Brain in a box magazine July 2010

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John’s Fourth Law of Systems

Interview with Valcore Interiors

Client Case Studies

Presentation Offer

SPECIAL FEATUREHow to Get Out of the Office and Leave the Others to Do the Work

Develop Great Systems That Work For You

July 2010

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Lost Your Way on the Path to Better Systems ...

Special Offer: Free MasterclassLimited Seats - Systems Master Class with John Tonkin

Only suitable for those of you dedicated to improving your business in the next 90 days

Here’s your chance to be one of four business owners to sit down with John and get right down to the nitty gritty on systems.

For three hours you can ask anything and get everything from Australia’s leading business systems specialist – no holds barred. If systemising your business is a priority,

make this your first step, and stay on the right track from then on.

This is a limited offer – four business owners (plus one other person from your business) and John, and that’s it.

Date: Monday, 9 August 2010Time: 2 - 5pm

To book please contact Amy on 1300 799 330

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In this Month’s Magazine

Masterclass - Special Offer... Page 2

How to Get Out of the Office and Leave the Others to Do the Work… Page 4

Press Logistics… Page 6

Be inspired by this Month’s Case Study – Working with Valcore Interiors… Page 7

Check out our special OHS Offer… Page 8

John’s Fourth Law of Systems: Involvement Builds Accountability… Page 9

Systems Make a Real Difference… Read how Clients from three different Industries have worked with Brain in a Box… Page 10

Presentation Offer… Page 12

From the Editor ...

Welcome to our Magazine

Dear Reader,

Welcome to our very first edition of the Brain in a Box magazine! We are very excited to share it with you and we trust that you will enjoy reading it and learning more about the benefits of implementing systems into your business.

Brain in a Box was founded on the recognition that all businesses need to have documented and usable systems in place to assist the efficient and reliable delivery of their products and services.

Now, many years later, we have hundreds of satisfied customers who can testify to the fact, that making the effort to record their systems, leads to a significant reduction of the stress associated with being a business owner.

Personally, I have gained great satisfaction from being able to help such a diverse range of clients. Leaving the corporate world to work with small to medium businesses was a challenge. It was not just a case of reapplying my knowledge on a smaller scale. I was required to alter the way that I applied that knowledge to satisfy the different needs of the smaller type of business.

It has been very rewarding to see some of the successes that have resulted from utilising Brain in a Box, whether that is a higher accreditation of the company or simply peace of mind and some relaxation time for the business owner.

Look out for our future editions that will contain more hints and success stories from our clients.

John Tonkin

Contact Us

For further information on how we could work with you please call 1300 799 330 or email [email protected]

In this Month’s Magazine

Masterclass - Special Offer... Page 2

How to Get Out of the Office and Leave the Others to Do the Work… Page 4

Press Logistics… Page 6

Be inspired by this Month’s Case Study – Working with Valcore Interiors… Page 7

Check out our special OHS Offer… Page 8

John’s Fourth Law of Systems: Involvement Builds Accountability… Page 9

Systems Make a Real Difference… Read how Clients from three different Industries have worked with Brain in a Box… Page 10

Presentation Offer… Page 12

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Small business owners can operate their businesses for years without realising that they are neglecting one vital area - their systems! It’s so easy to become so involved in the day to day, that you do not take the time to stand back and think about what you can do to improve your efficiency or the consistency of the del ivery of your products or services.

Are you making yourself i nd i spensab le f rom the everyday operation of your business by retaining vital knowledge of the business operations in your head? Are you the only person who has the complete background to all the process and procedures that meld together to form your business? Worse still is that knowledge tied up in individual’s heads and when they are away, things fall apart?

Often these problems build up over a period of time as the business evolves from a small operation to a business with many team members. It is c o m m o n f o r t h e documentation of the systems to be neglected as the business grows and everyone is busy with their own area.

SPECIAL FEATUREHow to Get Out of the Office and Leave the Others to Do the Work

Often we see when businesses g r o w q u i c k l y t h a t t h e documenting process gets left behind. People race around ‘being busy’ without giving enough thought to how they could develop a process to allow them to delegate tasks.

Usually a desire to change this cu r ren t s i t ua t i on occu r s following a trigger event. This trigger could be relatively s i m p l e , l i k e r e c e i v i n g complaints about one area of the business. Or, it could be the result of a more complex series of events, such as reading Michael Gerber’s inspirational book, “The E-Myth”, or the realisation something needs to change or you will be out of business.

The word “systems” means different things to different people. Traditionally it refers to documents full of text only, from bullet point notes through to pages and pages of wr i t ing. Few people go beyond text because it is technically challenging for them to do so using the current popular versions of office software. When a person uses text only to convey instructions, they typically write in a manner that relates to their own learning style and that means they are potentially ignoring up to three quarters of their team.

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There are three general learning styles. If you have a visual learning style you prefer to learn by seeing information presented as pictures, diagrams, films, handouts and displays. An auditory learning style means that you prefer to learn by listening to or reading. A kinaesthetic learner prefers to have a more practical, hands-on approach; they like to touch or do things as they are learning. It is possible to have an even mixture of these styles but the majority of people tend to favour one style in particular.

Using text alone also ignores the fact that most people are already accustomed to visual stimuli. Take driving for example. Regardless of how you learn, we all have to respond to visual stimuli when we are driving. We all know how to follow the road signs, obey the traffic lights, know what flashing lights mean, understand the intentions of other drivers based on the signals they are sending.

Brain in a Box Designer uses a visual approach to documenting the processes and procedures that constitute the systems of a business. Because your team will find it the easiest to follow.

Once the decision is made to develop the systems of the business, the next step is to decide who should be involved in this development. Of course, it is possible for you the business owner to work on your systems on your own. Similarly, it is possible for a child to learn to play a tune on the piano by experimenting on their own. However, a much more favourable result will be obtained if that child gets tuition from a piano teacher. They are able to draw on the expertise of the teacher and fast track their results. The same will happen if a systems expert guides the small business owner with the documentation of their systems. There will be a much higher benefit to cost ratio if the expert is included in the development of the company’s systems from the beginning of the proceedings together with others in the business who should contribute.

So if you are planning to get out of the office and let the others do what you’re paying them to do (while you’re out), systems will be essential.

Take a quick walk around your business now. Could you take the afternoon off and know that your business would operate just as efficiently without you as it does with you? If you’ve got good systems that your team use consistently, chances are you answered with a resounding “Yes.”

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Are you certain that your logistics provides the right product, in the right place, at the right time, in the right condition and at the right cost?Without logistic CERTAINTY you’re guaranteed to have fewer customers, a frustrated team and be far less profitably.

Press Logistics Group specializes in increasing Logistic Certainty. Our holistic approach focuses on 3 key components, Simplicity, Reliability and flexibility, together these components create Certainty.

Sometimes we refine your procedures , other times we re-engineer the entire process, always mindful of efficiency and economic viability.

Are you questioning the effectiveness of your logistics, great here’s the first step. Take advantage of our free 45 minute review of your business. Discover 3 things you can do today to streamline your approach.

Contact Nicholas Press on 1300 480 006 to schedule a meeting time or visit our website www.presslogistics.com.au

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We’d like to tell you about Valcore Interiors a company thrown into chaos last year with the sudden death of its founder and Managing Director. The effect on the business with 26 staff could have been catastrophic. At best, it could have led to a prolonged period of suboptimal performance or, at worst, it could have led to closing the company.

John Palombit’s role as a supervisor changed overnight to that of boss. He realised that he was going to need help. He was referred to Roy West who stressed the need for better systems in the business.

John began working with us to define the core operation of the company – the manufacture and installation of kitchens for major government tenders and commercial developers. A high-level systems view of the operations was developed in weeks and detailed processes formed to make it operational.

All the team were included in this development. This meant that by the time the project was ready to be implemented, everyone knew what was happening and were ready to use the new systems. Instead of feeling threatened by having their tasks defined by management, they were made to feel like a valuable asset to the company as their knowledge and experience were utilised. Their inclusion in the development ensured that they would take ownership of the processes.

The physical and emotional stress that was evident in all three of the siblings who were left in charge of the company has visibly dissipated since the documented systems have been introduced. However, the benefits of documenting and implementing the systems can also be seen well beyond the factory floor.

Valcore Interiors was able to bring on a new banker at more favourable banking conditions largely because they were able to demonstrate their operational ability. They have improved

their credibility as a business because they have clarified and documented their systems.Also, in the past, relationships with some suppliers had become quite strained. With the new understanding and reassurance brought about by the systems development, new suppliers have come forward with very favourable terms.

In practical terms, the management of the company now feels much more confident and in control of the operation of the business. The team is working cohesively as everyone knows exactly what is expected of them. The suppliers have a greater trust in dealing with Valcore Interiors and they also know they will get paid on time. As well as all of this, there is actually a lot more work coming into the business as they are better organised and able to handle the increased demand.

Valcore Interiors would have really struggled if their situation was not promptly addressed. Obviously, not all clients have such an immediate need to improve their systems. Yet every business would benefit from improvement efficiency and consistency by investing the time to document their systems.

Contact the Brain in a Box team today on 1300 799 330 to arrange a no-obligation assessment of your business’ systems. A short visit, phone call or webinar will show you the value of systems.

Case Study: Working with Valcore Interiors

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How Confident Are You About Managing Workplace Safety?

If WorkCover came through your door today, how certain would you be of a positive outcome?

It would worry me I’m not sure I’m OK I’m very confident

For most people this thought would be daunting. Simply having an OHS Management System in place is not enough, you actually have to plan, document and use your system.

WorkCover fines businesses every week who believe they have adequate systems in place.

The Detail Devils have worked in conjunction with Brain in a Box to produce Australia’s leading OHS Management System for small to medium businesses.

You no longer have to waste hours searching through mountains of information. By using our unique “Click and Go” approach, managing your OHS has now become much more time efficient.

Here’s a Special Offer for Brain in a Box ClientsWould you like one of our experts to review your current situation and determine if your business meets current WorkCover guidelines?

From now till the end of August, 2010 we are offering a complimentary one hour OHS Audit, normally valid at $297.00 to 3 businesses each week.

Please contact Maralyn Kastel at The Detail Devils on 02 4735 2186 to schedule your audit today.

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John’’s Fourth Law of Systems

How many times have you heard business owners talk about the need to create systems in their business? If this is your goal, then think a little deeper before you get started. If your goal is to have a business where all core functions are systemised, then you’d better start thinking about accountability, because that is the key to systems success.

Any business can have systems, but that isn’t the measure of success. People using your systems consistently – now that’s a goal I’d prefer to see.

Someone using your systems means that they hold themselves accountable. Remember, accountability comes from within – you can’t make people accountable for anything. So you need to set the scene for your team members to develop their own individual sense of accountability. And the way to do this is to involve them in developing the systems that they’ll be using.

So when you’re looking at creating systems, make sure you involve everyone in the team who can add value to the process. Not every single person in the business, but everyone who can contribute their expertise and knowledge to make your systems do what you want them to do. In short, everyone who can earn their place at the table.By being involved in creating the systems, these people will develop a sense of ownership. This ownership translates to a sense of personal accountability once you’ve launched your systems. Every one of your business processes now has a little “I did this” stamp on it. And human nature says that everyone will be that much more accountable for following the system they created.

That’s accountability. That means I now have a system that people use, whether I’m there with them or they’re on their own.

Involvement Builds Accountability

Now that sounds like a goal worth striving for, with tangible value for the business.

Avoid this law at your peril – failure to comply will result in really pretty systems that sit, unloved and gathering dust, on the trophy shelf.

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Ashley Dadd

I help… Builders & Developers with all aspects of Plumbing, Drainage and Gasfitting for their projects. I also assist them with their Sydney Water requirements. This can include Design, Construction, Project Management and certification of Water & Sewer infrastructure.

I do this… by continually seeking to expand our services to further incorporate our customers’ needs in our industry. Our aim is to act like an extension of our customers’ business; where they hand over their projects at an early stage, their project progresses through our business and then gets handed back to them seamlessly.

Continued on following page...

David Lindfield Seager

I help… protect business owners against litigation or loss through sourcing value added risk and insurance solutions

I do this by… carefully analysing our clients’ key risks and exposures by gaining a thorough knowledge of each of our clients’ business activities. We collate this information and approach various insurers with our submissions, to negotiate a suitable priced protection programme. Should a claim occur we also work with our clients to ensure the insurer settles the claim fairly & expediently.

How has working with Brain a Box helped you?We realised the importance of delivering our services in a consistent manner. Quality service is only appreciated when it is delivered consistently and precisely. To be precise, we need robust & well thought out processes. To achieve this, we needed to work hard at breaking down complex processes into simple substeps.

The Brain in a Box process gave us a solid framework to clearly understand what we wanted to achieve and how to go about in a logical way. Whilst we still have a long way to go, in those areas where we have taken the time to Brain in a Box the process, the process is quicker, more accurate and consistently delivered. We will continue to work through and Brain in a Box all the key areas of our business.

If you want to know more…Contact me on 02 8814 3888My email is [email protected] website is www.riskybusiness.com.au

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Ashley Dadd (cont’d)

How has working with Brain a Box helped you?

I stumbled across Brain in a Box and immediately saw the benefits it could have on our organisation to cut out the issues I was experiencing when projects moved between our products. These issues included communication and information situations such as “I thought Bill was doing that” or “Maryanne didn’t send me the file so I haven’t started yet” or the worst one of all,

“I’m sorry Mr Customer, I are going to have to make some enquires as to where your project is up to and get back to you”.

I use Brain in a Box to map all of our business processes and how they interrelate. This in turn enables me to identify where and why issues arise. With this information I develop our systems and minimise issues. Ultimately with Brain in a Box, the staff are happier, the clients are happier and the operat ion i s more ef f ic ient which inadvertently improves the bottom line.

If you want to know more…

Contact me on 02 9756 1623

My email is [email protected]

My website is www.greghoustonplumbing.com.au

Lea Hicks

I help… provide Trades services to commercial, domestic & Government clients across 6 divisions including Electrical & Data, Plumbing & Hot Water, Essential Fire Services, PV Solar, Carpentry/Maintenance & Enviro Electrical & Plumbing.

I do this… by employing more than 40 qualified tradespeople and apprentices across these divisions in order to offer a “One Stop Shop” or Specialised services via high level customer service to our clients.

How has working with Brain a Box helped you?Brain in a Box has assisted us in developing a highly professional Quality Assurance System for which we achieved ISO9001 accreditation in November 2009.Without Brain in a Box, we could not have achieved a system which was easy to document and practical for our staff to follow. The software is simple to use and allowed us to develop effective flowcharts and all associated documentation which we

now have available via the office intranet and in hard copy – it looks great, makes a great impression and is a highly professional system which our staff understand and implement easily.John Tonkin and Brain in a Box were instrumental in the success of our Quality Assurance System bringing wide knowledge and ability to keep us on track with the development project.

If you want to know more…Please contact me on (02) 4721 7500My website is www.hixgroup.com.au

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PPG are Australia’s leading Paint supplier to the Collision Repair Industry. In May this year John and Roy were asked to present to 15 of their most successful NSW Collision Repairers.

In recent years the Collision Repair industry has experienced much leaner profits, with insurers setting tight guidelines on times to complete common repair tasks. To comply with these guidelines and maintain profitability, it is even more important for Collision businesses to minimise their ‘touch time’ and optimise their use of resources. The smart response to this challenge is to systemise the Collision repair business to maximise the profit left in the job.

Our 2 hour presentation reinforced the benefits of using systems in the Collision repair industry, and continues the

emphasis PPG is placing on systems in their client businesses.

PPG’s endorsement of the BIAB approach to systems was very welcome , given that their world-wide operational experience. Since then a number of operators have began working with us to implemented systems.

Perhaps you work in an industry that could benefit from better business systems. Would you like to have one of the Brain in a Box team present to your Association, Industry Group or company. Our complimentary

presentations run from 30 minutes to 3 hours depending on your needs. Generally, we would need 4 to 6 weeks notice to arrange a mutually agreeable time.

Just ring us on 1300 799 330 and we’ll organise a time to discuss this with you.

What’s in the September Issue ...

Childcare grows up

Case Study: Smash Repair Industry

John’s Second Law of Systems

Free Business audio and video tips and hints

Industry Presentations ...