WEBVTT NOTE This file was generated by Descript 00:00:00.000 --> 00:00:00.630 James: Welcome back. 00:00:00.750 --> 00:00:01.470 I'm James Roberts. 00:00:01.470 --> 00:00:04.560 And this is Behind the Madness where we talk about business growth, ways 00:00:04.560 --> 00:00:09.690 to work smarter and the fundamentals of business, all geared to unlocking 00:00:09.690 --> 00:00:11.580 your brand's peak performance. 00:00:11.850 --> 00:00:14.790 So let's dive into this episode where we are talking about 00:00:14.790 --> 00:00:17.370 systems and processes with Jamie. 00:00:23.306 --> 00:00:23.756 Jamie: Hi James, 00:00:24.446 --> 00:00:24.866 James: How are we? 00:00:25.256 --> 00:00:25.616 Jamie: Very well. 00:00:25.616 --> 00:00:26.006 How are you? 00:00:26.876 --> 00:00:27.086 James: Yeah. 00:00:27.686 --> 00:00:31.436 Jamie: Are we dabbling in with, uh, James joke time before we get, 00:00:31.436 --> 00:00:33.146 uh, into the meat of the topic? 00:00:33.746 --> 00:00:34.946 James: Um, 00:00:35.436 --> 00:00:37.086 Jamie: Weren't expecting that one were you? 00:00:37.136 --> 00:00:37.496 James: No. 00:00:37.496 --> 00:00:41.116 And the only ones I've got in my locker probably can't be used. 00:00:41.166 --> 00:00:45.946 Jamie: Ok, what is Beethoven's favorite fruit? 00:00:46.206 --> 00:00:46.806 James: I dunno. 00:00:46.811 --> 00:00:48.396 What is Beethoven's favorite fruit 00:00:48.686 --> 00:00:52.406 Jamie: Bana na na na, ba na na na naaa. 00:00:53.836 --> 00:00:56.676 I got you covered. 00:00:56.856 --> 00:00:57.126 James: Yeah. 00:00:57.216 --> 00:00:57.576 Thanks mate. 00:00:57.646 --> 00:00:58.436 That's my cup of tea. 00:00:58.861 --> 00:01:07.639 So today processes and, um, systems, systems, systems, and processes. 00:01:07.699 --> 00:01:08.629 It's like, we've, prepped this? 00:01:08.809 --> 00:01:12.786 I know we are jumping straight in no script. 00:01:12.889 --> 00:01:20.089 Just gonna have a chat and really go over the benefits of processes, systems 00:01:20.824 --> 00:01:25.414 and why business should be using them. 00:01:27.094 --> 00:01:29.992 Jamie, you came up with this topic, do you wanna kick it all off? 00:01:30.562 --> 00:01:31.252 Jamie: Yeah, sure. 00:01:31.282 --> 00:01:37.012 It, uh, it comes back to how a lot of people have for a number of years, been 00:01:37.012 --> 00:01:40.877 trying to attract smarter ways to work and it's become a bit of a buzz and 00:01:40.877 --> 00:01:43.757 people who are looking for the hacks and the tricks and the stuff like that. 00:01:44.682 --> 00:01:48.492 Systems and processes have always been part of business, whether you 00:01:48.492 --> 00:01:51.822 are an employee, the business owner, you're part of a team, whatever. 00:01:52.272 --> 00:01:56.802 If you have a workflow for how you do certain tasks and certain aspects 00:01:56.802 --> 00:02:02.447 of your business or your job, then it just streamlines everything. 00:02:02.447 --> 00:02:06.557 It means you are doing more and thinking less if you are spending 00:02:06.557 --> 00:02:08.657 time implementing these processes. 00:02:08.657 --> 00:02:11.177 So for example, we have a content day here at Method. 00:02:11.507 --> 00:02:15.737 It means we get together once a month and we record all the reels, we sit down and 00:02:15.737 --> 00:02:18.857 do the podcasts, uh, get any stories done. 00:02:18.857 --> 00:02:22.127 So if you see any of our stories, yes, the cat's out the bag, 00:02:22.127 --> 00:02:23.657 James is just changing clothes. 00:02:23.657 --> 00:02:25.607 We aren't recording them on different days. 00:02:26.257 --> 00:02:32.407 But it allows us to then utilize the time within those gaps so the rest of the month 00:02:32.407 --> 00:02:37.387 can be either engaging on social media, making sure the content is received right. 00:02:37.387 --> 00:02:40.747 How we can engage you guys a bit more and learn about it. 00:02:40.957 --> 00:02:43.357 It's a process that we've put in place. 00:02:43.597 --> 00:02:46.777 James: And before that again, we weren't, we still have a strategy 00:02:46.777 --> 00:02:51.317 of what we wanted to hit, but it was slightly disjointed with that 00:02:51.567 --> 00:02:53.327 content because it was more ad hoc. 00:02:53.537 --> 00:02:56.537 Jamie: Yeah and that, and that's the thing is this, isn't your strategy. 00:02:56.567 --> 00:02:59.627 This is how you actually do stuff. 00:03:00.077 --> 00:03:04.277 This isn't what you do, why you do it, all of that, it's the execution. 00:03:04.277 --> 00:03:08.447 This is why it's systems and its processes rather than strategy, 00:03:08.452 --> 00:03:12.287 strategies your overarching stuff, why you are a business, why you do your job. 00:03:12.687 --> 00:03:16.647 All of these little elements that doesn't change, stay true to that, that's really 00:03:16.647 --> 00:03:22.957 important, stay with your why, but your processes about, okay, so say you are a 00:03:22.957 --> 00:03:27.034 marketing manager and you've got Instagram strategy that you are wanting to do. 00:03:27.544 --> 00:03:32.284 What are the tasks you need to do to hit those marketing KPIs 00:03:32.284 --> 00:03:33.304 that you've set yourselves? 00:03:34.029 --> 00:03:36.009 And then what you can do from there is go, okay. 00:03:36.009 --> 00:03:38.589 One of the tasks is post on Instagram every day. 00:03:38.949 --> 00:03:44.139 So what process can I put in that allows me to do that task more 00:03:44.139 --> 00:03:45.909 streamlined, more effortlessly. 00:03:46.089 --> 00:03:49.509 And that may look like content days that may look like sitting down and 00:03:49.514 --> 00:03:53.919 writing all your captions out for the next month in two hour time block. 00:03:54.369 --> 00:03:57.169 But it just means you aren't playing catch up all the time 00:03:57.669 --> 00:04:01.179 James: I guess, you know, this, there may be people listening in going well, 00:04:01.179 --> 00:04:05.123 hang on a minute this isn't for me, and I think if you are in business, no matter 00:04:05.123 --> 00:04:07.360 how big, you need a process, you need 00:04:07.360 --> 00:04:08.320 Jamie: A hundred percent. 00:04:08.325 --> 00:04:09.250 James: You need those systems in place. 00:04:09.250 --> 00:04:14.236 Jamie: And best example I can give, uh, that everyone will be able to relate 00:04:14.326 --> 00:04:17.872 to is one of the first things you do in the morning and the last things 00:04:17.872 --> 00:04:19.282 you do at night is brush your teeth. 00:04:19.342 --> 00:04:21.832 Mm-hmm because you don't want rotting teeth. 00:04:22.417 --> 00:04:23.347 That is a system. 00:04:24.097 --> 00:04:25.117 It's a process. 00:04:25.177 --> 00:04:28.477 James: Yeah and as you say, systems don't have to be these very expensive 00:04:28.567 --> 00:04:32.677 things, any kind of system comes into place, that process of brushing 00:04:32.677 --> 00:04:34.807 your teeth, systems can be excelled. 00:04:34.837 --> 00:04:36.797 They can be a word document. 00:04:36.797 --> 00:04:41.417 It can be absolutely anything that allows you to meet those goals. 00:04:41.957 --> 00:04:46.037 So where can we add value then with this podcast? 00:04:46.037 --> 00:04:50.650 Where can we help our listeners out in terms of their systems and in terms of 00:04:50.650 --> 00:04:54.970 their processes, where should they be looking or how should they start looking 00:04:54.975 --> 00:04:55.930 about improving what they're doing? 00:04:56.440 --> 00:05:00.265 Jamie: I think one of the big key areas to start with is really finding 00:05:00.265 --> 00:05:04.375 clarity on their goals, making sure they're understanding exactly 00:05:04.375 --> 00:05:05.665 what they're trying to achieve. 00:05:06.595 --> 00:05:10.225 And then when you know what you can achieve, you note down the tasks 00:05:10.255 --> 00:05:11.695 that will help you achieve that. 00:05:11.785 --> 00:05:14.965 Mm-hmm with any, with any goal or anything like that, it's kind of a 00:05:14.965 --> 00:05:18.925 little bit abstract here, it's a little bit fluffy, but the actual actions 00:05:18.925 --> 00:05:22.255 are what you're gonna get you there on the day to day, which is ideal. 00:05:22.765 --> 00:05:27.125 Once you know what those tasks are you know how it should look and then you 00:05:27.125 --> 00:05:29.755 can go well, this is what I'm gonna do. 00:05:29.755 --> 00:05:34.735 So we use the same example of, we wanted to post more reels mm-hmm because it was 00:05:34.735 --> 00:05:40.255 hot topic, but we also wanted to make sure that it wasn't just myself on the reels. 00:05:40.615 --> 00:05:41.425 So we went right. 00:05:41.485 --> 00:05:45.655 Well, if we got together for a morning, we could get James involved, we could 00:05:45.660 --> 00:05:50.155 get Paul involved, we could get Laura involved and it allowed it to move out 00:05:50.155 --> 00:05:55.495 and become a set in stone process and actually make things more efficient. 00:05:55.495 --> 00:05:57.610 So, identify your goals. 00:05:57.820 --> 00:06:03.970 Mm-hmm, be clear on the tasks that will help you hit those goals and then 00:06:04.090 --> 00:06:08.110 outline the processes to do those tasks. 00:06:08.110 --> 00:06:12.310 Mm-hmm the only thing that doesn't change on there is your goals in 00:06:12.310 --> 00:06:15.010 terms of they're the top level vision. 00:06:15.580 --> 00:06:19.420 The other stuff, keep it flexible, stuff changes, processes get better, don't 00:06:19.420 --> 00:06:23.230 worry about if it looks shit the first time, that's what it's meant to do. 00:06:23.380 --> 00:06:26.140 James: Yeah, and I think having something as exactly, as you said, having something 00:06:26.140 --> 00:06:30.670 down allows you to be able to, to pivot. 00:06:31.580 --> 00:06:36.410 And pivot, I knew it was coming, and create having, as I said, having 00:06:36.410 --> 00:06:39.890 something down allows you to shift from that if you need to, it doesn't 00:06:39.890 --> 00:06:43.160 say that because it's down it's set in stone and we must follow it. 00:06:43.610 --> 00:06:47.430 Um, it just allows you to work out, and improve, really, take 00:06:47.435 --> 00:06:49.050 what you've done, test it. 00:06:49.290 --> 00:06:52.830 And I think this comes down to everything with websites, with marketing strategy, 00:06:52.840 --> 00:06:57.567 with anything you're putting out on socials, even products, services. 00:06:57.837 --> 00:07:04.017 You should always be reviewing what you are doing anyway and trying to improve or 00:07:04.022 --> 00:07:05.697 make that thing better for your customers. 00:07:05.997 --> 00:07:07.167 Jamie: And that's what it comes back to. 00:07:07.287 --> 00:07:07.407 Yeah. 00:07:07.437 --> 00:07:09.357 Like that's what it massively comes back to. 00:07:09.357 --> 00:07:12.717 Like as a business, you always want what's best for your customer. 00:07:13.047 --> 00:07:15.537 The byproduct of that is obviously it normally helps your bottom 00:07:15.537 --> 00:07:18.297 line, you increase your sales, you increase your revenue, happy days. 00:07:18.297 --> 00:07:19.077 James: That's why we're in business. 00:07:19.167 --> 00:07:19.857 Jamie: Exactly. 00:07:20.832 --> 00:07:24.732 But if you've got better systems and you've got better processes, it 00:07:24.732 --> 00:07:26.112 means you are doing your work better. 00:07:26.622 --> 00:07:30.162 And if you're doing your work better, your customers are getting a better experience. 00:07:30.537 --> 00:07:33.507 And then therefore they're gonna buy more, they're gonna share more, 00:07:33.567 --> 00:07:36.657 they're gonna increase their loyalty, they're gonna become advocates for you. 00:07:37.347 --> 00:07:39.687 And it just makes your life less stressful. 00:07:39.957 --> 00:07:43.337 James: I think one of the ways that we do it a lot, obviously we're HubSpot 00:07:43.515 --> 00:07:49.387 partners and we talk to a lot of, even though we are primarily fixed around 00:07:49.387 --> 00:07:52.867 creative marketing, and that angle. 00:07:53.277 --> 00:07:57.407 I always like to think of marketing and sales as being closely, joined and 00:07:57.407 --> 00:07:58.637 closely linked, like they should be. 00:07:58.997 --> 00:08:03.517 But with that, if you take a sales agent, no matter whether that's you doing 00:08:03.517 --> 00:08:07.267 it as a company owner, another small business, or whether you do actually 00:08:07.267 --> 00:08:09.487 have sales agents and sales managers. 00:08:09.979 --> 00:08:12.679 There's a lot of tasks you have to do to complete that sale. 00:08:13.059 --> 00:08:15.699 Once it's gone through marketing so once you know your lead, you are 00:08:15.699 --> 00:08:19.749 having quite a few communications, discussions with this customer to 00:08:19.749 --> 00:08:22.089 try and nurture them into this sale. 00:08:22.599 --> 00:08:26.199 And to be able to do that, there's a lot of the time where you are waiting 00:08:26.229 --> 00:08:32.289 on the client or potential client to do something, you will email them and maybe 00:08:32.289 --> 00:08:33.699 try and get us something in the calendar. 00:08:33.969 --> 00:08:35.589 You will send a quote out. 00:08:35.909 --> 00:08:41.159 You will maybe, um, send some more information about your services out. 00:08:41.399 --> 00:08:43.769 There's a lot of times you might have a conversation with them and 00:08:43.769 --> 00:08:46.259 then hang up at the end and need to follow it up with something. 00:08:46.589 --> 00:08:50.429 There's a lot of communication that you're going to have with this customer and it is 00:08:50.429 --> 00:08:55.679 very easy, if you have a strategy or let's say your action point is to send a quote. 00:08:56.459 --> 00:09:00.464 It's very easy to send that quote and then forget about it. 00:09:00.674 --> 00:09:01.724 It's off your list. 00:09:02.204 --> 00:09:06.624 And this is something we've run into all the time, I've completed my task, it's now 00:09:06.624 --> 00:09:12.774 in the court of the customer, if you're sending out 3, 4, 5 a day, even if it's 00:09:12.779 --> 00:09:16.884 that a week, you are going to forget about some, because it's off your to-do list. 00:09:17.394 --> 00:09:20.364 If you are then putting in processes where you are getting reminders, and this is 00:09:20.364 --> 00:09:24.024 again where the systems come into place, if you are getting reminders that I've 00:09:24.024 --> 00:09:29.184 sent that quote out now in three days time, remind me to chase that quote. 00:09:29.664 --> 00:09:32.944 You are going to be looking after your bottom line because 00:09:32.949 --> 00:09:34.294 there's a lot of wastage. 00:09:34.414 --> 00:09:39.994 Um, and that process, yes, we're talking about sales can be applied to everything. 00:09:39.994 --> 00:09:45.814 It's easy to just do your to-do list, and then get it off your 00:09:45.814 --> 00:09:47.074 plate and move on to the next thing. 00:09:47.079 --> 00:09:52.384 So I think, again, work out what you are doing and how you can maximize 00:09:52.724 --> 00:09:55.154 your efficiency, really, I think, which is what it always comes down to. 00:09:55.214 --> 00:09:56.774 Jamie: Yeah and that, that is it. 00:09:56.774 --> 00:10:00.194 You wanna make sure your business, your life is as streamlined, 00:10:00.194 --> 00:10:01.634 as efficient as possible. 00:10:02.024 --> 00:10:05.624 I wanna pick up on something that you just mentioned there with HubSpot. 00:10:05.984 --> 00:10:10.004 I imagine a lot of our users, uh, and a lot of our listeners will have heard 00:10:10.004 --> 00:10:14.084 of HubSpot, maybe even using it, maybe drop a comment if you are a HubSpot user, 00:10:14.504 --> 00:10:17.594 um, workflows are a big part of HubSpot. 00:10:18.314 --> 00:10:20.984 What would be a couple of tips you would give people to utilize 00:10:21.014 --> 00:10:26.234 workflows and HubSpot automations to increase their processes? 00:10:26.624 --> 00:10:31.145 James: Yeah, so, workflows just to give a good overview of a workflow. 00:10:31.625 --> 00:10:35.835 It is a series of steps to complete a task. 00:10:36.045 --> 00:10:36.435 So. 00:10:37.260 --> 00:10:40.410 Let's say somebody has downloaded an ebook. 00:10:40.740 --> 00:10:44.340 If we didn't have a workflow in place for somebody downloading 00:10:44.340 --> 00:10:48.390 an ebook, we would have to send the ebook out to them initially. 00:10:49.140 --> 00:10:52.560 Then we would have to remind ourselves in a number of days to send another 00:10:52.560 --> 00:10:56.250 email out or some communication to see how they felt about that ebook. 00:10:56.980 --> 00:11:00.000 We are then going to have to remind somebody within sales to give them a 00:11:00.000 --> 00:11:06.195 call around that ebook, we're then going to have to, um, maybe send them some 00:11:06.195 --> 00:11:10.185 other nurturing information related on what that ebook was on the same subject. 00:11:10.545 --> 00:11:15.335 So there is 1, 2, 3, 5 steps there, or thereabouts around that process. 00:11:15.665 --> 00:11:18.965 So putting it into a workflow will allow the automatic email to go out straight 00:11:18.965 --> 00:11:21.875 away with their ebooks, the thing which they've requested, we can then 00:11:21.875 --> 00:11:26.015 put a delay in and after three days we might send out another email, which is 00:11:26.015 --> 00:11:27.365 just, you know, give us some feedback. 00:11:27.365 --> 00:11:29.255 How did you find the ebook? 00:11:29.585 --> 00:11:36.315 There may be a task for somebody within sales to give that lead a ring and 00:11:36.315 --> 00:11:40.485 see what they felt about it, and then alongside that, we might then want to 00:11:40.485 --> 00:11:44.355 say, well, actually, if they've downloaded this and they've looked at this page on 00:11:44.355 --> 00:11:47.955 our website, let's send them this content because they'd also be interested in that. 00:11:48.465 --> 00:11:56.205 So it's a great way of building up a, an engine that is nurturing your 00:11:56.205 --> 00:11:59.375 leads without you having to do it. 00:11:59.609 --> 00:12:03.229 Jamie: Sounds ideal, and obviously if anyone did want to have a chat 00:12:03.229 --> 00:12:07.619 about HubSpot, James is an expert so by all means make way over to 00:12:07.619 --> 00:12:10.709 the website and have a click on and, and book in some time with because 00:12:10.814 --> 00:12:12.459 will happily help you with that. 00:12:12.759 --> 00:12:13.659 James: Love talking about HubSpot. 00:12:13.839 --> 00:12:14.799 Jamie: He does love a HubSpot. 00:12:15.039 --> 00:12:17.629 Yeah, there's loads of tips, more on HubSpot and stuff on our Instagram. 00:12:17.649 --> 00:12:18.579 So check those out. 00:12:18.579 --> 00:12:19.179 If that's up your. 00:12:19.924 --> 00:12:21.904 Um, I think that really covers it. 00:12:21.904 --> 00:12:26.284 I wanna keep this one not to, because it is, can be quite an overwhelming topic. 00:12:26.404 --> 00:12:29.394 Mm-hmm uh, so I'll send it back over to you to wrap. 00:12:29.824 --> 00:12:34.067 James: I think yeah, following up, I love processes, I love sequences, I 00:12:34.072 --> 00:12:42.215 love optimizing businesses, so let's put this one back to you guys to contact us 00:12:42.725 --> 00:12:47.765 and let us know around what processes you are doing or you find value in. 00:12:48.125 --> 00:12:52.385 If you're using HubSpot, if you're using HubSpot workflows, I am all about that. 00:12:52.385 --> 00:12:58.170 So drop them into some emails, let us know really what you are doing, how 00:12:58.170 --> 00:13:01.200 you are doing it, what you find use out of, um, which would be amazing. 00:13:01.800 --> 00:13:04.410 We have a new email set up, which I've mentioned before. 00:13:04.440 --> 00:13:10.180 So our new email is podcast@hellomethod.co.uk. 00:13:10.650 --> 00:13:14.490 So we'll drop this obviously in the show notes, but make sure you, um, 00:13:14.580 --> 00:13:17.280 you drop on that email, any questions you've got about the episode. 00:13:17.985 --> 00:13:21.315 Any feedback you wanna give us, and as I said any sequences or anything that 00:13:21.315 --> 00:13:24.555 you are finding, you know, that you are finding really useful drop that onto that 00:13:24.555 --> 00:13:29.655 email, and it will come into our inboxes and we will reply to everyone we get. 00:13:30.135 --> 00:13:31.875 So that about wraps it up. 00:13:31.995 --> 00:13:34.305 Jamie, thanks again so much for your time today. 00:13:34.512 --> 00:13:37.902 As I've mentioned any questions, any feedback you want to give 00:13:37.902 --> 00:13:42.132 us, then use that email address podcast@hellomethod.co.uk. 00:13:43.092 --> 00:13:46.752 And that's it for this episode, thanks for listening and we'll catch you next time.