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  • Creating a Standard Service Offering

    Continuing our discussion with author and entrepreneur John Warrillow, this week we dive into the first of the 8 steps he recommends toward creating a sellable company: creating a standard service offering.

    For those of you familiar with E-Myth, this one will come as no surprise… When you create a standard service offering, you find a service your clients value and that you can teach someone else to perform. In other words, you create a high value, turn-key operation with documented systems and a way of doing business that isn’t dependent on you — the owner — to run.

    Podcast: Creating a Standard Service Offering

    (Download MP3 / Listen to the first podcast in this series here.)

    John WarrillowJohn Warrillow is an entrepreneur, author and speaker. Throughout his career as an entrepreneur, John has started and exited four companies. Most recently he transformed Warrillow & Co. from a boutique consultancy into a recurring revenue model subscription business, which he sold to The Corporate Executive Board (NASDAQ: EXBD) in 2008. He is the author of Built to Sell and Drilling for Gold and in 2008 was recognized by BtoB magazine’s “Who’s Who” list. builttosell.com

    For a limited time, get a $5.00 discount on John Warrillow's book, Built to Sell and a complimentary copy of "The Model for Selling Your Business" eBook.

    In Built to Sell John shares with you:

    • The 8 steps to creating a sellable company
    • How to attract multiple strategic bidders for your business
    • How to maximize your valuation and get the highest possible price for your business
    • The secret to getting your cash upfront and avoiding a lengthy earn out

  • Exit Your Company the Right Way

    The first step in any successful endeavor is defining what a win will look like once the project is complete. When an artist begins a painting, he typically has a vision in his mind of what the painting will look like when it is finished. When a football team takes the field, they know the definition of success — a victory. When a world-class chef prepares his finest dish, he knows success — excellent taste and first-class presentation. Business owners define success in many different terms. For many, success equals profits. For others, success means creating employment opportunities and contributing to society. Still others define success as creating financial independence for themselves and their families.

    There are two kinds of success. One is the very rare kind that comes to the man who has the power to do what no one else has the power to do. That is genius. But the average man who wins what we call success is not a genius. He is a man who has the ordinary qualities that he shares with his fellows, but who has developed those ordinary qualities to a more than ordinary degree. —Theodore Roosevelt

    Defining a win must be done in the context of time - short-term, intermediate-term, and long-term. One great painting does not necessarily make a great painter. One year of profitability certainly does not insure a business will be successful long-term.

    Visioneering your exit plan requires a long-term focus. You may be successful generating profits year by year, but if your company is not positioned to accomplish your long-term objective, will it really be a success? There are many different combinations of exit strategies, but typically they fall into one of three broad categories:

    • Business is passed to the heirs during lifetime or at death.
    • Business is sold or merged during lifetime.
    • Business is sold or merged at death.

    The first two strategies need to be planned well in advance and the third is a default that typically occurs as a result of poor planning. What is your exit strategy? Do you have a plan in place? Does your plan allow for changing circumstances?

    Action Step

    Make a decision today to begin your exit planning. Since none of us are capable of predicting the future, tomorrow may be too late.

    As you begin the process of introspection and planning for your future exit from the business, make decisions based on current facts and the most probable scenarios. Let’s take a brief look at exit planning for the owner who wants to pass his business to the next generation. Some of the key questions that need to be processed are as follows:

    • Are there currently children active in the business?
    • If so, do they show signs of effectiveness?
    • If they are not in the business, have they expressed an interest but are too young?
    • Do you have a strong desire to see your children carry on your business legacy?

    If the answer to any of these questions is yes, it's time to create a business succession plan that gives them the option to enter the business or continue in the business. Make sure you do not force the issue if your children do not have the aptitude.

    Case in Point

    A long-time client, whom we will call Jeff, illustrates this point clearly. Jeff built a very successful manufacturing business with substantial revenue. He had a deep desire for his son, Frank, to join him in the business and continue the tradition. Jeff was in his mid-sixties when he finally convinced Frank to join the company. Frank entered the company as a vice-president of operations and quickly developed a strong affinity for the business. After two years on the job, Frank loved the company and was a great salesman but he demonstrated no aptitude as a senior level manager. Jeff received several nice offers on his company but elected not to sell because of his desire for his son to carry on his legacy. Three more years passed and it became painfully clear Frank was not going to make it. Frank had become increasingly unhappy and left for another job that was sales oriented. Jeff was seventy and facing the prospect of no successor generation and an increasingly competitive business climate. He eventually sold his company for 40% less than his offer of three years prior.

    Jeff’s case illustrates the point you cannot let your exit strategy decisions be strictly predicated on personal desires. There must be consideration given to the aptitude of the players involved. 

    Assuming your children exhibit the skills necessary to take over leadership of the company, execute plans today to make the transition as smooth as possible. Hire a capable financial planner to assist you in developing a business succession plan and estate plan. You need to address such issues as: 

    • Will you bequeath or sell your shares to your children?
    • How can you treat both active and inactive children equally?
    • Is your estate prepared to pay estate taxes?
    • Do you have a current will?
    • Is your business succession plan in writing?

    If your personal desire calls for eventually merging or selling your company, you need to start formulating a plan today. Many business owners are lulled into thinking they can wait until much later in life to plan for the disposition of their business. Unfortunately as the years march by, they miss out on many opportunities for enhancing the value of their business and positioning it for maximum selling price.

    As you embark on the exit strategy planning process, focus on probability and flexibility. What is the most probable scenario — will your children succeed in your business or will they not? Will you most likely sell your company or not? Keep all of your exit plans flexible. Allow for changing circumstances and modifications to all of your plans.

    About the Author

    Mark Jordan is the Managing Principal of VERCOR, an investment bank that creates liquidity for middle market business owners. 

    For a limited time, VERCOR is offering E-Myth readers a complimentary eBook: Selling Your Business The Hard Easy Way which reveals, step-by-step, the keys to selling your business the easy way. From important points to consider prior to selling along with critical pitfalls to avoid during the process, this eBook offers insight with candor and clarity for both novice and experienced sellers. 

    • Understand how to maximize the potential for a successful negotiation process and learn how to sustain momentum throughout the entire course of the transaction.
    • Learn how selecting the right team of advisors can make the difference between a rescinded deal and closing a deal at the right price and on the right terms.
    • Find out the danger in faulty thinking and learn how it can expose your company and your employees.

    With sections on negotiations, marketing, valuations and maintaining your sanity, this book is a resource that all business owners should have in their library.

    Click here to receive a free consultation from VERCOR and to have a complimentary electronic copy of Selling Your Business The Hard Easy Way sent to you.

  • 3 Steps to Better Brand Building

    Is your business too small or too specialized to warrant the time and energy it takes to develop a brand? No! Brand building is essential for any business. A strong, positive brand is just as important for a 200-person technology company as it is for a 3-person retail shop. 

    ChiropractorOne of my clients, Sean, is a chiropractor. When Sean started his business, he knew he had two branding challenges to overcome:

    1. Favorably differentiating his business from other chiropractic services
    2. Strengthening the legitimacy of chiropractic healing itself; branding chiropractic products and services in general so that more people would consider going to a chiropractor (namely him) rather than going to a more traditional medical doctor for treatments

    Every business has to be able to attract and satisfy customers predictably and consistently if it is going to thrive. One of the best ways to do this is to build a strong, positive brand in the minds of your target markets.

    What do People Think of your Business?

    When people encounter your business, your products or your services they will either think negatively or positively about it depending on your brand. Ultimately, it is your brand that determines if people actually do business with you.

    A good branding strategy takes time and attention to develop and implement in your business. You need to have a very good understanding of the purchase decision needs of your target markets and how your business meets or exceeds those customer expectations. You (and everyone else in your business) need a clear idea of what brand you are trying to establish in the marketplace so that you can look for any and all opportunities to reinforce that brand when dealing with customers. Your brand building efforts should also be tracked and quantified over time so that you can keep doing the things that strengthen your brand and identify the innovations that will improve the things that aren't working.

    3 Steps To Begin Developing Your Brand Strategy

    There are three basic steps you can take that will allow you to start building the right branding strategy for your business:

    1. Create a clear objective for your branding strategy. This should be a written document (we call it your Brand Objective Statement) that outlines the brand you hope to establish in the minds of your target market. It should be based on what your customers want and expect from your business, your products or your services. Some areas of focus to consider:
      Product Branding – This involves keeping your company somewhat anonymous but building the brand of your products or services. A business like the H.J. Heinz Corporation may take this approach to building the brand of, say, Heinz Ketchup without necessarily emphasizing the company itself or the brands of the distributors and retailers who carry the ketchup.
      Company Branding – This is something you might focus on if you were a company like the supermarket chain Safeway and are primarily focused on building the Safeway company brand. Interestingly, a company like Safeway carries a lot of “brand name” products and can use those brands to build upon the Safeway company brand to draw customers to their stores.
      Dual Branding – This is an approach that, for example, an automobile dealer might employ. Dual branding comes into play when there’s a strong product brand, like Toyota, as well as the company brand, like Donovan Motors. The Toyota brand (product brand) is developed and supported primarily by the Toyota Motor Company with is national and international advertising and public relations strategies. The Donovan Motors brand (company brand) is established locally in the company’s trading area. This is the branding strategy that Sean wanted to focus on for his Chiropractic business, since he wanted to brand his business and chiropractic health treatment in general in a positive light.
    2. Integrate branding into all customer-focused activity. Make sure that everyone in your business is aware of your desired brand and is taking every opportunity to reinforce that brand at every customer touch point. This is a bigger topic than we’ll go into now, but the better everyone understands the brand direction, the better equipped they are to act on the brand building and communication systems you have in place.
    3. Establish brand monitoring. This can be accomplished through interviews, surveys or focus groups that allow you to gather data regarding how your business is being perceived in the marketplace, and whether your reputation is growing in accordance with your brand strategy.

    Sean worked through the three-step process outlined above and quickly started seeing the difference as his chiropractic business began to grow and gain a reputation. Through his research, he was able to articulate that people in his target market ultimately wanted quality health care and treatment that immediately helped them experience more functionality, a better quality of life, and less pain or side effects. He used that to create and document a Brand Objective Statement using a Dual Branding Strategy approach that pinpointed how his company specifically (and chiropractic medicine in general) would appeal to his target markets.

    He then set about integrating his branding strategy into all of his business systems from advertising through sales and client fulfillment. After six months of operating with this new brand awareness he had quantifiable results that his efforts had paid off. He sent out a customer survey which helped confirm positive customer perceptions of his business. His internal meetings with staff helped confirm they were getting consistently positive feedback from customers. He measured a rise in clientele and client retention.

    Additionally, he noticed that, since his brand was strong, his customers gave his business the benefit of the doubt when something did go wrong. His customers viewed mistakes and inconsistencies as merely temporary aberrations that the business would recover from quickly.

    Interestingly, Toyota (as mentioned in point one above) is facing some brand setbacks right now. They’re experiencing a high volume of recalls for safety defects in certain vehicles. Do you think that this is going to permanently tarnish the Toyota brand? Do you think the company will be able to recover? Newsweek posted an interesting article on the topic that you might want to read.

    flickr photo credit: planetc1

  • Is Your Business Built to Sell?

    podcastIf you ever want to sell your business, you need a plan. Depending on the size of your business, proper strategic exit planning can take anywhere from 1 to 7 years to do right.

    And, when you've maximized the value of your business and are ready to sell it, according to the US Small Business Administration, it can take anywhere from 6 months to 2 years to sell.

    In this podcast, we tap the expertise of an exit planning expert: our friend, entrepreneur and author John Warrillow. Having built and sold four successful companies, John knows the secrets to creating a sellable business. John shares his own experiences and lessons learned, and talks about his new book, Built to Sell.

    Podcast: Is Your Business Built to Sell?

    (Download MP3)

    For a limited time, get a $5.00 discount on John Warrillow's book, Built to Sell and a complimentary copy of "The Model for Selling Your Business" eBook.

    In Built to Sell John shares with you:

    • The 8 steps to creating a sellable company
    • How to attract multiple strategic bidders for your business
    • How to maximize your valuation and get the highest possible price for your business
    • The secret to getting your cash upfront and avoiding a lengthy earn out

    John WarrillowJohn Warrillow is an entrepreneur, author and speaker. Throughout his career as an entrepreneur, John has started and exited four companies. Most recently he transformed Warrillow & Co. from a boutique consultancy into a recurring revenue model subscription business, which he sold to The Corporate Executive Board (NASDAQ: EXBD) in 2008. He is the author of Built to Sell and Drilling for Gold and in 2008 was recognized by BtoB magazine’s “Who’s Who” list. builttosell.com


  • Surefire Ways to Generate Leads

    Almost every business owner wants more leads for their business. In fact, for many owners the need for a constant inflow of qualified leads often dominates their thinking. There are, however, many challenges to ensuring and maintaining that supply. And, in addition to the needs of today, growth objectives and profit goals will require increased revenue which must come from increased sales—which means more leads. So are there really “sure-fire” methods of lead generation? And, if so, what are they?

    Start With Your Plan

    Truly successful lead generation must always be an integrated part of your marketing strategy. And this rests on having a comprehensive plan that takes into account the demographics and psychographics of your target market, as well as your positioning—the perception of your business and your product/services held by that target market. In other words, your lead generation efforts must be guided by who it is you are ideally trying to attract to your business and what it is you’re promising them.

    A mistake many business owners make with lead generation activities is to simply try different things with no real thought about who their ideal customers are, where they are, and how to best reach them. Random acts of lead generation produce random results—and a very questionable ROI.

    Assuming you have effectively put together a strategic marketing plan and you know your ideal target market customer, what can you do right now to generate some solid, qualified leads?

    Auto detailing shop business owner

    5 Ways to Get Them to Bite

    Here are some tried-and-true methods for getting good leads quickly:

    • Team up: Many businesses can find ways to share resources with other non-competing businesses that targets similar customers. One of our clients who specialize in dent removal teamed up with an auto detailing facility to exchange customer lists and trade discount coupons to promote each other’s services. Clients who had a dent removed from their car received a coupon for detailing and the detailer did the same for our client. Not only did each of them enlarge their potential customer database by sharing information, they also opened the doors for co-branding opportunities, to boot!
    • Referrals: Time, experience and much research has concluded that nothing brings a qualified lead to your door better than the recommendation of a friend or colleague. Having a structured and intentional system, or program, in place to elicit referrals is not only a sure-fire way to generate qualified leads, but it is highly cost-effective as well. 
    • Word-of-Mouth: According to Wikipedia, word-of-mouth marketing “encompasses a variety of subcategories, including buzz, blog, viral, grassroots, cause influencers and social media marketing.” People tend to act on what they hear in this way because of the added layer of integrity perceived in it. In other words, getting people to talk about your company, your products or services, who you are and what you do, is an effective means of moving people to come to your business. We often say that your best salespeople are satisfied customers.
    • Give it away: Give your product or service for free on a limited or one-time basis. This is especially effective if you’re a restaurant, a spa, or any service-oriented business. Make it a random weekday for just one hour, for example. The restaurant chain Macaroni Grill did this when they first opened with the idea of building mid-week traffic and it was incredibly effective. The old saying that “samples sell” holds a great deal of truth. And lead potential!
    • Surprise them: Never underestimate the power of surprise, of the unexpected. Reach out and “touch base” with your pool of past or current customers, but do something spontaneous or out of the ordinary when contacting them. If you can find ways to surprise and delight current or past customers you can then leverage the power of that moment to generate a new sale. Although you may not always think of them as potential leads, these folks are almost always a great source of qualified leads and can be a far more cost-effective source. The added bonus is that your lead conversion, or sales process is often shorter and easier with repeat business.

    Where There’s a Way There’s a Lead

    The real key to generating more leads is how well you know your most probable customers—your target market. This is why making lead generation a systemic part of your marketing is so important. However, even though continual research and quantification of data on your target market is essential, it’s also critical to avoid getting stalled by too much analysis and not enough action! It was the American General and military strategist George S. Patton, who said: “A good plan, violently executed today, is better than a perfect plan executed next week.” A good strategy supported by some effective tactics will result in the leads you need.

    Share Your Story

    What lead generation activities do you rely on? What's worked for you in the past? Post a comment and tell us about it.

    Further Reading

    Advertising is Not Marketing
    Tips to Drum Up Sales Now
    Stop, Ask and Listen: Exploring the Links between Marketing and Client Fulfillment

  • Common Financial Mistakes Part 5

    Using Your Family’s Money

    FamilyWhen you use your personal credit card to buy business items, you instantly slash the amount of credit you have available to get the things you and your family need and want. If you’re like most people, you regard your credit cards as the financial cushion that will carry you through emergencies—such as an illness that makes it impossible to work, or catastrophic house repairs. It’s important to realize that wasting your credit on business expenses weakens your ability to use your personal credit as a safety net.

    Still, many entrepreneurs ignore the dramatic consequences of this dangerous practice:

    • They buy business-related items with their personal credit cards.
    • They “borrow” the money they’ve socked away for retirement, education, and savings accounts … and “invest” it into the business.
    • They obtain other personal credit cards, leases, loans and lines of credit.

    And, once their borrowing limits are maxed out … they persuade their spouses or other family members into using their credit to continue financing the business. 

    Be forewarned: if you convince your family members to finance your business, you’re just digging a deeper hole for your family to crawl out of. If your business fails your family could be wiped out financially.

    Don’t ask family members to use their personal credit to invest in your business. Using your personal credit to pay for business expenses is a strategic error. And if it doesn’t make sense for you, the business owner, it makes even less sense for family members. Our advice: keep everyone’s personal credit strictly separated from your company’s corporate credit.

    The System for Building Business Credit

    If you need help incorporating or building good business credit, click here for a complimentary business credit consultation and to obtain our free e-Book, "Unlimited Business Financing—Without a Personal Guarantee”—a step-by-step process for building a business credit asset.

  • Overcoming Business Frustrations

    We define business frustrations as a series of specific recurring events in your business over which you feel you have little or no control.

    Every business has frustrations. From small "hiccups" that hinder the flow of work, to fatal flaws that can have a devastating impact on the bottom line, and everything in between.

    As it is with every challenge you face, the question is really about how you deal with it. You can ignore the frustration all together; you can abdicate and hope that somebody else will take care of it; you can apply a quick band-aid fix… But all of those options would be doing yourself, your team, and your business a great disservice.

    I'd like to share this story about Michelle who owns a printing and design business. Michelle was having trouble finding the time to develop systems and processes because of constant interruptions from clients. She was getting so many project status requests that she couldn’t focus on the strategic work she wanted to do. Michelle told me that she was feeling frustrated by the fact that her customers weren’t relying on her support staff. She hadn’t taken any proactive steps toward fixing this situation because she was afraid that her clients had gotten used to working with her and she didn't want to jeopardize the level of service they'd come to expect.

    There are three ways people typically perceive business frustrations like the one Michelle was experiencing.

    1. Self-Directed: I am the cause. “I make my clients rely on me too much.”
    2. Outer-Directed: Someone or something else is the cause. “My customers aren’t utilizing my support staff.”
    3. System-Directed: The lack of an effective system is the cause "There's no system in place for proper project communication."

    For Michelle, her first inclination was Outer-Directed. And that's typical, we all have a tendency to blame other people. But if you ask the right questions you can move through the blame game and focus instead on the system solution.

    Finding the solution to a frustration begins by asking the right questions. The questions that will enable you to discover what the true, underlying business conditions are.

    • First explore the big picture. What is the real impact this frustration has on you, your employees, your customers and your business?
    • Then quantify anything and everything that might be a result of this situation. Whether it's lost time, productivity, lost revenue... every frustration is ultimately costing you money.
    • Finally, keeping the first two steps in mind, observe the frustration objectively. Avoid blaming people, instead focus on the systems. Walk step-by-step through the sequence of events until you're able to dissect what’s really going on. You'll probably identify areas that can be improved with system implementation right away.

    For Michelle, it boiled down to the fact that her clients went to her for answers because they were never told to do otherwise and her support staff did not have the systems in place to regularly contact clients. In short, there was no customer communication system in place.

    With a System-Directed frustration identified, you have the clues you need to begin understanding the underlying business condition that is the cause of your frustration.This will eventually lead you to the solution—a system solution. What Michelle needed to do was work with her support staff to create the appropriate communication system for clients.

    Now her clients receive introduction emails from their assigned Customer Service Representative at the beginning of each project along with regular status updates until the project is completed. They improved their email signatures and website contact information so that clients can be clear about who to contact for what.

    The result? Michelle estimated that establishing this client communication process freed two hours of her time each day. Imagine that! Two hours she can now put to very good use working on her business. Her support staff now has clearly defined steps to take to ensure clients have an exceptional experience on each project. The positive results from this system implementation just keep coming. And it was all born from a frustration Michelle couldn’t see a solution to before!

    This process, the Key Frustrations Process, is a client favorite and is really about the essential skill of systemic thinking. It helps you look at problems and frustrations strategically to pinpoint gaps in your systems and processes that a new system or set of systems can solve. When you engage in this process with your team (you should include them!) you end up creating a powerful culture of strategic thinkers looking for ways to solve problems and improve business operations instead of an endless cycle of blame and discouragement.

    Share Your Story

    How have you turned business frustrations into opportunities for systems development or improvement?

  • 5 Ways to Eliminate Time Bandits

    Time is just another word for life.

    Michael Gerber

    Time management is a skill that a lot of us struggle with. Even with the best intentions and the latest technological gadget that is supposed to streamline your work and improve efficiency, how often have you left work planning all the things you need to do in the morning because you didn’t get to them today? Busy business owners are just that: busy!

    What kind of work is keeping you busy?

    At E-Myth, we make a very clear distinction between the strategic and tactical work. Strategic work is the work you do to define the results you are there to produce. Tactical work is the work you do to produce the results strategic work has defined. When you think about your day, what percentage of your time do you spend in each area? Where is the greater value for your business?

    Even if you know that you need to focus on strategy, how do you carve out time in your day for strategic work when you’re just trying to stay on top of the technical work you have to do? It’s a question we hear all the time from our clients. It doesn’t matter if you’re a retail store owner, a doctor, an IT professional or a contractor; everybody, it seems, is fighting the clock.

    That’s why we dedicate a whole process in our Mastery Impact! coaching program solely on time management. With the intention of freeing yourself from the technical work, in this process we take a look at how you’re spending your time to accurately determine how much of your time is spent on productive activities that directly contribute to the results you want, and how much of your time is spent unproductively. This is a  revealing process, and we usually identify areas for improvement very quickly.

    Another thing we explore in our Time Management process is what we call “Time Bandits.” You know, those pesky "time stealers" and distractions that take attention away from strategic work—email, a talkative vendor, the telephone, your mother-in-law, broken office equipment… The list goes on.

    Finding the discipline to eliminate Time Bandits is an important part of getting to the strategic work you need to do. Below are five Time Bandit Busters (there are 25 more in our process) that might instigate a change in how you approach time management.

    5 Time Bandit Busting Tips

    1. Prioritize and Stay Focused Evaluate your daily tasks and prioritize. If nothing else gets done today, what are the one or two items that absolutely must be done? The most successful CEOs of Fortune 500 companies only focus on one or two priorities for a given day.
    2. Delegate as much as you can. Let go of the idea that nobody can do what you do the way that you do it! With the right systems in place, you can properly delegate the tactical work that keeps you from working on your business. There is critical distinction however, between delegating and abdicating, and you can read more about that here.
    3. Set and meet deadlines for yourself and your employees. Set reasonable deadlines for all jobs and stick to them. Hold yourself accountable just as you would an employee. It’s true; work expands to fill the available time so set expectations.
    4. Don’t postpone unpleasant tasks. Those “bitter pills” that you put off can come back to haunt you in so many ways. A situation may become more acute with time, not to mention the fact that it will be sitting in the back of your mind (or somebody else’s mind) becoming a distraction. It’s best to take care of important matters that are unpleasant immediately. Resolution is so much better than wasting precious time wondering “what if…”
    5. Learn to say “No.” Beware of over commitment! You are the only one who can truly protect your time. Learn the art of saying “no” politely. If this seems daunting, try this: when confronted with an opportunity, don't commit immediately. Take a moment to listen to your intuition and refer to your schedule; you may find that declining is the reasonable answer. People know you're busy, it's okay to set boundaries.

    Building a successful business requires the ability to see the big picture while immersed in the details, the hundreds of decisions and activities that command your attention from minute to minute, day to day. Imagine the impact it will have if you can effectively establish priorities and focus your attention so your everyday decision-making becomes aligned with your big-picture vision. Eliminate the Time Bandits that take your focus away from the strategic work of the business and you will begin to work on your business rather than in it.

    Further Reading

    How to Eat an Elephant
    Strategic Work: One Step at a Time
    Delegation vs. Abdication
    Delegate, Rejuvenate & Create

    Share Your Story

    Any tips you want to share with other business owners about managing time? What has worked for you? What hasn't? Post a comment and tell us about it.

  • Organizational Communication

    The importance of effective communication for managers and business owners can’t be overemphasized. Clear and effective communication from management increases efficiency, satisfies customers and improves quality Communication is a two way streetthroughout the organization.

    What is Effective?

    Let’s define what we mean by “effective” from both the employee & management perspective.  Our interest here is in how information, ideas and caring flow from management to employee and also how employee concerns are transmitted from employee to manager. Remember communication must be a two-way street to truly be effective. 

    As owners and managers we must communicate the company vision and objectives to each employee, along with our expectations for their particular position and role in reaching our vision. In the E-Myth management model, we do this through the strategic objective, organizational strategy and position contracts. For important agreements, getting it down in writing is often the difference between effective communication and communication that misses the mark between the person delivering the message and the receiver. Don’t shy away from the written word. The E-Myth system of management along with effective delegation and regulation, relies on written interchanges to make certain that both parties understand what is being communicated.

    Effective communication is most easily achieved in an organization that has a clear structure and systematic ways to communicate. Again, let me re-emphasize, don’t be afraid of implementing written systems when they provide the most effective method of making certain both the sender and receiver acknowledge the same message or agreement. Nothing puts the team, or a manager and employee, on the same page as a written statement.  

    Consistent communication between an employee and their manager is fundamental to establishing an open, trusting culture. Company meetings, department meetings, and one-on-one employee development meetings all serve this end. While “management-by-walking-around” has its place and advantages, there really is no better way to ensure effective communication than scheduling regular meetings between managers and individual employees. This regular meeting is a commitment management makes to always address any issue that arises and it gives the employee the opportunity to ask questions, express concerns or seek mentoring and support.  

    Communication one can rely on with regularity along with a commitment to transparency is the kind of communication that builds trust between manager and employee.  Transparent communication is open, honest and objective and allows for disagreement. Being a good manager requires that you balance the individual employee’s concerns and requirements with the overall needs of the business, and sometimes means making tough decisions. Transparency when the seas are rough is even more important than when there is clear sailing.

    Effective communication has two phases; the transmission phase and the feedback phase. The transmission is the sending of a message, either verbally or written, phone, in person, e-mail or letter; and the second is the feedback phase or the acknowledgment that the original message was received and understood, or a restatement of the original message to make sure that it was correctly interpreted, or a request for more information. Getting this acknowledgment back is an important part of communication since we can’t consider it effective unless we know it’s been received and understood.

    I Hear You

    Individual perceptions play a large part in the understanding of our communications. Body language plays an important role in getting our point across. Our body language may either be congruent or incongruent with the verbal message; something we want to be aware of during our face-to-face interchanges.

    When asked to define communication, most of us say talking, writing or body language.  But listening is equally important; especially when confronting difficult issues. Recognizing the importance of listening and making it a part of your culture improves communication considerably. Everyone can learn the art of active listening. The key to listening effectively is relaxed attention. Listen with your whole body, maintain eye contact and give verbal and non-verbal cues that you’re right with the speaker. Do your best not to interrupt.

    If half of the equation in communication is active listening, the other half is expressing what you think, feel, or want in a true and non-defensive way. Be clear about what you want and what you are willing to give. Use “I statements.”

    Communication is Money

    Employee surveys consistently demonstrate that ineffective communication results in poor employee morale which causes increased turnover and absenteeism, dissatisfied customers from poor customer service, higher product defect rates, lack of focus on business objectives, and stifled innovation.

    Employees will put in that extra effort to create a high performance environment when they are kept informed openly and honestly on all aspects of their job and the business and they feel that they are being listened to with empathy.

    A culture that places an emphasis on effective communication instills its value in each employee and provides tools and training to elevate everyone’s abilities. Fostering two-way communication gives employees adequate opportunity to ask questions, discuss and express their own ideas. Feedback loops, sharing best practices and having an open channel for ideas, innovations and suggestion for improvement ensure that employees and managers work together to achieve success. Effective communication is like cash in the bank and it helps grow your business like compound interest.

    Further Reading

    The Managerial Perspective
    Accountability: Defining Work Relationships that Work
    The Best Employee Retention System

    Share Your Story

    What communication challenges have you faced in your business? How have you overcome them? Post a comment and tell us about it.

  • The Coaching Relationship Revisited

    A good coach will make his players see what they can be rather than what they are.

    Ara Parseghian, Notre Dame Football Coach

    In many ways, business coaching is at the heart of what we do at E-Myth Worldwide. But the question often arises as to why a business owner would need a coaching relationship and how to make the most of it. It is important to realize that coaching works best for people who are successful at what they do and are ready to go to the next level in their business. And, much like a sports coach, a business coach works with you to develop the skills and abilities that are already within you.

    Why Have a Coach?

    football coachCoaching involves a number of different qualities that are not always employed with consulting. For example, in sports, a coach will help you understand not only how to do something, but why it is important or necessary. A coach will guide you, provide feedback and insight, while holding you accountable to the goals and objectives you have agreed to accomplish. A coach will facilitate your progress and work alongside you to help you achieve your vision.

    Consultants, on the other hand, typically engage in an analysis of a particular problem, issue, or project while providing recommendations and suggested courses of action. While their role is usually advisory in nature, they will often perform specific work for a client. Their focus is generally on what needs to be done and not the why and how of the processes involved. Although some may disagree, it can be said generally that a consultant offers a fish, while a coach helps teach one to fish for themselves.

    There are also significant and instrumental roles to be played by family, friends, and mentors in the life of a small business owner. Motivational materials, books, and seminars are useful as well. But as critical as these individuals and resources may be in the success of the business owner, none of them can fill the role that a coach can have in helping that business owner achieve his or her vision.

    A Vision, a Journey, and a Guide Along the Way

    Here’s a real-life tale of one our clients: Rick's dad was a plumber, and Rick grew up working in his dad's business. Then one day Rick decided that, since he's a plumber and has lived in and observed the plumbing business all of his life, it was only reasonable that he establish a business of his own. And so he did.

    Rick is a terrific plumber, but he found that while he could clear clogged pipes and repair broken toilets, he did not know very much about such things as how to hire and manage employees, use an income statement or financial balance sheet, or even develop marketing strategies to attract new customers. His dad had some good advice to give, and Rick’s wife tried to help with the books, but as his business grew he began to find himself working more and more hours and yet never getting a handle on the “business” of running the business!

    A day came when he realized that, just as he invested his time and energy in learning his trade, he also needed to learn how to run a business. He knew that he needed to develop skills and acquire new skills to be an effective business owner, but he was reluctant to seek help. Fortunately, Rick had a friend—the owner of a successful hardware store—who offered some insightful advice and directed him to E-Myth Worldwide.

    Armed with a clear vision of where he wanted to go with his business, and assured that he could indeed develop the skills he needed to successfully lead and build his business, Rick soon found that his business coach became an essential guide for navigating the path to business success and achieving his objectives. Along the way he also discovered that his relationship with his coach enabled him to see himself in ways he hadn’t before, and to find his proper role as a business leader and entrepreneur. Rick the plumber with a plumbing business became Rick the business owner who also happened to be a terrific plumber!

    Dual-Vision and the Gift of Objectivity

    What Rick and others like him have discovered through the coaching relationship is the need for what we call “dual-vision” and the value of a coach’s objective viewpoint and feedback. This dual-vision involves the art of keeping focused on the present and the needs of today, while always keeping the goal lying ahead clearly in view. The overriding value of the business coach is his or her ability to provide the critical objectivity to the business owner. This objectivity is supported with feedback and input to assist in that business owner’s progress.

    Another aspect of the coach/business owner relationship that cannot be overlooked is the accountability that is provided. There is tremendous value in sharing one’s goals and objectives with another and then striving to accomplish them. In a very real way it becomes a partnership wherein the business owner is accountable to himself and his coach to fulfill his obligations, and the coach is accountable for facilitating the business owner’s experience along the way.

    No one person has all the answers to the challenges faced in life or in business. But everyone can benefit from the insights, knowledge, and perspective of another. This is especially true for business owners who want to move beyond the place they find themselves today. Having a vision for your business is essential and getting the help you need to achieve that vision is priceless. Or, in the words of Tom Landry:

    Setting a goal is not the main thing. It is deciding how you will go about achieving it.

    Share Your Story

    How has you and your business benefited from having a business coach? What is it about having a coach that is valuable for you?

    Are you ready for an E-Myth Business Coach?

    Learn to lead your business in a way that supports your life objectives and create a business that works for you without your constant involvement in the daily operations. We can show you how. Business owners, contact us today for a complimentary business consultation to learn more.

    Flickr photo credit: Markfive

  • Money Matters in Q1

    podcastGreat leadership requires the ability to control what is in your power to control, to give people clarity, direction, and a sense of security, to chart a course and set goals your employees believe are attainable. As we begin a new year, it is your job as the business leader to set and communicate expectations for the year ahead. From strategic initiatives to marketing campaigns, from new positions to new product lines, your company is waiting for you to clearly set the goals for the new year.

    It also falls on your shoulders right now to make sure that your financial house is in order, that you understand thoroughly where you are today, how you got there, and have a plan moving forward.

    Three areas of financial focus for Quarter One

    We’re all eagerly anticipating good things from the year ahead. But hoping is one thing, preparing is another. Here are three financial objectives you really need to have in order to start the first quarter off right:

    1. Set Your Budget - Your budget is the financial plan for managing and controlling revenue and expenses over a period of time. Budgeting is a core business practice and a fundamental management tool that keeps you and your employees on course, and provides the radar to tell you when you're off course. It's fairly short-range radar — most budgets look ahead month by month for one year. It's operationally oriented to help you and your employees manage the business on a daily basis.

      A budget is developed from past trends and future predictions, and is a forecast of your income statement. It emphasizes profit and the path you intend to take to generate that profit. In addition to planning how you will operate in the near future, your budget is also a control device. It helps assure that proper measurement and evaluation procedures are established throughout the company. It provides a plan so that everyone knows where the business is going and what you expect by way of performance. It also gives you a way to measure that performance.

      Need help developing a budget? The E-Myth Online program has extensive information, worksheets and examples that will help you with budgeting and much more.

    2. Determine Your Financial Goals - A big part of your budgeting process revolves around the financial goals you’ve set for the year ahead. Where do you want and need your business to be at the end of the year?

      The main purpose of creating a budget is to plan the monetary results you're going to achieve during the coming year, and then ensure that you realize those results. Rather than wait until the end of the year to see what happened, track your progress monthly and make adjustments as the year progresses. This dramatically increases the likelihood that you will, indeed, accomplish what you've set out to do.

      If you haven’t already, it’s time to set annual goals (either revenue/profit or both). You can then break these goals into a series of twelve monthly goals for short-term strategy and monitoring. Remember that these are first-pass goals that will be refined as you grow your business.

    3. Communicate to your Team - At E-Myth, we talk a lot about the importance of creating your Company Culture, or “the way we do it here” and communication is the key. You need to make sure that your employees understand the idea behind the work they’re being asked to do. The most effective strategy is to broadcast and reinforce your vision and goals at every opportunity. This includes your financial goals. You may do this in a special meeting or incorporate it into your regular team meetings, what’s important is that you share your goals so your team can help you get there. Ultimately, you need your team to be working toward the same goal—financial success.

      Some business owners are leery of sharing financial information with their employees while others believe in total transparency. Ultimately, how much you share is a personal decision. It’s up to you to decide what you’re comfortable with. At the very least, we recommend you share enough information so that your employees understand the overall financial health of the business.

      One way to do this is to make sure that everyone in your business is aware of the financial implications of their respective positions. People who have no financial information can’t be held accountable for managing financial performance. They have to know the financial dynamics of the positions they hold before they can make positive changes. This can be a tricky topic, and we have an entire process in our Mastery Impact! coaching program dedicated to bringing financial awareness and accountability to employees at all levels of your organization. The bottom line is that the more that managers and workers become aware of their impact beyond their own positions, the greater their appreciation of their roles within the business and the greater their positive impact can be.

    How your business does in Quarter 1 sets the tempo for the entire year. Make sure that you set the right tempo for the year ahead with clear direction, a realistic budget and the support of your team. Here's to your success!

    Share Your Story

    Have you set your financial goals and budget for Q1 and beyond? Post a comment below and tell us about your challenges and triumphs.

    Further Reading

    Practicing Financial Leadership
    Company Culture: A Game Worth Playing
    Your Cash Management System

    Six Steps to Maximize Cash Flow

    Need help controlling the cash flow in your business? At our Six Steps to Maximize Cash Flow virtual seminar, an E-Myth Business Coach will help you identify and maximize the cash in your business. We’ll offer tips you’ve probably never even considered…

    Learn more

  • What's the System for Systems Development?

    Allocating time for developing systems is a difficult task for busy business owners.  If you’re familiar with our blog, or any of the E-Myth books, you understand the value of developing systems. But adding more work to your already extremely busy schedule can leave you feeling overwhelmed and frustrated. Even with a regular chunk of time allocated to systems development and improvement, it can be difficult for even the most savvy business owners to create and develop systems.

    There’s a variety of ways you can approach systematization, and different businesses require different systems. Some systems are common to all businesses, although even these have variations on a common theme. For example, an income statement is an information system common to all businesses, but there are countless ways to prepare and present even this most common of information systems.

    Our first recommendation is to get an E-Myth Business Coach. Our coaches are uniquely qualified to help you implement the systems essential to business success. You may also want to attend the Creating Your Business System virtual seminar which will help you begin the process of creating a systems-dependent, business. But here are a few tips to get you started right now.

    A System for Systems Development

    Believe it or not, your systems development starts with a system. You need a system for developing systems in your business. While that may sound a bit trite, this is where so many people get tripped up. The reason you want systems in the first place is to produce order, structure and predictability. You want to approach your systems development in the same way… with a Systems Strategy.

    A Systems Strategy will save you valuable time and reduce the frustration and stress of system development. In our coaching programs, we use E-Myth’s proprietary Seven Centers of Management Attention™ model as the basis for developing your Systems Strategy. This model demonstrates the integrative nature of any business. It contains the three essential business disciplines, Money, Management, and Marketing, and the three essential business processes, Client Fulfillment, Lead Generation, Lead Conversion, and finally Leadership at the center of the model.

    If you use the Seven Centers of Management Attention model to guide your systems identification and development efforts, you’ll have a holistic or “360-degree” view of your business. It gives you the ability to consider the business as a whole, and then you can break it down to look at the major divisions of business activity. The Marketing Center is your marketing system; the Money Center is your financial system; and so on. Each of the Seven Centers may break into smaller component systems, which may break into still smaller systems, just like the root system of the tree.

    Getting Started

    The benefit of using the Seven Centers model is that it allows you to approach systems development with structure. You can look at this model and visually identify where you need to focus your attention to begin developing your systems and best practices. You might take a look at this and recognize that the area of Lead Conversion is where your business needs the most attention right now. Then you can create a plan that will guide your systems development efforts in that area. Viola! You have your first system and it’s in an area that really matters.

    Start with the “big picture” of your business as a whole, and work your way through systems, subsystems, and sub-subsystems until you decide that further systemization is an exercise in the trivial.

    If nothing’s jumping out at you, try examining each Center, and then ask: “What systems do I need for Money?” or “What systems do I need for Lead Conversion?” In this way, you will uncover the systems that will support each Center and ultimately, the systems that will lead to increased efficiencies and greater results.

    One question we hear a lot is: how much is too much? Just think about it practically: you will certainly need a system for recruiting and hiring employees, for example, but you almost certainly will not need a system for sorting paper clips by size and color.

    And remember, creating systems in your business is a team effort. As the business owner, it is your responsibility to lead systems development in your business. This means you set the stage for development, define the strategy for systems development and then involve your staff. Many times they are the ones working the systems on a day-to-day basis. Do not get caught up in all of the systems work. Involve your most important key players.

    Share Your Story

    How have you implemented systems in your business? Have you used the Seven Centers of Management Attention model to become a systems-dependent business? What does your business look like now that it is systematized? Post a comment and tell us about it, we love to hear your stories.

  • Common Financial Mistakes Part 4

    Not paying your bills on time … 100% of the time

    past dueYou misplaced your credit card bill and sent in payment a few days late. It happens to the best of us, right? Maybe so … but as an entrepreneur, you can’t afford even a single late payment.

    Your credit file is a complete history of your credit activity. Not paying your bills on time can ruin your credit file.  A single delinquency can be held against you for years and be used to constrict the extension of existing credit or deny new credit – which can make or break your ability to finance the launch, operation or growth of your company.

    There are two things you should do to protect yourself from this critical mistake. The first, obviously, is to ensure that you pay your bills promptly. Second, keep your personal credit separate from your corporate credit.  That way, problems with your personal credit history will have no bearing on your corporate credit. But if you do not take all the necessary steps to separate your corporate and personal credit, problems with your personal credit file could directly affect your ability to build your corporate credit and your business.

    The System for Building Business Credit

    If you need help incorporating or building good business credit, click here for a complimentary business credit consultation and to obtain our free e-Book, "Unlimited Business Financing – Without a Personal Guarantee” – a step-by-step process for building a business credit asset.

  • Finding Funding for your Business

    podcastThis week's podcast is about a topic that is top-of-mind for a lot of business owners right now: funding. What kind of business funding is available to small business, how you go about getting it, and what's different about securing funding now during these challenging economic times.

    E-Myth Seminar Leader and Keynote Speaker Karin Iwata interviews Paul Bozzo, of 10X Consulting Group which specializes in helping companies who are seeking private equity or debt financing.

    Whether it’s for start up capital, expansion needs, or working capital, chances are good that if you’re a business owner (or plan to be one) you have looked for financing.

    This podcast will help you better understand the financing options available to you and give you some of the smart strategies you can use right now.

    Podcast: Finding Funding for your Business

    (Download MP3)

  • Delegate, Rejuvenate & Create

    Sometimes we get into ruts. We get used to doing business “our way” and we close ourselves off to the possibility that there might be another way. Maybe even… a better way.  We repeat the same patterns and produce the same results and our business coasts along but never grows or evolves.  

    Take for example, a contractor client of ours who attended one of our Leadership Intensive Seminars. He’d been in the business for more than 15 years and he’d never – not once – left the business behind. On the few vacations he had taken in that time, he’d always called to check in. He even cut a trip short once because he felt he couldn’t leave a situation to somebody else on his staff to handle. He was extremely proud of the company he’d built and he felt he was the only person who could run it.

    Then somebody gave him The E-Myth Revisited on CD and he listened to it in his truck while driving to and from jobs. And then suddenly it dawned on him. After 15 years, he realized that he’d hit a wall. That the business wasn’t growing. That his revenues were flat. That the business was running...but not efficiently. He told us about the moment this realization struck him. He pulled over and banged his hands on the wheel of his truck. It was his “ah-ha” moment.

    “Ah-ha” moments happen at different times for different people. But inspiration usually strikes at some point. Something happens to make you think that maybe there is a better way. Perhaps you have a truly rewarding experience with a client, or an employee goes above and beyond in a way that makes you rethink how things are being done. Maybe you attend a lecture or read a book. Like our contractor client, you may have felt that way when you read our book, The E-Myth Revisited. A lot of people read it, identify with it, and enjoy a few minutes of enthusiastic determination. And then life gets in the way. Monday comes around and the day-to-day work of running your business begins to make it feel like Groundhog Day.

    But let’s face it; Groundhog Day is no place to live. Stay in a rut too long and you could begin to lose interest in your work, feel defeated, and when that happens to a business owner the impact can be devastating. So what’s a business owner to do?

    3 Tips to Get You on the Right Track

    Here are three things you can do right now to break out of that “doing it, doing it, doing it” cycle. Three things to get you back in touch with the entrepreneur who started your business in the first place.

    1. Delegate – Bottom line, you’ve got to let other people do their jobs. It sounds simple, but it can be a very difficult thing for people who are used to running things themselves. But remember, one of the hallmarks of great leadership is effective delegation. You need to make a point of regularly giving responsibility and authority to an employee to complete a task. Doing so develops people who are ultimately more fulfilled and productive. And for the manager or business owner, delegating frees you to attend to the important strategic work of business. You can read more about delegating the right way in our article Delegation vs. Abdication.
    2. Rejuvenate – Sometimes the best thing you can do for you and your business is walk away. Get away from your business, from the office, from the same four walls  It’s important you make the time and space to allow yourself the opportunity to see the big picture.
      Why not pack up and head to a hotel for a day? A coffee shop? Your local library? Anywhere that will give you a fresh perspective and allow you some breathing room. Get away from your business to work on your business. Don't check your e-mail, don't even turn on your cell phone. Make this time away from your business an opportunity to really think.  (I had one client who spent 13 hours "bow hunting" one day.  I use quotes, because it was really just an excuse to get away from the business and sit alone and think all day.  He said that after the first hour or two, the ideas just started to flow, and when he got back to the office, he spent a month implementing the myriad of ideas he had had that one day.) 
      Another way you can find a new perspective is to attend our popular Leadership Intensive Seminar in California. It’s a refreshing and rejuvenating two days, and a true test of how well your business runs without you.
    3. Create – The starting point of designing, or redesigning, a business to be something exceptional, vital, and profitable is to develop a clear vision of what the business will look, feel, and act like. Creating the vision, or what we at E-Myth refer to as the "Strategic Objective," is an entrepreneurial exercise that forces the leader to describe with clarity and conviction what their business is all about.
      As the leader of the organization, you must be clear about where you are going, and what the destination will be like.  To quote the Cheshire Cat from Alice in Wonderland:  "If you don't know where you are going, then it doesn't matter which road you take, does it?" Customers, investors, partners, and employees require this level of clarity if they are going to commit to going there with you. And an inspiring Strategic Objective will get everyone behind you and on board with your vision. If you can create it, others can help you build it. Read more about your Strategic Objective.

    As a leader of your business, it’s important to recognize the needs you have to uphold the level of passion, integrity, motivation and drive you have for your business.  Especially during this time of year, take a time out to Delegate, Rejuvenate, and Create the business which means something to you and your team. Giving yourself the gift of time to be in the entrepreneurial head space is one of the greatest gifts you can give yourself – and your business.

    After all, aren’t you ready for a new year?