Business Operations Blueprints
Operations in all of the following departments need to be designed, implemented and then monitored
1. Vision and Mission Statements
2. Goals and Objectives
3. Productivity Metrics
4. Financial Plan
5. Financial Reports
6. Operations Model
7. Staffing Services
8. Project Management
9. Research & Development
Why Should I Have a Business Operations Blueprint?
With a well-documented BOB, you are able to:
* Capture the original dream and vision of the founder(s)
* Focus everyone’s daily activities on specific goals and objectives
* Easily measure indicators of profitability, success, and progress
* Move the “magic” of running the operation out of people’s heads and onto digital documents
* Create reproducible processes so every action is not a “Heroic Effort”
* Build a team that is motivated, confident, and well informed
* Develop training tools for team members from executives to temps
* Manage deadlines, budgets, and project deliverables
* Define marketing plans that are cost efficient and productive
* Improve customer satisfaction and increase repeat business
How Do I Create a BOB for My Organization?
Our systems analysts, accountants and marketing people will design, create, implement and then enable you to monitor all the systems and procedures you need. Your Business
Development Consultant create a Business plan and therefore define structure, they will then guide you through the processes of business development for as long as you need them.
Our back office people will then manage the development and maintenance of the operations
All the work of creating a great business and then documenting the business processes will be done for you!
To get started, you need a Vision and Mission Statement for your organization.
The Vision and Mission Statements are powerful tools which identify the organization’s purpose and direction for all stakeholders.
The Vision and Mission Statements are required, foundational components of the Business Operations Blueprint.
The Vision and Mission Statement chapter of the Business Operations Blueprint will show the leaders of an organization how to:
* Focus team members on profitable tasks
* Achieve their objectives
* Define why they are in business
* Proclaim how they are unique
* Promote their core values
* Clearly identify their target market
Creating Vision and Mission Statements that accurately represent your organization’s purpose, values, and objectives is a serious undertaking.
The components of your BOB can be worked on in any order and in parallel depending on the needs of your organization. If you elect to work with one of our Business Development Consultant, they will talk with you and listen very carefully to determine what your most pressing needs are.
These are areas we will have to consider in greater detail
● Are your operational processes unclear and undocumented?
● Is there a toxic team member you don’t know how deal with?
● Is it hard for you to get a clear, current financial status?
● Is your marketing producing satisfactory results?
● Are your projects ahead of schedule and under budget?
● Do you have a clear plan for new products and services?
● Are all your daily activities profitable and productive?
● Do you have an easy way of measuring the success of projects?
We then have to look and design systems and routines for the following:
Goals and Objectives
Once we have our Goals and Objectives documented, they become tools that break down the Vision and Mission Statements into smaller, bite-size chunks that will define the daily activities of the organization’s team.
The Goals and Objectives chapter of the BOB manual helps an organization to:
* Determine what the organization will become
* Establish success criteria for every project and activity
* Define timelines for all action items
* Create Objectives that detail Who, What, Where, When, How, and Why
* Map out daily action items that allow every team member to work toward organizational
* Specify rewards for leaders who hit their success targets
The Productivity Metrics chapter of the BOB manual helps an organization to collect data that will determine an organization’s
Productivity Metrics can also be early warning signals of:
Being out of compliance
Critical materials shortages
Violations of service level agreements
Missed customer service targets
Dangerous levels of debt, cash, expenses, absenteeism, and inventory shrinkage
The Financial Plan chapter of the BOB manual helps an organization to:
* Calculate Break-Even Points
* Increase Income Worksheets
* Decrease Expenses Worksheets
* Project income needs
The Financial Reports chapter of the BOB manual will answer these questions:
* Why Review My Finances Regularly?
* What if I’m Too Busy to Review My Statements?
* What Do I Look For in My Financial Statements?
The BOB Financial Review Section will contain:
Income Statements that show comparisons of “Actual to Target”, “This Year to Last Year”, and “Year-To-Date Totals”
Balance Sheets that show comparisons of “Actual to Target” and “This Year to Last Year”
Have you ever made any of the following statements?
* Help! I need a vacation! For the business to run smoothly, I have to be there every day.
* It takes a “Heroic Effort” to get the most routine tasks done. How do I make my operations reproducible?
* I need to document my operations, but I don’t have the time!
* What are “Single Points of Failure”, and how do I eliminate them from my organization?
* If Stuart were to ever leave the company, my business would suffer. What can I do to eliminate this dangerous situation?
* I’m about to get a contract that will double my business overnight. I’m concerned because I’m not set up to grow that quickly.
* Every time we get a little more business, I have to work a LOT harder. How do I grow the business without burning myself out?
If you have ever made any of the statements above, you’re not alone! Most organizations have a hard time moving the “magic” of their operations from the heads of a few experts into documented procedures.
As organizations grow, it is very common for Single Points of Failure to be created that, if not addressed, could be catastrophic for a business.
The Operations Model chapter of the BOB manual will tackle areas including:
* “What Do Only I Know”?
* Single Points of Failure Discovery
* Single Points of Failure Elimination Plan
* Succession Plan Register
* Operations Procedures Register
It can be very challenging, and sometimes frustrating to lead team members effectively so that they are all contributing to the goals of the organization.
With the BOB Staffing Chapter, you can eliminate these types of statements being said by your staff!
* “Everyone is treated differently. There is no consistency.”
* “I’m not sure who is who.”
* “Promotions are based on politics, not how well I perform.”
* “It is not clear what’s in my job description…and what’s NOT.”
* “How do I get a raise?”
The Staffing Chapter is a key component of the Business Operations Blueprint.
The following topics are documented
* Organization Chart
* HR Policy Manual
* First Day on the Job Routines
* Employment & Legal Contracts
* Job Descriptions
* Succession Plans for every team member
* Performance Reviews
* Policy Manual Topics and Resources
* Performance Review Checklist
Projects are separate from your daily operations and require a unique set of skills and resources to manage effectively.
Have any of the following statements ever been said about your projects?
* “This project is dragging on forever.”
* “Who pays for this, the project or regular operations?”
* “Actual project costs are double the original budget. This is a money pit!”
* “Resources for the projects are being taken from regular operations and hurting our core business.”
The BOB Project Management Chapter covers:
* Defining the Project Background
* Why Do this Project?
* What Will Happen if this Project is NOT done?
* What Elements are In-Scope and Out-of-Scope?
* What is the Project’s Completion Criteria?
* Incorporating Client Mandates into Your Project
* How to Build a Project Team
* Creating a Communication Plan So Everyone Knows What to Expect
* Creating a Project Financial Plan Separate from Regular Operations
* What Risks Could Affect the project?
* What Assumptions Have Been Made About the Project?
* What Constraints is the Project Operating Under?
* Equipment and Facility needs
* Client Responsibilities
* Planning the Project’s Timeline
* How to Manage Issues that Affect the Project
We take you step-by-step through managing all of your projects so that you are always:
Ahead of Schedule and Under Budget!
A Project Summary
A Project Financial Plan
A Project Timeline in Monthly Format
A Project Timeline Weekly Format
Alerts & Work Flows
After documenting procedures and systems, we set work flows, ehich we break down into individual tasks, which are assigned to people, departments or roles
We set up alerts based on key events, dates, milestones or what criteria is selected
By examining easy to read reports you are able to see at a glance, in real time, who is doing (or not doing) what and when – this includes employees, clients or prospects.
We can even set alerts to respond if an email is opened (or isn’t)
You can see this information in reports
Research and Development
Do you have a Research and Development function that allows you to continually improve quality?
Becoming a World Class Organization only happens if you execute regular Organization Performance Reviews!
● Do you wish your organization had more productivity, creativity, and new ideas?
● Do you feel like you are trapped working IN the business and unable to work ON the business?
Research and Development is not just for science labs!
For R&D we:
* Create a “report card” for your business
* Build a step-by-step process to convert your company into a World Class Organization
* Systematically increase quality
* Break out of the rut of “business as usual”
* Capture creative ideas and turn them into action plans so that your business grows and develops.
You need a Research and Development process to take your organization to the next level!
We also prepare the plans in a presentation format so they are easy to share with your team:
Why is Research and Development Important to MY Organization?
* The E-Myth and Your Business Operations Blueprint
* Technicians versus Entrepreneurs
* Working ON Your Business, NOT Just IN It
* Becoming a World Class Organization
* Why Have an Organization Performance Review?
* Researching and Analyzing Every Component of Your BOB
* Developing BOB Enhancements to Become World Class
The BOB Research and Development section will also contain:
* An Organization Performance Review
* An Organization Performance Review Action Item Register
Without customers you don’t have a business!, You need a plan of action to make sure you recruit and keep customers.
Is your Marketing Plan:
* Strategically defined?
* Being executed with precision?
* Do you even have one?
* Producing sales that satisfy your income goals?
For your Marketing Plan to work, every element of your Business Operations Blueprint must be integrated into your plan!
We consider the following when preparing your marketing plan –
* What is the Difference Between Marketing, Sales, Advertising, and PR?
* What Do Our Potential Customers Want?
* How Will Our Product Satisfy Them?
* What Price Should We Charge?
* What Is Our Message?
* How Will We Communicate Our Message?
* How Will Our Product Be Delivered?
* What is your Online Marketing strategy
We take you step-by-step through the Marketing Plan creation process
Do you have a documented Sales Process that is being consistently executed by all members of your sales team? Or…are your sales random?
* Are your sales less than you need them to be?
* Do the members of your Sales Team each have their own process for executing a sale?
For maximum profitability, you need a well-defined Sales Process!
Proper sales processes allow you to:
* Help your customers make a “Buy” decision
* Collect the best sales techniques from your sales team and create a highly productive, standardized Sales Process for your organization
* Know what to say to your customers so that they are compelled to buy from you
* “Magically” increase the average transaction amount
* Overcome objections and barriers to completing the sale
Sales are the life blood or your organization!
The following topics are also documented as part of your sales process documenting
* Differences between Sales and Marketing
* Why Have a Sales Process?
* What Are Our Customer’s “Buy Signals”?
* Overcoming Objections
* Defining Features and Benefits that are Important to our Customers
* Helping Our Customers Come to a Decision Point
* Increasing Our Value to Our Customers through the Upsell
* Choosing the Correct Words to Increase Your Sales
* Removing Transaction Obstacles to Increase Sales
* Nurturing Our Customers to Increase Repeat Sales
And remember all of this is on-going with reviews, updates, system improvement and maintenance 24-7 365 days per year