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If you are reading this then chances are you have tried to scale your business to the next level at some point and found yourself stuck…

Maybe you tried creating SOPs, hiring staff, putting management in place, or even implementing the latest and greatest shinny new software… Only to find yourself doing more work than you did before…

Don’t panic, we have all been there… and in this blog post, I’m going to tell you exactly how we get past it every single time…

That’s right, I’m going to reveal the EXACT process we used to automate over 1 MILLION Dollars of client work for our clients…

But…

In order for this to make sense we need to start off talking about something else…

Building a Puzzle…!

Now I’m a huge fan of puzzles but let me explain why this is the perfect analogy for working on your business…

You may not be aware of this but there is actually processes to “build a puzzle” that can drastically reduce the time it takes to complete it, as well as increase the rate of success…

One process that most people are familiar with is removing all the edge and corner pieces first as its easier to identify thosepieces and figure out where they go…

Even considering this basic technique…

If you are working on a 1000 piece puzzle…

You are searching for 396 pieces…

While ignoring the other 604…

Even though your going threw them anyways…

This process itself makes you end up constantly looking at the same pieces trying to find the edge ones among them…

But lets pretend like we didn’t use any technique at all… We just dumped out all the pieces and started picking them up one by one and trying to figure out where it went (since this is how most people work on their business)…

You put all the pieces in a pile and one by one pick it up and put it down where you think it goes, repeating the process over and over with a new piece every time, constantly replacing pieces and going back and forth until the puzzle is complete…

Its theoretically possible to complete the puzzle this way but chances are you will get to frustrated and give up long before then…

But lets talk about the other extreme, implementing as many processes to streamline the workflow as much as possible…

First we will start off by dumping the entire puzzle in a pile just like before…

But now we are going to pick up each piece at a time and put it in a pile based on the type of piece…

Corner pieces…

These pieces are the least common and can be placed correctly almost immediately after finding them by looking at the picture sometimes.

Edge pieces…

These are more common than corners but less common than center pieces. When you have one of these edge pieces you can often figure out if its for the top of the puzzle or bottom or either side based on the picture. Its important to line the pieces up accordingly with all edges facing down so that their placement can easily be determined and putt together once separated.

Middle pieces…

These are the most common pieces and need to be separated into sub groups based on color and shape. Like color pieces go into a similar pile while each pile is segregated by the type of piece it is. This will speed up success of placement later on as like colors will go together and by having the pieces separated by shape you will easily be able to see if a piece could fit in a position or not.

Now that we have all the pieces separated accordingly, we can place the corners, build the border, build inner clusters and connect them with the remaining pieces to complete the puzzle quickly with little failure…

But, when business owners tend to work on their business, they try and do it one little piece at a time without considering the big picture first…

You need a process to continually build and adapt your business infrastructure, simply hiring staff and creating standards isn’t going to cut it…

You have to organize all the pieces before you even consider placing them or else you will find yourself constantly moving things around down the road to compensate in different areas that were left out…

Let’s take a common process I constantly have my clients struggling with… Client on-boarding…

It is not the hardest thing to do in the world but many have problems automating it where it is actually one of the more simple things to automate…

First you need to consider all the tasks that are associated with client on-boarding…

  • You get a new clients, sale over phone or e-mail…
  • You setup an invoice to e-mail or send them a link, they pay…
  • You may get a signed contract you have to e-mail them now (if you don’t you should be)…
  • Then you get on the phone with them for an intake call or do it while on the sales call… write down all the details from them you can get and then have them e-mail you the things you need still…
  • Then go enter all your client details into a CRM or spreadsheet somewhere… and continue to go back and forth for a week or more to get the rest of their details to start the campaign…
  • You create client folders on your hardrive or cloud, maybe CRM…
  • You setup any tasks with client info if you have anyone in house…
  • You outsource stuff that you send out…
  • And then finally, you communicate back to the client that they are all setup or send a report link or something….

Now there may be some additional things you do in there but no worries, you can add them in yourself and follow along…

Before I follow our process, I just want to review what this normally looks like to start…

It all starts while on the phone with a clients and they say, “Let’s do it!”…

Now it’s time to get them going…

First you jump on over to Freashbooks and create an invoice for them to pay…

You might also send a contract to be singed… (If not then you should but thats for you and your attorney)…

Then you proceed to collect the information you need from the client through email or over the phone during an intake call… (This could take a few weeks of course)…

Now assuming you don’t have issues having them pay, getting the contract, collecting the payment, or getting all their required details (Which if you have done this before you know there is about 80% of the time)…

Then your FINALLY ready to start on-boarding the client…

So you jump on over to your trusted client management system (CMS) and you enter all their details… Create tasks… Assign staff… Create client folders… Outsource some work… And then continue to go back and forth with your client along the way…

(Probably because you still haven’t gotten everything you need from them lol…

Now your all done… Nothing left to do but deal with client questions, constant back and forth support between your staff, outsources and yourself…

Daily fixing of work completed incorrectly…

Find out that when you started, your staff had the address wrong when doing local marketing so now there is only twice the work there…

Fact is, from the very beginning you were the only factor that could control the quality and efficiency of the workflow…

After that, there are way to many points of failure whether its communication between you and your client, client and staff, e-mail typos, missing information, tasks not being generated or assigned, and so on…

But if we implement our simple process, just like building a puzzle, we can stop many of these problems before they start, and create a streamlined workflow that consistently works every time…

This is what my good friend and partner Wes Ferrell calls…

WRAP FLOW (Work Removal Automation Process)…

Simply put it is, “The system to automate any item, task or action within your remote agency”

Pro Tip: If the action involves software then it can be automated 90% of the time… (This will come up later)

This is the process that allows you to individually categorize, simplify and automate every part of your business so now you don’t have to keep building the puzzle piece by piece…

So before going back to our client on-boarding example, lets take a quick look at the WRAP Flow Flow Chart (that’s redundant…) to get a better idea of what we are talking about…

This part of the concept is simple… We take each item within our workflow and put it through this flow chart to determine how we are going to go about automating or streamlining the process in order to create a reliable system every time…

The reason you first need to consider if the task is revenue generating or even necessary is because you would be supersized by how much you probably do that you really don’t have to do…

E-mail is a perfect example of where i see people spend tones of valuable time for absolutely no reason, but i will talk more about that in a future post…

Once you have identified if the task is revenue generating or even needed, then its time to figure out if it can be automated, outsourced, systematized in house, or left for a general manager or hire level staff…

This simple process allows us to easily figure out where everything is going to fit in our workflow…

  • You get a new clients, sale over phone or e-mail…- This is revenue generating and will most likely be you who starts this process. It can be automated in house by a sales team but since it is revenue generating it is best you continue this part until the required, non revenue generating are properly streamlined…
  • You setup an invoice to e-mail or send them a link, they pay…- This is revenue generating but defiantly not something you should be doing yourself as its software based so it can be automated.
  • You may get a signed contract you have to e-mail them now (if you don’t you should be.- Like I said you should be doing this if you are not, but again, software based so we can automate it.
  • Then you get on the phone with them for an intake call or do it while on the sales call… write down all the details from them you can get and then have them e-mail you the things you need still…- This is not revenue generating and an intake phone call is not necessary to collect all the clients details. This also creates a major point of failure as details may be submitted incomplete or communicated incorectly. We are going to get rid of this part in our workflow process and automate the data collection with software…
  • Then go enter all your client details into a CRM or spreadsheet somewhere… and continue to go back and forth for a week or more to get the rest of their details to start the campaign…- Software based so we can automate it…
  • You create client folders on your hardrive or cloud, maybe CRM…- Software… Automate…
  • You setup any tasks with client info if you have anyone in house…-Automate…
  • You outsource stuff that you send out…- Not revenue generating but required. If you work closely with partners then it may be able to be automated… Otherwise we can streamline this with software and simple in-house processes…
  • And then finally, you communicate back to the client that they are all setup or send a report link or something….- You should be spending your time communicating with clients building client relationships. Anything with reporting or updates should be software based and be automated…

Now for step two, this is the problem solving part of WRAP Flow but lets look at the end result to see how this all fits together…

It all starts while on the phone with a clients and they say, “Let’s do it!”…

Now our streamlined workflow begins…

We put a simple form on our website using Gravity forms or Jot Forms (many others work as well) which collects the clients billing information to bill the client…

When submitted it automatically bills them through Stripe or Freshbooks (again, you can use any you like) and sends them a paid invoice…

After submitting the payment, the client is also sent a welcome e-mail and is immediately taken to a contract on the website using WP E-signature… If it is not signed then the client will receive daily e-mails alerting them to sign it in order for the process to begin…

Once signed it stores it in our files and send them a copy, immediately taking them to a final form which we automate with Zapier (more on that in a second)…

This is our final client on-boarding form where we collect everything we need from the client in order begin the work…

If the form is not completed, they will receive reminder e-mails, as well as are given the option to begin the form and save it for later to come back once they retrieve everything else…

Once this form is submitted, Zapier kicks in and does the rest…

It creates client folders on Onedrive, G-Drive, Dropbox, what ever you like…

Creates a client file in your CMS such as Basecamp or Trello,,,

Generating any required tasks within the platform as assigning staff…

Due dates are generated based on the form submission date…

Now our outsources are directly contacted upon form submission or in house staff will have auto-generated tasks to outsource required work, copy and pasting the details exactly as the client submitted…

So not only are we removing work that previously had to do by automating it but we are also removing points of failure along the way…

Since the client folders are automatically generated, any completed work by staff or outsources is uploaded directly to the folder…

A link to this folder along with other private reports are sent out ever month automatically using IFTTT so that the client can stay up to date on the project and have access to deliverable…

Here is an overview image of the workflow…

Now we are getting a little past on-boarding but the truth is your on-boarding process should fit seamlessly into your fulfillment process or something isn’t right…

Now our only points of failure our internal quality assurance or possibly a client submitting their data wrong…

If a issue arises, you know exactly what staff, what outsources, what point of failure is the problem at which time you want to break down those processes further and put those through the WRAP Flow process in order to streamline the workflow properly…

This continued mapping and analysis of our internal business is what allows us to consistently build sustainable business infrastructures for clients as well as ourselves…

WRAP Flow is the process to categorizing, mapping and building a business, as the process to categorizing, mapping and building a puzzle…

As you move through step three and so on in the WRAP Flow method you will begin to analyse cost and profit analysis as well as the actual value of your role in the company…

When you start to consider how much you actually make per hour, some people aren’t to happy about quitting their day job lol…

You will have to look more into the WRAP Flow process if you would like to learn more about in depth analysis and classifications…

For now, I want to show you another example of how we have used the same process to streamline our attorney clients workflow saving him $2,000 to $3,000 a month is lost revenue…

First off you have to know that when ever an attorney takes on a new client, they must send them something called an engagement letter basically telling them that I am your attorney and I will be representing you…

Which needs to be signed and returned…

Then the attorney can send over a contract and bill for services but they technically can not bill for services until services are rendered, otherwise it must go into a trust fund for later…

After providing the service, the attorney stores all the signed documents on a secure server (used to print them out and  file them…)

This client in particular was wanting to provide NDAs (non-disclosure agreements) for his clients in this particular case…

So after all of that, we would draft up the NDA inputting the clients details and send it off to the client himself…

There was a lot of manual work there and for an attorney that values his time at $300 an hour, this was costing him a LOT of money to do…

So we took it apart piece by piece using the WRAP Flow method and here is the workflow we created for him…

Once he has a new client to agree to sign on and hire him as an attorney to draft an NDA, the attorney sends him a link to a form on his website welcoming them to the team and asking them for their personal and billing details to begin…

Once submitted it immediately bills the client, sending the funds to the attorneys trust account using Stripe, and e-mails them and invoice letting them know they have been billed to the trust account until services are rendered…

Immediately after submitting the form they are taken to the engagement letter and billing agreement using WP E-signature, which requests for them to sign to agree and continue…

Once signed, it emails them a copy, creates a folder on my clients severe server, drops a copy of the document in the folder, and takes them to a final form to request their NDA…

Once the NDA form is submitted, It automatically drafts the NDA using a template with WP E-Signature which the client can then print out…

They also can have the option to sends a copy directly to the person the client is requesting the NDA from, to be signed by their client…

Either way, a copy of the drafted NDA is copied to the attorneys secure server as well as any signed copies…

All of this was done with Gravity forms, WP e-Signature, and Zapier…

Just one example of many workflows we have streamlined for clients while knowing NOTHING about the specific industry, simply by using the WRAP Flow process…

Not only did we get to fully streamline our current business, but clients have paid up to $10,000 to have us some in and streamline processes effectively using WRAP Flow…

Using the WRAP Flow process, you yourself can fully organize and streamline your entire business over the next 30 days… We have done it with our clients one on one in just one to two intensive 8 hour sessions…

If you want to put aside the time to effectively start working on your business, you can learn more about WRAP Flow by signing up below…