#NEXTLEVEL BOSS SYSTEMS GUIDE
Customer/Prospect Inquiry System:
Customers/prospects fill out a form on your website for clients to fill out when they have a question or a need.
Form is automatically emailed to you or a virtual assistant.
Prospect receives an automated message letting them know that you’ve received their inquiry and will respond within 24 hours.
You, or a virtual assistant, respond to inquiry with a pre-written template. You can of course customize the template based on the specific questions asked in the form.
>>I do this with clients to help them work smarter, not harder and reposition their offer! Example: https://www.crissasmith.com/work-with-me/
Now part of making this an effective system is also setting aside time each day to respond to inquiries. Because this is an important task but not ultimately tied to an immediate profit this is a task that can be addressed during your non-productive time.
For example, if you’re a morning person then later in the day is a non-productive time. It’s not a high priority task so it shouldn’t be addressed first thing in the morning. Setting aside five to ten minutes to respond to inquiries at the end of your day should be plenty of time to get the task done effectively and efficiently.
Service Provider Invoicing System:
Prospect fills out questionnaire detailing their service needs – for example a virtual assistant may be asked to provide a price quote on uploading articles to an article directory. The questionnaire may ask what service is needed and any special requirements.
Using a service like PayPal or FreshBooks, a deposit invoice is delivered to the new client once the questionnaire/project requirements are received.
Client makes payment easily because all they have to do is click a link.
You receive payment and begin working on project.
Project/service is delivered to client and a final invoice is generated using the same automatic billing system.
I use PayPal subscription services to automate reoccuring payments!
Business Planning System:
Each Sunday afternoon you review your task list for the week and evaluate your productivity and efforts for the prior week.
The first day of each month you plan your content for the upcoming month. You utilize your analytics to evaluate which content had the most response and/or helped you achieve your goals.
The first day of each quarter you establish your marketing strategy and corresponding tactics for the month.
The last day of each month you evaluate your marketing tactics taking a look at the data to determine which tactics need tweaking for better results.
The first week day of each year you create a product/service plan for the year. What new products/services will you create/launch?
Of course the above planning system also requires documentation, testing and analytics. For example, how do you track your daily and weekly priorities? How do you track your time to determine your success?
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Your systems for product creating will depend on what your products are and how you will deliver them, but some of the things you may want to document in the form of a check list are:
Creating An Outline
Writing or Recording the Info Product
Editing and Formatting
Uploading It To Your Site
Creating Sales and Download Pages
Creating Marketing Materials
In addition, it’s a good idea to create a template you can use for all your short reports and ebooks to make sure they look consistent across the board. This will also make your job a lot easier when it comes time to format your product.
Templates and calendars will make your life so much easier when it comes to content creation. Spend a little time each month creating an editorial calendar for your blog. Figure out how often you want to blog and what topics you want to cover. With that in place you’ll never sit down at your desk with no idea what to write about.
Having templates in place is also helpful. Look at what content you create on a regular basis. Is it a newsletter, short reports and eBooks? Make templates for them. Most of your formatting will be taken care of and you don’t have to start with a blank page.
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Make your social media interactions faster with a system in place. Figure out how often you want to post and during what times. When will you post your own content, when will you ask a question or make an observation and when will you share other people’s posts? Having a schedule in place allows you to work ahead when you need to and just like the blog schedule it helps you get things done faster if you know what you’re writing or sharing ahead of time.
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Website Maintenance And Security
Here’s a biggy. How are you keeping your site safe and secure? If you’re using a CMS like WordPress to run your site, you want to make sure it’s updated regularly. Backups are also a must. Schedule both those on a monthly basis and review your sites regularly to make sure everything is safe and secure. Set an alert on your phone or add the task to your calendar each month.
Do you have systems in place for handling customer service requests? Having a page with Frequently Asked Questions (and your responses of course) is always helpful. You can point customers to the page and be done. A list of “canned “responses to common questions will also save you a lot of time. Personalize them as needed, but have the bulk of it ready to copy and paste. Having these systems in place also makes it much easier to outsource customer service down the road.
Having these systems in place helps you run your online business more productively, but there’s an added bonus to getting them in place. Once you have a system set up, it makes it easy to outsource that portion of your business to a Virtual Assistant. As you grow and there’s more work to be done than hours in your day, you’ll appreciate being one step close to outsourcing.
Where to Start?
At this point you may be feeling overwhelmed. There are so many different aspects to your business how is it possible to create systems for everything? The answer is to start with the systems that are most important to your business. To determine what is most important to your business there are a few questions to consider.
Take a look at your daily, weekly and monthly routine. What tasks and responsibilities have a direct impact on your profits? For example, if you are an information marketer then creating information products has the most impact on your business. Do you have a system in place to consistently create new information products?
What common complaints or concerns do you have from your customers or prospects? For example, do your customers often contact you to request another download link because they’ve misplaced the link or their link isn’t working?
What tasks take the most time? Do you spend a large majority of your work day answering emails or on social networking sites?
What areas of your business feel the most chaotic, disorganized and unplanned? For example, do you struggle to make time to create content for your business even when it is an important part of your marketing strategy?
Consider making a list of the tasks and responsibilities required to manage and grow your business. From that list, start prioritizing your tasks from most important to your bottom line and/or general happiness to the least important. Once you’ve prioritized your business tasks then start creating a system for the very first task – whatever it may be.
Evaluation and Adaptation
It’s important to know that creating systems generally isn’t a ‘set it and forget it’ process. You’ll want to occasionally evaluate your systems to make sure they’re effective. Some systems may need an occasional tweaking while others may need to be overhauled completely.
For example, in the invoicing system example used earlier you might find that customers are confused about how to pay. In this case you’d need a tweak in the content or perhaps a different invoice system.
Flexibility and occasional analysis will help you make sure your systems always work for you and help you create and grow the business you want.
Creating systems on paper is only the beginning. Once you have a written plan, you’ll want to embrace the tools and technology that can make your plan a reality.
For example, your invoicing system might utilize an automatic billing tool like PayPal’s recurring billing. There are many tools and resources at your disposal! Find what works best for YOU!