2 Jun 23

Chaos in Your Office? Four Ways to Get Your Office Under Control.

3 min
Read time

Does your office feel chaotic?

Are invoices piling up?

Do you have slow-paying clients?

A pile of quotes or bids to get through?

Or are you reliant on one or two key people who if they moved on would cause you major headaches?

If this is you then I’ve got 4 helpful steps that are going to help you get your office under control.

Step 1: Complete a thorough task analysis. 

Task analysis involves creating a list of all the tasks required to run your office. 

Get everyone involved so your list covers everything. 

It doesn’t matter who’s doing the task at present. 

Include everything from answering the phone, invoicing, taxes, payroll, compliance certificates, pricing through to vehicle servicing and getting stationery. 

The more detailed the list the better. 

Listing all the tasks that your business currently does is the easy part. 

It is as important to list all activities that you are not getting to right now. 

For instance, marketing, performance reviews for your team, and other activities that will help your business grow and improve. 

Using a whiteboard (or an A3 sheet of paper) works well.

Step 2: Once you have all the tasks on paper divide the tasks up into roles such as Receptionist, Office Administrator, Estimator, etc. 

By clearly outlining what tasks each role is responsible for you prevent confusion around who is responsible for what. 

Clear roles are important in any business but especially so in a family business when a husband and wife work together!

Step 3: Including Key Performance Indicators (KPIs) in your Job Descriptions ensures your team has a clear understanding of what good performance is. 

Take an Office Administrator for example. 

KPIs could include all quotes followed up one day after sending, all jobs invoiced within 2 days of completion, Profit and Loss Statement completed by the 10th of the following month, and all tax obligations filed and paid on time. 

An incentive program where your team is rewarded based on achieving their KPIs can also improve productivity.

Once you’ve completed the Task Analysis, Job Descriptions, and set up KPIs for each role in the office…

Step 4: Create a daily and weekly checklist to help ensure all tasks get completed. 

Your Checklist will include all the tasks for the day and at what time of the day the task should be completed. 

Weekly tasks are also assigned to specific days and times. 

For example, “follow-up overdue accounts” could be included on Tuesday and Thursday afternoons. 

Monthly and annual tasks such as taxes or annual accounts can be included too. 

The act of physically “ticking off” the tasks encourages more ownership and accountability from your team (and yourself). 

You reduce your stress levels as all the tasks are written down and no longer stuck in your, or someone else’s head.

I hope you found this helpful, happy systemizing.

Read More

Normally when you think about your margin you think about profit. You wouldn’t think about its effect on building your team. Your margin is a major driver behind building your crew for 5 reasons. A weak margin means... 1. You can't afford to pay high wages. Read about the other 4 drivers here
$200k in profit. 2 paths... Path 1: Doing 38 Jobs a month. Path 2: Doing 50 jobs a month. Which would you rather? The 38 jobs, right? It’s the same outcome, but an easier path. But HOW... Well, it all comes down to Profit Margin. Read to find out how it all works.
If you haven’t experienced cash flow issues then it's likely you will eventually, it’s just part of business. But there’s one mistake to avoid when they hit, and that’s the “I can just do more work” mistake. That’s because cash flow issues aren’t problems on their own, they’re symptoms of other problems in the business. In an attempt to build up some cash you try to do more work but...
Sales Systems
Putting a price on a job is easy, but putting the RIGHT price on is hard. That’s because as a Plumbing, Electrical or similar business owner, you’ll get in your own way leading you to talk yourself down before sending a quote or bid off. You don’t stop yourself because it’s easy to underestimate the damage lower pricing has on your business and the industry. As a result, you run into problems caused by...
Sales Systems
If you've been frustrated by the work ethic of your people, entitlement mentality, the lack of commitment, and the addiction to their smartphones, then this will be helpful. There's a name for these young people, and that's millennials. I’m going to look at some of the reasons why millennials can be different to manage and hire plus some strategies of how to best engage them and fulfil their needs in...
Not every Plumbing, Electrical and similar trades, subcontracting or construction business owner has had experience with business coaching. They often think the chaos is normal and is just part of business, this usually stems from working for a boss who also didn’t know any better. So we host Workshops to give owners a taste of coaching and help them see what their business can do for them.
Auckland set the stage for the first Bootcamp of 2023 with over 100 business owners pouring into the Aotea Centre ready for actionable insights, invaluable networking, and a healthy dose of motivation to keep them on track with their business improvement journey.
From sunny Surfers Paradise in Australia, we once again felt the energy and drive that only our community can bring. Over 150 of our dedicated members joined us for an unforgettable two-day Bootcamp.
Look, a couple of days ago we finished a one day training for our million-dollar plumber clients and there was a massive lesson there that was really helpful for you to grow your business, so stay tuned. Now if you're like a lot of the plumbers and tradies that we work with, you’ll be flat-out busy and from time to time you are going to struggle to actually make the...
I'm going to share with you today why the number one is the worst number when it comes to marketing your business. So guys, here's what I have learnt from experience while coaching hundreds of trade businesses over the last seven and a half years. What I found is that if you don't have a proactive plan for marketing your business, you're at the mercy of waiting for the phone...

Find Out How We Can Help Your Business

Learn how we can help equip you with the tools to overhaul your business so that you are getting results for your hard work and enjoying the benefits of being a business owner.

Find Out More About Our Programs