeted improvements to streamline processes and increase profitability. 

Optimizing performance: 

“Testing and measuring is the key to optimizing your business processes. Tracking key performance indicators (KPIs) can help you monitor progress, identify areas for improvement, and fine-tune your processes for maximum efficiency. By doing so, you can stay ahead of the competition and achieve greater success in your business,” says Brad Sugars, business coach and founder of ActionCOACH. 

Data-driven decision-making: 

It’s important to make data-driven decisions that can lead to better business outcomes. Testing and measuring can help you collect and analyze data, providing insights that can help you avoid making decisions based on assumptions or intuition, leading to more effective decision-making. 

Continuous improvement: 

Testing and measuring can encourage a culture of continuous improvement by setting specific targets and tracking progress towards achieving them. This can motivate employees to make incremental improvements and achieve better results over time. 

Accountability: 

Testing and measuring is a powerful tool to hold your employees accountable for their performance. By setting clear, measurable goals and tracking progress, you can identify areas where your team may need extra support or training. This allows you to provide valuable feedback and coaching, helping them reach their full potential and drive better results for your business. 

From identifying inefficiencies and optimizing performance to enabling data-driven decisions and fostering a culture of continuous improvement, it’s a key strategy emphasized by Brad Sugars for achieving long-term success. These remarkable benefits highlight why investing in testing and measuring is worth it for your business’s efficiency and profitability. 

Systems & Technology 

Business owners are constantly seeking ways to optimize efficiency and maximize profitability. Amidst these goals, one critical factor tends to be overlooked: testing and measuring. In this blog, we unveil the significance of this often-neglected practice, shedding light on its potential to revolutionize your business’s performance and drive it towards unparalleled success. 

Identifying inefficiencies: 

Testing and measuring, according to Brad Sugars, plays a pivotal role in identifying inefficiencies within business processes. By collecting data and analyzing performance metrics, entrepreneurs can effectively pinpoint areas that may be causing bottlenecks or delays, allowing for targeted improvements that drive enhanced productivity and success. 

Optimizing performance: 

Once entrepreneurs identify areas in need of improvement, Brad Sugars advises them to leverage testing and measuring to optimize their business processes. By consistently tracking key performance indicators (KPIs), business owners can monitor their progress over time and fine-tune their processes to achieve maximum efficiency. This iterative approach enables continuous improvement, leading to remarkable outcomes in the long run. 

Data-driven decision-making: 

Brad Sugars emphasizes the significance of testing and measuring, stating that it enables entrepreneurs to make data-driven decisions that yield superior business outcomes. By diligently collecting and analyzing data, business owners can avoid relying on assumptions or intuition, leading to more effective decision-making and ultimately driving their businesses towards success. 

Continuous improvement: 

Put your focus on testing and measuring, you’re really setting the stage for a culture of non-stop betterment in your business. With goals in sight and progress in your sights, you’re motivating your team to reach those targets and make steady strides forward, one step at a time. 

Accountability: 

Testing and measuring isn’t just about making improvements, it’s also about holding your team accountable. When you set those clear, measurable goals and keep an eye on progress, you’re spot-on in pinpointing areas where your employees might need some extra support or training. That way, you can dish out some valuable feedback and coaching to help them up their game. 

Embrace testing and measuring to transform and empower your business to identify inefficiencies, optimize performance, make data-driven decisions, foster continuous improvement, and uphold accountability. By prioritizing this practice, entrepreneurs can pave the way for enhanced efficiency, productivity, and ultimately, sustained success in the competitive business landscape. 

Edited from Original by Oscar Gonzalez, ActionCOACH 

https://www.actioncoach.com/blog/4-efficient-ways-to-leverage-your-business/

February 13, 2024 

The Power of Numbers: Unlocking Success for Small Businesses Through Marketing Mastery   

In the dynamic landscape of entrepreneurship, small business owners face countless challenges and opportunities. Two critical pillars of success in marketing are knowing your numbers and understanding your target market. Understanding the numbers and harnessing the potential of marketing can pave the way for sustained growth and prosperity for small businesses. 

Knowing Your Numbers 

Understanding profit margin, gross profit margin, and the distinction between markup and margin is paramount for business owners. The profit margin, expressed as a percentage of revenue, reflects the true profitability of each sale. Meanwhile, gross profit margin considers production costs, providing insights into operational efficiency.

For small businesses, every lead is a potential customer. Knowing the number of leads required to acquire a customer and the conversion rate is crucial. This data empowers owners to refine marketing strategies and streamline sales processes, ultimately boosting customer acquisition efficiency. 

How frequently do customers return, and what's the average spend per transaction? These metrics illuminate customer loyalty and contribute to revenue forecasting. Armed with this knowledge, businesses can tailor marketing efforts to enhance customer relationships, fostering repeat business. 

Small businesses often operate with limited budgets. Knowing the cost to acquire a customer allows for smart budget allocation. This data-driven approach ensures that marketing initiatives yield a positive return on investment, a critical factor for small business sustainability. 

Understanding Your Target Market 

Understanding the market's size and demographics lays the foundation for targeted marketing efforts. Small businesses can focus their resources on reaching the right audience, optimizing their reach and impact. For example, a bakery wants to increase sales by promoting their diverse goods to a wide audience, without understanding their target market. This approach fails, as their marketing messages fail to capture the attention of their potential customers. After closer examination, the bakery identifies their loyal customers are health-conscious individuals. They refine their marketing campaign to target health-conscious individuals, and their sales skyrocket.  

By understanding the preferences and needs of their specific audience, the bakery not only attracts new customers but also strengthens its relationship with existing ones. This example underscores the importance of a well-defined target audience in shaping a successful marketing strategy, leading to increased relevance, engagement, and ultimately, business success. 

Understanding the numbers and mastering marketing is not reserved for big corporations. In fact, it is the lifeline for small businesses seeking to establish themselves in competitive markets. Embrace financial literacy as the backbone that supports your business decisions and wield marketing as the strategic tool that propels your brand into the hearts and minds of your target audience. 

In the world of small business, knowledge truly is power. Equip yourself with the insights derived from your financial metrics and harness the strategic prowess of marketing. By doing so, you unlock the doors to sustained growth, customer loyalty, and enduring success. 

Will Rappole, ActionCOACH Houston

January 30, 2024

Empowering Excellence: Make 2024 a Year of Inclusivity, Inspiration, and Accountability  

As we embark on the exciting journey of business growth in 2024, let's embrace the positive practices that foster an inclusive, inspiring, and accountable workplace. 

Firstly, inclusivity is the cornerstone of business success. We believe in involving everyone in the company's growth. From the company picnic to daily operations, every team member plays a vital role. Our goal is to make events and initiatives accessible to all, recognizing the value each individual brings to the table. Let's celebrate our diversity and tap into the collective brilliance of our entire workforce. 

Moreover, we understand the power of inspiration. Being an inspirational leader is not just a responsibility; it's a privilege. Sharing the 'why' behind our business, the passion that drives us, and the vision for the future creates a workplace where great employees thrive. We are committed to providing a roadmap for success, ensuring that each team member understands their role in our shared journey. 

Equally significant is accountability, a positive force that propels us forward. Our commitment to holding team members accountable to their plans is rooted in our belief in continuous improvement. If a target is not met, we see it as an opportunity for growth. We set clear paths for improvement, fostering a culture where goals are not just aspirations but tangible commitments. 

In the spirit of collective growth, if you ever find yourself unsure about involving everyone, inspiring your team, or holding them accountable, remember that help is just a step away. We are here to support you in building a workplace that thrives on inclusivity, inspiration, and accountability. 

Here's to a year filled with positive collaboration, boundless inspiration, and shared success!

Will Rappole, ActionCOACH Houston

January 2, 2024

Systems Don't Kill Creativity

In today's fast-paced business landscape, the intersection of creativity and efficiency holds the key to sustained success. This article dives into the critical role of creativity within the workplace, emphasizing the need for businesses to find a delicate balance between systemization and innovation. By exploring metrics for measuring creativity and advocating for collaborative communication, the article sheds light on how businesses can transform their organizational frameworks to become both systematically efficient and creatively agile, to ultimately gain a competitive edge in the dynamic business landscape. 

We are all familiar with IQ Testing designed to scientifically measure so-called intelligence in adults and children. While there is a great debate over the accuracy and relevance of IQ testing in today’s business world, there is no doubt that fostering and measuring innovation is critical to business success. Innovation is a direct result of creative thinking, and if a business can crack the code to foster a more creative workplace, it could have a distinct competitive advantage. But where to start? 

Some might start with the TTCT test or the Torrance Test of Creative Thinking. Designed by Dr. Ellis Paul Torrance in the 1960s to measure creativity in children. This series of tests were designed “in an attempt to measure divergent thinking”. But what type of evaluation tool is available for adults?  

There are several online tools and evaluations to help business owners measure creative or divergent thinking in their teams and often they boil down to measuring four criteria. 

• Fluency: how many responses a person, team, or process can generate
• Flexibility: how many different types/categories of responses are generated
• Originality: how different are the responses from the norm
• Elaboration: how detailed are the responses 

Most businesses just want consistency and efficiency, (thus establishing Standard Operating Procedures for everything under the sun), seemingly draining the creative juices of their teams. System overload bogs down their teams when every step-by-step activity is mapped out and systemized, repressing the creativity of team members.

“When systems are set up that restrict freedom of thought, and when individuals perpetuate those systems through controlling approaches and actions, creativity has no room to flourish.” 

Systems don’t have to be the killers of creativity. Conversely, they should be the catalyst to foster creative thinking. Systems are not supposed to slow progress, they are by their very existence designed to enhance productivity and efficiency. So why do so many businesses fail on both ends of the scale? Because they haven’t found the balance between systemization and innovation. 

Let’s take the Apollo 13 mission as an example. This historic moon mission in April 1970 sent four highly qualified astronauts up into space for the seventh moon mission in United States history. During the flight towards the moon, the Apollo space capsule experienced an electric fire that damaged the oxygen tanks and the mission to land on the moon was aborted. Even more pressing was how to get the crew back safely under extremely precarious circumstances. Famous for the quote, “Houston, we have a problem”, astronaut Jim Lovell reported the emergency to the ground control who was then tasked to solve the problem of low oxygen, reduced power, and a capsule that was too heavy to enter the earth’s atmosphere safely. 

Faced with life-and-death decisions, the ground control crew and support teams spent hours breaking down process after process and examining each system to find the right answers that would bring the Apollo 13 crew home alive. They used the systems and processes at their disposal to come up with creative solutions for both oxygen generation and for re-routing the Apollo module around the moon and bringing the crew back home safely. 

This seven-day mission, which didn’t achieve its original objectives, was actually a success. The recovery of the astronauts and the splash down in the Pacific Ocean sparked innovation that was the catalyst for future advancement in space travel for the next two decades. 

The team at NASA, using their creativity, knowledge, and skills, avoided tragedy by using the systems and processes available to solve a “new” problem. 

In Brad Sugars book, Instant Systems, Sugars discusses the importance of systemizing business to foster efficiency and creativity. 

As the CEO and Founder of ActionCOACH®, the world’s largest business coaching franchise, Sugars and his coaches have helped thousands of business owners unleash the power of systems and processes in their organizations and foster creative problem-solving simultaneously.

“This is one of the most misunderstood areas of business today. I find this rather strange because it’s one area of business that’s easy to implement, and one that will make your life, and those of your team members, so much easier.” - Brad Sugars

Download our ActionPlan Systems Slides to Learn More!

Sugars outlines four board areas to systemize your business and goes into more detail about the types of systems and processes any successful business should have in the book. The four areas are: 

• People and Education
• Delivery and Distribution
• Testing and Measuring
• Systems and Technology 

Sugars stresses planning, communication, and team involvement when systemizing your business to improve both efficiency and problem-solving. Focusing your team’s creativity on specific areas will help you gain a competitive advantage. 

The journey toward business success is not a contrast between strict systems and uncontrolled creativity; rather, it is an integration of both. Sugars emphasizes that fostering a workplace culture that values creativity within the framework of well-designed systems is not only feasible but imperative. Businesses stand to gain a competitive advantage by embracing the harmonious relationship between innovation and efficiency. By recognizing the potential of systems to fuel creativity and engaging in strategic planning and communication, organizations can navigate the complex terrain of modern business with resilience and adaptability.  

Edited from the original article by ActionCOACH Carmen Gigar

Systems Don’t Kill Creativity. - ActionCOACH 
November 21, 2023