May 30, 2024
Every single trigger for manual processes in your business can be grouped into a time interval.
When you learn this, systemizing processes gets a lot easier.
Here’s how it works:
First, what do I mean by time interval?
It means the process in question needs to get done at a regular interval - daily, weekly, monthly, etc.
For example, scheduling a weekly newsletter would be a weekly task (obviously). But something less obvious like responding to leads, even though it may not seem like it, is also time-based. Let me explain.
When a lead fills out your form, you either get a notification or they’re entered into your CRM with some sort of notification.
In other words, the trigger to take action is a notification (email or system-related).
So then every trigger is a notification or time-based… Well, almost. We can simplify it further.
If the trigger for a process is a notification, then the responsibility should be Inbox 0, and Inbox 0 needs to be achieved daily or weekly (depending on the task). So, even notifications are time-based, too!
Gotta love simplicity.
This is the easiest way to systemize manual processes and create accountability in your business. Critical for delegation and scale.
The trick is to make sure everything (that doesn’t happen at a regular interval) has a notification trigger so that we can tie it to an inbox 0 responsibility. That way, we’ll know for sure that leads won’t go longer than 24 hours without a response (in the worst-case scenario).
Now, when it comes to leads, you could also do it a slightly different way. You can create a view in your CRM with all the new leads that need a response. Then, make it a daily (time-based) responsibility to clear it out each day (maybe from “Needs Quote” to “Needs Follow Up”?)
So really, it’s about identifying the trigger and grouping it into a time interval.
Also, once you start clarifying which notifications trigger processes, you’ll begin to see opportunities to automate. Lead form filled → Notification and/or automated response.
The point is, don’t overcomplicate it.
It’s either a time interval (like weekly newsletters or daily posting), or it’s a notification that can and should be grouped into a time interval.
See you all next Thursday 👋
PS. Whenever you're ready... Here are three ways I can help you become more replaceable:
- Get actionable tips on systems & productivity weekly → Join
- Learn how to find, hire, and manage virtual assistants → Free Access
- Find out how I can help you scale w/ freedom. → Get My Help
More recent posts ⤵️
A simple process to make sense of your operations…
Opportunity will kill your business…
Delivering high-impact tips every Thursday
Every Thursday, get 1 actionable tip on systems & productivity: