Mais conteúdo relacionado Semelhante a Hidden in Plain Sight - How Entrepreneurs can Find Waldo through Small Business Processes (20) Mais de Equilibria, Inc. (20) Hidden in Plain Sight - How Entrepreneurs can Find Waldo through Small Business Processes1. Using Small Business Processes to Find Money & Build Sustainability in a Depressed Economy
HIDDEN IN PLAIN SIGHT
2. © Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
Purpose
To demonstrate how and why business processes
are vital to scalable, sustainable growth –
even for small businesses!
4. © Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
What It Is & What It Is Not
Sequential steps required to
produce a desired result.
Exposes inefficiencies
Reveals bottlenecks
Represented in many ways
Performance Evaluation Tool
Training Tool
Creates Transparency
Can be time-intensive
Can be expensive depending on
the level of complexity.
Is a sign of business maturity.
Should be task dependent.
Is NOT a system
Is NOT just for Fortune 500
Is NOT an employee manual
w/policies
Is NOT a waste of time and money
Is NOT People Replacement Tool
Will NOT be done overnight
Is NOT people dependent
5. © Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
Anatomy of a Business Process
Cookbook = Operations Manual
Instructions = Process
Picture = Desired Output
Ingredients = Tools
6. © Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
The Challenge
What Does Scalability & Sustainability Look Like?
1. Know What Needs to Be Done.
2. Know Who is Supposed to Do What.
3. Know How to Do What Needs to Be Done.
4. Know What the Contingency Plan Is (Just in Case).
5. Ability to Profitably Replicate Your Model.
Main Office
Office 1
Office 2
Office 3
Office 4
Office 5
Office 6
8. © Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
What’s YourCompany’s “Waldo?”
=
In this presentation, “Waldo” represents the source of a challenge
that you know is there, but you can’t quite find it or figure it out.
You can use a business process to find that “Waldo.”
The question to ask yourself is “Are You Ready to be Exposed?”
9. © Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
The EquilibriaStory: FindingWaldo
=
Getting clients, but not retaining money.
Taking too long to deliver services.
Too many services.
We knew Waldo was there, but we could not find him.
Were we willing to face the truth?
We needed to practice what we preached.
11. The IndustrialRevolution
Widget Production ● Factories ● Manufacturing Process
© Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
14. Rise of the Small Business Enterprise
© Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
Small Business is Attractive
Flexibility
Technology Access
Viable Suppliers
Better Customer Service
However…
Small Businesses need to
prove scalability &
sustainability.
Processes are a
way to do that.
16. © Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
Warning!– The Rabbit Hole
Establish Boundaries Quickly
17. © Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
Evaluate Identify Assess Document Measure Store Improve
18. © Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
Evaluate Identify Assess Document Measure Store Improve
Why Does YourCompany
Need Documented
Processes?
19. © Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
Evaluate Identify Assess Document Measure Store Improve
How Will ProcessesHelp YourCompany Grow?
PROFIT & LOSS
STATEMENT
↑ Revenue
↓ Expenses
= ↑ Profitability
BALANCE SHEET
↑ Intangible Assets
↓ Liabilities
= ↑ Equity
CASH FLOW STMT
↑ Net Operation
↑ Net Investing
↑ Net Financing
= ↑ Net Cash Flow
20. © Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
Evaluate Identify Assess Document Measure Store Improve
ACCOUNTING DEPARTMENT
Submit invoice to client
Deposit checks
Generate receipt in QuickBooks
File receipts & bank statements
File merchant account information
File bank account information
Enter bills into QuickBooks
Pay bills
Sign checks
Brainstorm List of
Tasks for Company
START
Group Like
Tasks into
Departments
Group Like
Departmental Tasks
into Processes
Accounts
Receivable
Process
Records
Management
Process
Accounts
Payable
Process
21. © Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
Evaluate Identify Assess Document Measure Store Improve
QuickBooks User Manual
Checks
QuickBooks Software
Invoice Template
Monthly Deposit Report
Password List
Take Inventory of
Existing Tools
Match Existing Tools to
Identified Processes
Accounts Receivable
Process
Accounts Payable
Process
Records Management
Process
22. © Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
Evaluate Identify Assess Document Measure Store Improve
Create List of
Processes per
Department
Prioritize Processes
Based on Needs
Assign to an
Administrator
Department Priority Processes Administrator
Accounting
1
Accounts
Receivable
CFO
2
Accounts
Payable
Bookkeeper
3
Records
Management
Bookkeeper
23. © Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
Evaluate Identify Assess Document Measure Store Improve
Develop a Style
Guide for Each
Type of Tool
Choose Optimal
Documentation
Tool
Capture screenshots and
voice recording
- Camtasia
- AVS
- Zamzar
Web Apps
Flowcharting Software
- MS Visio
- Orkut
- Free Web Apps
Software
Be mindful of copyright
Infringement.
The Process ShopTM
MS Office Online
- Checklists
- Databases
• SlideShare Presentations
Templates
Digital Camera to Record.
Social Media TV Channel
- Create Custom Channel
- Subscribe to others.
Video
24. © Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
Evaluate Identify Assess Document Measure Store Improve
Department Priority Processes KPI UOM Administrator
Accounting
1
Accounts
Receivable
on-time
collection
collected/
owe ratio, %
CFO
2
Accounts
Payable
late fees <amount, $ Bookkeeper
3
Records
Management
internal &
external
audits
deficiencies,
min. %
Bookkeeper
Determine How to
Measure Process
Performance
Link to Performance
Evaluation
Conduct a Trial Run to
Test Feasibility
25. © Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
Evaluate Identify Assess Document Measure Store Improve
Key Components:
- Table of contents
- Flowchart of Process
- Procedural Format of Process
- Accompanying Tools
Choose Optimal
Storage Solution
ELECTRONIC/NETWORKSTORAGE PAPER /HARDCOPY STORAGE
THE “CLOUD”&SOCIAL MEDIA
SlideShare
Wiggio, BaseCamp
Google Docs, DropBox, Box.net
MS Sharepoint
Wikis
YouTube
26. © Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
Evaluate Identify Assess Document Measure Store Improve
Improve Processes
Six SigmaLean Sigma
Process
Automation
END
29. 1. Evaluate. Looking in the mirror. Growth = licensing IP.
2. Identify. ~30 total processes. Service Delivery top priority.
3. Assess. Leverage existing MS Office applications for automation.
4. Document. Converted sequential steps to software.
5. Measure. Mapped & timed process to expose bottlenecks.
6. Store. Combo of remote data backup, cloud & external hard drive.
7. Improve. Changed target client & virtual service delivery.
© Copyright 2010-2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
© Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
The Equilibria Story: HowWe Found Waldo
Evaluate Identify Assess Document Measure Store Improve
30. © Copyright 2010-2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
© Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
RECOMMENDATIONS
1. Ask your clients/customers and
employees for feedback. LISTEN.
2. Seek methodical, detail-oriented thinkers
to document processes.
3. Request original copies of processes from
third-party consultants.
4. Ask someone outside of a particular dept.
to review a process for validity and
accuracy.
5. Consider the sensitive nature of the
information recorded.
6. Remember, just because you write the
process does not mean that everyone
will understand it.
31. © Copyright 2010-2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
© Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
Determine the purpose behind your processes
Begin with the end in mind
Take an inventory of existing tools
Integrate existing tools into processes
Document, secure and maintain
JUST GET STARTED! Templates = Head Start
32. © Copyright 2010-2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
© Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
Download a
complementary
Accounts Receivable
Process & Flowchart
from. The Process
ShopTM. Click here.
1
Request a complementary
30 minute phone
consultation & learn 3 things
you can do to immediately
improve back office
operational efficiency.
2
Recommend, Like or
Share The Process
ShopTM with your social
networks and receive an
additional 10% off any
product or service.
3
33. THANK YOU
This presentation was originally shown in 2010 at the Fast Trac Growth Venture
class through Georgia State University’s Small Business Development Center.
Thank you to Tim Fulton for facilitating the leading and follow up discussion to the
presentation and to Georgia Power for providing the presentation facilities. And
most importantly, thank you to all the entrepreneurs who build the foundation of
the American economy.
Note: This presentation is changed and re-formatted with each class so feel free to
bookmark this page and check again in a few months for possible updates.
© Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
34. IMAGE CREDITS
Waldo images: http://findwaldo.com/
Slide 3: Money: http://30goalsby30.wordpress.com/2011/08/07/18-save-a-pre-determined-amount-of-
money/
Slide 4: Scroll
https://teams.cokecce.com/sites/VendingWholesaleTeam/ops/Strategic%20Initiatives/Forms/AllItems.aspx?
RootFolder=%2Fsites%2FVendingWholesaleTeam%2Fops%2FStrategic%20Initiatives%2FIntelligent%20Vendin
g%20System%2FProcess%20Documentation%2FIVS%20Fulfillment%20Tasks
Slide 5: Recipe Card: http://www.razzledazzlerecipes.com/artistcafe/recipecards/brown-recipe-card.htm
Slide 13: http://www.lightinghomes.net/gallery/company.html
Slide 14: Child Entrepreneur: http://www.cosmoloan.com/investments/10-inspirational-child-
entrepreneurs.html
Slide 15: Alice in Wonderland: http://tuningintoscifitv.com/wp-content/uploads/2009/11/Alice_04.JPG
© Copyright 2010 - 2011. Alicia Butler Pierre. All Rights Reserved.
Equilibria, Inc. | www.eqbsystems.com | info@eqbsystems.com | @EquilibriaInc
Notas do Editor We will use our story to tell you how we found Waldo.
Recipe card. SHOW HANDOUT.
Specific instructions.
How long to chill and/or bake.
How to mix ingredients.
Picture for comparison
List of tools needed.
In order to compete and seem viable to do business with, you have to prove sustainability and scalability. What is your proven formula? Processes are a way to do that.
I will use my own story to build the case for documenting a business process. First, we will go through the background of processes, define what they are and what they are not, look at its anatomy and then go through the methodology for documenting them.
I will use my own story to build the case for documenting a business process. First, we will go through the background of processes, define what they are and what they are not, look at its anatomy and then go through the methodology for documenting them. Companies like Ford, Monsanto and ExxonMobil come to mind. Production on a manufacturer level.
Companies like Starbucks, McDonald’s and Baskin Robbins come to mind. We are still talking about products. Direct interaction with the customer. Still a B2C environment. The idea of “cloning” the system. Vendors, suppliers and consultants are key in companies becoming bigger through mergers and acquisitions. As services became more important to support these mammoth organizations, so also did the need for business processes. Vendors, suppliers and consultants are key in companies becoming bigger through mergers and acquisitions. Business processes level the playing field.
They make service-based businesses tangible with a “product” that proves a
revenue-generation model and the operational activity to support it.
Small size makes us viable suppliers for outsourcing as these big companies optimize.
Take advantage of downtime. It is the perfect time to work on processes.
Shown linearly, but it is actual a continuous cycle.
Mention the sampling of the Process Shop. Free business templates.
We also conduct $500.00 business infrastructure diagnostics where we provide a holistic look at your back office operations.
- If
We also conduct $500.00 business infrastructure diagnostics where we provide a holistic look at your back office operations.
- If