Business Systems for Improving Workplace Productivity

Has something ever fallen through the cracks because your schedule was so out of control that you simply ran out of time? Lisa Lansing, Certified Business Systems Professional (cBSP), says that by identifying the pain point, you can immediately begin making minor tweaks that will yield significant results in how efficiently your business operates. That’s where business systems come in.

With an emphasis on time management, Lisa walks listeners through how she goes about identifying systemic problems and the necessary steps to properly address them. Highlighting the significance of being well organized, Lisa hammers home the important need for a structured workday.

In this episode we discuss:

  • Proven systems for improving workplace productivity 
  • The importance of time management within a growing business
  • Realistic scenarios that can be ironed out with effective systems

Podcast Transcript

  1. Host:           Josh Fonger

    Guest:         Lisa Lansing

    Duration:    00:15

    Please Note: The following is a computer auto-generated transcript and will include some inaccuracies.

     

     

    Josh:      Welcome to the Work the System podcast where we help entrepreneurs make more and work less managing their systems and I’m your host, Josh Fonger. Today we’ve got a special guest. We have Lisa Lansing. Lisa is the founder of dynamics business solutions which has proven methodologies and strategies that will help enhance your business, improve teamwork, and ultimately save time and money. After leaving the corporate world over 20 years ago, Lisa has owned her own business and help other business owners achieve their goals. Her background is in project management and developing and implementing processes and systems for businesses. So they can run smoothly and efficiently even in a remote capacity. Our passion is to help business owners increase efficiency, create structure, eliminate waste, and build a sustainable and scale business so that it’s not 100% reliant on them. Alright. Lisa, welcome to the show, why don’t you give us the backstory? And let us know what brought you here today?

     

    Lisa:       Well, thank you, Josh. It’s great to be on. Wow, the backstory is quite a story. Actually, I started in the corporate world at a large corporation, and I was doing proposals for government contracts, and we worked a ton of hours. And that’s because we didn’t really have any systems processes in place. And it came to a point where we can only do one proposal at a time. And so as a team, we decided, you know, we should put something in place to try to make this a little easier. So we ended up doing that. It took several months for us to do that as a company. And we did that in our department. And we ended up being able to do four proposals at once instead of one without increasing time or, or people actually, so it actually saved time and money that way. So that led into after I left the corporate world, and also an insurance and financial agency. And so I took that methodology, my own methodology at the time, kind of went into that and did that with our own my own business, which really helped a lot because it made everything, people were proactive, they weren’t reactive to things, they knew how to, you know, talk to a client touch base with a client. And it all comes down to you know, the organization, how you manage your time a lot, it helps a lot with that. So I did that. And then I went into the consulting world. So we’ve kind of gone through two rounds around the third, the third round of consulting. And in the proposal world, you use systems all the time, it’s just how it works, you have to follow a process or to get to the end to get the right product to the client, so it’s compliant. So I’ve done that. And it just says, and then just out of wanting to do something else, for other businesses, I have friends that have small businesses, so I was helping them actually manage and put everything in place for them, like email management, system, time management systems, just to help them get further along. And then I came across and Work the System book because I thought, I wonder if there’s somebody out there that does this. And so I started reading Work the System, and I thought, oh my goodness, somebody who actually thinks like me, this is awesome. So I love that. For me, that was a breakthrough, right. And so as I, as we talked Josh, and as I was like, oh, we got to get into this and figure out what it’s all about. I read the book, got on your website, and then just started down that path of like, I really want to help businesses because I see them struggling, you know, work so many hours is, it’s just crazy to me. And if you know, that’s really my passion. I want to help them along the way.

     

    Josh:      That’s awesome. Yeah. And full disclosure is Lisa is one of our true pros. She’s a certified business systems professional. She’s got a lot of clients and does great work. And so let’s talk about what that work actually looks like. So as you’re working with a client, and they’re typical, you know, overworked and stressed and there’s some chaos going on. And you could use a real example, if you want to, where do you begin? How do you begin to help them?

     

    Lisa:       Well, the first way, Josh, and I try and help them as I try to find out where their pain point is, right? What are they struggling with today? Because that’s usually how the conversation starts, is it and I get a lot of, well, my emails overwhelming, right? I don’t know how to get my email under control. I’m not good. With my time, I’m very disorganized, that kind of comes into play. And then they then start talking about their employees and how they just they’re not sure how to put everything in place to make it run smoothly. So I kind of start with the organization and find out where you are today? What is your pain point? And they are usually very, very helpful in telling me all this. And so we kind of start that process and kind of develop a plan. Like sometimes I will only do one thing for them just to show them this is what needs to happen there. Like I just needed to organize first. I mean, we’re even talking down to their desks, some people just cannot manage their desks to save their life. So we start with small little things, right? And so kind of take it from that perspective.

     

    Josh:      Okay, so you’re not trying to tackle some kind of massive initiative, new software, new websites, but just the little things, the little things that are eating up their time.

     

    Lisa:       Yes, because I, until you can get organized, doesn’t have time to do the systems, you’re not going to be still going to be still overwhelming to you. And you’re not going to want to do them. So, so why? So I say, Okay, well, let’s start here. Let’s start with a little bit of time management, let’s put it on your calendar. And let’s start working through the process. And then I usually, one of the big things, people have a lot of, like I said, email systems or even personnel, right? They don’t know how to onboard somebody at all. And so they’re like, I hired a new employee, but now I’ve got to train them. So there’s another two weeks out of my day. So I show them. So that’s like an immediate, so I tell them, okay, we can actually get the employee trained a lot quicker without you having to do it all the time, would that be of interest to you? And they’re like, well, yes, that way, it’s not taking up all their time. So I show them how to implement that process right away. So they can train somebody from a week’s time to maybe three days, and then they’re ready to go and be a productive employee for them right away. So that’s kind of an example of why I’ve done that and help them but yes, small things to start with.

     

    Josh:      Yeah, that’s great, great advice. Complicated things have a couple of workings. So what let’s say that you may go to this factory. So let’s say you have a client, and you’re talking to them, why don’t the client, why don’t the clients do it on their own? Like, why? Why can they not figure out how to do it in the round? Why do they need someone to help them?

     

    Lisa:       That’s a really good question, Josh. I think it comes down to the kind of personality you have as well, what are your gifts and talents, maybe you’re a visionary, you’re the owner of the company, you’re a visionary, your talent is not the details. And so that gets lost. So unless you found someone in your company to actually do that, it’s just not going to happen for you, you’re going to continue dreaming, and going about your dreams and visions, and it’s never going to stick. So until you can find that person, whether it’s hiring a consultant, or it’s hiring someone to coach you through it or someone on your team. It’s just not going to happen. It just never does.

     

    Josh:      So what about actually getting results? How long does it take to actually see the results on the bottom line of getting organized and time management?

     

    Lisa:       Well, every company is different. And depends on how large they are. Right? So, I would say though, you could honestly in a month’s time, it’s not even I don’t think it takes that long. Honestly, I think a couple of weeks, if you can just show them a few little tweaks. I even have one task that I have people do right away, that gives them a big win, like the small one. But it’s like huge to people. A lot of people like they get involved in their email, right when they walk in. And it’s like, Why are you looking at your email? How about we look at time management and figuring out what your calendar is. So what I have them do every night before they leave, is I say you need to write down your top three to five tasks that you need to do the next day. Because otherwise you get sidetracked and you’re not doing what you need to do. And so they’re like, oh my gosh, and so that it’s like a light bulb goes off they so they start writing it down. And then they’re like, okay, I’m good. And then they start following that process. And it all works.

     

    Josh:      So let me dig in a little bit deeper. And that was so if I heard you right at the end of each day, you write down the three things, then the next day when you come to work, you start those three things instead of starting your email.

     

    Lisa:       Yes, only because people get them, I mean, we all get anything or social media or email, we’re diving in first thing, and it’s like, but what was your goal that day, I mean, and I always, that’s just one thing. But that’s just one thing. Everybody likes to do that top three to five task list. Because then you’re not wondering, the next day you come and you got piles on your desk, and you’re like, you go right to the pile. Now you train yourself to get right to that task list. And then we can do what you said like the email thing, put that on your calendar, you don’t get on it for 30 minutes and shut it down. My goodness, we could all live on email all day long. But we don’t do that we need to schedule a time we’re either on it in the morning at lunch, dinner time, whatever. So there’s lots of systems all evolved around this like with your time organization, all of it.

     

     

    Josh:      So why don’t you tell us about retirement systems? What tell us about a system they use that’s helped you be more productive or a system that you like to create for clients?

     

    Lisa:       Okay, let’s see, I think that top three to five is one system, that’s just a tiny little thing. But I think the biggest thing I found is email is a big deal for people. I do have a client that has a kitchen remodeling company that actually I’m working through this. This is like the second round with them. You know, kitchen remodeling companies have vendors and clients and deliveries and they can’t keep track. It’s just a lot, right? They don’t know when something comes in. So I’ve helped develop an email system for them and I use the same thing myself I use like, I’m an outlook person, but I use folders or Gmail, whatever. I use a lot of folders and rules and outlook that say, okay, this person came in It goes into that folder. So I’m not looking around for when that order comes in, you know, you have an order received folder, whatever you develop the system for that company. And so I did this for this kitchen remodel company. And I, we actually tracked because I wanted to see how much time we saved. And we took the email system and on the 30 days remodel job, which, you know, usually those go over, right? We save, we save them, like 20 hours, just on emails that week, because I’m that month, because their ROI was big. They’re like, Oh, my goodness, I had all these folders. I wasn’t running around like a chicken. And so they ended up increasing 20% in profit, just because they have things in order in organized and they like, oh, there we are, I’ve got all my folders, I know that I need to go pick up that cabinet today, I got to get back to this customer. And it just kind of they’ve got they’ve got to learn how to organize. Right? That’s what we teach them. But that’s a 1-1-1 big way that I’ve been on help people.

    Josh:      Yeah, that’s great. I mean, when we do communication systems, and communication guidelines, a big piece of it is how is the company going to manage their email? And so that I can see that one being the central one. That’s a great, great story. So what’s one thing you want to leave the audience with that? I did not ask you a question about?

     

    Lisa:       I’d say. Don’t procrastinate anymore. I think the big thing is business owners just need to get started, they need to realize that whether they want to do it themselves, or they want to hire me, they need to make that decision, just make the decision to start because if you don’t just start, you’re not going to go anywhere, right? You really need to just start with the small things, and then work your way up. Because it doesn’t all it doesn’t have to be that overwhelming. But I think people make it too complicated. So I’d say simplify, which is what I tell business owners all the time. I like to simplify systematize so that you can scale your business. And they’re like, that makes sense. Because if you make it simple organization, get time management or control. Now, these are building the system, so we can actually go about our day and get it done. And then you’re going to scale without even trying, you’re going to spend less time less money, less errors, your employees are going to be happier, you’re going to be happier all the way around. So that’s the one thing I would leave them with them. I also have something I told you, I think I mentioned I do something I called intensive. And that means you handle one problem with somebody and a certain time frame. And that’s just that one problem, whatever is the most crucial to them at the time. And what I’d like to do Josh is offering your Work the System audience a 30-minute session with me to just handle one little problem that could and they could see how it might work for them. So I’d love to offer that to them. And the way I’d like to do that right now I’m just gonna have them email me, it’d be a lot easier to go straight to me at Lisa@B dynamics with an x dot com. And if they email me or go to my website B Dynamics dot com, they can contact us and let me know that’s what they want. And I’d be more than happy to do like a 30-minute free session for them.

     

    Josh:      Awesome. Okay, so Lisa at B dynamics with an x dot com. And she can email and then I love this idea of one problem. Let’s get a solution. Intensive session. And the price is right. So I think that’s a great opportunity. Lisa. And people can also go you mentioned your website, Lisa. Is it B dynamics dot com? Awesome. Okay. So that’s where you can find Lisa, everyone. She is a true pro at systems. I’ve been working with her for a long time now. And she knows the material well. And she’s been doing this a long time even before she met me, certainly. And so there you have it. Lisa, thanks for making the time this Friday. Have a great weekend. And thanks, everybody, for thanks, everybody for joining us today on the live stream on Facebook. We try to do this once a week every Friday. So you can join this here to enjoy the show. Also, we put these things up on our podcast on YouTube or email. And if you were here at the beginning, we’re giving away a copy of that book right there, Work the System behind me. If you leave us a review, we will be mailing out a copy to anyone who leaves a review and an intensive picture of that review. We picked one name out of a hat a week and so he could be the lucky winner. Otherwise, you can get the download of the book at Work the System dot com and we’ll see you all next week. Thanks, everybody. Thanks, Lisa.

     

    Lisa:       Thank you.

     

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