Scaling 101 – You Must Systemize and Nail It Before You Scale It

Show Notes

How do you build systems so that your company can run successfully without you? During this business coach program podcast, Clay Clark breaks down for you how to systemize your business is a scalable way so that you can earn both time and financial freedom.

Scaling 101 – You Must Systemize and Nail It Before You Scale It

  1. You must first nail the down documentation and process layer (Example – Scripting)
    1. Show the world your “Wookiee”
  2. You must then nail down the demonstration / presentation layer (Example – Call Recording)
  3. You must create a printed / visual workflow so that everybody understands how the process fit together.
  4. You must create a standard file naming and organization system so that the existing and new members of your team can find everything easily.
    1. NOTABLE QUOTABLE – “There is a creeping tendency to use made up acronyms at SpaceX. Excessive use of made up acronyms is a significant impediment to communication and keeping communication good as we grow is incredibly important. Individually, a few acronyms here and there may not seem so bad, but if a thousand people are making these up, over time the result will be a huge glossary that we have to issue to new employees. No one can actually remember all these acronyms and people don’t want to seem dumb in a meeting, so they just sit there in ignorance. This is particularly tough on new employees.” – Elon Musk (The man behind PayPal, SpaceX, Tesla, etc…)
  5. You must document your training process:
    1. Tell
    2. Show
    3. Roleplay
    4. NOTABLE QUOTABLE – “Tell me and I forget. Teach me and I remember. Involve me and I learn.” – Benjamin Franklin
  1. Story Time (Initially answering the phone at DJ Connection)
  2. NOTABLE QUOTABLE – “Good business leaders create a vision, articulate the vision, passionately own the vision, and relentlessly drive it to completion.” – Jack Welch (The legendary CEO of GE who grew the company by 4,000% during his tenure)
  1. Action Items
  1. You must document your processes.
  2. You must agree to a universal file naming system.
  3. Your must schedule time for on-going training (never-ending).
Business Coach | Ask Clay & Z Anything

Audio Transcription

Attend the world’s best business coach program workshop, led by america’s number one business coach for free by subscribing on itunes and leaving us an objective review, claim your tickets by emailing his group, that you did it and your contact information to android drive time show.Com, alright, tribe, nation. Welcome back to the business coach program conversation is the thrive time show on your radio and podcast download that one of the things that we help business owners do all the time every day. It is super easy to do this if you know the path, if you don’t know the path, it’s like impossible, it’s a peg and I just give example. If you have been in the car right and you have seen a car you’ve known about a car, you grown up around cars write, the idea of a car is not confusing, so I said car immediately. You picture what’s a good with four wheels that goes from a to b, you might picture a sedan or a truck or a different vehicle, but you understand that it’s a car right now. That’s how I picture a business vehicle! It just get you from a to b from where you are to your goals. It’s a business vehicle. They all look a little different. There might be a sedan, you might have a big truck, you might have a humvee I have but they’re all just fits basic a vehicle to get you from a to be now. If you were to go back in time, number back to the future marty. The whole thing. What happened to that people could go back in time and do what a car was, and so a lot of business owners reach out to us. They know just enough about business to say, I’m, trying to make a business vehicle symbol called a business model and I want to make a business model that scales I want to build a model that scales you know in in i, say:okay great, but they don’t really know what that is and haven’t seen it before. So they come to the workshop. They see a linear from left to right, workflow, a business model, and once they see it, they go yes, I get it.

So as an example, one of the business coach program clients to work with his called river city church near in owensboro kentucky i, just got back from owensboro, went there last weekend with my wife and five kids, and let me tell you what those guys are nailing it now that we’ve systemized it. It is awesome, i, honestly that just gives me goosebumps thinking about it. I drove up to the church. The first time in this didn’t happen when it was over the first time. No one waved at us nothing the parking lot. They were nice people that work there. That know what to do. Really. Nobody greeted me when I went in for the second service. Most there wasn’t a sign flipper there wasn’t the coffee wasn’t fresh for the second service. The overhead music wasn’t was non-existent. The daycare was doing a good job. The praise and worship did a good job. The pastor did a good job. That was the different bottom of the first time. I went there this time now they know the systems dude. It is like the most unbelievably inspiring thing, I’ve it’s. It’s probably the highlight of my business coach career in the last, maybe 2 years, because I drove there I’ll be thru there from tulsa we get into owensboro and we drive the right across from the walmart kind of in a restaurant row in tulsa by the super target, the walmart, all the restaurants and we pull up and they don’t know who I am I’m just driving him in a rented minivan with the kids and unders a sign flipper right in front of shoney’s. The restaurant he’s flipping that thing like it’s. The I got like the mattress flipper on 101st immemorial. He just getting into it then I turn right and there’s another sign. Flipper drive about maybe 50 feet under theme or there’s another sign flipper.

Then I try to park the car there. So you came out to greet me and explain to me where to go and there’s people in green vests and there’s i. Think there’s a golf cart guy that you walk in and a lady immediately greets us a guy greets us. The coffee was fresh. The music overhead was playing, the band was on point. The pastor nailed at the kids church, my kids literally said they pulled me aside after church and i, said we’re driving over to panera bread to have a lunch with the pastor’s going to break down what happened and my kids go dad. Are they going to open one of these in tulsa? It’s awesome right like they wasn’t, because it was so good. So here’s what you have to do is you have to systemize it and then mail it before you scale. Summit, walk you through kind of a steps to do that and I like to get chops, take or editorial on each one of these at a nail down the documentation or some people call this the process later. Why do you have to just document from left to right kind of a timeline of what should be happening because you, as the business owner or business coach program client , it all makes sense in your head? It all makes sense to you when you go to do it, but you’re not going to find employees that you can just you know, spit it out to them into the ether and they’re going to soak it all. In a credit check, no, this isn’t zombies this year, so you have to document that stuff and get it out of your head and the river city. Church is a really good example, because you were telling us that our coaches meeting one morning that when you got back from kind of mapping out that entire world, yes jesse over a decade using their head and now here it is everybody-understands all the linkage point everywhere that the ball is going to be handed off.

It’s all right there out in the open and I would recommend you to put this on the show notes, I call this showing the world your bookie I tell us the clients a lot and I mean this, though, is showing the world your bookie and I tell clients as well time they get there. Remember the never forget it because remember:george lucas wanted to kick it. He went build star wars, and so we didn’t tell anybody cuz. They knew they thought they did. They need new that everyone think he’s crazy. So we made a movie called american graffiti, starring, harrison ford. That was about basically cruising on friday nights in a car, and that movie did really well at the box office, and he did just well enough that he got fox to buy into him as a director producer guy, and so he had a big year old, run up and took a long time to get fun, and you do a mural of the millennium falcon up there so going to do a movie about space going to space, it’s kind of like a hero. It’s a boy overcomes adversity and it just kind of niger. They had no idea that he was going to make a wookie like chewbacca or darth vader, or these characters I mean there’s so many far out characters yoda, but he didn’t really explain to people what he wanted to do, because he knew would freak him out right. All the early renderings were of pictures of humans. You know, but one of the first time to draw a rendering of a wookie and here’s the deal is going to sound like he’s perpetually yawning and he’s tall and he’s super hairy. It looks like he’s got like dreadlocks, essentially he’s like a big tall dreadlocked carpet, a 9-foot of a sudden people are like that’s a little weird ben should get out of your head, so people can get it right now, the next step, once you get what you show the world, your wookie, you show the world your millennium falcon to make a mural I’m talking about 25 foot tall, actually painted mural, paying someone to make it and paint on a wall. So you can see what it would look like to the scale inside then after you do that you’ve got to nail down the demonstration. You show business coach program people in demonstrate to them what the product does for people or what the service does. What experiences like other people, how the system works? What a good example of this would be call recording. Okay, you want to record your scripted calls.

You have the script right and then you want to record those scripted calls. So then you have a best practice. You can teach somebody you can actually show them. Here’s the script, listen to the call and see how it works, and now one thing but I see a lot of people not do that. We make sure we do a conference with scripting recording calls, as the example is also showing some worst practices really nail that point across whenever you play the call of the previous employee and it’s awful and this could be a prototype of a product will be recorded. Call. This could be a video of a physical presentation. Anyway, you can show what’s in your head now, the step 3 is creating a linear workflow and that’s we have all the details. We look and see how the puzzle fits together. We come back. We can talk about how to create a printed linear, workflow broadcasting live here to business coach program without the bs featuring optometrist turned entrepreneur, dr. Robert zoellner with us sba entrepreneur of the year clay. Clark talk, show witcher 2 begin forecast in witness in with the focus auction like san quentin can I get a beat portland portland. If you are listening right now and you have any connection with kpam rumor has it portland may pick us up to be on the radio dial in portland oregon and if you’re, not there name is chris kelly in in in in in in in in in. In the end you work for cape and in in in in in in in in in in all I can say. Is it you know the right thing to do? You know the right thing it you know the only thing to do you use your entire body wants to make our show part of the portland portfolio. So I’m not going to pressure you I’m just going to say:don’t let yourself down, don’t let your town down come on p2, don’t ruin the entertainment at educational opportunities for all of portland by simply denying what you know to be true length of drive. Time show happened to you. Let it happen. Is the city of roses smell the fresh drive time show? Would you think about it? Has a big green belt around it they’re very legalistic about what you can build and we could create another greenbelt of cash it all. The listeners implemented the threat of time. She doesn’t that sound nice, your business before you scale it step number 1. You must first nail down the documentation and process player, essentially showing the world. What’s in your head, just like george lucas show the world the wookies that were in his dreams about crazy. That was, he dreamed of wookies, but he had to eventually pay an artist to sketch them in to show it to produce return to dream a little dream that you have a second step. Is you got to get the nail down the documentation of where the demonstration, if a nail down the demonstration of it in the actions that would be for george lucas? That would be an actual video clip of a wookie in action for you as a business owner. That would be video footage of your team.

If you envision a pizza place where they toss the dough a certain way, you’d have to get video footage of that. How to present your sales material certain way, the audio, the audio of of your team, doing a sales call the right way, the video of your team, putting up siding the right way, the the blueprint of the house you’re going to build, maybe a 3d mockup there’s got to be some way to now. Show the world a demonstration of. What’s in your cranium, if you don’t have a prototype, may the lord help you, because you’re going to need god to help you and many other, maybe potential false gods to help you because people don’t get it, and you can’t just run around talking about what an business coach program experience should be like. You have to be able to show it and demonstrate a chance. I want to take a second and brag on a client that I was working with earlier this week, myron over at white glove. He is doing this now he’s he’s he’s nailed it systems. He sent me a photo of the other day. He got all of his checklist for all the different details and paint protection, film, rap song, all the things that they do and they’re laminated and just hanging on the wall, ready to go there, color coded for each employee, whose trained up on them who’s, not, and so now what we’re working on is like the jiffy lube style up sells right now, there’s other things when people come in, he has other services that a lot of them don’t know about, so we nailed it and now we’re scale in it, and it’s awesome to see him have that success. True, if you’re a restaurant that would be at creating your menus if you’re a business gym like the hub like our special guest, luke owen’s, that’s creating a one sheet of all the products and services that you offer another next step. If you got to create a printed linear, visual workflow that everybody understands so you want to make it a workflow is like a diagram of your business like a blueprint of your business from left to right, everybody understand how the process fits together and why? What they’re doing matter so often people don’t understand why the job they do matter. So as an example, if you were on an automotive assembly line and your job was to add the axle on to the vehicle and the next person’s job was to add the wheel on to the axle and the next person was to bolt the wheel on to the axle.

If one of you skip two step, it wouldn’t work weird, and so what happened? Doesn’t business a lot of times people skip steps because they crave variety. They crave just doing something new everyday and they don’t really understand how them other decision to I want to change the system and tweak it slightly really messes up everything down stream or down the process. Now the next thing you have to do what you must create a universal file naming an organizational system. You have to have a universal with you name files, so that existing and specifically new members of team can find everything easily you see so often what happens? Is we make these complex naming systems in our desire to make things easier and more convenient? We start to give things and when you give things acronyms all the time pretty soon, people will sit there in a meeting ignorant and not knowing what you’re talking about for fear of looking dumb, and that is a huge problem shop as you go to scale a business. If people don’t understand what you’re talking about you can absolutely destroy things at the, miz I literally was working with the business coach program client earlier today and they’ve created like there’s no 6 version of the main checklist for two of the positions in their office and we’re just refining it, refining it and making it more and more efficient, but I noticed to get on it. Today there was a couple acronyms and they’re awesome they brought in hey. Will you look over this? Let’s fix anything that you see, needs to be fixed in the first thing, I did was write huge across the top, no acronyms and I just underlined every one of them and explain what you just explained and they were like. Well, that makes perfect sense.

We were just trying to save a little bit time like now stop trying to save time. How would you want to eat elongate conversations in to make things take longer and a confused people use acronyms now I feel like elon musk, the guy who’s behind it up paypal he’s the man behind paypal he’s the man behind a sex tesla solarcity I accepted this guy. He says this is notable quotable, he says. There’s a creeping tendency to use made up acronyms at spacex. Excessive use of acronyms is. There is a significant impediment to communication and keeping communication good as we grow is incredibly important individually, a few acronyms here and there may not seem so bad, but the few thousand people are making these up that overtime. The result will be a huge go off, sorry that we have to issue 2 new employees, and no one can actually remember all these acronyms and people don’t want to seem dumb in a meeting, so they just sit there and endurance. This is particularly tough on new employees, sign elon musk and he will fire you for using acronyms. If you work at tesla know, once you have the systems university named, you want to document your business coach program training process and what you want to do is you’re going to want it. Tell people how it works, show them how it works and then roleplay, okay, tell people how it works, show people how it works and then roll play again.

Tell people show people in role-play know benjamin franklin, the inventor of the skullet, that’s where you have a school and then you have long hair in the back. The franklin stove bifocals are the guy who wrote the declaration of independence, the guy, who always kind of the financing needed to beat the french. He says, tell me and I forget, teach me and I remember, involve me and I like to help people at all, because I need to know at least once teach me about sex showing them. Involve me. A gay role play involve me and i. Learn. Tell me and I forget, teach me and I remember, involve me and I learn how good is jack welch, the former ceo of ge, who grew the company by 4000 %. He says good business leaders, create a vision, articulate the vision passionately on division and relentlessly drive it to completion so I’m going to give you an example here from my life when I built dj connection, I came up with a script at dj connection. I wanted the employees to use, because I knew that every single time it was used, it would work and so I showed the guys how to do it. I documented it I showed the guys how to do it. My document then I role-played, with the guys and I role play with the guys and I fired some guys and I hired some guys. I role-played, the guy and I hired chuck, will put the link from thrive time should I come forward. Slash share it to our call center. Some people can see that you got the call center up to a level where you were booking weddings like every hour. Jack we’re only open like in a 45 50 hours a week and we’re opening 52 hours a week for business coach program office hours. We book, like 80 weddings every weekend, looking more than an hour to an hour and a half per more than one wedding to a wedding and a half per hour as result of that system, so I absolutely is possible to build scalable business system.. We come back where to get into the specifics on the next segment of how to do call scripting. So many people struggle for years with building effective call scripts and as a business coach client, we can actually sit down with you and help you build a very effective call. Script actually test it for you and make calls on an organ scooby-doo


Let us know what's going on.

Have a Business Question?

Ask our mentors anything.

Reserve Your Seat

Attend the world's best business workshop

  • Credit cards accepted

Get More Info

Learn more about the world's best business workshop

Get Started

Your first month is ONLY $1!

Get Started

Schedule your FREE 60 minute coaching session

Don't miss out

Watch the rest of this video and get access to thousands of other online trainings by signing up for an account. Get Business School for $1 Go Back Home Browse More Videos

Get Your FREE eBook

Get Your FREE BOOM eBook

You will be redirected to your dashboard in a moment.