Tag: people

People Management & The 10% Rule​

People Management & The 10% Rule

Transcript

Today, of course, we are continuing on with August theme for Copy School Pro, which is the people powered month, how to get help and get them to be helpful.

So I’m going to share my screen. You got the worksheet delivered over the weekend. Tina sent that out.

So make sure you reference that and print this out.

Now this is today’s lesson is based on something that I only heard after a good six or seven years of managing people. And that was this whole ten percent rule, which is kind of crazy to me, and it might be to you. So what I learned is that every person that reports to you takes up ten percent of your time to manage. So if you’re managing five people, half of your day is half of your day, half of your time is spent, managing those people.

And that might seem like, woah. That’s a lot. But the reality is there’s a lot that goes into managing people if you wanna do it right. Then you look at companies like Google where there’s, like, twenty eight people reporting into one developer, and you wonder how that could possibly work.

But that’s a whole different story. I think that’s a lot of, like, you just make it work for various purposes and reasons and people.

I would argue that they’re probably not very well managed as people. Probably not getting a lot of time to talk about development, to get one on one with you or with the person who makes decisions about their career, who helps them through their career.

I think it’s really important to remember that everybody that you hire is on a career path. They’re trying to do something in their life, whether that is I’m shifting from a high stress job to a lower stress job or I’m looking at my career ladder and where I wanna go, they’re on a path. And so it’s important for us as employers to respect that.

Thus, we need to give them the time that we would want to have with somebody if we were working for them. So ten percent of your time is real, and, thus, if you are going to continue in an execution role, which I know so many people here are still like, I can’t give up control of research, of synthesis, of planning, of writing, of editing, of talking with the client. If you can’t give that stuff up, how are you ever going to really grow if people are at the heart of where you get that leverage that you need to grow? And so even if you only wanna have a small team, if you’re like, I only want three people reporting into me, that’s thirty percent of your time that’s gone.

It’s gone. So you really have to make sure that the seventy percent that is left is time really well spent. So it’s a really simple lesson today. How can we make sure that the more people you hire, even if that’s one or two, every single if you hire one, it is ten percent of your time gone, possibly more because you’ll be so partnered up with that person and because they’ll really depend on you as, like, a social, like, being in their lives, like, you are the only two that work together, you’re gonna get pretty close.

And if it’s not a close feeling, you’ll probably lose them.

So you have to think about that. And every time you lose somebody and have to replace them, every time you hire the wrong person and then have to fire them, this is all stuff that takes up time, and this is the stuff that will burn you out on people. So we wanna be realistic about people. If you want to get to a place where you’re going to make really good money without doing all the work, you’re going to need people. They’re gonna have to be the right people who are well managed and who feel like they’re part of a bigger vision of growing something. So meetings.

Meetings are how we communicate as remote team members. There’s there’s Slack, of course, but meetings are going to be critical. No one likes a meeting. It’s a rule. Nobody likes a meeting. Only middle managers like meetings because their whole job is to meet with people.

That’s not your job. That’s not an individual contributor’s job. You hire a copywriter. They don’t wanna have meetings. They’re also going to complain a lot about meetings. Oh, it’s interrupting my flow.

And and that’s fair, but the reality is you work in an organization, and that organization needs meetings to grow. So what you need to do is make sure you know what meetings you have and what meetings you don’t have because people adding meetings to your calendar is how things get out of control. No one cares about your calendar like you do. So right out of the gate, we need to make sure we’re making really good calls about what meetings you have as a team. And that could be starting with you as one person.

Having meetings with yourself is huge. So if you have a start of day stand up with yourself, that’s you sitting there looking at your to do list and determining what’s the most important thing to get done, when you can do it, blocking out your calendar for the day, whatever that might be. An end of day stand up could be a thing for you as well. And then just think of all the other meetings that you need to have. If you can start with a strategy now, then every single new team member that you hire, you can just hand this sheet over to them and say, this is how we do meetings here. So you choose, are you gonna do start of day stand up or an end of day stand up? Are you gonna do both?

I would recommend you choose one or the other and you make it daily and you keep it short. So we’ve got how long is it gonna be. If you have a ten person team, you’re gonna need at least thirty minutes for the stand up. And then later, you have to, of course, come up with your own agenda for that stand up.

Because the last thing you wanna do is go into a stand up and just have people say, today, I’m working on this. And you’re like, I could I could see that in Asana. I need to really, like, know what my stand up exists to do. Is it a social stand up to get everybody, like, jazzed for the day or to celebrate what we did at the end of the day?

So you need to decide that as CEO of your business.

When do you do a stand up? And that’s a whole team meeting, and how long is it? Do you need weekly team meetings or biweekly team meetings? What happens in a team meeting? What’s its function? What why are people going to attend this meeting and not be, like, upset that it’s interrupting their work? How long is that team meeting going to be?

There will be a need to have team meetings later.

If you figure this stuff out too late, you’ll always find your meetings are changing. And every new person who comes on says, let’s do meetings differently. Let’s do meetings differently.

You are not running a democracy.

You’re running a business, and you’re in charge of it. So you say, this is when we have meetings, and you get everybody on board. And if you have a good why behind that meeting, when it happens, why it’s as long as it is, what you cover, then it’s not a waste of time meeting. And then we’re not just adding in meetings for the sake of meetings.

So what does the stand up exist to do? What do your team meetings exist to do? When is there a time to socialize? What what happens there?

Things that you would normally do in an office where it’s lunchtime and you go get lunch together. It’s coffee break, you go get coffee together. What can you do to unite your team members? Do you need a large format team meeting, which is more of, like, even if you’ve only got, like, one person in sales, two copywriters, a smallish looking team, sales and account management.

They’re the same thing at this point.

It might feel like, well, all hands is, like, every single meeting we have. But an all hands meeting is a really good chance for you to restate your vision to the team, for individual team members to say, here’s how I fit into this world and, like, teach the rest of the team about their job. So there’s a lot that you can do with that that can better help you communicate. And then things like project briefings.

Those are just whole team meetings. Then you have individual meetings. Do you have a weekly one on one or biweekly one on one? How long is it?

Do you have coffee chats where you just sit down together? If your one on one is not meant to be a time to, like, talk about each other and what you’re going through, If it’s more of a get me up to speed on your projects, then when do you have time to just chat and be social with them? You are somebody that very likely they look up to in some ways. They’re usually going to be confused by the decisions that you make.

What you think is clear, they won’t think is clear. So there’s a lot that you have to consider in managing people, and just having a coffee chat is a good way for them to be like, oh, I think I understand you better. And for you to be like, oh, okay. Got it.

I see who you are now as a person. I’m getting to know you better. And that’s really critical for managing them well.

Quarterly performance reviews, annual performance reviews, what happens with those? Do you want it to be quarterly or annual? Gotta have a performance review at some point. People need to know how they’re doing or they’re not gonna feel well managed, and they won’t have a chance to say, I want more. I want less. I want clarity. Whatever those things might be that they’re looking for.

Goal setting.

They’re your team member.

You have targets for them, I’m sure. You probably have goals for where they go with their career in your organization, what they want to do more of. You won’t know unless you set goals with them. And Then, of course, once you set a goal, do you have growth check ins? Do you have, like okay. You said that you wanted to get better at email copywriting.

Great. We put you in ten x emails. Let’s talk about how that’s going for you. And then they can say, I haven’t taken it yet.

Okay. Now you can manage them towards taking it because they said that they wanted to. What’s getting in the way of them taking it? You have to manage them towards that.

So we gotta have our meetings figured out. Shorter is always better. If it can be done in fifteen minutes, do it in fifteen minutes. People expand to the size of a meeting.

And then comes basically this stuff. Just what are the days that you won’t work? So oh, sorry. Won’t won’t work.

Won’t have meetings. Monday, Tuesday, Wednesday, Thursday, Friday. Which ones are they? If you can set that up front, then everybody who joins your team knows.

We have no meeting Tuesdays, no meeting Wednesdays. I don’t know. You decide what those are. When do you refuse to have meetings as a team?

When is energy highest to do a person’s work versus when is it a good time for team members to meet? As you add in more people who are going to dictate what other people on the team are doing with their day, will that change? Should you always start your meetings at nine in the morning and only go until ten, and that’s a daily thing? That’s the only time, but you have to have rules.

You gotta have these standards set up or people don’t know what to do, and they just go populating meetings all over the place. And your clients are already gonna try to do that. Your clients already do not give a crap what your calendar looks like. So the more control you can have as an agency owner, the better.

Whether you think of yourself as an agency owner or not, if you have services that you produce, even if it’s a very small business, it’s still going to need to operate like an agency. And then what rules do you have about non work, non meetings? So Slack, email. When do you communicate?

What are the rules on scheduling a message versus not scheduling a message and just posting it? Are we allowed to send out anything after five PM or before nine AM? You have to have that rule. And if you have that rule, then everybody knows how to operate.

And if you don’t, then somebody ends up pinging the CMO of one of your companies that you work with at seven PM and interrupting how they live their lives, which is not good. It’s not a good look. So you have to figure that stuff out. It’s good to figure it out.

It really is a checklist with a circle around the thing that’s the starting point of your strategy, and then you just have to start to live it and then creating calendar controls. So this is part of no meetings days. Do you have all meetings in the morning? If so, then afternoons never get meetings.

It’s good to have those rules. Everybody can follow those really clearly. Are meetings only in the afternoon, and all morning time is there for you to work, get in flow, go through stuff while you’ve got high energy?

Or do you believe that your team might not actually show up until eleven in the morning because it’s remote and you don’t actually micromanage them. And if that’s a concern, then you might wanna start your meetings at nine in the morning and have an end of day meeting as well. That’s up to you and how you wanna trust people or not. Trust them.

It’s not your fault or their fault that you don’t trust them. It’s the reality of remote work. We wanna just make sure people are actually working during their work day. You decide that.

That is all. Then I want you to go away from this, and we’ve done in the intensive freelancing. I think it was in the intensive freelancing, but it was during a different week. Anyway, I know that at this point, you’ve drawn an org chart with where you’re going to go for your organization.

Now the time is now to go in and start circling those next hires. We’ve been talking over the last few weeks about who you should hire, how to find the constraints.

So if you can go in there and say, okay. My next four hires are this, this, this, and this, which means forty percent of my time is about to be eaten up with the meetings and other work that it takes to manage people. I’ll have sixty percent left. Is it time is my fifth hire going to be someone who can handle more project management, more people management? That does not have to be a full time person either. That could be a part time person that you hire just to make sure everybody is aligned with the business goals, everybody’s getting their stuff done, they’re feeling heard, etcetera, etcetera.

But you need to know who’s next because you need to know who’s about to take up ten percent of your valuable time. That is all for this week. The takeaway is every new team member takes ten percent of your time.

Alright. And it’s good. If they’re doing good work Mhmm. Then that’s great. If they’re taking up ten percent of your time, but they’re freeing up seventy percent of your time, then it’s a good trade off. That’s brilliant. Okay?

Alright. Any questions, thoughts, concerns?

No? Alright.

And if you think, oh, it’s just really not worth of hiring people. It really is. It really is. Even with all those things considered, it really is. Alright.

Question time. We have forty glorious minutes to talk about what you’re going through in your business. So if you have a question, please put up your hand using, I think, the react button so that happens.

Lower your hand if you no longer have a question, and we’ll go in order. Start with your win, please.

And if we have no questions, then we’ll just call it a day.

Are we good? No quest oh, Marina’s up. Marina, what’s your win?

I already shared my win, but that’s okay.

Hiring a brand person?

Hiring a brand person.

Dig it. It was yeah. Just had lots of epiphanies about what’s holding me back and how to get over myself so I can do it.

So Love it.

Huge win. And K. Thinking about meetings, and, yes, I agree with this.

Well, it doesn’t matter whether I agree or not, and it is true that every court takes ten percent of your time.

And I’m wondering about scheduling meetings. I can get really rigid about things.

And thinking about clients, this is not a problem right now ish, but I hope that it will be a problem, so I need to solve for it now.

If you say like, how much time do you leave on your calendar for booking client meetings? Do you say I’m only taking client calls in the morning? Also, I’m thinking about time zones. So I don’t love morning meetings, but all of my meetings end up being in the morning. So I’m like, okay. I just have to have morning meetings because that’s when all of the stuff is.

Yep.

Yeah. And eastern time zone, and they’re not gonna want a meeting at four because it’s after their work time. Yep. So knowing that, then I can still say that okay. What is my succinct question?

How many days do I have to allow for client meetings, and how flexible do you need to be to still have the client meetings, but also manage your calendar, and they’re also paying you?

So how do you That’s why you wanna manage your meetings the best you possibly can.

So you’re in control of when your team meets.

That is controllable.

So if you say, as a team, we never book meetings with each other between this hour and that hour or on this day and that day, etcetera, etcetera, then they know if they have a quick question to ask Marina or they wanna run copy by you that you only book meetings in certain times and always as close to an existing meeting as possible. Like, you have to set those rules up so they know that, because clients will be able to do a lot of dictating around the meetings that you have. Now if you are following having more of a standardized offer with retainer that comes off of that, then you set those meetings up all in advance.

And there’s less reason for a client to want to book an ad hoc meeting with you because there’s nothing ad hoc about what you’re doing. Everything’s planned. Everything’s good to go. Right?

And so if they want to have a meeting with you, it’s probably a meeting that’s critical to keeping them as a client. So they wanna change direction. Okay. Shit.

Okay. Let’s hear about this. Whenever they wanna book that, that’s fine. You can take that call.

And or else it’s, hey. This is going really well. We wanna add more. Or there’s something going on in their business. Like, hey. We just had a new product update, and people hate it. Our email strategy needs to kind of change for a second.

Okay. These are all good things to have, but it’s not gonna be like client has new idea they wanna run by me because that’s not the state of your engagement. Does that make sense, Marina?

Right.

So, basically, anytime a client wants to meet, you have to say yes. Like, if people wish to say no.

Yes. But that’s where you have to control as much of that as you possibly can.

Yeah.

Right. So set up the team meetings, and those are nondemocratic.

You work for me, and this is when we have meetings.

And people like it better when you just tell them things. So, yes. Yes. Democracy here. This is when we meet. Cool.

And then as far as clients go, they rule the calendar at that point.

Okay. And that’s that is in keeping with you charging more and delivering a retainer that is in keeping with what we’ve discussed. So Yes.

As a person paying you ten thousand dollars a month to optimize my emails, I feel like I should be able to talk to you when it’s time to optimize. Like, when I have a question about that, Slack is great for those quick questions, and you should default to Slack wherever possible.

But if I wanna sit down and say, Marina, we’ve got some concerns, then whenever. If I wanna call you at nine at night, that’s your job as an agency owner. You take the call. You give them your phone number so that they can call you anytime.

They’re not going to. They don’t want to call you all the time. Right. But at least they know they can.

Yeah. Okay. Yeah. Thank you. Cool?

Yes. Fun.

This is my take on having run a couple agencies, obviously.

So I’m sure others have other takes on it. Not me, though. Okay. Adnan, what’s up? What’s your win?

So this is more of a look good kinda win. So there’s an agency that I, I think they’re based off in South America somewhere, but they have offices in London. But, anyways, through them, I got to write for Uber and Uber Eats.

Nice.

And then they contacted me last week because they have some Google projects Nice. That they want me to write for.

So it looks good. It’s not the most lucrative.

But Never is.

The win.

Big ones never are. Yeah.

Okay.

But I mean They know that.

They’re like, we’re you’re gonna want our logo.

Like, you would do this to create the logo.

The the chance out. Okay. Got it. Yeah. So that’s that’s the win.

The question I had, I I guess this relates to both the email services that I offer and also the pricing pages services that I will be offering Mhmm.

Is that over like, all the everyone that I’ve written emails for, I haven’t been able to get any feedback on how they’re performing or if there’s been a jump or any of that stuff. How do I kinda go out there and be able to quickly get that?

Like Why is it because you’ve been writing for large brands and you can’t get into their email platform to Yeah.

Exactly. Yeah. Yeah. There’s been a couple of smaller ones. I mean, I’m I don’t know how small they are.

Success dot a I, I wrote for them. They reached out directly, but Okay. They haven’t shared anything either.

So Okay.

It’s definitely gonna be tricky, if you can’t get into their tool, to actually look at that. And that’s fair. Uber’s not gonna let you into their email marketing platform. It might even be because I don’t know. I have I have no idea, obviously, what they’re using.

If they’re using something homegrown Yeah.

They’re not even gonna wanna look in that.

Like, you’re looking for a hard pass.

And then, otherwise, it’s just generally gonna be tricky across the board. So who can you get in with who can feed you that information?

And or what can you do at the start of a project to make it clearer that the point of contact you have is responsible for sharing results with you? And I don’t just mean hide that in the contract because no one reads it anyway, except for legal.

They’re not gonna say, like, oh, hey. Point of contact. Did you know you’re supposed to do this? They’re just gonna, like, whatever.

So you need to talk to your point of contact about that right out of the gate. Like, the only way we can do this together is if I can see how it’s working so that I can help you. Maybe there’s something else you build in there. Like, it’s the beginning of a retainer offer or something like that.

But they have to understand that you wanna see it in the first place. Do you know how many copywriters ask to see how it performed? Like, none. Like, nobody ever asked.

They’re just like, I don’t wanna know. I don’t wanna know, please. Like, I hope it did okay, and then they, like, run off. If you’re like, I need to know how this is performing, and here’s why, make it a why that they care about, not like and here’s why I wanna be able to add it to my portfolio.

I don’t give a shit about your portfolio. What do I care about? So make it about what they care about so I can see that I’m getting you the results we are talking about me getting you. And if I’m not, I wanna be able to fix that.

Okay? So I need you to get me results within x period of time of emails launching.

Also, if emails don’t launch, we need to meet so I I can understand why you didn’t send them, and we can revise so that they’re the right emails for your brand.

But you have to make sure that that date is really clear. If it’s a campaign, if it’s a one off, they should be able to share results with you in a week. So seven days after is the time limit you set. If it’s an automation, give it thirty days to run so you can start seeing what’s going on.

But you have to tell them, I need to see results by this time. If the point of contact is not the right person for that, because they’re like, I’m five people removed from whoever implements the thing, Then because they’re maybe in marketing and this happens over in, like, some weird developer part of the organization. It’s not even marketing anymore even though it was five years ago, but now it’s not etcetera etcetera. Things are weird.

Who do you talk to there? Who is in charge of that? And you just ask Ask upfront. And if they’re like, I don’t know.

I’ll get back to you on that, then follow-up. Make a note of it. Follow-up until you know that person’s name, and then you reach out to that person. Say, hey.

Hi. I’m working on these emails. You’re gonna implement.

We should love each other. Let’s have a coffee talk so I can get you on board with what I’m thinking. You can tell me what the limitations are, what you’ve tried. Does that work?

That’s their job. They’re in a large organization. They’re there to have meetings. They know that. So that’s what I would do and have done. Okay. That makes sense?

Thank you. Yeah. That makes sense. It’s always like a chicken and egg kind of thing.

Right? So I’ve lost out on some clients because even though my portfolio is good, the the the first question they’ll ask is like, oh, are you guys an agency, or are there any results can you that you can share with us? And then right off the bat, like, I’m on the I’m on the back foot, if you know what I mean. Yep.

Yeah. That’s the constraint. Right? So last week, we talked about constraints. And if you can say a big constraint to me closing business is that they always ask for results, then you gotta solve that.

Because if you solve that, then the pipeline opens up again. So we gotta take that problem and fix it. Great. You’ve identified.

A lot of people don’t know what where leads go. They don’t know why it stops. You know that. So it only makes good sense for you to prioritize that, and that’s where Joel’s old case study buddy was a good thousand dollars spent because a thousand dollars spent gets you a case study that you can now use to close twenty thousand dollar jobs across the board, or you do it.

You follow-up with clients and you say this. And, of course, if all it takes, if part of all that it takes is you adding into your process three new bullet points about at this point, I tell the client this. At this point, I get connected with their technology person for email implementation.

At this point, I follow-up with them for results.

Now you’ve got three little things added to an SOP that could unlock new projects for you. So I think that’s great.

Yeah.

Yeah.

Thank you.

Alright.

Go add it to those SOPs.

Any other questions?

Are we feeling the quiet people in the room who I’m looking at?

No. I’m looking at them.

Awkward. Should I call on someone?

Nobody has any questions or concerns? Anything that they’re working on?

Caroline, I haven’t heard from you in so long. One, how was your summer?

You were off for a month. Don’t worry. I’m not gonna put you on the spot to ask a business question, but I do wanna know how your summer is going.

It is good. It is good. We traveled to we spent June in Asia. We were in Japan and Korea Oh. Which is very cool. Yeah. We sent a our oldest kiddo off to college over the weekend.

Wow.

Yep.

Banana’s amazing. How’s that feeling?

Good. He made it very easy to say goodbye. I’ll just leave it at that.

That’s amazing. Well, now you’ll have all this time to work on your business.

Yeah. I have three other kiddos, but yep.

Oh, I thought that was your youngest or your oldest, but No.

That’s my oldest. Yeah.

Oh, okay. Funny.

So I feel like I’m playing catch up. Yeah.

After the That’s fair.

Kids go back the kids go back to school tomorrow.

Amazing.

Glorious.

Okay. Well, it’s good to see you. I was glad to see you pop back in after your month break.

I yes. Cool. Awesome. Good to be back.

Anybody do you have anything you’re working on in your business that you wanna discuss? You were shaking your head madly that I shouldn’t call on you, and then I called on you.

Nothing nothing really great to share at the moment.

Okay. Cool. Cool. Yeah. Cody? Hannah? Stacy?

I don’t have any questions, but I’ve been working on Instagram posts.

Okay. How’s this going?

Last week.

It’s okay. I think I was getting a little far in the weeds with the Gary Vee book, and I’m trying to figure everything out. But I think I I think I have a decent plan at least now. But, yeah, it took me about ten hours last week to create, like, five posts.

Oh, wow.

Do you feel good about the posts?

Yeah. I mean, I’m writing them all out. That’s what takes the longest is to make sure they’re strategic. And then you have to since I don’t have, like, a team, I’m the one in Canva designing all the things and editing the videos, and it’s it’s a lot. Yeah.

Yeah. We’ll talk.

I mean, I know that it’s tricky to hire people to do that, but there’s, like, some really good short term.

Did you watch Shane’s training on hiring overseas?

No.

But I need to because you’re the second person who told me to watch that, so I’m going to do that.

Yeah. Definitely do. He’s built cool businesses that where the people that like, he’s getting to employ people, in situations where they need employment, and it’s just cheaper than it is here. Life is just cheaper in the Philippines, and so it’s cheaper to hire someone there, and he’s done really, really good work with it.

So, yeah, watch that. Yeah. It doesn’t have to be someone local and expensive who spends four dollars on a nectarine.

Can you believe the cost of fruit?

No. It’s crazy.

I know. Okay. Well, cool. Cody, I’m glad you’re working on that. I know it’s, social.

I’m ready.

I have, like, so many videos I have to record this week. I’m dreading it. Yeah.

Hannah, you have a question?

Yeah. I’ve got a win first. Okay. Great.

I set up a Instagram account on Friday.

Nice.

And I have, eleven followers now.

Amazing. That’s great.

Yeah. So Yeah. So that is a big win because I was quite resistant because I used to have an Instagram account, for for a lot of years and then lost it all.

So I haven’t had an Instagram for maybe about three years, I think.

Mhmm. But I got one now, and I’m Yeah. I’m happy. I’m just Great.

Sharing the same stuff, that I usually share on LinkedIn anyway.

So it’s easy with Yeah.

Just repurpose it. Did you read day trading attention, which we talked about last week?

No.

Gary needs a new book?

No. It’s I think I what I like about it so far, and I’ve not done it, but is this new take that the algorithms don’t care as much about your followers as so everybody’s always scared to get on social. They’re like, I don’t have any followers. It’s gonna take forever to get them.

But the algorithms are shifting in such a way that as long as you’re making content someone wants to see and will, like, pause and stay on, then you get served up to all these new audiences. So I find that encouraging because that was why I held off on Instagram as well. I’m like, well, why now? I’ve spent all this time over on Twitter, and Elon messed the whole thing up, and now I have to go find a new platform.

And so I didn’t want to, and then I just did. And now I’m, like, relieved to hear that it doesn’t matter how many followers you have. It’s always a good signal, but it’s not critical. So yeah. Cool.

I think, like, in a year’s tie in a year’s time, two years’ time, I’m gonna be really pleased that I did it. So that’s what I’m thinking.

Agreed. Yes.

I I look back now. So I set I I started LinkedIn in two thousand and nineteen, and I’ve got nearly sixteen thousand followers at all, like, all my friends.

That’s why that sounds weird.

But, and so and I’m and I look back, and I think I’m so pleased I did that back then. So pleased. Yeah. So, yeah, my question, you’ve just mentioned I just heard you mention the words, Joel’s case study earned a thousand dollars and spending a thousand dollars.

And I I don’t what what does that mean?

Sorry. So Joel Kletke is a copywriter, and he had a business called Case Study Buddy, but he just sold that. So it’s not his anymore. It’s someone else’s now. So it’s case study buddy by so and so.

And it was a thousand bucks a year or two ago. I don’t know what it is right now, but a thousand and you would, like, give them contact information for a person that you had worked with, and they would do all the work of making the case study. So they did this for a lot of different clients. And, yeah, it’s like, if we can find a thousand dollars to take a big, like, bite out of a big problem that we have, that seems like money really, really well spent.

So but it’s yeah. Joel Pletke, case study buddy, thousand bucks to get a case study made.

Yeah. Nice. And they would do everything too. Like, I used them for one case study. It turned out great.

And I would just have to connect them with this client of mine, and they just took over from there. Made the whole thing easy.

Yeah. Right. Okay. So they reach out to your client and then do everything for you.

Yeah. I think I had to warm intro them, just an email connecting the two. I I had to make sure that the client was okay with giving a case study first, but then I didn’t have to get on a call. I all of the tedium of that.

Man, Joel did a presentation at Content Jam, I think it was, a few years ago on making a case study, and there’s a lot. There’s a lot to her. It’s like, just pay just pay someone to do this for you. So I would look into that if you’re looking for case studies. Yeah.

Interesting. Thank you. Sure.

Thanks, Anna.

Anything else? Anyone? Nothing from Stacy. I saw you came on camera when I said your name.

That was just my courtesy showing my face because you said my name.

That’s all. I thought it might be. I thought it might be. Alright. Cool. Well, let us wrap up today’s session.

We have a whole bunch of people joining Coffee School Pro in September, which is our next official, like, intake.

So we have one more call without a whole bunch of new people in it. So bring any questions that you’ve had that you’ve wanted to tackle, because it’s gonna be a little a little bit noisier, not crazy noisier, little bit noisier.

Cool. Otherwise, hope everybody has a really good rest of your day. Alright, Jill?

Take care. Bye.

Worksheet

The 10% Rule

Worksheet

The 10% Rule

 

Transcript

Today, of course, we are continuing on with August theme for Copy School Pro, which is the people powered month, how to get help and get them to be helpful.

So I’m going to share my screen. You got the worksheet delivered over the weekend. Tina sent that out.

So make sure you reference that and print this out.

Now this is today’s lesson is based on something that I only heard after a good six or seven years of managing people. And that was this whole ten percent rule, which is kind of crazy to me, and it might be to you. So what I learned is that every person that reports to you takes up ten percent of your time to manage. So if you’re managing five people, half of your day is half of your day, half of your time is spent, managing those people.

And that might seem like, woah. That’s a lot. But the reality is there’s a lot that goes into managing people if you wanna do it right. Then you look at companies like Google where there’s, like, twenty eight people reporting into one developer, and you wonder how that could possibly work.

But that’s a whole different story. I think that’s a lot of, like, you just make it work for various purposes and reasons and people.

I would argue that they’re probably not very well managed as people. Probably not getting a lot of time to talk about development, to get one on one with you or with the person who makes decisions about their career, who helps them through their career.

I think it’s really important to remember that everybody that you hire is on a career path. They’re trying to do something in their life, whether that is I’m shifting from a high stress job to a lower stress job or I’m looking at my career ladder and where I wanna go, they’re on a path. And so it’s important for us as employers to respect that.

Thus, we need to give them the time that we would want to have with somebody if we were working for them. So ten percent of your time is real, and, thus, if you are going to continue in an execution role, which I know so many people here are still like, I can’t give up control of research, of synthesis, of planning, of writing, of editing, of talking with the client. If you can’t give that stuff up, how are you ever going to really grow if people are at the heart of where you get that leverage that you need to grow? And so even if you only wanna have a small team, if you’re like, I only want three people reporting into me, that’s thirty percent of your time that’s gone.

It’s gone. So you really have to make sure that the seventy percent that is left is time really well spent. So it’s a really simple lesson today. How can we make sure that the more people you hire, even if that’s one or two, every single if you hire one, it is ten percent of your time gone, possibly more because you’ll be so partnered up with that person and because they’ll really depend on you as, like, a social, like, being in their lives, like, you are the only two that work together, you’re gonna get pretty close.

And if it’s not a close feeling, you’ll probably lose them.

So you have to think about that. And every time you lose somebody and have to replace them, every time you hire the wrong person and then have to fire them, this is all stuff that takes up time, and this is the stuff that will burn you out on people. So we wanna be realistic about people. If you want to get to a place where you’re going to make really good money without doing all the work, you’re going to need people. They’re gonna have to be the right people who are well managed and who feel like they’re part of a bigger vision of growing something. So meetings.

Meetings are how we communicate as remote team members. There’s there’s Slack, of course, but meetings are going to be critical. No one likes a meeting. It’s a rule. Nobody likes a meeting. Only middle managers like meetings because their whole job is to meet with people.

That’s not your job. That’s not an individual contributor’s job. You hire a copywriter. They don’t wanna have meetings. They’re also going to complain a lot about meetings. Oh, it’s interrupting my flow.

And and that’s fair, but the reality is you work in an organization, and that organization needs meetings to grow. So what you need to do is make sure you know what meetings you have and what meetings you don’t have because people adding meetings to your calendar is how things get out of control. No one cares about your calendar like you do. So right out of the gate, we need to make sure we’re making really good calls about what meetings you have as a team. And that could be starting with you as one person.

Having meetings with yourself is huge. So if you have a start of day stand up with yourself, that’s you sitting there looking at your to do list and determining what’s the most important thing to get done, when you can do it, blocking out your calendar for the day, whatever that might be. An end of day stand up could be a thing for you as well. And then just think of all the other meetings that you need to have. If you can start with a strategy now, then every single new team member that you hire, you can just hand this sheet over to them and say, this is how we do meetings here. So you choose, are you gonna do start of day stand up or an end of day stand up? Are you gonna do both?

I would recommend you choose one or the other and you make it daily and you keep it short. So we’ve got how long is it gonna be. If you have a ten person team, you’re gonna need at least thirty minutes for the stand up. And then later, you have to, of course, come up with your own agenda for that stand up.

Because the last thing you wanna do is go into a stand up and just have people say, today, I’m working on this. And you’re like, I could I could see that in Asana. I need to really, like, know what my stand up exists to do. Is it a social stand up to get everybody, like, jazzed for the day or to celebrate what we did at the end of the day?

So you need to decide that as CEO of your business.

When do you do a stand up? And that’s a whole team meeting, and how long is it? Do you need weekly team meetings or biweekly team meetings? What happens in a team meeting? What’s its function? What why are people going to attend this meeting and not be, like, upset that it’s interrupting their work? How long is that team meeting going to be?

There will be a need to have team meetings later.

If you figure this stuff out too late, you’ll always find your meetings are changing. And every new person who comes on says, let’s do meetings differently. Let’s do meetings differently.

You are not running a democracy.

You’re running a business, and you’re in charge of it. So you say, this is when we have meetings, and you get everybody on board. And if you have a good why behind that meeting, when it happens, why it’s as long as it is, what you cover, then it’s not a waste of time meeting. And then we’re not just adding in meetings for the sake of meetings.

So what does the stand up exist to do? What do your team meetings exist to do? When is there a time to socialize? What what happens there?

Things that you would normally do in an office where it’s lunchtime and you go get lunch together. It’s coffee break, you go get coffee together. What can you do to unite your team members? Do you need a large format team meeting, which is more of, like, even if you’ve only got, like, one person in sales, two copywriters, a smallish looking team, sales and account management.

They’re the same thing at this point.

It might feel like, well, all hands is, like, every single meeting we have. But an all hands meeting is a really good chance for you to restate your vision to the team, for individual team members to say, here’s how I fit into this world and, like, teach the rest of the team about their job. So there’s a lot that you can do with that that can better help you communicate. And then things like project briefings.

Those are just whole team meetings. Then you have individual meetings. Do you have a weekly one on one or biweekly one on one? How long is it?

Do you have coffee chats where you just sit down together? If your one on one is not meant to be a time to, like, talk about each other and what you’re going through, If it’s more of a get me up to speed on your projects, then when do you have time to just chat and be social with them? You are somebody that very likely they look up to in some ways. They’re usually going to be confused by the decisions that you make.

What you think is clear, they won’t think is clear. So there’s a lot that you have to consider in managing people, and just having a coffee chat is a good way for them to be like, oh, I think I understand you better. And for you to be like, oh, okay. Got it.

I see who you are now as a person. I’m getting to know you better. And that’s really critical for managing them well.

Quarterly performance reviews, annual performance reviews, what happens with those? Do you want it to be quarterly or annual? Gotta have a performance review at some point. People need to know how they’re doing or they’re not gonna feel well managed, and they won’t have a chance to say, I want more. I want less. I want clarity. Whatever those things might be that they’re looking for.

Goal setting.

They’re your team member.

You have targets for them, I’m sure. You probably have goals for where they go with their career in your organization, what they want to do more of. You won’t know unless you set goals with them. And Then, of course, once you set a goal, do you have growth check ins? Do you have, like okay. You said that you wanted to get better at email copywriting.

Great. We put you in ten x emails. Let’s talk about how that’s going for you. And then they can say, I haven’t taken it yet.

Okay. Now you can manage them towards taking it because they said that they wanted to. What’s getting in the way of them taking it? You have to manage them towards that.

So we gotta have our meetings figured out. Shorter is always better. If it can be done in fifteen minutes, do it in fifteen minutes. People expand to the size of a meeting.

And then comes basically this stuff. Just what are the days that you won’t work? So oh, sorry. Won’t won’t work.

Won’t have meetings. Monday, Tuesday, Wednesday, Thursday, Friday. Which ones are they? If you can set that up front, then everybody who joins your team knows.

We have no meeting Tuesdays, no meeting Wednesdays. I don’t know. You decide what those are. When do you refuse to have meetings as a team?

When is energy highest to do a person’s work versus when is it a good time for team members to meet? As you add in more people who are going to dictate what other people on the team are doing with their day, will that change? Should you always start your meetings at nine in the morning and only go until ten, and that’s a daily thing? That’s the only time, but you have to have rules.

You gotta have these standards set up or people don’t know what to do, and they just go populating meetings all over the place. And your clients are already gonna try to do that. Your clients already do not give a crap what your calendar looks like. So the more control you can have as an agency owner, the better.

Whether you think of yourself as an agency owner or not, if you have services that you produce, even if it’s a very small business, it’s still going to need to operate like an agency. And then what rules do you have about non work, non meetings? So Slack, email. When do you communicate?

What are the rules on scheduling a message versus not scheduling a message and just posting it? Are we allowed to send out anything after five PM or before nine AM? You have to have that rule. And if you have that rule, then everybody knows how to operate.

And if you don’t, then somebody ends up pinging the CMO of one of your companies that you work with at seven PM and interrupting how they live their lives, which is not good. It’s not a good look. So you have to figure that stuff out. It’s good to figure it out.

It really is a checklist with a circle around the thing that’s the starting point of your strategy, and then you just have to start to live it and then creating calendar controls. So this is part of no meetings days. Do you have all meetings in the morning? If so, then afternoons never get meetings.

It’s good to have those rules. Everybody can follow those really clearly. Are meetings only in the afternoon, and all morning time is there for you to work, get in flow, go through stuff while you’ve got high energy?

Or do you believe that your team might not actually show up until eleven in the morning because it’s remote and you don’t actually micromanage them. And if that’s a concern, then you might wanna start your meetings at nine in the morning and have an end of day meeting as well. That’s up to you and how you wanna trust people or not. Trust them.

It’s not your fault or their fault that you don’t trust them. It’s the reality of remote work. We wanna just make sure people are actually working during their work day. You decide that.

That is all. Then I want you to go away from this, and we’ve done in the intensive freelancing. I think it was in the intensive freelancing, but it was during a different week. Anyway, I know that at this point, you’ve drawn an org chart with where you’re going to go for your organization.

Now the time is now to go in and start circling those next hires. We’ve been talking over the last few weeks about who you should hire, how to find the constraints.

So if you can go in there and say, okay. My next four hires are this, this, this, and this, which means forty percent of my time is about to be eaten up with the meetings and other work that it takes to manage people. I’ll have sixty percent left. Is it time is my fifth hire going to be someone who can handle more project management, more people management? That does not have to be a full time person either. That could be a part time person that you hire just to make sure everybody is aligned with the business goals, everybody’s getting their stuff done, they’re feeling heard, etcetera, etcetera.

But you need to know who’s next because you need to know who’s about to take up ten percent of your valuable time. That is all for this week. The takeaway is every new team member takes ten percent of your time.

Alright. And it’s good. If they’re doing good work Mhmm. Then that’s great. If they’re taking up ten percent of your time, but they’re freeing up seventy percent of your time, then it’s a good trade off. That’s brilliant. Okay?

Alright. Any questions, thoughts, concerns?

No? Alright.

And if you think, oh, it’s just really not worth of hiring people. It really is. It really is. Even with all those things considered, it really is. Alright.

Question time. We have forty glorious minutes to talk about what you’re going through in your business. So if you have a question, please put up your hand using, I think, the react button so that happens.

Lower your hand if you no longer have a question, and we’ll go in order. Start with your win, please.

And if we have no questions, then we’ll just call it a day.

Are we good? No quest oh, Marina’s up. Marina, what’s your win?

I already shared my win, but that’s okay.

Hiring a brand person?

Hiring a brand person.

Dig it. It was yeah. Just had lots of epiphanies about what’s holding me back and how to get over myself so I can do it.

So Love it.

Huge win. And K. Thinking about meetings, and, yes, I agree with this.

Well, it doesn’t matter whether I agree or not, and it is true that every court takes ten percent of your time.

And I’m wondering about scheduling meetings. I can get really rigid about things.

And thinking about clients, this is not a problem right now ish, but I hope that it will be a problem, so I need to solve for it now.

If you say like, how much time do you leave on your calendar for booking client meetings? Do you say I’m only taking client calls in the morning? Also, I’m thinking about time zones. So I don’t love morning meetings, but all of my meetings end up being in the morning. So I’m like, okay. I just have to have morning meetings because that’s when all of the stuff is.

Yep.

Yeah. And eastern time zone, and they’re not gonna want a meeting at four because it’s after their work time. Yep. So knowing that, then I can still say that okay. What is my succinct question?

How many days do I have to allow for client meetings, and how flexible do you need to be to still have the client meetings, but also manage your calendar, and they’re also paying you?

So how do you That’s why you wanna manage your meetings the best you possibly can.

So you’re in control of when your team meets.

That is controllable.

So if you say, as a team, we never book meetings with each other between this hour and that hour or on this day and that day, etcetera, etcetera, then they know if they have a quick question to ask Marina or they wanna run copy by you that you only book meetings in certain times and always as close to an existing meeting as possible. Like, you have to set those rules up so they know that, because clients will be able to do a lot of dictating around the meetings that you have. Now if you are following having more of a standardized offer with retainer that comes off of that, then you set those meetings up all in advance.

And there’s less reason for a client to want to book an ad hoc meeting with you because there’s nothing ad hoc about what you’re doing. Everything’s planned. Everything’s good to go. Right?

And so if they want to have a meeting with you, it’s probably a meeting that’s critical to keeping them as a client. So they wanna change direction. Okay. Shit.

Okay. Let’s hear about this. Whenever they wanna book that, that’s fine. You can take that call.

And or else it’s, hey. This is going really well. We wanna add more. Or there’s something going on in their business. Like, hey. We just had a new product update, and people hate it. Our email strategy needs to kind of change for a second.

Okay. These are all good things to have, but it’s not gonna be like client has new idea they wanna run by me because that’s not the state of your engagement. Does that make sense, Marina?

Right.

So, basically, anytime a client wants to meet, you have to say yes. Like, if people wish to say no.

Yes. But that’s where you have to control as much of that as you possibly can.

Yeah.

Right. So set up the team meetings, and those are nondemocratic.

You work for me, and this is when we have meetings.

And people like it better when you just tell them things. So, yes. Yes. Democracy here. This is when we meet. Cool.

And then as far as clients go, they rule the calendar at that point.

Okay. And that’s that is in keeping with you charging more and delivering a retainer that is in keeping with what we’ve discussed. So Yes.

As a person paying you ten thousand dollars a month to optimize my emails, I feel like I should be able to talk to you when it’s time to optimize. Like, when I have a question about that, Slack is great for those quick questions, and you should default to Slack wherever possible.

But if I wanna sit down and say, Marina, we’ve got some concerns, then whenever. If I wanna call you at nine at night, that’s your job as an agency owner. You take the call. You give them your phone number so that they can call you anytime.

They’re not going to. They don’t want to call you all the time. Right. But at least they know they can.

Yeah. Okay. Yeah. Thank you. Cool?

Yes. Fun.

This is my take on having run a couple agencies, obviously.

So I’m sure others have other takes on it. Not me, though. Okay. Adnan, what’s up? What’s your win?

So this is more of a look good kinda win. So there’s an agency that I, I think they’re based off in South America somewhere, but they have offices in London. But, anyways, through them, I got to write for Uber and Uber Eats.

Nice.

And then they contacted me last week because they have some Google projects Nice. That they want me to write for.

So it looks good. It’s not the most lucrative.

But Never is.

The win.

Big ones never are. Yeah.

Okay.

But I mean They know that.

They’re like, we’re you’re gonna want our logo.

Like, you would do this to create the logo.

The the chance out. Okay. Got it. Yeah. So that’s that’s the win.

The question I had, I I guess this relates to both the email services that I offer and also the pricing pages services that I will be offering Mhmm.

Is that over like, all the everyone that I’ve written emails for, I haven’t been able to get any feedback on how they’re performing or if there’s been a jump or any of that stuff. How do I kinda go out there and be able to quickly get that?

Like Why is it because you’ve been writing for large brands and you can’t get into their email platform to Yeah.

Exactly. Yeah. Yeah. There’s been a couple of smaller ones. I mean, I’m I don’t know how small they are.

Success dot a I, I wrote for them. They reached out directly, but Okay. They haven’t shared anything either.

So Okay.

It’s definitely gonna be tricky, if you can’t get into their tool, to actually look at that. And that’s fair. Uber’s not gonna let you into their email marketing platform. It might even be because I don’t know. I have I have no idea, obviously, what they’re using.

If they’re using something homegrown Yeah.

They’re not even gonna wanna look in that.

Like, you’re looking for a hard pass.

And then, otherwise, it’s just generally gonna be tricky across the board. So who can you get in with who can feed you that information?

And or what can you do at the start of a project to make it clearer that the point of contact you have is responsible for sharing results with you? And I don’t just mean hide that in the contract because no one reads it anyway, except for legal.

They’re not gonna say, like, oh, hey. Point of contact. Did you know you’re supposed to do this? They’re just gonna, like, whatever.

So you need to talk to your point of contact about that right out of the gate. Like, the only way we can do this together is if I can see how it’s working so that I can help you. Maybe there’s something else you build in there. Like, it’s the beginning of a retainer offer or something like that.

But they have to understand that you wanna see it in the first place. Do you know how many copywriters ask to see how it performed? Like, none. Like, nobody ever asked.

They’re just like, I don’t wanna know. I don’t wanna know, please. Like, I hope it did okay, and then they, like, run off. If you’re like, I need to know how this is performing, and here’s why, make it a why that they care about, not like and here’s why I wanna be able to add it to my portfolio.

I don’t give a shit about your portfolio. What do I care about? So make it about what they care about so I can see that I’m getting you the results we are talking about me getting you. And if I’m not, I wanna be able to fix that.

Okay? So I need you to get me results within x period of time of emails launching.

Also, if emails don’t launch, we need to meet so I I can understand why you didn’t send them, and we can revise so that they’re the right emails for your brand.

But you have to make sure that that date is really clear. If it’s a campaign, if it’s a one off, they should be able to share results with you in a week. So seven days after is the time limit you set. If it’s an automation, give it thirty days to run so you can start seeing what’s going on.

But you have to tell them, I need to see results by this time. If the point of contact is not the right person for that, because they’re like, I’m five people removed from whoever implements the thing, Then because they’re maybe in marketing and this happens over in, like, some weird developer part of the organization. It’s not even marketing anymore even though it was five years ago, but now it’s not etcetera etcetera. Things are weird.

Who do you talk to there? Who is in charge of that? And you just ask Ask upfront. And if they’re like, I don’t know.

I’ll get back to you on that, then follow-up. Make a note of it. Follow-up until you know that person’s name, and then you reach out to that person. Say, hey.

Hi. I’m working on these emails. You’re gonna implement.

We should love each other. Let’s have a coffee talk so I can get you on board with what I’m thinking. You can tell me what the limitations are, what you’ve tried. Does that work?

That’s their job. They’re in a large organization. They’re there to have meetings. They know that. So that’s what I would do and have done. Okay. That makes sense?

Thank you. Yeah. That makes sense. It’s always like a chicken and egg kind of thing.

Right? So I’ve lost out on some clients because even though my portfolio is good, the the the first question they’ll ask is like, oh, are you guys an agency, or are there any results can you that you can share with us? And then right off the bat, like, I’m on the I’m on the back foot, if you know what I mean. Yep.

Yeah. That’s the constraint. Right? So last week, we talked about constraints. And if you can say a big constraint to me closing business is that they always ask for results, then you gotta solve that.

Because if you solve that, then the pipeline opens up again. So we gotta take that problem and fix it. Great. You’ve identified.

A lot of people don’t know what where leads go. They don’t know why it stops. You know that. So it only makes good sense for you to prioritize that, and that’s where Joel’s old case study buddy was a good thousand dollars spent because a thousand dollars spent gets you a case study that you can now use to close twenty thousand dollar jobs across the board, or you do it.

You follow-up with clients and you say this. And, of course, if all it takes, if part of all that it takes is you adding into your process three new bullet points about at this point, I tell the client this. At this point, I get connected with their technology person for email implementation.

At this point, I follow-up with them for results.

Now you’ve got three little things added to an SOP that could unlock new projects for you. So I think that’s great.

Yeah.

Yeah.

Thank you.

Alright.

Go add it to those SOPs.

Any other questions?

Are we feeling the quiet people in the room who I’m looking at?

No. I’m looking at them.

Awkward. Should I call on someone?

Nobody has any questions or concerns? Anything that they’re working on?

Caroline, I haven’t heard from you in so long. One, how was your summer?

You were off for a month. Don’t worry. I’m not gonna put you on the spot to ask a business question, but I do wanna know how your summer is going.

It is good. It is good. We traveled to we spent June in Asia. We were in Japan and Korea Oh. Which is very cool. Yeah. We sent a our oldest kiddo off to college over the weekend.

Wow.

Yep.

Banana’s amazing. How’s that feeling?

Good. He made it very easy to say goodbye. I’ll just leave it at that.

That’s amazing. Well, now you’ll have all this time to work on your business.

Yeah. I have three other kiddos, but yep.

Oh, I thought that was your youngest or your oldest, but No.

That’s my oldest. Yeah.

Oh, okay. Funny.

So I feel like I’m playing catch up. Yeah.

After the That’s fair.

Kids go back the kids go back to school tomorrow.

Amazing.

Glorious.

Okay. Well, it’s good to see you. I was glad to see you pop back in after your month break.

I yes. Cool. Awesome. Good to be back.

Anybody do you have anything you’re working on in your business that you wanna discuss? You were shaking your head madly that I shouldn’t call on you, and then I called on you.

Nothing nothing really great to share at the moment.

Okay. Cool. Cool. Yeah. Cody? Hannah? Stacy?

I don’t have any questions, but I’ve been working on Instagram posts.

Okay. How’s this going?

Last week.

It’s okay. I think I was getting a little far in the weeds with the Gary Vee book, and I’m trying to figure everything out. But I think I I think I have a decent plan at least now. But, yeah, it took me about ten hours last week to create, like, five posts.

Oh, wow.

Do you feel good about the posts?

Yeah. I mean, I’m writing them all out. That’s what takes the longest is to make sure they’re strategic. And then you have to since I don’t have, like, a team, I’m the one in Canva designing all the things and editing the videos, and it’s it’s a lot. Yeah.

Yeah. We’ll talk.

I mean, I know that it’s tricky to hire people to do that, but there’s, like, some really good short term.

Did you watch Shane’s training on hiring overseas?

No.

But I need to because you’re the second person who told me to watch that, so I’m going to do that.

Yeah. Definitely do. He’s built cool businesses that where the people that like, he’s getting to employ people, in situations where they need employment, and it’s just cheaper than it is here. Life is just cheaper in the Philippines, and so it’s cheaper to hire someone there, and he’s done really, really good work with it.

So, yeah, watch that. Yeah. It doesn’t have to be someone local and expensive who spends four dollars on a nectarine.

Can you believe the cost of fruit?

No. It’s crazy.

I know. Okay. Well, cool. Cody, I’m glad you’re working on that. I know it’s, social.

I’m ready.

I have, like, so many videos I have to record this week. I’m dreading it. Yeah.

Hannah, you have a question?

Yeah. I’ve got a win first. Okay. Great.

I set up a Instagram account on Friday.

Nice.

And I have, eleven followers now.

Amazing. That’s great.

Yeah. So Yeah. So that is a big win because I was quite resistant because I used to have an Instagram account, for for a lot of years and then lost it all.

So I haven’t had an Instagram for maybe about three years, I think.

Mhmm. But I got one now, and I’m Yeah. I’m happy. I’m just Great.

Sharing the same stuff, that I usually share on LinkedIn anyway.

So it’s easy with Yeah.

Just repurpose it. Did you read day trading attention, which we talked about last week?

No.

Gary needs a new book?

No. It’s I think I what I like about it so far, and I’ve not done it, but is this new take that the algorithms don’t care as much about your followers as so everybody’s always scared to get on social. They’re like, I don’t have any followers. It’s gonna take forever to get them.

But the algorithms are shifting in such a way that as long as you’re making content someone wants to see and will, like, pause and stay on, then you get served up to all these new audiences. So I find that encouraging because that was why I held off on Instagram as well. I’m like, well, why now? I’ve spent all this time over on Twitter, and Elon messed the whole thing up, and now I have to go find a new platform.

And so I didn’t want to, and then I just did. And now I’m, like, relieved to hear that it doesn’t matter how many followers you have. It’s always a good signal, but it’s not critical. So yeah. Cool.

I think, like, in a year’s tie in a year’s time, two years’ time, I’m gonna be really pleased that I did it. So that’s what I’m thinking.

Agreed. Yes.

I I look back now. So I set I I started LinkedIn in two thousand and nineteen, and I’ve got nearly sixteen thousand followers at all, like, all my friends.

That’s why that sounds weird.

But, and so and I’m and I look back, and I think I’m so pleased I did that back then. So pleased. Yeah. So, yeah, my question, you’ve just mentioned I just heard you mention the words, Joel’s case study earned a thousand dollars and spending a thousand dollars.

And I I don’t what what does that mean?

Sorry. So Joel Kletke is a copywriter, and he had a business called Case Study Buddy, but he just sold that. So it’s not his anymore. It’s someone else’s now. So it’s case study buddy by so and so.

And it was a thousand bucks a year or two ago. I don’t know what it is right now, but a thousand and you would, like, give them contact information for a person that you had worked with, and they would do all the work of making the case study. So they did this for a lot of different clients. And, yeah, it’s like, if we can find a thousand dollars to take a big, like, bite out of a big problem that we have, that seems like money really, really well spent.

So but it’s yeah. Joel Pletke, case study buddy, thousand bucks to get a case study made.

Yeah. Nice. And they would do everything too. Like, I used them for one case study. It turned out great.

And I would just have to connect them with this client of mine, and they just took over from there. Made the whole thing easy.

Yeah. Right. Okay. So they reach out to your client and then do everything for you.

Yeah. I think I had to warm intro them, just an email connecting the two. I I had to make sure that the client was okay with giving a case study first, but then I didn’t have to get on a call. I all of the tedium of that.

Man, Joel did a presentation at Content Jam, I think it was, a few years ago on making a case study, and there’s a lot. There’s a lot to her. It’s like, just pay just pay someone to do this for you. So I would look into that if you’re looking for case studies. Yeah.

Interesting. Thank you. Sure.

Thanks, Anna.

Anything else? Anyone? Nothing from Stacy. I saw you came on camera when I said your name.

That was just my courtesy showing my face because you said my name.

That’s all. I thought it might be. I thought it might be. Alright. Cool. Well, let us wrap up today’s session.

We have a whole bunch of people joining Coffee School Pro in September, which is our next official, like, intake.

So we have one more call without a whole bunch of new people in it. So bring any questions that you’ve had that you’ve wanted to tackle, because it’s gonna be a little a little bit noisier, not crazy noisier, little bit noisier.

Cool. Otherwise, hope everybody has a really good rest of your day. Alright, Jill?

Take care. Bye.

Week 6: Hiring & Onboarding Your VA (or first hire)

Week 6: Hiring & Onboarding Your VA

Transcript

Hey. Hello, y’all. Welcome to week six. This is the week where we can start to move closer to having even more leverage by hiring and onboarding your VA.

Now the title of this is hiring and onboarding your VA, but there are many cases where it won’t be a VA that you’re hiring. So what I really want you to think about is your first hire. That’s what we’re gonna talk about. That’s what we’re gonna get into today.

So we want you to be able to add the right people at the right time so that you can scale for improved profitability.

If you don’t love the idea of a team, we’re gonna talk through, how important it is to have a team member, but I’m not gonna entirely be able to move some people to this idea. So if you feel a lot of hesitation around this, I would, encourage you just to suspend disbelief, just to let go of some of your worries about what it’s like to have a team. Maybe you’ve heard things. Maybe you’ve had a team before.

Maybe you had a bad manager and you don’t wanna be that person ever. Everybody has their own, like, people story, and you definitely do. So that is fair. All I’m asking is that you stick with me and don’t say no out of the gate.

What we’re going to cover may feel like a lot as well, but it’s an entire week of work in something called an intensive, so it shouldn’t be terribly surprising when it feels a little intense sometimes.

We do wanna use this approach to gain leverage so that you can work on the business. There, again, are people who don’t see the value in having people around to help them, but that’s often because those people are poorly trained or they don’t understand your vision or or or. So we can overcome a lot of that, but not if you’ve got a wall up. So do your best to break that wall down or at least just to sit here, close down distractions, listen, look through your workbook, and fill in things as I walk you through them. Okay? Here’s the part of the sunshine growth model that we are working on this week.

This is, of course, where we’re clearing out more of the darker parts of the cloud. So you can start to see that there’s more happening down here around leverage in order to get to that place where you’re ready to build, this thousand dollar a day business. Not just ready to build. You are actively building that business by doing this work. Okay?

If people were not important to this part, to this to this process at all, I wouldn’t include them. I have heard enough enough friction. I’ve heard enough, over the years about how it’s it’s too hard to hire people, etcetera, etcetera, etcetera.

If if it wasn’t important, I wouldn’t teach it to you. It wouldn’t be in here because it’s actually it makes my life harder to have to convince you of this. So trust that I don’t like making my life harder. I like making it easier.

And if I could, I would pull this out, but I absolutely can’t. And every time I meet with an entrepreneur who is stuck at one point five million dollars a year, every time it’s because they don’t wanna hire people. So I want you to think. And even if one point five million sounds really good and, like, wow, that’d be so cool, it’s, you can do so much more.

And as I love to say to all the freelancers I work with, like, business loves to grow.

If you aren’t ready to help it grow, you will end up feeling like you are slamming into a wall again and again. And the sad part is you built that wall, and you will be slamming into it, and you will go fudge.

What should I do?

Do I just, like, have a lifestyle business, or do I go ahead and hire people? So you’ll eventually get there. Trust me. I have a seriously clear crystal ball on this thing after so much time working with so many business owners and working alongside them as well.

Okay. So so so so so. I’m really trying to make a case for you sticking with me through this. This is what you’re going to fill in at the end of the week.

Note that this is called CEO notes. We are going to start referring to you as the CEO of your business. Put aside the fact that you’re also the chief garbage taker outer, and you are all of the other things as well. We’re actually gonna talk about all of that this week, but put that aside and allow yourself to just roll with the idea of being the CEO.

Okay. Excellent.

So let’s get started. You will go back. You’ll complete that worksheet afterward. So have a look through it.

Because this is recorded, you can pause. You can take a look at everything right now, but we’ll go through this at the very end. Okay? Cool.

Alright. Let’s move on then to the next page, which is no employee should be an expense. Okay? So every person you hire should help you make more money.

This means you need to hire the right people in order for that to be true. Otherwise, if you’re hiring people who cost you money instead of making you money, it becomes really frustrating to hire people at all. So there are different ways that they can help you make more money. Sometimes they do this by attracting and closing more clients for you, and that’s when you hire someone who is in direct marketing or who is a ghostwriter if a book is a big part of what you’re going to do to grow your business or in sales.

There’s lots of other roles that could be true there, but that’s where they are actively attracting and sometimes even closing more clients for you. Sometimes they’re gonna be freeing you up so you can do the work that clients are paying you for, and that’s where a lot of people start with a virtual assistant because they’re making it so that you’re not managing your calendar, you’re not doing inbox triage, etcetera, etcetera. And then there’s the other ones, who might just come along and be the people that replace you with the work that clients are paying for, which is a really valuable thing.

If you are a freelance copywriter, this is the kind of stuff that you’ll end up training people on, putting them through copy school or whatever it is that you do, and then, of course, actively training them and giving them feedback. These are people who are going to be copywriters.

Maybe if you’re in ads or sell by chat or email, they’re implementation specialists.

They could be researchers, analysts, designers, conversion optimization experts, all of those sorts of things. Okay? So this is what we’re starting to think through.

Your first hire, as I mentioned, does not have to be a VA. So if that has not felt right, if you’ve been like, I don’t think I need an assistant, then don’t worry about it. I have not had an assistant in years, and it’s fine because the business that I’ve built does not require that I have an assistant. I instead hire other people that can free me up.

My inbox isn’t so bananas that I need somebody to come in and take care of it. So, if yours is, if your calendar is, if you find that you’re getting a lot of leads and they’re slipping through the cracks because you were like, oh, did I ever get back to so and so? Then it’s a good idea to add a VA in. But as you’ll see here, what we really wanna think about is your org chart.

That’s the first place to go when you are thinking who should I hire. A lot of people will tell you that you should start with, well, what are the jobs you don’t wanna do? Others will say, well, what are the jobs you love doing that you can train someone else on so well so that you can go learn other jobs? There is a lot of conflicting information out there.

This is what I have found to be most valuable, creating my own org chart, not for the business that I have today, but for the business that I’m building. So you look at it for three to five years from now. And as I note here, this is something that was clarified brilliantly for me when I read The E Myth Revisited. I always loved an org chart, but I didn’t know how far down the road to make it for, what to really do once I had done that.

So we’re going to have you start this week off by creating your own org chart. Okay? So as you go through and watch this lesson, you should be pausing it and doing the work as you go. Cool?

Then after that or, well, basically, alongside that, you’ll be thinking through how you will deliver world class services to clients. So that will affect your org chart. If you decide, hey. I’m gonna do dedicated pods, actually. I think that what I wanna do is have every client gets these three key people, then there’s an account manager on top of that for the client. That’s how I’m going to deliver world class services. I’ll be adding a pod at a time, which means I’ll have these blips in hires, but it also means that I can control how I grow with the number of clients that I have or have in the pipeline.

And that is what we did at Boxcar, and that is the way that it felt perfect, actually. So to think through pods is a really, really nice thing. But we also explored other ways, and that’s the org chart you can see here. So head on over to this short link.

Go to the, if you’re watching this in some other way, you can go to the QR code as well, and check out that org chart. That’s a really basic breakdown of the standard org chart that you’re likely going to have if you’re building an agency that has a product or, like, a service you stand up upfront, and then you follow with the retainer. So exactly the authoritative offers that we’re talking about here. It’s a really good model to start with when you’re looking at your, at at putting together this org chart for you.

You can full on just copy it. You can just say, cool. That’s my org chart and go with it, and then, like, put your name in the right places. But I really want you to understand as you go through and put this org chart together is that you are actually doing every single role that is on that org chart.

It’s not by putting it on paper that doesn’t make you do that role. You’re already doing all of those roles. So if you have a clear a clear, like, view of the org chart for three to five years from now, that can really help you see, what why you often feel burned out, why you feel like, well, I’m such a good copywriter.

Why isn’t my business growing? And you can start to get a better sense for, oh, it’s because I’m spread thin across all these things. I’m doing the job over here off to the side, which is and you’ll see that on the org chart. This little part, one person is a senior copywriter in there.

I’ve got a couple of those roles. I’m I’m focusing on that part, but look at all these other parts that I actually am doing as well. So that’s a really, useful exercise. So that is where you wanna start right now.

Go ahead and pause this video and look at the org chart, make a copy of it. Or if you like starting from scratch from a blank page, you can look at it and then go and make your own. That is your objective out of the gate. If it helps, I find org charts to be very, I find them, like, inspiring.

When I wanna get regrounded and where I wanna take my business, when things feel slightly chaotic or something goes in an unexpected way, I like to go back to my org chart, have a look at where I’m at, and also change the colors of various boxes so that they are a different color if there’s somebody I’m going to hire next. So I start changing the color of the boxes if I’m like, okay. This is me. I’m the only person on this org chart, but here are three other ones that, three other places that I could hire, in the next four months, let’s say.

So you can change the color to a different color. Just like that, go in and, change the color. I know this is a very small view that you’re seeing of the org chart, but look at it in your own view and then go, okay. Well, I think if I’m the senior copywriter I’m everything.

But if I’m the senior copywriter and I’m also kind of doing CRO a lot, like, I’m over here in my skill set, what do I what what will help me have the best leverage to go forward and make more money? So if you really like the copywriting part, then you can stick with that and maybe hire someone over it, like maybe head of sales or your sales lead comes next or your account lead comes next or your CRO comes next.

If on the other hand, you’re like, okay. I I mean, I did copywriting, but I think I like business and entrepreneurship more, then maybe you’ll wanna look over at you taking over more of the VP of accounts, and thus, you’ll be hiring more underneath this VP of services. So the services area might be where you’d go like, okay. If the next person I wanna hire is actually a senior copywriter, then you can look across and say, okay.

I’ll probably need to spend about a hundred and twenty thousand a year on them, which can sound like a like a lot of money. Like, I don’t have a hundred and twenty thousand dollars a year, to spend on other people in particular. But remember, look at the headline here. No employee should be in expense.

So you don’t have to hire this person tomorrow. You just need to have a sense for who you should hire next based on your org chart for the business you wanna build. K? Thinking about how you can make sure you are freeing yourself up to grow the business, not, oh, I think I need a team.

Who do you need to help you grow the business into what you want it to be? And then if you’re struggling at all with, I don’t know what I want my business to be. It could be any number of things. I’ve been thinking a bit about it. Like, we’ve set your, like, financial goal, and you have that, like, money idea in place.

But this is where you start to think through that ideal business that you want. So that’s everything going on here on this page. Okay? Pause this video, do the org chart work, and then come back.

Welcome back.

Hello.

Alright. We are ready to move on. You’ve got your org chart in place. That’s awesome. You should likely have highlighted on your org chart the next person that you want to hire. Okay?

Excellent. We are doing wonderful work, and we’re moving forward with the sometimes boring boring but necessary work, and that is job descriptions.

Every job that you just put on your org chart needs a description.

That sounds horrible. And before ChatGPT, it was horrible. But you can write this very, very quickly. Now if you’re in CopySchool Pro, that means you have been in CopySchool or are still in CopySchool.

So I would say if you’re not sure how to go about using ChatGPT to write good job descriptions for you, go back to master of AI copy. And in there, you’ll see how to prompt ChatGPT for work like this, just following race. You’ll see it. It’s really straightforward.

It’s very hard to miss. It’s right out the gate when you start master of AI copy. So use that to help you.

Now if you’re cool with it, you’re like, I, Joe, I already use ChatGPT. Awesome. Great. We’re going to use it to write job descriptions.

You’re going to tell it what its job is, which is, hey. You’re a, business owner building an agency, and your next hire is so and so. Then go through and just, like, finish that prompt off following r a c e. Okay?

That was just the rule, for you for the Chat GPT. Okay. What we wanna do here is fill this in as we’re going through and doing these job descriptions. So it’s really straightforward.

You will find very quickly that you need to have a place to put all these job descriptions, and there will be other things you’ll need to know as well. Where does my org chart go? Because this is all documentation that you don’t wanna lose. You should print it off, put it in the in the binder that you have going for CopySchool Pro.

But, also, we’re gonna talk about how to start putting together your documentation, like, where you save all your documentation that that could be, on Google Drive or Dropbox or wherever it is, you’re going to need a well organized place. If it’s not well organized, it’s very, very hard for you to have that leverage that comes with being documented like mad. So keep all that in mind as you start looking through through all of these parts and going like, wow. I’m really doing a lot of creation of documents here.

Where do I save them? We’re about to get into all of that. Okay? But we’re gonna start by identifying the next three roles that you should hire in what order.

So you will fill the worksheet in with those with at least three that you’ve identified. You don’t have to say the deadline, but if you want to go for it, add the deadline, add the ideal date to start, recruiting and when you would like to have them hired and working for you. It’s good. It helps you get closer to that goal you have to grow your business, by which I mean to grow your revenue and your freedom.

Okay. So you’ll write those three in, take them from your org chart, and then we’re gonna go through and do this work with which is each of those jobs needs a job description. Now as I said, every single job on your org chart needs a job description.

But if you don’t have five hours blocked off to get ChattGPT to write those job descriptions for you, you should at least start with the first three. What I do want you to do is commit to going back, and that means put a block in your calendar, or just do it right now. What I need you to do is make sure you create job descriptions for all of the other roles on your org chart.

Because ChatGPT makes this so easy, there should really not be a lot of friction.

I have gone through this exercise many times, and I’ve done it without ChatGPT to help me. So trust me when I say you’re in a good position to do all of the job descriptions. What we wanna do, though, is just start working down the list. So step one will be write a first first draft job description for each of the roles listed here.

Okay? When you’ve done first draft, you don’t have to make it better. You can say you can just do the regular prompting, leave the first draft there when you’re signed in the chat g p t, into four. Just save it.

By which I mean, just leave it there. You can go back to it later and make it better. Then what you wanna do is also draft a salary for each role, and I would push that further to try to calculate the hourly rate, which can help you when you think back to the week where we were talking about your offers in greater detail, and you had in the retainer week, you had the, the calculate really, it would, like, calculate the hours and what everything’s worth and what everything costs, etcetera, etcetera.

This will help you update that better so you can have a sense for the hourly rate and more. You’ll estimate the monthly revenue that you need to generate a bunch of profit on those hires. Thirty percent is okay for an agency.

You might get hired at fifty percent. You might find sometimes that some, team members are not as valuable, quote, unquote valuable, as other team members are. They generate less profit, but they’re critical for overall profit, and that’s okay. What we just wanna do is make sure that you’ve got a sense of how you can afford to do the work of hiring people.

Okay? Estimate what month based on that you will be able to post your first job opening. And this, again, I want I know that some people will be panicked to hear this. Like, it will come off as, oh my gosh.

I didn’t wanna hire anybody. And now I’m, like, thinking I might have to hire someone. I’m gonna have to hire three people all in twenty twenty four or twenty twenty five or whatever year you’re watching this in.

And that’s that can feel scary.

Don’t let it be scary. I know that’s easy for me to say, but we’re just documenting here. We’re just setting business goals.

You get to choose so much of how your business succeeds, and you making the conscious choice to say, here’s the first hire I need and here is when I need them, that is how you turn into a CEO. And who grows a business better than a CEO? You’re not the freelancer right now. You are the CEO.

And the CEO is thinking, who’s coming up next to help me reach these goals? And the CEO is definitely thinking, and with these goals, how are they making me money, which you are allowed to think. It is allowed to be money that goes into your pocket eventually. So keep that in mind.

And if money doesn’t motivate you, translate it to whatever thing you buy with money, whether that’s freedom, whether that’s time with your kids, whatever that is. Okay? So I want you to then add a block to your calendar to post the job opening, but, importantly, I would like you to have a consequence for not posting it. Again, this is the first person you hire.

What are they going to cost you?

When will you be at a place in your business? So thinking of, okay. If I can close my first project for ten thousand dollars, if I can close that this month, get one under my belt, then I close two more next month, and one of those turns into a retainer. That means in three months, I need to have somebody to train to do the retainer work, or I’ll be doing that retainer work myself. So I need to have somebody to train to do these standardized projects. Okay? If that’s true, then I’ll probably wanna hire them the month before so they can, like, watch me do this work.

Allow yourself to believe that you will rise to the occasion and sell these standardized offers. So belief in self goes a long way. We will talk in Copy School Pro about self efficacy and how to reflect on your wins, on other people’s wins, etcetera, and talk to yourself in order to get to a place where you can say, this is what I’m doing. I am the CEO.

So do all of these parts, and then prepare yourself to use LinkedIn to recruit or post job openings. Some people watching this will be ready right away to start recruiting. What I want you to do is get LinkedIn ready for that work. So update your LinkedIn profile so that it has your title, which is CEO.

Create a company page on LinkedIn if you don’t already have one. This doesn’t have to be a lot, and you can get AI to write the first draft for you to make it sound better, and then you do the final version and drop that into LinkedIn as your new company page. Go in Canva, get it designed, etcetera. Make yourself an employee of that page on LinkedIn, and then ensure all of your employees are listed as employees.

So anybody that you may have hired, this is if your mom, your partner, your niece, anybody is working for you, niece, nephew, anybody is working for you or, works for you casually, whatever that might look like, you make sure that they have you listed as somebody that is employing them listed on LinkedIn so that your company page starts to look more like an actual company page, which will help with recruiting.

Do this work?

Okay.

Now we are moving on. So if you haven’t done the work, pause and go do that work, and then I’ll probably see you tomorrow or maybe depending on your when you’re doing this a little bit later today. Okay. So we are back with before and during the hiring process.

Now this is something that I learned from the e myth revisited. I have modified it. There’s a few other people, my coaches, etcetera, who have helped me kind of, like, refine this. We are working on our own video.

I just wanna be really clear about this. If you’re like, Joe, I haven’t seen this video on your job postings.

It’s true. We’re working on it. But by the the time you watch this, we probably will have. It’s just if you’re watching this immediately after I have produced it.

Okay. What we wanna do is this overarching goal that you will have as you start hiring is not just, am I bringing in the right people? Do they know what to do? But are they aligned behind my vision for the business?

Are they aligned behind how I want to be seen as a business, how I want to deliver work as a business, all of the things that come with greater vision, the emotional side of things, and also your brand.

So we’re going to dig deeply now into as deeply as we can in the intensive.

Know that you’ll reflect on this later. It’s a video that you’re going to make. You can you can change that video later. Video is the easiest thing to make right now. There are very few expectations, and everything looks better than it should given how little time it takes to make the thing. So just trust. Okay?

You can go back and change things later. So what we want to do is make sure that we have set out a clear vision for our business. It doesn’t have to mean, like, my vision is this, but it doesn’t hurt to have a vision or a mission for your business to share with people.

This will help you weed out people who are not a good fit and inspire those who might be a great fit. So here’s what I want you to do before we get into this whole video thing I just mentioned. We want a single we want to be able to start scripting how we’re going to talk to candidates, not new hires. This is for candidates about our business and their role in bringing this business to a place where the world reacts wonderfully to it. So this is what you’re going to fill in right now. At this the top here, you’re going to list three words. These are probably going to be adjectives that you would most like your clients to say about working with your team.

What are those three adjectives? They can be, on time. They can be a delight. They can be results driven.

What I would encourage you to do is try to get really honest with it. Don’t say easy to work with because that’s obvious. Like, no one’s gonna say, I hope they want me to be hard to work with. Right?

Unless, for some reason, that’s yours. If yours isn’t obvious, that’s why it belongs here. And if you were if you think about this in the various businesses that you interact with, this is like, if you’re Steve Jobs, you want to come up with three words you want people to say when they have when they use a MacBook.

What are the three words that you want them to say universally?

Those you get to choose. It doesn’t mean everyone will, but those are the ones you get to choose that help you make the best product. And in this case, your product is your business, which is run by people. They are the machine that you’re actually building here.

Okay? So think about your favorite businesses. Think about experiences when you go into your favorite coffee shop. Or if you get your laundry done by a service and it there’s an experience, there’s a feeling there.

Or when there’s not a feeling and you’re like, well, I don’t want that, it feels like there should be more of a feeling there. Like, if your laundry service is not good, what is that feeling? So and it doesn’t have to be it doesn’t have to be a feeling. I said feeling because a feeling is, like, a natural thing.

It’s likely what people will say. But I want you to be really honest for your experience.

What would you most like? What would fill your heart? What would be crazy wonderful for you to hear a client has said about you? Write those down now.

Hit pause in order to write them down and give it some thought. You’re probably gonna end up striking through a couple times, but that’s cool. Get to a place where you feel good. Okay?

So hit pause and do that now.

Okay. Now we’re gonna move on to these three questions down here. We want you to complete the following phrases. When you do read The E Myth Revisited, you will learn about your strategic objective. We’re not talking about your strategic objective here. This is the beginning of this is a part of thinking about your strategic objective.

It’s such a big concept. It’s, a whole book that helps you get there. So I’m not gonna try to cover it in the intensive, especially because I I don’t wanna infringe on any of his copyright. So go and read the book so you have that. And this is what I find helpful. When I am doing when I and I am constantly iterating on my business.

The vision doesn’t really change, but I’m I’m tweaking this stuff all the time, and this is what I find helpful.

So complete these phrases. When it comes to my clients, my team, and the entire experience of working with me, I am hopelessly devoted to the idea that now what is that? Is it to the idea that fill that in with something that’s true for your business. It’s not gonna roll off your tongue likely.

It’s gonna be something you have to think about. What are you hopelessly devoted to when it comes to working with your clients, having them work with you the entire experience of working with you? Are you hopelessly devoted to immaculate attention to detail? If that were true, then you would want to bring immaculate attention to detail to life in your business.

So what would that eventually, you’ll get to a place where you understand what that would look like. You’ll have SOPs that have a heavy focus on attention to detail. So making sure everybody you hire understands what the standards are for great attention to detail. Okay?

It might be something to do with design. It might be something to do with outcomes. It might be something to do with how you make them feel. I don’t know.

But have a thought about what you are hopelessly devoted to, and that could be a reflection of something in your life. If you are meticulous by nature, if you have to make your bed with, like, sharp angles, every morning without fail before eight o’clock, there might be something about discipline in there that you’re hopelessly devoted to the to the idea that people plus discipline equals success. Maybe. Okay?

So start thinking through that. If you’re somebody who likes to chill and roll with it and see what happens and trust in instincts, then you could refine that into something if that’s true for you. So what are you in life hopelessly devoted to? Think about your hobbies.

Think about how you bring yourself to life. And some people are struggling with this right now, and that’s okay.

Try to put something down.

And if you can’t put something down, I do want you to to put a rough draft down, then put a big old asterisk next to this and put a note in your calendar or your to do list, however you get things done. Whatever you don’t bump. It happens in your calendar. It happens.

If it happens in your to do list, you make sure it happens. So if that’s what you want to think through, then, yeah, that’s what we’re talking about here. So give it some thought, but then go back and later on make sure that you refine this. It’s actually a really big strategic question.

We’re moving through it quickly. We could do an entire ninety day program on just coming up with the thing that you are hopelessly devoted to. Or you might finish this in twenty seconds and go next. And whatever that is, that’s cool. So pause right now.

Let yourself have a thought with this. Assign your brain the job of figuring this out even if it’s just a very early draft of that idea.

Okay.

Welcome back. Okay. Next part is filling in this. So, basically, when when you think about that idea and, again, you should have even the roughest draft version of that idea.

When you think about that, how have you brought that to life ideally in work? So if we think back to, this attention to detail question, if that’s something you’re hopelessly devoted to, when did attention to detail really manifest as like, woah. You are so attentive when it comes to detail, and look how awesome that is. I want you to write down the time in your work history when that happened. So think about an example.

What happened for you? When did people plus discipline equal success? When did that happen for you? When did something to do with design best present itself and have a success out of it? Some sort of win, something that felt like you were really laying it on thick that time, and it was great.

Write that out.

Okay. Hopefully, you knew that that pause was for you to go off and write that out. Now comes the final part of this sheet, which is the qualities that helped you best fulfill that idea are. So what is it about you that gives you such incredible attention to detail?

What is it? What are those qualities? So you have a respect for people’s time. You don’t wanna waste people’s time on, on things being wrong, little things being wrong. You wanna make sure that everything is efficient as well. So what are some of the like, just kind of back up to what makes it possible for you to deliver on that idea, whatever your first idea was?

This is the work, by the way, that actually helps you build out a business that is more than just a freelancing business that you dreamt up one day and, surprise, it worked. You need to do more than that to really get ahead. This is the strategy stuff. Why are you doing this so that your brain understands that, your team understands that, your clients see it and feel it and love every moment of working with you because you have this clear idea of what your business is going to do to be an absolute delight to work with. And, again, it doesn’t just mean that it has to be about how you work together, but how you bring to life and exemplify the things that or the thing that matters incredibly to you as a business owner. The example in the e myth revisited is around a hotel, a boutique hotel where they are so hopelessly devoted to the idea that every individual customer deserves incredible attention to detail, I think, or something like that.

That it’s that gets realized for every customer. Every customer coming in the hotel is asked about their newspaper preferences. After dinner, they’re they’re they return to their room and the fireplace is lit. And the next morning, the newspaper they like is waiting for them. This these moments that are critical in making somebody feel like they are working with a professional, and then they feel good about it and keep wanting to come back to you. K? If it feels like no big deal, this is actually what could separate you completely from so many other businesses.

So complete this page. If you’ve struggled with it, give it a pause, and go back tomorrow, later today, after you’ve had a glass of wine or kombucha or whatever it is that’s your drink of choice, come back to it, revisit it, and then move on to the next page.

Alright. Now we take everything that we just did, and we script what I’m calling loosely a recruitment video.

This video is not about recruiting. This video is about making sure that any candidate who is considering working for you can self disqualify or can opt in enthusiastically. And if they haven’t watched the video, when they show up for an interview, you will know they are a terrible fit. So they have to be interested in the business that they’re going to work for.

Okay? I want you to also keep in mind, this is noted as advanced on the bottom of the page. It might feel too far down the road for you. It’s not, though.

It’s not. Just trust me on that one. You need to do this now. You will be surprised at how it helps clarify things for you.

Your values will be part of this, your mission, your vision, all of the work that you’re doing as a business owner, as a CEO will really start coming to life for you. So what I want you to do is everything that you did on the previous page, that’s this page, Everything you did, you can see it’s in this order, but then it’s given one, two, three, four. I want you to take the answers in this order, this answer, then this, then this, then the fourth one. So start with number one, then two, then three, then four, and use those to script out a video, which you’re really is gonna go in the order of one, two, three, four from the previous page.

The objective here is to open by sharing what’s uniquely wonderful about working with you, as in what’s so great about your business, the thing that you completed in question one on the previous page, so that candidates can align with it or at least aspire to it. They’re like, wow. That sounds awesome. I love that you think so much about that.

I love that you are relentlessly, hopelessly devoted to attention to detail, meticulous attention to detail, immaculate attention to detail. If you can open with the thing that makes you that different, then people will understand who you are. From there, we wanna move on to paint a picture of how you make these experience working with you wonderful, the kind of business, the kinds of people who will also help that happen for you. Now we’re not getting into the qualities yet.

Those qualities are going to come afterward. This is the part where you say, like, this is how we’ve brought that together for clients before. So if it’s a meticulous attention to detail, here’s how we did that previously, and that’s where you’re taking question number two. Great.

So they’re like, got it. Attention to detail you’re into. Here is what that looked like for a client. Then we get into, how you make that or yes.

Yes. That’s no. No. No. No. Sorry. I was, like, wrong there. We’ve already done that.

Then you wanna list the qualities that make you shine. Okay? So here’s how we delivered that for a client. Let me summarize what those qualities are that made it possible for the client to have that great experience with us and then finish with, if that sounds good to you, here are some qualities in addition to those that you’re likely wanna have when you work with us.

And that can just be those additional qualities, again, that you already said here. What are the things you’d most like people to say about your about working with your team? It might be that you guys have an incredible you have a credible attention to detail. Maybe that came up already, so that’s cool.

Then you might just not include that because you’ve already made it really clear, or you might just double down and include that. Whatever you said here, we wanna finish with. Okay? That’ll give you a really short script that I want you to then film.

You have a phone. I know you do. Or you have Zoom. You can go in and film it.

Doesn’t have to be beautiful. Just film the damn thing and then upload it to whatever hosting platform you use and embed it on a page. This is where you will drive candidates when they’re ready to apply. So ready to apply?

Hit this link and watch the video, then submit your details below. Cool?

Do that, and then come back.

Okay.

The next few bits I’m gonna move through really fast because we’ve done the critical strategic work, and a lot of this, what follows here is just like, okay. How do we start getting to a place where we know we know what our org chart looks like for the next three to five years? We’ve got job descriptions for the next three hires. I’ve got a freaking recruitment video.

I’ve got everything that it takes. Now what? Now we’re gonna get ready for when we actually start onboarding the right person. Now the reason we’re not getting into the hiring process in detail is because there are different things that you’ll do for different roles.

So these are the kinds of things where you’ll wanna bring your questions, or your ideas to our group call. So make sure you have the work done in time for us to have a good conversation in the group call about anything you may still be wondering. Okay? So I’m gonna move kinda fast because you’ve been doing a lot already, and this is really straightforward stuff.

What I want you to do is put together a central space for your onboarding materials. Now keep in mind that you’re going to have some links, some PDFs, some Google Docs, some Word docs maybe, some keynote files, a variety of files. So you’ll wanna choose a space that allows you to put those together, video as well. Are you gonna do an online training space?

Are you going to do Dropbox? Are you going to publish all of this stuff in a way, like, on Medium or Substack or anything like that?

And then a preferred medium for onboarding materials. So if you’re like, you know, video is easy or, hey. I only do list created with Tango, the software, whatever it is. That’s cool.

Go through. Choose those really quickly. Give them very little thoughts. Just try not to box yourself into something.

The best thing to do is an online training space because you can upload other materials and because you can lead with video, which can be really good for people trying to understand how to work with you. K? Do that, and then we’ll move on.

Alright. Now you’re going to create the beginnings of a new employee handbook. I would strongly suggest you use chat GPT to help you through this. All All you’re gonna do is go through this checklist.

Okay? You want to be sure you have a central space for your onboarding materials, which we just talked about. You’re going to create buckets or categories for those materials. Those will be the file folders or the course modules or whatever it is for however you put it together.

Those are, like, the names for the file folders or the names for the modules. So it could be getting started at and then your business name, software we use at and your business name.

Create those buckets, then you’re gonna go fill in the following page, and you’re going to select the right software to get the job done. K? From there, prioritize getting a bunch of SOPs ready to go this week, and then make sure you work block three more SOPs every week until they’re all done. Now you’re probably wondering, what’s this following page thing?

Because there’s a lot of quick quick stuff underneath, but what’s going on on the following page? Let’s look at this. This is the documentation that you need to have to help people onboard. So what happens before before somebody even starts?

So you said, hey. You got your job. Congratulations. So you’ll send out a offer letter, then you will what else happen happens after that?

You’ll need an email template for sending out the offer letter. So we have an offer letter template, an email template, and then you’ll have an exchange with them. You’ll need to set up their, email address. You’ll need to get them, maybe well, you get get them invited to Slack.

You’ll need to make sure that they, have access to Zoom, all of the stuff that you might need to do before they even start. Then what happens on day one? Okay. So it’s their first day.

Put yourself in their shoes. It’s morning time on their very first day.

How do they show up? Okay. So they’re going to have a meeting very first thing in the morning. They should already have in the prework stage been set up with their calendar.

So day one, if they’re working remotely, then you’ll have a meeting set up to kick off their day one. What else happens? Well, you’re going to need to have training in these early days, in this early week. Where do they find their employee handbook, etcetera.

And then you’ll start digging into the following weeks. So we’ll do a lot of training upfront here. This is where you will wanna dig into training. Do they need access to copy school?

Do they need specific lessons in copy school? What are you going to do? How are they going to know exactly what to do? How do they know where to find the SOPs?

What to do with the SOPs? What if they don’t know what an SOP is? Like, what what do they need here? Do they need a Thinkific login or whatever tool you end up using?

How are you going to walk them through all of this? So you will need a kickoff call agenda. So that’s some prework that you’ll have to do. Now you don’t have to do all of this thinking here in this page.

You can, of course, go through and just, like, put all of your notes and thoughts along there, and you can also go over and create a spreadsheet. So this is a really simple approach. It’s just filling in the table, but go create a spreadsheet of all of the to dos that you’ll have, and then you’ll wanna get started. Once you’ve got that ready, then you’ll wanna go back and do all of this work that follows.

Okay. That takes you to the end of the week. Lots of work. Well done.

Go back and fill in this opening page, which are your notes. If you have anxieties about hiring people, this is a good time to fill them in. Your hopes for hiring people, add that here as well. And if you’re struggling to balance those or you’re like, I got a lot of anxieties and not a lot of hopes, then bring those questions to our call.

Okay? Make sure you know what your next hire is going to be. Write that in here. Make sure you’ve completed your org chart.

Make sure you know where you’re saving all of this. So document this here. So everything here is your at a glance view of the work that you’ve done this week. Go through.

Do everything. A lot of it’s easy. The LinkedIn profile stuff is easy. The video should be pretty easy.

The new employee handbook is going to take more time, and that’s why we have you chipping away at that over the next couple of weeks into a couple of months.

Okay? You’ve got this. Alright. Make sure you do this. Go back if you watch this whole thing together.

Now you have to go back and do the work. So go do it and make sure you have as much done as you can to bring really good questions to our call. Alright? Thank you.

Resources

Resources

Transcript

Hey. Hello, y’all. Welcome to week six. This is the week where we can start to move closer to having even more leverage by hiring and onboarding your VA.

Now the title of this is hiring and onboarding your VA, but there are many cases where it won’t be a VA that you’re hiring. So what I really want you to think about is your first hire. That’s what we’re gonna talk about. That’s what we’re gonna get into today.

So we want you to be able to add the right people at the right time so that you can scale for improved profitability.

If you don’t love the idea of a team, we’re gonna talk through, how important it is to have a team member, but I’m not gonna entirely be able to move some people to this idea. So if you feel a lot of hesitation around this, I would, encourage you just to suspend disbelief, just to let go of some of your worries about what it’s like to have a team. Maybe you’ve heard things. Maybe you’ve had a team before.

Maybe you had a bad manager and you don’t wanna be that person ever. Everybody has their own, like, people story, and you definitely do. So that is fair. All I’m asking is that you stick with me and don’t say no out of the gate.

What we’re going to cover may feel like a lot as well, but it’s an entire week of work in something called an intensive, so it shouldn’t be terribly surprising when it feels a little intense sometimes.

We do wanna use this approach to gain leverage so that you can work on the business. There, again, are people who don’t see the value in having people around to help them, but that’s often because those people are poorly trained or they don’t understand your vision or or or. So we can overcome a lot of that, but not if you’ve got a wall up. So do your best to break that wall down or at least just to sit here, close down distractions, listen, look through your workbook, and fill in things as I walk you through them. Okay? Here’s the part of the sunshine growth model that we are working on this week.

This is, of course, where we’re clearing out more of the darker parts of the cloud. So you can start to see that there’s more happening down here around leverage in order to get to that place where you’re ready to build, this thousand dollar a day business. Not just ready to build. You are actively building that business by doing this work. Okay?

If people were not important to this part, to this to this process at all, I wouldn’t include them. I have heard enough enough friction. I’ve heard enough, over the years about how it’s it’s too hard to hire people, etcetera, etcetera, etcetera.

If if it wasn’t important, I wouldn’t teach it to you. It wouldn’t be in here because it’s actually it makes my life harder to have to convince you of this. So trust that I don’t like making my life harder. I like making it easier.

And if I could, I would pull this out, but I absolutely can’t. And every time I meet with an entrepreneur who is stuck at one point five million dollars a year, every time it’s because they don’t wanna hire people. So I want you to think. And even if one point five million sounds really good and, like, wow, that’d be so cool, it’s, you can do so much more.

And as I love to say to all the freelancers I work with, like, business loves to grow.

If you aren’t ready to help it grow, you will end up feeling like you are slamming into a wall again and again. And the sad part is you built that wall, and you will be slamming into it, and you will go fudge.

What should I do?

Do I just, like, have a lifestyle business, or do I go ahead and hire people? So you’ll eventually get there. Trust me. I have a seriously clear crystal ball on this thing after so much time working with so many business owners and working alongside them as well.

Okay. So so so so so. I’m really trying to make a case for you sticking with me through this. This is what you’re going to fill in at the end of the week.

Note that this is called CEO notes. We are going to start referring to you as the CEO of your business. Put aside the fact that you’re also the chief garbage taker outer, and you are all of the other things as well. We’re actually gonna talk about all of that this week, but put that aside and allow yourself to just roll with the idea of being the CEO.

Okay. Excellent.

So let’s get started. You will go back. You’ll complete that worksheet afterward. So have a look through it.

Because this is recorded, you can pause. You can take a look at everything right now, but we’ll go through this at the very end. Okay? Cool.

Alright. Let’s move on then to the next page, which is no employee should be an expense. Okay? So every person you hire should help you make more money.

This means you need to hire the right people in order for that to be true. Otherwise, if you’re hiring people who cost you money instead of making you money, it becomes really frustrating to hire people at all. So there are different ways that they can help you make more money. Sometimes they do this by attracting and closing more clients for you, and that’s when you hire someone who is in direct marketing or who is a ghostwriter if a book is a big part of what you’re going to do to grow your business or in sales.

There’s lots of other roles that could be true there, but that’s where they are actively attracting and sometimes even closing more clients for you. Sometimes they’re gonna be freeing you up so you can do the work that clients are paying you for, and that’s where a lot of people start with a virtual assistant because they’re making it so that you’re not managing your calendar, you’re not doing inbox triage, etcetera, etcetera. And then there’s the other ones, who might just come along and be the people that replace you with the work that clients are paying for, which is a really valuable thing.

If you are a freelance copywriter, this is the kind of stuff that you’ll end up training people on, putting them through copy school or whatever it is that you do, and then, of course, actively training them and giving them feedback. These are people who are going to be copywriters.

Maybe if you’re in ads or sell by chat or email, they’re implementation specialists.

They could be researchers, analysts, designers, conversion optimization experts, all of those sorts of things. Okay? So this is what we’re starting to think through.

Your first hire, as I mentioned, does not have to be a VA. So if that has not felt right, if you’ve been like, I don’t think I need an assistant, then don’t worry about it. I have not had an assistant in years, and it’s fine because the business that I’ve built does not require that I have an assistant. I instead hire other people that can free me up.

My inbox isn’t so bananas that I need somebody to come in and take care of it. So, if yours is, if your calendar is, if you find that you’re getting a lot of leads and they’re slipping through the cracks because you were like, oh, did I ever get back to so and so? Then it’s a good idea to add a VA in. But as you’ll see here, what we really wanna think about is your org chart.

That’s the first place to go when you are thinking who should I hire. A lot of people will tell you that you should start with, well, what are the jobs you don’t wanna do? Others will say, well, what are the jobs you love doing that you can train someone else on so well so that you can go learn other jobs? There is a lot of conflicting information out there.

This is what I have found to be most valuable, creating my own org chart, not for the business that I have today, but for the business that I’m building. So you look at it for three to five years from now. And as I note here, this is something that was clarified brilliantly for me when I read The E Myth Revisited. I always loved an org chart, but I didn’t know how far down the road to make it for, what to really do once I had done that.

So we’re going to have you start this week off by creating your own org chart. Okay? So as you go through and watch this lesson, you should be pausing it and doing the work as you go. Cool?

Then after that or, well, basically, alongside that, you’ll be thinking through how you will deliver world class services to clients. So that will affect your org chart. If you decide, hey. I’m gonna do dedicated pods, actually. I think that what I wanna do is have every client gets these three key people, then there’s an account manager on top of that for the client. That’s how I’m going to deliver world class services. I’ll be adding a pod at a time, which means I’ll have these blips in hires, but it also means that I can control how I grow with the number of clients that I have or have in the pipeline.

And that is what we did at Boxcar, and that is the way that it felt perfect, actually. So to think through pods is a really, really nice thing. But we also explored other ways, and that’s the org chart you can see here. So head on over to this short link.

Go to the, if you’re watching this in some other way, you can go to the QR code as well, and check out that org chart. That’s a really basic breakdown of the standard org chart that you’re likely going to have if you’re building an agency that has a product or, like, a service you stand up upfront, and then you follow with the retainer. So exactly the authoritative offers that we’re talking about here. It’s a really good model to start with when you’re looking at your, at at putting together this org chart for you.

You can full on just copy it. You can just say, cool. That’s my org chart and go with it, and then, like, put your name in the right places. But I really want you to understand as you go through and put this org chart together is that you are actually doing every single role that is on that org chart.

It’s not by putting it on paper that doesn’t make you do that role. You’re already doing all of those roles. So if you have a clear a clear, like, view of the org chart for three to five years from now, that can really help you see, what why you often feel burned out, why you feel like, well, I’m such a good copywriter.

Why isn’t my business growing? And you can start to get a better sense for, oh, it’s because I’m spread thin across all these things. I’m doing the job over here off to the side, which is and you’ll see that on the org chart. This little part, one person is a senior copywriter in there.

I’ve got a couple of those roles. I’m I’m focusing on that part, but look at all these other parts that I actually am doing as well. So that’s a really, useful exercise. So that is where you wanna start right now.

Go ahead and pause this video and look at the org chart, make a copy of it. Or if you like starting from scratch from a blank page, you can look at it and then go and make your own. That is your objective out of the gate. If it helps, I find org charts to be very, I find them, like, inspiring.

When I wanna get regrounded and where I wanna take my business, when things feel slightly chaotic or something goes in an unexpected way, I like to go back to my org chart, have a look at where I’m at, and also change the colors of various boxes so that they are a different color if there’s somebody I’m going to hire next. So I start changing the color of the boxes if I’m like, okay. This is me. I’m the only person on this org chart, but here are three other ones that, three other places that I could hire, in the next four months, let’s say.

So you can change the color to a different color. Just like that, go in and, change the color. I know this is a very small view that you’re seeing of the org chart, but look at it in your own view and then go, okay. Well, I think if I’m the senior copywriter I’m everything.

But if I’m the senior copywriter and I’m also kind of doing CRO a lot, like, I’m over here in my skill set, what do I what what will help me have the best leverage to go forward and make more money? So if you really like the copywriting part, then you can stick with that and maybe hire someone over it, like maybe head of sales or your sales lead comes next or your account lead comes next or your CRO comes next.

If on the other hand, you’re like, okay. I I mean, I did copywriting, but I think I like business and entrepreneurship more, then maybe you’ll wanna look over at you taking over more of the VP of accounts, and thus, you’ll be hiring more underneath this VP of services. So the services area might be where you’d go like, okay. If the next person I wanna hire is actually a senior copywriter, then you can look across and say, okay.

I’ll probably need to spend about a hundred and twenty thousand a year on them, which can sound like a like a lot of money. Like, I don’t have a hundred and twenty thousand dollars a year, to spend on other people in particular. But remember, look at the headline here. No employee should be in expense.

So you don’t have to hire this person tomorrow. You just need to have a sense for who you should hire next based on your org chart for the business you wanna build. K? Thinking about how you can make sure you are freeing yourself up to grow the business, not, oh, I think I need a team.

Who do you need to help you grow the business into what you want it to be? And then if you’re struggling at all with, I don’t know what I want my business to be. It could be any number of things. I’ve been thinking a bit about it. Like, we’ve set your, like, financial goal, and you have that, like, money idea in place.

But this is where you start to think through that ideal business that you want. So that’s everything going on here on this page. Okay? Pause this video, do the org chart work, and then come back.

Welcome back.

Hello.

Alright. We are ready to move on. You’ve got your org chart in place. That’s awesome. You should likely have highlighted on your org chart the next person that you want to hire. Okay?

Excellent. We are doing wonderful work, and we’re moving forward with the sometimes boring boring but necessary work, and that is job descriptions.

Every job that you just put on your org chart needs a description.

That sounds horrible. And before ChatGPT, it was horrible. But you can write this very, very quickly. Now if you’re in CopySchool Pro, that means you have been in CopySchool or are still in CopySchool.

So I would say if you’re not sure how to go about using ChatGPT to write good job descriptions for you, go back to master of AI copy. And in there, you’ll see how to prompt ChatGPT for work like this, just following race. You’ll see it. It’s really straightforward.

It’s very hard to miss. It’s right out the gate when you start master of AI copy. So use that to help you.

Now if you’re cool with it, you’re like, I, Joe, I already use ChatGPT. Awesome. Great. We’re going to use it to write job descriptions.

You’re going to tell it what its job is, which is, hey. You’re a, business owner building an agency, and your next hire is so and so. Then go through and just, like, finish that prompt off following r a c e. Okay?

That was just the rule, for you for the Chat GPT. Okay. What we wanna do here is fill this in as we’re going through and doing these job descriptions. So it’s really straightforward.

You will find very quickly that you need to have a place to put all these job descriptions, and there will be other things you’ll need to know as well. Where does my org chart go? Because this is all documentation that you don’t wanna lose. You should print it off, put it in the in the binder that you have going for CopySchool Pro.

But, also, we’re gonna talk about how to start putting together your documentation, like, where you save all your documentation that that could be, on Google Drive or Dropbox or wherever it is, you’re going to need a well organized place. If it’s not well organized, it’s very, very hard for you to have that leverage that comes with being documented like mad. So keep all that in mind as you start looking through through all of these parts and going like, wow. I’m really doing a lot of creation of documents here.

Where do I save them? We’re about to get into all of that. Okay? But we’re gonna start by identifying the next three roles that you should hire in what order.

So you will fill the worksheet in with those with at least three that you’ve identified. You don’t have to say the deadline, but if you want to go for it, add the deadline, add the ideal date to start, recruiting and when you would like to have them hired and working for you. It’s good. It helps you get closer to that goal you have to grow your business, by which I mean to grow your revenue and your freedom.

Okay. So you’ll write those three in, take them from your org chart, and then we’re gonna go through and do this work with which is each of those jobs needs a job description. Now as I said, every single job on your org chart needs a job description.

But if you don’t have five hours blocked off to get ChattGPT to write those job descriptions for you, you should at least start with the first three. What I do want you to do is commit to going back, and that means put a block in your calendar, or just do it right now. What I need you to do is make sure you create job descriptions for all of the other roles on your org chart.

Because ChatGPT makes this so easy, there should really not be a lot of friction.

I have gone through this exercise many times, and I’ve done it without ChatGPT to help me. So trust me when I say you’re in a good position to do all of the job descriptions. What we wanna do, though, is just start working down the list. So step one will be write a first first draft job description for each of the roles listed here.

Okay? When you’ve done first draft, you don’t have to make it better. You can say you can just do the regular prompting, leave the first draft there when you’re signed in the chat g p t, into four. Just save it.

By which I mean, just leave it there. You can go back to it later and make it better. Then what you wanna do is also draft a salary for each role, and I would push that further to try to calculate the hourly rate, which can help you when you think back to the week where we were talking about your offers in greater detail, and you had in the retainer week, you had the, the calculate really, it would, like, calculate the hours and what everything’s worth and what everything costs, etcetera, etcetera.

This will help you update that better so you can have a sense for the hourly rate and more. You’ll estimate the monthly revenue that you need to generate a bunch of profit on those hires. Thirty percent is okay for an agency.

You might get hired at fifty percent. You might find sometimes that some, team members are not as valuable, quote, unquote valuable, as other team members are. They generate less profit, but they’re critical for overall profit, and that’s okay. What we just wanna do is make sure that you’ve got a sense of how you can afford to do the work of hiring people.

Okay? Estimate what month based on that you will be able to post your first job opening. And this, again, I want I know that some people will be panicked to hear this. Like, it will come off as, oh my gosh.

I didn’t wanna hire anybody. And now I’m, like, thinking I might have to hire someone. I’m gonna have to hire three people all in twenty twenty four or twenty twenty five or whatever year you’re watching this in.

And that’s that can feel scary.

Don’t let it be scary. I know that’s easy for me to say, but we’re just documenting here. We’re just setting business goals.

You get to choose so much of how your business succeeds, and you making the conscious choice to say, here’s the first hire I need and here is when I need them, that is how you turn into a CEO. And who grows a business better than a CEO? You’re not the freelancer right now. You are the CEO.

And the CEO is thinking, who’s coming up next to help me reach these goals? And the CEO is definitely thinking, and with these goals, how are they making me money, which you are allowed to think. It is allowed to be money that goes into your pocket eventually. So keep that in mind.

And if money doesn’t motivate you, translate it to whatever thing you buy with money, whether that’s freedom, whether that’s time with your kids, whatever that is. Okay? So I want you to then add a block to your calendar to post the job opening, but, importantly, I would like you to have a consequence for not posting it. Again, this is the first person you hire.

What are they going to cost you?

When will you be at a place in your business? So thinking of, okay. If I can close my first project for ten thousand dollars, if I can close that this month, get one under my belt, then I close two more next month, and one of those turns into a retainer. That means in three months, I need to have somebody to train to do the retainer work, or I’ll be doing that retainer work myself. So I need to have somebody to train to do these standardized projects. Okay? If that’s true, then I’ll probably wanna hire them the month before so they can, like, watch me do this work.

Allow yourself to believe that you will rise to the occasion and sell these standardized offers. So belief in self goes a long way. We will talk in Copy School Pro about self efficacy and how to reflect on your wins, on other people’s wins, etcetera, and talk to yourself in order to get to a place where you can say, this is what I’m doing. I am the CEO.

So do all of these parts, and then prepare yourself to use LinkedIn to recruit or post job openings. Some people watching this will be ready right away to start recruiting. What I want you to do is get LinkedIn ready for that work. So update your LinkedIn profile so that it has your title, which is CEO.

Create a company page on LinkedIn if you don’t already have one. This doesn’t have to be a lot, and you can get AI to write the first draft for you to make it sound better, and then you do the final version and drop that into LinkedIn as your new company page. Go in Canva, get it designed, etcetera. Make yourself an employee of that page on LinkedIn, and then ensure all of your employees are listed as employees.

So anybody that you may have hired, this is if your mom, your partner, your niece, anybody is working for you, niece, nephew, anybody is working for you or, works for you casually, whatever that might look like, you make sure that they have you listed as somebody that is employing them listed on LinkedIn so that your company page starts to look more like an actual company page, which will help with recruiting.

Do this work?

Okay.

Now we are moving on. So if you haven’t done the work, pause and go do that work, and then I’ll probably see you tomorrow or maybe depending on your when you’re doing this a little bit later today. Okay. So we are back with before and during the hiring process.

Now this is something that I learned from the e myth revisited. I have modified it. There’s a few other people, my coaches, etcetera, who have helped me kind of, like, refine this. We are working on our own video.

I just wanna be really clear about this. If you’re like, Joe, I haven’t seen this video on your job postings.

It’s true. We’re working on it. But by the the time you watch this, we probably will have. It’s just if you’re watching this immediately after I have produced it.

Okay. What we wanna do is this overarching goal that you will have as you start hiring is not just, am I bringing in the right people? Do they know what to do? But are they aligned behind my vision for the business?

Are they aligned behind how I want to be seen as a business, how I want to deliver work as a business, all of the things that come with greater vision, the emotional side of things, and also your brand.

So we’re going to dig deeply now into as deeply as we can in the intensive.

Know that you’ll reflect on this later. It’s a video that you’re going to make. You can you can change that video later. Video is the easiest thing to make right now. There are very few expectations, and everything looks better than it should given how little time it takes to make the thing. So just trust. Okay?

You can go back and change things later. So what we want to do is make sure that we have set out a clear vision for our business. It doesn’t have to mean, like, my vision is this, but it doesn’t hurt to have a vision or a mission for your business to share with people.

This will help you weed out people who are not a good fit and inspire those who might be a great fit. So here’s what I want you to do before we get into this whole video thing I just mentioned. We want a single we want to be able to start scripting how we’re going to talk to candidates, not new hires. This is for candidates about our business and their role in bringing this business to a place where the world reacts wonderfully to it. So this is what you’re going to fill in right now. At this the top here, you’re going to list three words. These are probably going to be adjectives that you would most like your clients to say about working with your team.

What are those three adjectives? They can be, on time. They can be a delight. They can be results driven.

What I would encourage you to do is try to get really honest with it. Don’t say easy to work with because that’s obvious. Like, no one’s gonna say, I hope they want me to be hard to work with. Right?

Unless, for some reason, that’s yours. If yours isn’t obvious, that’s why it belongs here. And if you were if you think about this in the various businesses that you interact with, this is like, if you’re Steve Jobs, you want to come up with three words you want people to say when they have when they use a MacBook.

What are the three words that you want them to say universally?

Those you get to choose. It doesn’t mean everyone will, but those are the ones you get to choose that help you make the best product. And in this case, your product is your business, which is run by people. They are the machine that you’re actually building here.

Okay? So think about your favorite businesses. Think about experiences when you go into your favorite coffee shop. Or if you get your laundry done by a service and it there’s an experience, there’s a feeling there.

Or when there’s not a feeling and you’re like, well, I don’t want that, it feels like there should be more of a feeling there. Like, if your laundry service is not good, what is that feeling? So and it doesn’t have to be it doesn’t have to be a feeling. I said feeling because a feeling is, like, a natural thing.

It’s likely what people will say. But I want you to be really honest for your experience.

What would you most like? What would fill your heart? What would be crazy wonderful for you to hear a client has said about you? Write those down now.

Hit pause in order to write them down and give it some thought. You’re probably gonna end up striking through a couple times, but that’s cool. Get to a place where you feel good. Okay?

So hit pause and do that now.

Okay. Now we’re gonna move on to these three questions down here. We want you to complete the following phrases. When you do read The E Myth Revisited, you will learn about your strategic objective. We’re not talking about your strategic objective here. This is the beginning of this is a part of thinking about your strategic objective.

It’s such a big concept. It’s, a whole book that helps you get there. So I’m not gonna try to cover it in the intensive, especially because I I don’t wanna infringe on any of his copyright. So go and read the book so you have that. And this is what I find helpful. When I am doing when I and I am constantly iterating on my business.

The vision doesn’t really change, but I’m I’m tweaking this stuff all the time, and this is what I find helpful.

So complete these phrases. When it comes to my clients, my team, and the entire experience of working with me, I am hopelessly devoted to the idea that now what is that? Is it to the idea that fill that in with something that’s true for your business. It’s not gonna roll off your tongue likely.

It’s gonna be something you have to think about. What are you hopelessly devoted to when it comes to working with your clients, having them work with you the entire experience of working with you? Are you hopelessly devoted to immaculate attention to detail? If that were true, then you would want to bring immaculate attention to detail to life in your business.

So what would that eventually, you’ll get to a place where you understand what that would look like. You’ll have SOPs that have a heavy focus on attention to detail. So making sure everybody you hire understands what the standards are for great attention to detail. Okay?

It might be something to do with design. It might be something to do with outcomes. It might be something to do with how you make them feel. I don’t know.

But have a thought about what you are hopelessly devoted to, and that could be a reflection of something in your life. If you are meticulous by nature, if you have to make your bed with, like, sharp angles, every morning without fail before eight o’clock, there might be something about discipline in there that you’re hopelessly devoted to the to the idea that people plus discipline equals success. Maybe. Okay?

So start thinking through that. If you’re somebody who likes to chill and roll with it and see what happens and trust in instincts, then you could refine that into something if that’s true for you. So what are you in life hopelessly devoted to? Think about your hobbies.

Think about how you bring yourself to life. And some people are struggling with this right now, and that’s okay.

Try to put something down.

And if you can’t put something down, I do want you to to put a rough draft down, then put a big old asterisk next to this and put a note in your calendar or your to do list, however you get things done. Whatever you don’t bump. It happens in your calendar. It happens.

If it happens in your to do list, you make sure it happens. So if that’s what you want to think through, then, yeah, that’s what we’re talking about here. So give it some thought, but then go back and later on make sure that you refine this. It’s actually a really big strategic question.

We’re moving through it quickly. We could do an entire ninety day program on just coming up with the thing that you are hopelessly devoted to. Or you might finish this in twenty seconds and go next. And whatever that is, that’s cool. So pause right now.

Let yourself have a thought with this. Assign your brain the job of figuring this out even if it’s just a very early draft of that idea.

Okay.

Welcome back. Okay. Next part is filling in this. So, basically, when when you think about that idea and, again, you should have even the roughest draft version of that idea.

When you think about that, how have you brought that to life ideally in work? So if we think back to, this attention to detail question, if that’s something you’re hopelessly devoted to, when did attention to detail really manifest as like, woah. You are so attentive when it comes to detail, and look how awesome that is. I want you to write down the time in your work history when that happened. So think about an example.

What happened for you? When did people plus discipline equal success? When did that happen for you? When did something to do with design best present itself and have a success out of it? Some sort of win, something that felt like you were really laying it on thick that time, and it was great.

Write that out.

Okay. Hopefully, you knew that that pause was for you to go off and write that out. Now comes the final part of this sheet, which is the qualities that helped you best fulfill that idea are. So what is it about you that gives you such incredible attention to detail?

What is it? What are those qualities? So you have a respect for people’s time. You don’t wanna waste people’s time on, on things being wrong, little things being wrong. You wanna make sure that everything is efficient as well. So what are some of the like, just kind of back up to what makes it possible for you to deliver on that idea, whatever your first idea was?

This is the work, by the way, that actually helps you build out a business that is more than just a freelancing business that you dreamt up one day and, surprise, it worked. You need to do more than that to really get ahead. This is the strategy stuff. Why are you doing this so that your brain understands that, your team understands that, your clients see it and feel it and love every moment of working with you because you have this clear idea of what your business is going to do to be an absolute delight to work with. And, again, it doesn’t just mean that it has to be about how you work together, but how you bring to life and exemplify the things that or the thing that matters incredibly to you as a business owner. The example in the e myth revisited is around a hotel, a boutique hotel where they are so hopelessly devoted to the idea that every individual customer deserves incredible attention to detail, I think, or something like that.

That it’s that gets realized for every customer. Every customer coming in the hotel is asked about their newspaper preferences. After dinner, they’re they’re they return to their room and the fireplace is lit. And the next morning, the newspaper they like is waiting for them. This these moments that are critical in making somebody feel like they are working with a professional, and then they feel good about it and keep wanting to come back to you. K? If it feels like no big deal, this is actually what could separate you completely from so many other businesses.

So complete this page. If you’ve struggled with it, give it a pause, and go back tomorrow, later today, after you’ve had a glass of wine or kombucha or whatever it is that’s your drink of choice, come back to it, revisit it, and then move on to the next page.

Alright. Now we take everything that we just did, and we script what I’m calling loosely a recruitment video.

This video is not about recruiting. This video is about making sure that any candidate who is considering working for you can self disqualify or can opt in enthusiastically. And if they haven’t watched the video, when they show up for an interview, you will know they are a terrible fit. So they have to be interested in the business that they’re going to work for.

Okay? I want you to also keep in mind, this is noted as advanced on the bottom of the page. It might feel too far down the road for you. It’s not, though.

It’s not. Just trust me on that one. You need to do this now. You will be surprised at how it helps clarify things for you.

Your values will be part of this, your mission, your vision, all of the work that you’re doing as a business owner, as a CEO will really start coming to life for you. So what I want you to do is everything that you did on the previous page, that’s this page, Everything you did, you can see it’s in this order, but then it’s given one, two, three, four. I want you to take the answers in this order, this answer, then this, then this, then the fourth one. So start with number one, then two, then three, then four, and use those to script out a video, which you’re really is gonna go in the order of one, two, three, four from the previous page.

The objective here is to open by sharing what’s uniquely wonderful about working with you, as in what’s so great about your business, the thing that you completed in question one on the previous page, so that candidates can align with it or at least aspire to it. They’re like, wow. That sounds awesome. I love that you think so much about that.

I love that you are relentlessly, hopelessly devoted to attention to detail, meticulous attention to detail, immaculate attention to detail. If you can open with the thing that makes you that different, then people will understand who you are. From there, we wanna move on to paint a picture of how you make these experience working with you wonderful, the kind of business, the kinds of people who will also help that happen for you. Now we’re not getting into the qualities yet.

Those qualities are going to come afterward. This is the part where you say, like, this is how we’ve brought that together for clients before. So if it’s a meticulous attention to detail, here’s how we did that previously, and that’s where you’re taking question number two. Great.

So they’re like, got it. Attention to detail you’re into. Here is what that looked like for a client. Then we get into, how you make that or yes.

Yes. That’s no. No. No. No. Sorry. I was, like, wrong there. We’ve already done that.

Then you wanna list the qualities that make you shine. Okay? So here’s how we delivered that for a client. Let me summarize what those qualities are that made it possible for the client to have that great experience with us and then finish with, if that sounds good to you, here are some qualities in addition to those that you’re likely wanna have when you work with us.

And that can just be those additional qualities, again, that you already said here. What are the things you’d most like people to say about your about working with your team? It might be that you guys have an incredible you have a credible attention to detail. Maybe that came up already, so that’s cool.

Then you might just not include that because you’ve already made it really clear, or you might just double down and include that. Whatever you said here, we wanna finish with. Okay? That’ll give you a really short script that I want you to then film.

You have a phone. I know you do. Or you have Zoom. You can go in and film it.

Doesn’t have to be beautiful. Just film the damn thing and then upload it to whatever hosting platform you use and embed it on a page. This is where you will drive candidates when they’re ready to apply. So ready to apply?

Hit this link and watch the video, then submit your details below. Cool?

Do that, and then come back.

Okay.

The next few bits I’m gonna move through really fast because we’ve done the critical strategic work, and a lot of this, what follows here is just like, okay. How do we start getting to a place where we know we know what our org chart looks like for the next three to five years? We’ve got job descriptions for the next three hires. I’ve got a freaking recruitment video.

I’ve got everything that it takes. Now what? Now we’re gonna get ready for when we actually start onboarding the right person. Now the reason we’re not getting into the hiring process in detail is because there are different things that you’ll do for different roles.

So these are the kinds of things where you’ll wanna bring your questions, or your ideas to our group call. So make sure you have the work done in time for us to have a good conversation in the group call about anything you may still be wondering. Okay? So I’m gonna move kinda fast because you’ve been doing a lot already, and this is really straightforward stuff.

What I want you to do is put together a central space for your onboarding materials. Now keep in mind that you’re going to have some links, some PDFs, some Google Docs, some Word docs maybe, some keynote files, a variety of files. So you’ll wanna choose a space that allows you to put those together, video as well. Are you gonna do an online training space?

Are you going to do Dropbox? Are you going to publish all of this stuff in a way, like, on Medium or Substack or anything like that?

And then a preferred medium for onboarding materials. So if you’re like, you know, video is easy or, hey. I only do list created with Tango, the software, whatever it is. That’s cool.

Go through. Choose those really quickly. Give them very little thoughts. Just try not to box yourself into something.

The best thing to do is an online training space because you can upload other materials and because you can lead with video, which can be really good for people trying to understand how to work with you. K? Do that, and then we’ll move on.

Alright. Now you’re going to create the beginnings of a new employee handbook. I would strongly suggest you use chat GPT to help you through this. All All you’re gonna do is go through this checklist.

Okay? You want to be sure you have a central space for your onboarding materials, which we just talked about. You’re going to create buckets or categories for those materials. Those will be the file folders or the course modules or whatever it is for however you put it together.

Those are, like, the names for the file folders or the names for the modules. So it could be getting started at and then your business name, software we use at and your business name.

Create those buckets, then you’re gonna go fill in the following page, and you’re going to select the right software to get the job done. K? From there, prioritize getting a bunch of SOPs ready to go this week, and then make sure you work block three more SOPs every week until they’re all done. Now you’re probably wondering, what’s this following page thing?

Because there’s a lot of quick quick stuff underneath, but what’s going on on the following page? Let’s look at this. This is the documentation that you need to have to help people onboard. So what happens before before somebody even starts?

So you said, hey. You got your job. Congratulations. So you’ll send out a offer letter, then you will what else happen happens after that?

You’ll need an email template for sending out the offer letter. So we have an offer letter template, an email template, and then you’ll have an exchange with them. You’ll need to set up their, email address. You’ll need to get them, maybe well, you get get them invited to Slack.

You’ll need to make sure that they, have access to Zoom, all of the stuff that you might need to do before they even start. Then what happens on day one? Okay. So it’s their first day.

Put yourself in their shoes. It’s morning time on their very first day.

How do they show up? Okay. So they’re going to have a meeting very first thing in the morning. They should already have in the prework stage been set up with their calendar.

So day one, if they’re working remotely, then you’ll have a meeting set up to kick off their day one. What else happens? Well, you’re going to need to have training in these early days, in this early week. Where do they find their employee handbook, etcetera.

And then you’ll start digging into the following weeks. So we’ll do a lot of training upfront here. This is where you will wanna dig into training. Do they need access to copy school?

Do they need specific lessons in copy school? What are you going to do? How are they going to know exactly what to do? How do they know where to find the SOPs?

What to do with the SOPs? What if they don’t know what an SOP is? Like, what what do they need here? Do they need a Thinkific login or whatever tool you end up using?

How are you going to walk them through all of this? So you will need a kickoff call agenda. So that’s some prework that you’ll have to do. Now you don’t have to do all of this thinking here in this page.

You can, of course, go through and just, like, put all of your notes and thoughts along there, and you can also go over and create a spreadsheet. So this is a really simple approach. It’s just filling in the table, but go create a spreadsheet of all of the to dos that you’ll have, and then you’ll wanna get started. Once you’ve got that ready, then you’ll wanna go back and do all of this work that follows.

Okay. That takes you to the end of the week. Lots of work. Well done.

Go back and fill in this opening page, which are your notes. If you have anxieties about hiring people, this is a good time to fill them in. Your hopes for hiring people, add that here as well. And if you’re struggling to balance those or you’re like, I got a lot of anxieties and not a lot of hopes, then bring those questions to our call.

Okay? Make sure you know what your next hire is going to be. Write that in here. Make sure you’ve completed your org chart.

Make sure you know where you’re saving all of this. So document this here. So everything here is your at a glance view of the work that you’ve done this week. Go through.

Do everything. A lot of it’s easy. The LinkedIn profile stuff is easy. The video should be pretty easy.

The new employee handbook is going to take more time, and that’s why we have you chipping away at that over the next couple of weeks into a couple of months.

Okay? You’ve got this. Alright. Make sure you do this. Go back if you watch this whole thing together.

Now you have to go back and do the work. So go do it and make sure you have as much done as you can to bring really good questions to our call. Alright? Thank you.