1. The Streamlined Foundation Playbook
A company cannot be streamlined without a vision and values driving it.
Your vision is a reflection or declaration of who you are, what you do, where you are going, how you will get there, and the makeup of the team you want with you on your journey.
But the real value this document brings is that it guides decision-making, steering your ship in the right direction - your direction.
People bring diverse backgrounds, beliefs, and habits, which can be very valuable. However, for consistency and continuity, your way of doing things must be embraced and reflected by your team.
Your values or operating principles serve to guide your team to bring that needed continuity and ensure it’s reflected in their attitude, behavior and communications.
Last, these foundational documents cannot be simply communicated here and there. For consistency, continuity and to achieve your desired objectives, they must be documented, presented, fully embraced by your team and reflected in their decision-making, daily activity and communications.
By beginning here, we position you and your company for success in the short and long term.
WHAT WE'LL DO:
Craft and document your Vision / Strategic Objective:
equip you with questions and a process specifically designed to help you craft the perfect document that clearly reflects your desires and intentions.
Your Values / Operating Principles:
develop a list of clearly defined and articulated operating principles and fine tune for clarity.
You share your vision and principles with your key team members:
if you desire, gain feedback from your key people and make adjustments on anything that is unclear, may be questionable or confusing.
You communicate your vision and principles with your entire team:
Communicating them in person to ensure they are on board and in agreement.
RESULTS
- A sustainable foundation for long-term growth and success
- You are clearer than ever about your company’s prospects for growth and success
- Your team is crystal clear about your vision
- Your company has no nonsense guides for decision-making and behavior
- Everyone is aligned, embracing your vision and rowing in the same direction
- Your company experiences greater energy and excitement to achieve
Sam Vilhelmsson - Owner of Retina Lighting Company, Sweden
Prior Experience
Our results are not predictable. I feel overwhelmed with my business and life as a whole and want to get clarity. I need a way to make results more predictable.
______________________________________________________________________________
Current Experience
After working with Rick we are ready for growth. We have in place a clear vision and objectives along with Operating Principles, and especially the platform for systematizing the company.
We have a good grip on every function in the business to grow to the size we want.
Rick has a very systematized way of thinking, and helped me see the value in keeping the systems clean and simple. With Rick I have an external accountability partner with a push to make one go further, as well as pull to encourage in times when the daily whirlwind is consuming oneself.
2. The Streamlined Owner Playbook
The next step in streamlining your company is to ensure your activity aligns with your role as the owner.
So often, owners are performing tasks that they either don’t like, aren’t good at, or really don’t need to be doing. Even the responsibilities that they think are required as the leader of a company.
This phase focuses on optimizing your daily activities so you can stay in your zone of genius and free up your time to focus on the bigger picture, clarifying your vision for the company, and setting the values and culture you want your team to embody.
WHAT WE'LL DO
Optimize Your Daily Activities:
Align your activity within your role as the owner, identifying and prioritizing activities that you are the best at and have the greatest impact on your company's success.
Delegate and Systematize:
Delegate, outsource, or remove tasks that don’t align with your role and implement systems to streamline your day.
RESULTS
- You are leading and delegating effectively
- The majority of your focus devoted to strategic growth initiatives
- You are highly efficient, effective and productivity in your role
- You are accomplishing important priorities critical to the success of your company
- A team who is less dependent on you for information
- Ample time and freedom to pursue other business or personal interests
Dan Wildeboer - Owner of Draw Designs LTD,Alberta, Cananda
Prior Experience
We are unorganized and I'm an information silo as are some members of my team. I have a great fear that in my absence my wife and team could not take over running the company.
We sort of have processes and procedures but none of them are clearly defined or written down. We also often veer away from the systems we do have "in place".
______________________________________________________________________________
Current Experience
"Systems, systems, systems. With Rick, we have documented our systems and have become clearer on how we do what we do, and why. The things we have implemented have made me feel more organized and have relieved some of my fears. We are also no longer information silos, and this gives me great relief knowing my wife could take over running the company in my absence.
Rick has a very systematized way of thinking, and helped me see the value in keeping the systems clean and simple.
I would HIGHLY recommend Rick. He knows his stuff and he genuinely cares about you and your company. It has truly been a pleasure to work with Rick this year."
3. The Streamlined Team Playbook
Next, we create procedures that are so clear that if an employee quits, a replacement can seamlessly step in and take ownership to ensure accountability and effectiveness.
We’ll work with your team to unpack and document all of the "unspoken" procedures and information that reside in employees' heads and uncover other recurring tasks that can be documented and streamlined.
Then, we take things even further. “Standard” operating procedures (SOPs) aren’t good enough. Your company is unique, and you want to stand out from the crowd of so called competition. That’s where Custom Operating Procedures or COPs come into play.
WHAT WE'LL DO (in part or whole depending upon what's in place)
Create Your COP’s:
I work hand in hand with you and/or your team to document new and optimize existing procedures to ensure they are crystal clear, align with your vision and "how your company does things”, so that anyone can follow and execute them flawlessly.
Document Job Descriptions:
Document clear job descriptions and expectations so your team is intentional, focused and any ambiguity is eliminated.
Guides, Checklists and Templates:
Customize guides and templates to standardize and ensure continuity for procedures written in the future.
Team Training and Coaching:
Educate your team on maintaining a systems mindset and ensure consistency.
RESULTS
- Your team has a crystal clear understanding of procedures and executes them consistently
- Consistently reliable performance and efficiency comes from every employee in every role
- A more confident team who are in control and on top of their daily responsibilities
- More empowered and confident to make independent decisions
- Reduced stress and a more positive environment for your team
- A greater appreciation for the value of their roles in the company
Collin Fett, Owner of Fett Realty, Ames Iowa
Prior Experience
Our fires are at an all time high and our renter delinquencies are over $50,000. I’m so busy putting out fires that I worked 10 hrs at the hospital while my 1st child was being born. I get systems up and down but I need help to get my team on board.
______________________________________________________________________________
Current Experience
Most of our fires have been put out for good and I was able to step away for 2 weeks for the birth of my 2nd baby girl.
Our delinquencies have reduced from $50,000 to $10,000, and every other metric looks the same way, including most importantly our net profits going up! My team is also now fully on board with our processes and procedures to the point where I can step away from the business without concern.
This is due to Rick and his systems consulting!..Seriously, thank you Rick for all your help! :)".
Click Collin's picture to play 1 min video
4. The Streamlined Operations Playbook
With all the moving parts within your company, we need to organize and streamline the operation to run smoothly and efficiently.
This phase often runs concurrently with streamlining your team, as information and resources are organized and centralized, process workflows are mapped out and optimized and broader opportunities are considered to enhance overall efficiency and productivity.
While my primary role is to document and streamline existing processes, in some cases, we may bring in subject matter experts to address weak areas that are standing in the way of growth.
WHAT WE'LL DO
Centralize and Secure Knowledge:
Ensure critical information and resources are not siloed with individuals, then centralize and organize them, making everything readily accessible so your team can quickly and efficiently access what they need to excel in their roles.
Map Process Workflows:
Establish clearly defined visual workflows, then identify gaps, opportunities to reduce steps and time delays, eliminate weaknesses and potential efficiency improvements through automation.
Document Additional Workflows & Procedures:
Address areas such as communication, customer service, financial management, logistics, and more.
Develop Systems Maintenance Protocols:
Establish protocols to ensure continuous improvement and operational consistency.
Optimize Workflows:
Engage specialists as needed to automate and optimize processes.
RESULTS
- Anyone can step into a role for someone else and execute it flawlessly with little or no assistance
- Remarkably streamlined efficiency and productivity
- Time saved, waste reduced, fulfillment optimized, quality improved, customers thrilled
- Scalable and sustainable operations
- Improved decision-making and visual roadmaps for planning and expanding operations
- Robust systems that support growth and stability
- Consistently exceptional performance across your company
Greg Grazdan, Owner of Gov’t Marketing & Procurement, TX
Prior Experience
My directives are not being carried out and my expectations of my team are not being communicated effectively.
Operational information is not centralized, organized or easy to locate and we risk losing critical knowledge should we lose key personnel.
We don’t have a reliable system for someone to pick up on another person’s role to fill in when they are on vacation, short term leave or someone leaves the company.
______________________________________________________________________________
Current Experience
My directives and expectations are now being documented and carried out more effectively.
All operational information is centralized, organized and documented so I no longer have the risk of losing critical company knowledge should someone abruptly leave. Our systems now allow a qualified individual to step into a role to fill in when people are on vacation, short term leave or someone leaves the company.
Employee responsibilities and expectations are clear and documented, so my team has greater confidence on how to perform well in their roles.
Click Greg's picture to play a 2 min video
5. The Streamlined Growth Plan
In this phase, I provide ongoing collaboration and support to ensure adoption of the systems mindset, and tools, guides and resources are being utilized to their fullest potential.
Then I assist to refine and optimize existing processes, as well as develop new processes as your company evolves, and grows.
WHAT WE'LL DO
Perpetuating Success:
ensure all guides, resources and best practices are being utilized and implemented effectively, resolve challenges and make necessary adjustments.
Continuous Support:
Offer ongoing coaching and support to adapt to new challenges and opportunities.
Implement New Systems:
Develop and integrate new systems as your company grows.
Optimize Workflows:
engage specialists as needed to automate and enhance existing processes.
RESULTS
- Ensure no one is falling back into old bad habits
- Ongoing operational excellence
- Adaptability to change and new company needs
- Long-term growth and success
When we are finished with all five pillars, you the owner will have less stress,
find your company running smoothly and your team equipped and empowered to manage operations
so you can turn your attention to scaling, new ventures, or perhaps personal endeavors.
How We Work Together
I'm truly honored you've visited my site and I look forward to an opportunity to meet with you.
When we work together, I take complete ownership of guiding you and your team to develop new systems, optimize what's already in place, and bring your company to its highest operating potential.
The time and resources needed will vary depending on the size of your company, what you already have in place, and the challenges you’re currently facing.
In all situations, we'll evaluate the first 4 pillars and concentrate the most attention to areas most in need.
We'll agree on a monthly retainer that fits your budget and a time commitment available to work with you and your team to get things in place.
GET STARTED
If you’re ready to transform your business into a remarkably streamlined company, book a Free consultation today.
Rick Bertino, Owner, G.E.A.R.S. Business Solutions (Growth and Efficiency Around Refined Systems)