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Unprepared Ep 20 - Delegating and Documenting Process for Profit with Brittany Dixon

Timestamps:
[00:00] - Intro
[00:32] - Brittany describing Process to Profit
[01:06] - Why would efficiency matter to a business?
[01:29] - The importance of documented processes
[01:49] - Processes are similar throughout businesses
[02:17] - Tasks to remove off your plate after your 1st year
[03:02] - Delegate your repeatable processes
[03:28] - Templates will help you a lot
[03:44] - Create courses about your processes for income
[04:35] - What processes to start with after this podcast
[05:33] - Breaking down giant processes for documentation
[06:19] - Brittany’s and Chase’s thoughts on edge cases
[07:23] - Where to find Brittany
[08:05] - Unprepared uses documented processes

Resources:

Key Points:

  • We all have the same amount of time in a day. Being efficient gives you less effort to accomplish your goals

  • Not having streamlined processes or documented processes wastes your time.

  • When you don’t have your process documented or streamlined, you can’t delegate them.

  • You can get to 6-figures by yourself, but it’s going to be really hard. You always need people to help reach your goal.

  • Documented processes ensure that every task will be repeatable and they will be accomplished consistently.

  • The principles of the processes are almost always the same, only the details will vary per industry.

  • Tasks to remove from your plate and outsourced after your 1st year in business: For service businesses owners, onboarding and gathering information. For ecommerce owners, customer service.

  • If a process is repeatable, a business owner should let that task go and delegate it.

  • If a process is repeatable, you have to make templates to make your life easier.

  • If you have streamlined your processes and have free time, the best way to earn more income is to create courses about your processes and sell them.

  • After this podcast, if you haven’t already, document all the processes you have in your business.

  • Use screen recording software to make documenting processes easier, such as Loom or Screencast-O-Matic.

  • You have to change your mindset and think about processes. Think how it will be more efficient or how can it be delegated.

  • If you have giant complicated processes that you want documented, get started and do it by segments.

  • Document all the processes, even the processes that are only going to happen once. If something happens that is different, document it.

Transcript:

Chase Clymer
All right everybody. Welcome back to another episode of Unprepared. We're gonna keep doing these. I'm gonna let everyone know now, I think, there's gonna be another weekly release, now that we've gotten into the the process of it.

And that's a good segue --forced segue, maybe-- to today's guest. Today, we're welcoming to the show Brittany Dixon, another ohioan. We got a lot of ohioans coming up and she's coming from Process for Profit. And she also is... Is it Brittany and Company? Is [it] your parent business?


Brittany Dixon
Yes. Brittany & CO is the main brand and then Process for Profits came underneath of that.

Chase Clymer
Cool. So why? How does that work? How does process help me get profit in my business?

Brittany Dixon
Yeah. For sure. So I do consulting, but I also do the education piece on it. So all things back-end operation: systems, processes, efficiency, and productivity. So really helping people to streamline all their back-end processes so that they can be more efficient in what they do and serve more people and make more money.

Chase Clymer
Yeah. So I have a lot of understanding on what you're talking about here. But I'm going to try to play dumb for everyone that is a little newer to the game.

Brittany Dixon
Yeah.

Chase Clymer
So why does efficiency matter?

Brittany Dixon
Yeah. So we all have the same amount of time in the day. And we need to make sure that we're doing the most efficient things to get to our goals. So a lot of times, people are wasting a bunch of time in the back-end of their business by not having streamlined workflows, or documented processes that allow them to get the most out of their day.

Chase Clymer
Yeah. And I think that even goes as far as, when you don't have those processes, you can't delegate that work either.

Brittany Dixon
Absolutely. You can hustle your way to 6-figures by yourself but if you're trying to scale, and you're trying to bring on team members, you have to have documented processes if you want it to be done consistently and the same the way that you would do it.

Chase Clymer
Oh yeah. So with a lot of our listeners have Ecommerce brands, have you worked much in that space?

Brittany Dixon
Yeah. So I actually deal mostly in [the] service-based industry, I have done a couple of things in the Ecommerce side but for the most part, processes are pretty straightforward. Across the board, you just have a little bit different systems that you have to do as far as like inventory and things as far as the product side goes. But across the board processes are going to be very, very similar for each type of business.

Chase Clymer
So what do you think of some of the lowest hanging fruit for someone that is a hustler? They've found their initial success, they've they've got a business now, what is it like after the first year, like you actually have a business because you're usually gonna fail? So we're gonna say that that's where they're at in their business? What are some of the things that most people are overlooking that they can just get off their plate?

Brittany Dixon
Yeah, a lot of like, the client onboarding pieces, and the service side of the business, the person that is doing the service for them doesn't really need to do the onboarding side in collecting information and things like that.

And then as far as on e commerce side, the customer service side of things, right, so having somebody to take over like a helpdesk, or questions or those types of things, those are the first things that should be outsourced. You should not be doing that type of stuff.

Chase Clymer
Oh, my God, I hear that so much brand out there, like I can't give up Instagram, I need to be in the DMS I need to be, you know, I need to have my finger on the pulse with my customer.

Which Yeah, I can see why you want to be there. But you don't need to be answering those questions, you can be skimming through it and absorbing that feedback to help make informed decisions to like grow your product line or whatever. But like, you don't need to be doing all the answers 90% of the answer is gonna be the same answer.


Brittany Dixon
They are and everything is templatized. And you can create template, emails, template, responses, template, everything, and you're still in control of that, right. So you're still the person that's in control of what that message looks like, but you're able to pass it off to somebody on a lower level.

Chase Clymer
Awesome. So what's, uh, what's kind of a process that you've helped on recently, that's a little outside the box, that's just, you know, fun that you think it's worthwhile to share?

Brittany Dixon
Yeah, for sure. Um, so I focus a lot in the project management space. So project management, and then a lot of the sales processes and those types of things. But working with a lot of these companies now and trying to scale one of the things that I'm loving doing is starting to add on courses and membership sites for people. And once they've kind of streamline their processes and have time to free up doing one on one work, they're then able to scale their impact and their income by creating these courses that are able to be sold kind of on autopilot once you get that marketing down.

Chase Clymer
Well, now we have something to talk about after this because that is the goal of our podcast. So look at that, guys. I'm getting sold. This is fun.

Love it. So in in, in getting kind of your foot in the door with processes. Where do I start? What's like, just like, what can I do after this podcast to go and kind of start this process of product processing. My workflow is within my business.

Brittany Dixon
You just got to start documenting stuff. If you've never done anything, get a notebook that literally says workflows on it and start writing down the step by step process for everything. that you do.

Another piece of that is starting to use screen recording softwares like loom or screencast o Matic and just walking through that so that you can say, hey, I need you to do this. And that's exactly the way that I do this.

So really just a lot of it's your mindset switch to you have to think in processes and systems. Because if you're going to scale in any capacity, you have to have that stuff. So just getting in the mindset of, instead of just doing it, documenting Wiley, while you're doing it, it's going to help you tremendously in the long run,

Chase Clymer
Let me ask an expert here. So I've got a process within my business, and there's a lot of moving parts, there's a lot of variables, a lot of conditional logic, if you start thinking about it in a robotic sense, you know, that's going to take me forever to make that entire process, write it down, you know, what do I just do? I just put in the work and wait till it's done, or do I get started sooner with just parts of it? How do I how do I go about these big, giant processes? Yeah,

Brittany Dixon
just get started. Just take chunks at a time, I actually used to be a home organizer, I organize people's houses and like you think about your junk drawer, right? Like it's all of these things, you just dump it out. And you have to start somewhere, you have to start in one specific area. So and the thing is to if you're starting to do these smaller bits and pieces of this, it's going to allow you to then put those puzzle pieces together into a bigger picture.

Chase Clymer
What's your thoughts on? I already know your answer, but I have to ask it just because I want to, I want to rub this in someone's face. What's your thoughts on edge cases? On what? Like edge cases of like things that are only going to happen once in a blue moon?

Brittany Dixon
I mean, they still have to be documented.

Chase Clymer
Yeah, yeah. But is it worth sitting down and thinking about all the edge cases or just dealing with them when they come?

Brittany Dixon
I think dealing with dealing with them when they come but documenting every time that happens, just so that you have that for the next time, and you're not having to sit down and document it. Next time it happens.

Chase Clymer
You gave me the answer I wanted, I guess I just think so. My thought on that is I don't think it's worthwhile to sit there and think of every weird iteration of your process that might occur. That's wasting time when you could be selling or producing that for your clients. And when it happens, you're going to know exactly what needs to happen. And then just add that into the process, then I think it's not worthwhile to like, yep, think of every different iteration of what's, what could possibly happen.

Brittany Dixon
Yeah, for sure.

Chase Clymer
So we got about two and a half minutes left here. If people are picking up what you're putting down, and they want to hear more from you. Where should they go? How do they learn more?

Brittany Dixon
Yeah, so I hang out most on Instagram. So it's Brittany and co consulting is my handle, process for profit co I've got all kinds of goodies over there. I've got my podcast, I have a bunch of freebies and downloads with different process templates and things like that. And then I also have a free webinar. And it's the four part framework for working on your business instead of in your business, and stop letting things slip through the cracks. So

Chase Clymer
Awesome, everyone, go check out our podcast. I know I'm going to be subscribing later on today. And thanks for paying attention to my random videos, I started putting out these are growing really fast.

And I'm super excited about it. And to let everyone know there is an extremely efficient process behind these videos and behind the podcast. And it's how we can produce so much content. So again, it just goes back to making sure you're writing on your processes and getting it all kind of set in stone and delegate it out for sure.


Brittany Dixon
I would not have had a podcast without an efficient podcast workflow. It is a well oiled machine. I can record all the content for the month and it is done. 

Chase Clymer
Yeah, I mean, this, this little video series launched as a response to COVID because we're so ahead on the podcast, we're literally two and a half months ahead on the podcast. So I couldn't be I couldn't be kind of timely, even if I wanted, you know what I mean? I don't know what's gonna be happening in two and a half months. So this is this happened and it honestly it was a copy and paste of that workflow. And I just swapped some stuff out and was like, Alright, we're good to go. Let's run.

Brittany Dixon
Yep. But you were able to create something new that quickly because you had processes in place.

Chase Clymer
Absolutely. Brittany, thank you so much for coming on today.

Brittany Dixon
Yeah, thanks so much for having me.

---
A few weeks ago the world changed forever. Every business, every entrepreneur, every single person was unprepared for the sudden change we'd all experience. I'm going to use this time to create content focused on what you can do right now to help your business grow. We're all in this together, we're all unprepared.