Creative Solutions for Independent Business Success

Unlock the secrets to building a self-sustaining business with our special guest, Adi Klevit, an acclaimed expert in process improvement. Imagine freeing yourself from the chaos of daily operations and focusing on what truly matters—growth and innovation. We promise you'll learn how to transform your business through the power of well-documented systems and processes. From mapping out tasks to utilizing tools like Miro, we cover the essential steps to help new business owners create a streamlined, efficient operation that thrives independently.

Have you ever thought hiring a Virtual Assistant could revolutionize your business? Discover how detailed checklists and collaborative process development can maximize efficiency and return on investment. Through relatable stories, we highlight the risks of delaying documentation and offer creative solutions, such as using YouTube playlists for training. Plus, access a free ebook that provides step-by-step guidance on systematizing your operations. Join us and connect with Adi Klevit for further insights and resources that will elevate your business to the next level.

Chapters

• 0:10 Building Systems and Processes for Business
• 6:42 Creating and Implementing Business Processes
• 17:08 Establishing Effective Business Systems

Transcript

Speaker 1: 0:10

Welcome back to another recording of the Elevate Media Podcast. I'm Chris Anderson, your host, and, as you're building your business, you might be wondering did I just trade my nine to five worth 24 seven? I feel like I'm doing everything and I'm always running. If that's you, this episode is going to be right down your alley. We're going to be talking about systems, processes and how to become independent of your business so it can run without you, and we've brought in an expert to talk about that. Adi Clevitt is going to be just dropping bombs today. She's going to be sharing her wisdom, her knowledge, to guide you into the systems processes and again being able to, you know, take that vacation you want and not have your business just crumble. So, adi, welcome to the Elevate Media podcast today.

Speaker 2: 0:55

Thank you, it's great to be here.

Speaker 1: 0:58

Absolutely so excited to talk about this topic. You know, something you know at Elevate we've actually been diving a little bit more deeper into is our systems and processes to build those out at, you know, even deeper and better levels. So you know what got you started in this whole field of systems and processes and do that really well.

Speaker 2: 1:18

Well, you know, I'm an industrial engineer, so I started on this journey over about 30 years ago and it was all about process improvement. So I love bringing orders and ordering to companies and I love systematizing, so that's how I got started on this journey.

Speaker 1: 1:36

That's really cool. So you know it's funny. We work with a client who is change management, so you probably understand a little bit of that and they do a CM2 model and a configuration management for those who don't know CM2. And yeah, it's just a fascinating thing. I mean that's at a super. You know in-depth, like microscopic level with some businesses what they're like doing. We're seeing from the external. You know what they show as far as all the videos and things that we edit. But it's, it's important because those systems and processes if something's broken, you know in their scheme of things. You know planes don't work, cars don't work, you know crashes happen and you know that's their world.

Speaker 1: 2:15

But even in our businesses coaches, consultants, agency owners, freelancers like we don't have a system, process in place, something can go wrong, your deliverable doesn't happen, your turnaround time slows, the quality you know dwindles. So like these are important for really any business.

Speaker 2: 2:35

They really are, really, are Absolutely.

Speaker 1: 2:38

So how do we start? You know we're going to dive right into it. Where do we go and start? You know system processes. You know that're going to dive right into it. Where do we go and start? You know system and processes. You know that's broad right. Is there a specific area that you know a new business owner? There's, maybe them, maybe one other, you know VA or something. Is there a place that they need to start? That's going to be most beneficial.

Speaker 2: 2:58

Absolutely. So you know, my question is always. The thing that I say is like okay, what area of your business, if you had well-documented processes and procedures, will get you the biggest return on investment? That is where I like to start and that is the area where you should actually start at. This is a very important area to start with.

Speaker 1: 3:23

And I think that's a great place to start. For sure, and you know, sometimes you know that biggest ROI is something that you're not good at right, so you're going to bring someone into that's going to do it better than you. You know that's what Elevate like I understood. You know, my skills with video and editing were, you know, limited. You know there's a cap at it. Then I was gonna have to spend a lot of time improving that by you know, education practice and I didn't have that time, so I wanted to bring on people who a lot better at the there's in me and so, you know, had a little bit of system and process in place. But, you know, have learned along the way. There's gaps, there's, you know, things we didn't think about, um, and so we've had to, you know, continue to, and I think it's an evolutionary process, always growing, always changing. But, yeah, I think once you can target that and start building that process out, it's going to take a lot off your plate, which is, you know, obviously, where we want to get to right.

Speaker 2: 4:19

Absolutely, absolutely yes.

Speaker 1: 4:21

So how do we? How do we start that? So maybe they've found that target, you know area, that specific thing they're going to start a system or process for, because they do want to, you know, outsource or delegate that. What's the best way to start building that system or process?

Speaker 2: 4:36

Right. So you first of all have to map it. You know I love to do process mapping. You know you take a whiteboard. You know you can take something like Mirocom. You know go to Miro, mirocom or Miro or any of those softwares, and then start putting sticky notes, you know in terms of like where's the start, where's the end and what happens in between. And once you map it like that, it makes it more doable to actually start documenting.

Speaker 1: 5:03

Yeah, because it can all seem super overwhelming. Right, there's so many, especially in, you know, minds of a lot of entrepreneurs, like there's just so much going on in there in the head right, and so being able to see it visually, I think, really can simplify that, right. Is that what you find as well?

Speaker 2: 5:19

Absolutely, that's what I find as well, and, yeah, it can definitely simplify that.

Speaker 1: 5:24

So when we get, we get these, you know, we get the sticky notes out there, we get these drawn up Because I've found for me it just seems so overwhelming Like there's so many pieces like how do I get this right? And I'm I'm a person that's always like we can always improve, we can always make this better. So how do we like overcome those obstacles of you know, I guess, perfectionism to just actually getting it started and getting something laid out that you know is going to be tweaked over time, but it's better than nothing.

Speaker 2: 5:53

That's exactly what it is. It's just to get started and then you just continue to improve upon it. But at least you have a place to start, because if you don't have a place to start, how are you ever going to improve? There will be nothing to move forward on.

Speaker 1: 6:08

That's a good point. And getting started in anything you know video, podcasting, video content, starting a business like just getting started is usually the biggest hurdle and so if they've decided so they're like, okay, this is the place I'm going to outsource, delegate, I'm going to outsource delegate, I'm going to get started. And let's say it's bringing on a virtual assistant to do admin tasks. We'll kind of just kind of stay in that, because I find that's been a lot of people I talk to. That's where they started. You know answering emails, you know finding shows to be on as a guest. So bringing on a VA as an admin assistant, basically Right.

Speaker 2: 6:42

But if you bring on a VA, you have to make sure that you have the processes written for them and, for instance, in my company we have that. We have how to do email management. We have a process for that. We have a process on how to find how to book guests on my podcast, how to get booked on other people's podcasts. We have a process for everything. And so if you're bringing on a VA, you should actually have a checklist for everything that that VA is going to do with maybe videos or explanation on how to do it. Now, if you don't have the time to do it and you're just getting started, if you are hiring a VA, then spend time with that VA and record and have them record it or write it and then create a procedure so you will have it for your next VA, or you will have it as you expand, so it will be there.

Speaker 1: 7:33

Yeah, I think that's a really great thing too, because some people might get like I don't know how to start this. You know systems and processes. Like I just want the VA and you know I think that's a great piece of advice is, if you don't have it, bring on the VA, spend a lot of time with them and work through it together, because they're going to you know they're going to you know point things out or like, hey, you know what do I do here? And you're like, oh, I didn't think about that, because naturally in our mind we know what's next a lot of the times. So I really like, like that that advice. You know, utilizing the person that I shouldn't be in a position to help start the first you know rough draft of these systems and processes.

Speaker 2: 8:09

Absolutely, absolutely.

Speaker 1: 8:11

So is. Is it? Can you be too detailed in systems and processes at all, or is that you know, the more detailed the better?

Speaker 2: 8:21

No, you can't be too detailed and you can spend too much time on one process as opposed to spending enough time on all of them. So it is a balance right. So the first thing that I recommend is to have this big picture of process mapping, to have this big picture of process mapping. So if you have that process mapping, then you will be able to take that and decide where you're going to start. You're going to start with documenting that process or procedure. That actually gets you the biggest return on investment, meaning that if you had that documented, let's say, somebody else would be able to do it. So it frees you up to do other things. Because we know that, as business owners, we went into business because we wanted the freedom we wanted to create our destiny right. We want to be in control of our destiny. We'll be able to create on the business as opposed to the business running us.

Speaker 2: 9:14

But in order to do that, you have time that's the commodity and you have to have your attention to do that. So what will free up your time and your attention first? Good, let's start documenting that Now. How far along do I have to document enough in order for another person to understand it. You always have to have the end product in mind of like why are you documenting? Are you documenting it in order to transfer it to somebody else, or are you documenting it in order to do a process improvement, to see how it's laid out and then improve upon it? Whatever it is, whenever you achieve that particular end, stop right, because you don't have to go into more details than that. You can always come back, but don't create like a 200 page document when it's unnecessary to accomplish what you want to accomplish.

Speaker 1: 10:04

Okay, yeah, and I think that has been my issue in the past, when I've tried to really build these out is I'll be like, okay, I don't kind of start with the end in mind. I kind of start at the beginning and then it's like, oh, they get to this, but then the next thing they need to do is this, and those could be separate. You know processes right, right, exactly, exactly. So. With that, you know, is there a? This is just part of my is there a program or an app or something that houses these SOPs, absolutely Simply.

Speaker 2: 10:35

Yeah, chris, I have to say you are amazing, you're so good at this. Simply, yeah, chris, I I have to say you are amazed, you're so good at this. You understand sops because you're asking the exact right questions. We didn't practice ahead of time, but you're asking the exact right questions. And, yes, so the sops have to be housed in a place. Where are? They are the single source of truth.

Speaker 2: 10:54

Well, we run into problems is when you start hosting it here and there and on this platform and on that platform, because then it creates a confusion of what is true and what is not true. So therefore, we have to have it as a single source of truth in one platform and there are, like we use several process documentation platforms that to host it. I like it when it's cloud-based, I like it when it's platforms to host it. I like it when it's cloud-based, I like it when it's easy to upload videos. I like it when it's easy to document and it is easy to review and revise. So, absolutely, but decide on one and then create there so that it's a single source of truth. And I would like to offer to our listeners, to our viewers, that, if they would like to see some examples or I can share some successful platforms. I'll leave my contact information. Just email me and myself or someone on my team, and we'll get back to you with a list so you can get started.

Speaker 1: 12:02

No, I appreciate that Absolutely, absolutely. And yeah, I gotta stick around the end because we're going to get that information that you guys can go and connect with adi and um. But you know, we started like I've looked in different programs, document through or I think it's like called document 360 or something like that, but I was like I don't know, like it just seems like a lot of things I wasn't. You know, you hear about it, you know. So I'm just going to start in Google Drive, right, and it's something to at least just no cool.

Speaker 2: 12:23

I mean, that's what I'm saying. You know, it depends on the maturity of your business. There are different platforms that are not that complicated, and it's still maturity of your business and what you need and your price point. You can find apps that are simpler from Google Docs I mean, it's better than nothing, for sure, but it doesn't allow the scalability, because then you at some point will have to transfer everything to another platform.

Speaker 2: 13:04

It's better for you to have a platform that is not very expensive, that you start there and then you can build upon it until a certain stage of your business that you can utilize it. You can then have to expand upon it.

Speaker 1: 13:18

That's a great point, yeah, and that's something we definitely have to look into. Um, and I think it's important too with this, like people don't understand that, yes, it takes you out of the business, like like we were joking at the beginning like you take that vacation, you know, you take that one, two, three week vacation, everything runs okay. But you also have to think too with the ultimate end mind. Like if I was to sell this business or if I was to have, you know, a new CEO come in and I'm just consulting the business is everything in place? And if you have these systems and processes in place, you know it's going to increase the valuability, how much your business is valued, because you have everything structured and someone can anyone can just step in and see everything.

Speaker 2: 13:57

Absolutely, and I can give you several examples of that. You know we have a client and basically double the value of the base of when he sold his business. Double the value because of the systems. I have another client that that's what they are advertising as part of the selling their business is that they have well-documented processes and procedures, and then that definitely increases the value.

Speaker 2: 14:18

I mean I helped a client of mine had a painting company sell his business and basically I was there at the negotiation table with a potential buyer and when they saw what we have created in terms of processes and procedures, the eyes just popped open and were like wow, you know, you're not supposed to do it in the negotiation table, keep a poker face.

Speaker 2: 14:39

But you could see the astonishment of like wow, you know, this is just Ed Warner and Nix, I can totally step in and know what to do with that business. And on the other hand, you know I work with clients, with the buyers, that basically engaged with us after they bought the business and they realized that if they do not have everything documented they're going to be in trouble Because if that key employee that they bought the business and is working in the business for years is going to walk out the door. All the knowledge, basically the entire investment, is going away because they don't know they have proprietary knowledge, or they are the only ones who know how to turn on the machine, or they know where the list of customers is, or whatnot. So obviously, when you are buying a business, you should do your due diligence and ask those questions, but we have worked with buyers and sellers on different aspects of it in terms of making sure that that knowledge is being captured.

Speaker 1: 15:40

Yeah, and that's a great point. If you had an employee leave and they had all the knowledge in their head, it's gone. And most of them, you might get lucky and someone might say, oh yeah, I'll still help you build those out, but a lot of times, yeah, you're starting over. So I used to be an athletic trainer before I quit my job to start business in 2020 and you know, even an athletic training, like documentation, was so critical. Um, because you know, someone else looked at your notes for that patient. They would know what you had been doing. They'd know how to treat that person.

Speaker 1: 16:12

Continuing on it also protected us to show, like this is what we've done, this is what we're doing, and the same with business, Like it makes it clear, like this is you know and I think these details are important is this is your job, this is you know, what we want you to do, these are the steps to take. So there's a clear cut of like this is what you're here to do, how to do it, and anything outside of that is you know, outside your scope, or whatever you want to call it.

Speaker 2: 16:39

Absolutely You're absolutely right.

Speaker 1: 16:42

Have you seen any? Have you seen any like negative impacts of not having SOPs with that like in mind? Like an employee like I don't know sued or just you know did something because like, oh, you told me to do this, but this wasn't my job? Have you seen that any in other businesses that you've worked with? After the fact, this, but this wasn't my job? Have you seen that in other?

Speaker 2: 16:59

businesses that you've worked with. After the fact, you know, after the fact, obviously they already have the documentation in place, but I've seen, yeah, the liability of not having process documentation. I'll give you an example. It was I remember that very clearly because it was just before Thanksgiving I was in the airport flying to see family and I got a call saying from one of my colleagues that had a client that basically called him very panicky in panic that their key employee that has been there for years is basically leaving and they were going to be gone in two weeks. And I remember getting that phone call Adi, can you please help him? He needs to extract all the gone in two weeks. And I remember getting that phone call, Adi, can you please help him? He needs to extract all the information in two weeks. Now I was on my way on a plane to board a plane. It was Thanksgiving weekend. We had like basically then a week to accomplish that. Impossible to do that. That is a liability of not thinking ahead, of not having well-documented processes.

Speaker 1: 17:58

Yes, yeah, yeah, and that can be. Man, like that's to have that knowledge is gone is what would be. It's it's just another, it's starting over. It's yeah, yeah, it's crazy and that's why, like everyone listening to this, like you're all so early on in the process, like now is the best time to start, so then you just kind of tweak and build as you grow, uh, and there's less, you know, quote-unquote risk, because you're most people listening are doing a lot of it themselves and so getting that started is huge. You know, as people start these, building out their systems and processes, are there any things that you have seen a lot of people do wrong that they should watch out for and not kind of fall into those same traps when creating these? I know we talked about, like you know, just starting not being too detailed, but you know, and that's what it's like waiting, waiting and not doing it.

Speaker 2: 18:54

That is what I would say. There is nothing wrong in starting to document. You're not going to go wrong, even if you don't know how to write it or whatnot. Just record a video. Whatever you do, the right thing to do is to do something about it yeah, okay, good um.

Speaker 1: 19:09

Is there anything that makes some sops better than others?

Speaker 2: 19:13

like you've seen, some people are like, oh well, that's really good um, because you know, I think it's clarity, clarity of how it's being written, a combination of all the styles of learning, meaning like visual, audio, read and write. So screenshots, video, audio, read and write like a combination, because people deal with different things differently. Make it clear, like really communicate clearly, and that's what we're all about is clear communication. Also, write it in your own voice, in the voice of your company, so people will read it. You know, we always write it according to the culture of the company that we are documenting. We're not going to document in a very strict, serious way if the company is more hip, younger, you know, have a different vibe to it, right, it just doesn't align because people are not going to read. Do not write very, very, very long SOPs. Nobody's going to read it. Keep it short, to the point. Write multiple but not write one huge document. Make it fun. You know today, like you know with computers, you know it's all electronic. Use emojis, use pictures use videos.

Speaker 1: 20:26

Okay, and this, just this thought just came to me. You know, I know you say kind of maybe stay away from the Google Drive, but if you had a platform that you could link the document to, what if you did like a playlist on an unlisted playlist on YouTube that only could be seen with like a link to the employee, and then that video had the link to like the actual documents they wanted to read it Absolutely. Have you seen that done?

Speaker 2: 20:49

Yeah, absolutely.

Speaker 1: 20:51

Oh, it was just something, an idea that popped in my head when I was when you were talking about it, so this has been great. I think you know people just need to start and get things written down again, because we want to build something that we can step away from. I've been super blessed with the team that I've been able to put together, because they're just rock stars and so it's taken a lot off my plate, but even with that, I could have a better system and process for them to follow when things are a little bit different than the norm. And so you know, it's never too early to start and it's never too too late to tweak and to improve what you already have in place.

Speaker 2: 21:33

So Absolutely, Absolutely. You know, and I actually wrote a book about it. You know there is an ebook and I'll be happy to send it to any listener. Just I'll leave my information again. Either text me, email me and we'll send you the free ebook that actually works, step by step, on how to systematize your business.

Speaker 1: 21:53

Awesome. Well, adi, this has been a great conversation. I think it's been very eye-opening, hopefully, for a lot of people listening and tuning in, and I hope they're going to start now starting to build their processes and systems. But, you know, where can people connect with you? Where can they learn more from you and reach out for those things you mentioned?

Speaker 2: 22:09

Absolutely so you can call us or text us at 503-662-2911. So again, that's 503-662-2911. Just text us. Please email me your e-book, or you know, then I will know. Email me your name and text me your name and your email address and we'll send you the e-book. If you want to schedule an appointment with us, with me, with one of my staff, also text us. That's the easiest way to get a hold of us. And, of course, we also have a website which is bizsuccesscgcom. I'm also on LinkedIn, adi Klevid. A lot of ways to connect with us awesome.

Speaker 1: 22:51

Well, yeah, everyone, make sure you connect with Adi, her team, and just continue to learn on these systems and processes to you know, truly build a business and not just have a many more hour job going out there. So, adi, thank you again so much for being on the LDA Me Too podcast today.

Speaker 2: 23:08

Chris, thank you for having me.

Speaker 1: 23:10

Absolutely and everybody. Make sure you share this with someone who is starting their business that it could help. Maybe you know someone who's trying to get their processes and systems implemented, so we can help more people by sharing this out there. So do that, leave a like comment, and if you have any other questions, reach out to me at christanderson. I'll still answer those personally. So until next time, continue to go out, elevate your life, elevate your brand. We'll talk to you soon, thank you.