Category: Systems & Workflows

5 Common Mistakes That May Be Interrupting Your Workflow

When you run any kind of business, it’s important to consistently keep up with your workflow and monitor what’s working and what needs fine-tuning. These 5 common mistakes can be easily avoided by implementing these tips!

Workflow processes are crucial in keeping your sales funnels running smoothly. When you update your processes frequently, it’s like putting oil in a machine. Everything runs like butter when everyone knows what they should be doing. That’s kind of a given, though, right? Creating a well-oiled machine takes time and effort, but it doesn’t have to feel like an uphill battle. Allow yourself to be ahead of the learning-curve when you are creating your workflow processes!

1. Plan, and then plan some more

Planning your workflow spares you from redundancy. You’ll need to know what the workflow system does, and why it’s going to be used in the first place. We use Diagrams as they are useful for this step. Visual representations help you understand whether or not this workflow will help you progress or add more unnecessary tasks to your day!

2. Emphasize effective communication

Any stage in sales relies on effective communication between you and your team. Whether you’re a team of 1 or 100, each notification sent between all relevant participants needs to be actionable. I’m sure you’ve had days where it feels like you just don’t stop getting email notifications or texts! It’s overwhelming, and I bet that on those days, you may neglect a message or two…or ten. It happens! In your workflow, though, you need to make sure your team is not bombarded with notifications, and that the ones they do get are important enough to do something about them.

3. Optimize your website

So, you’ve created this amazing lead magnet on social media. Your traffic has never been higher. Your lead magnet has a specific conversion goal in mind. That could look like getting subscribers for your mailing list (*wink wink*) or signing up for a particular service directly via a link. Make sure that the landing page is optimized to be distraction-free. There shouldn’t be a menu or anything beyond the end goal in plain sight.

4. Drive more traffic

Driving traffic to your sales funnel could be as simple as uploading an Instagram post with some easy promo. What’s the point in going through all that effort to create the funnel and the lead magnets if you aren’t going to drive traffic to them? Once you are able to drive traffic, the goal then becomes to convert the leads. But, before you get into that step, it’s important to make sure that the tools you’re using to drive traffic are effective for you in the first place. Maybe take some time to rethink the platforms that you use to increase traffic, and see what works and what doesn’t.

5. Remember to follow-up

On a similar note, forgetting to follow-up with your leads can be just as detrimental to the sale. You have to nurture a relationship with your leads from the very start. Imagine offering this amazing free content. You’re showing your expertise, establishing yourself as a credible source, but you’re not following through with the people who are already impressed by you. Don’t be shy about sending content to your mailing list. You want to remind them about why they were interested in you in the first place.

Whether you need to fine-tune your workflow process, or you are creating one from scratch, it’s so easy to miss these steps. We are here if you needed us so don’t let that discourage you! Instead, use these common mistakes as tools to further establish a workflow process that works for you. They can be avoided so long as you’re made aware of them! And, now that you are, there’s nothing stopping you from being the well-oiled machine that you’re destined to be.

Does your workflow need a tune up? Complete our New Client Questionnaire so that we can understand your needs and provide the best fit solutions.
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What a Workflow Process Means for Your Productivity

Having a clear workflow process can drastically improve your performance. In fact, a workflow process will help you implement productive strategies to get projects done efficiently and on time. 

As you navigate these waters, any size project can appear to be intimidating to map out. This is where a workflow process comes in.

One of the biggest perks of working as you build your business is learning about what works and what does not. So while you expand you are able to implementing workflow processes early on that can transfer over once you eventually build your team and grow.

What Is A Workflow Process?

A workflow process is, in short, is the way that a project gets done using a solid set of rules. Having a process to get work done isn’t always the easiest to execute. They are in fact a great way hold yourself and/or team accountable to a defined tasks.

Types of Problematic Workflow Processes

While building a workflow process, it’s worth it to consider problematic processes that are often used in established teams. This way, you can avoid them in the future and prevent your productivity from plateauing.

In an already established team, one of the most common types of workflow processes is called a “legacy process.” This is one that’s been in place for many years. The issue that arises with these is that there may be a hard time parting ways with an old way of doing things. If you consistently keep different kinds of processes in mind for each of your projects, this will impact your productivity overtime. You’ll constantly be adapting, and those who work with you will have to, as well.

Additionally, other workflow processes can come in from outside sources. Tasks become difficult this way since you can’t control what the outside sources do. There is also the kind of process that requires a tool to complete tasks. Objectively, this isn’t always a roadblock. But, sometimes it does affect flexibility and therefore results. However, the worst option is to have no workflow process at all. That won’t get you anywhere.

Think About the Big Picture

This is a lot like breaking down a to-do list. If you have the bigger picture in mind, it’s much easier to create smaller tasks. In turn, this is a great start to and how we create a workflow process for our clients.

A good place to start would be to create a checklist. Next, analyzing how to tackle each task head-on will help make projects appear less daunting. If you’re working collaboratively, now is the time to assign roles. Assigning the correct leadership dynamic is the final step in finding out how to effectively get things done.

Defining Your Workflow
  • Make diagrams for yourself. Make sure that these include realistic expectations so you aren’t overwhelmed with your work.
  • Once everyone involved in the project is on board, come up with a more cohesive plan of action.
  • Any tools needed to complete a project should aid the process, not create a roadblock.

Communication is key in business as it is in relationships! If you’re working by yourself, this could be in regards to communicating with a client. Making sure everyone involved in the project is on-board ensures that nobody is overly stressed. The top killer for productivity is stress, as stress leads to confusion.

Optimizing Your Workflow Process

Now that you have the pieces of your puzzle laid out, it’s time to think about efficiency. Automated systems are the simplest way to do this. These programs help with tracking tasks and they update them in real-time.

Automated systems also help you stay focused. Not only are notifications helpful reminders, but having a specific space to look at keeps yourself organized. What’s even better is, you’re notified when tasks are complete!

Is Your Workflow Working?

Once you’ve followed all the steps to create a workflow, it’s time to be honest with yourself. Did this workflow process benefit you? What worked and what didn’t? If anything seemed redundant, you’ll know to eliminate that for the next project. This is where a Client Relationship Management (CRM) system as well as a Project Management system also beneficial. Understanding what took longer will help you create more accurate workflow processes.

Implementing workflow processes into your projects gives you a better understanding of productivity. You’re made more accurately aware of what you’re supposed to do, and therefore there’s less room for error. Also, there are more opportunities to spread work out between different tasks. Overall, the missing piece to your productivity puzzle may just be a solid workflow process!

Does your workflows need a new direction, strategy and implementation? Complete our New Client Questionnaire so that we can understand your needs and provide the best fit solutions.

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6 Steps to Audit Your Workflow

Cleaning up your workflow process is essential to making sure everything is running smoothly. Just as you would with finances, running a workflow audit ensures that your processes are still productive and valuable to you.

Spring cleaning does not have to only happen in the spring or to your closets, home, and things that no longer benefit you. The same method should be used within your business. Think of a workflow audit as spring cleaning for your business.

After all, the whole point of implementing regular workflow processes is to increase productivity. If there’s any lingering dust, it’ll show. Think about everything that you do to maximize productivity. This becomes your workflow process, whether you recognize it or not. It becomes the time to audit workflow when you question what is working and what isn’t.

When you’re running your own ship, this task is in some ways, easier but in other ways, harder to accomplish because you may be to close to see the problems for yourself.  Let’s look at some simple ways that you can keep these processes productive and helpful.

1. Examine your technology.

Many business owners and solopreneurs use various forms of technology to get things done. These tools can be laptops, smartphones, tablets, etc. Think about the software you use regularly to get things done. This audit is a great time to update things you use regularly and delete things you do not. Pro tip: be sure to save backup files of everything on an external hard drive! You never know what you may need later.

2. Look at your schedule.

The way you manage your day-to-day activities at work and at home can come together with your workflow processes. After all, it is your life and business! If you designate specific hours in your day to working on projects, you’re more likely to check things off your to-do lists.

3. Identify your processes.

Make a list of the workflow processes that you commonly use. Take note of each step and its purpose. If you have a larger overview of each process that you use, it’ll be easier to narrow it down to what actually works. After you have created this list, rank each process from what is the most beneficial to what is the least beneficial.

4. Identify why your processes do or do not work.

Having an overall ranking of your workflow processes and their levels of productivity allows you to see what you’re doing right. Now, it’s time to make this list a bit more comprehensive. A ranking is only as good as the reasoning behind it. Create a list of 2 or 3 bullet points regarding the pros and cons of each process. Doing this makes it much easier to redesign things that don’t work and fine-tune what does.

5. Acquire any additional tools and resources.

Once you have your ideas of what you need to change in your workflow, it’s time to gather tools. Having resources like email templates and other related forms will keep you organized for the long-haul.

6. Implement the changes into your day-to-day.

Now that you’ve talked the talk, you need to walk the walk. A complete overhaul of the systems you grew use to using may not be the best approach. When you audit workflow, it’s tempting to just implement these new processes right away. However, you could be in the middle of a project where you use your old workflow processes. It’s a better idea to implement them slowly. It takes a month to build a habit. Allow yourself that amount of time to use your new workflow processes in all of your projects.

Doing a workflow audit is one of the most effective ways to improve your productivity. Breaking it down into these simpler tasks will make it far less intimidating. 

Does your workflow need another pair of eyes to help find new opportunities to increase your productivity? Complete our New Client Questionnaire so that we can understand your needs and provide the best fit solutions.

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7 Tell-Tale Signs That You Need A Customer Relationship Management (CRM) System

A Customer Relationship Management (CRM) system is essential for any business owner. It’s the foundation for any solid workflow process. When you have a sturdy CRM system, the rest of your workflow falls into place seamlessly.

One of the biggest indicators that your business is taking off is when you’re having a tougher time storing customer data. This is obviously a wonderful thing, and it’s a goal most business owners strive for. However, keeping track of customer data at all stages of your business’s growth is extremely beneficial. It’s the best way to have a coherent representation of who you serve (Customer Persona), which will, in turn, help you pull in the right customers or clients.

A Customer Relationship Management (CRM) system may be exactly what you need. This is one database that stores all of your customers’ info in one convenient location. CRM’s are designed to improve your workflow processes by making it easy to organize customer interactions and sales. If your business is brand new, implementing a CRM now can ensure that every customer that you’ve ever had remains in your records as you grow.

How To Tell If You Need A CRM System:

1. Your business is seeing significant growth at a quick pace.

 Sometimes, growth happens when we least expect it. A new product or service can surprise us with the reception it receives. When you use a CRM system, it’s easier to keep organized during a time that could otherwise leave you feeling scattered.

2. You’re running things on your own.

As a solopreneur, your responsibilities increase tenfold. The best thing that you can do for yourself is having all your customer data in one place. As you generate new leads, understanding what went well with previous interactions can help future ones.

3. You feel like you can improve on customer service.

Along those lines, your customer service generally can be improved with a CRM service because it gives you a profile of your customer. They’ll be incredibly impressed at the details that you remember. The best customer relationships are curated over time and nurtured through time. Having a customer’s history illustrated will highlight that relationship and allow for it to be nurtured.

4. You’ve already established long-term accounts.

If you’re just starting out, this may not apply to you. But many small businesses start out with one or two loyal accounts. Having a CRM solution can remind you about important dates in your MVP’s account. These examples can be as simple as a milestone achievement, such as the one-year anniversary of your time working together. Much like in romantic relationships, remembering little things will keep your customers interested.

5. There’s something off about your workflow processes.

Organizing your workflow process is a process in and of itself. There are many little things that go into it. These steps are easy to lose sight of. Investing in a CRM system can prevent that.

6. You have a hard time manually entering data.

Manual data entry is a reliable tool, but it takes up quite a bit of time. This step in your workflow process can be eliminated with the use of a CRM system. These systems also help you fill in the blanks with missing data. CRM solutions are the most foolproof form of data entry

7. You want to clarify your path to growth.

Earlier, we mentioned the potential of seeing exponential growth unexpectedly. Alternatively, steady growth may be what’s best for your business. The right CRM system will help your workflow process no matter what stage you’re at. As your business grows, the benefits of your CRM solution should grow with you.

Regardless of what kind of business you’re running, We can help match you with the right CRM system. Where follow-ups, networking opportunities, and email automation becomes more manageable. Complete our New Client Questionnaire so that we can understand your needs and provide the best fit solutions.

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