"Simplify Your Work" by Zach Droubay

Hello everyone and welcome to the August webinar of the Cleantelligence Software 2018 webinar series. I'd like to thank all of you for listening to this presentation today, especially those who have registered for this webinar and are listening live. In addition to this broadcast, we will have two more webinars this year. Cleantelligence Executive Vice President Kaden Hutchins will present the next webinar in October, just before the 2018 ISSA show in Dallas, Texas. And finally, Heather Seifert, our new Public Relations Specialist, will wrap up the year with the final presentation in December. We welcome feedback on our webinars and are open to suggestions for future topics. Feel free to email us@webinarscleantelligent.com As a reminder, this webinar is being recorded and will be posted shortly on our website at www.cleantelligent.comwebinars. go here and subscribe to receive regular updates on our webinars as well as access to our bonus ebooks. You can view all of our previous webinars here as well. And as a bonus, for those of you who are registered for this webinar and are listening live, you will receive a free ebook, which I'll tell you more about a little bit later on in the presentation. So, as a point of introduction, I am Zach Drabee, the Director of Sales at cleantelligence Software. I've been here for just over two years and I've led our sales team and helped implement strategies and processes to help cleaning companies succeed. In addition to leading and training as well as other administrative tasks, I still work directly with sales prospects from time to time. When it comes to work, I've always found and strived for a balance between it and my personal life. I found that life is more fulfilling when I do so in my personal time and in my personal life I enjoy golfing, photography, water sports. It's mostly just crashing and falling into the water, cleaning and implementing tech into everyday life. I personally try to have as much tech around me as possible to try to make my life easier, and that's really what we're going to be talking about today is ways to make your life easier through some simple steps. So enough about me today I want to talk to you about how you can simplify your work and why it is so important. In today's webinar we will specifically talk about the facts about stress, a couple of ways to manage stress, how to use metrics to measure your personal and team performance, how cleantelligent software specifically can simplify your work. And for those listening, we would like to give you guys a special offer which we'll address at the conclusion of this presentation. So let's start out by talking about stress. Stress isn't just one sided Some stress is healthy. Remember, it helped keep our ancestors alive by keeping them aware of their surroundings and triggering the fight or flight response. Today, it is a powerful motivator and can help us get the things that we care about done. However, left unmanaged, it can wreak havoc on our physical and mental health. These are just a few of the possible symptoms. Difficulty sleeping, weight gain or loss, headaches, social isolation, cardiovascular disease, diabetes, anxiety, depression, and the list goes on. If you'd like to see the full list, you can go to stress.org the positive psychology program reminds us that although stress is inevitable, burnout isn't. Burnout comes when our stress is left unmanaged for an extended period or we are no longer able to cope. A recent study by Duke University found that each year workplace stress has been responsible for over 70% of the of workplace accidents, 50% of absenteeism, and over $300 billion in associated costs. The moral of the story is we need to look for ways to identify our stress triggers and manage them accordingly. So there are a lot of tips out there for managing stress. Today we are going to focus on the truth behind multitasking and time management. There's a TV show on the National Geographic channel called Brain Games. In one episode, they take a deeper look into multitasking. According to this episode, only 2% of the population are true multitaskers and these individuals are identified as true outliers. When you try to multitask, your brain is actually shifting its focus back and forth between two tasks. It is not actually thinking about two different things at once. In order to multitask, you have to use two completely different centers of the brain. For example, when you read a book while listening to music that doesn't have lyrics, you are using two different centers of the brain. However, you lose this ability if you switch the music to something with lyrics. Because both activities rely on the language center to interpret both stimulus. Each time you switch tasks, it takes time for your brain to refocus. According to an article by Entrepreneur, this lag can cost you up to 40% more time than it would if you had just focused on one thing at a time. Remember to set Smart Goals as we explained in a previous webinar, smart goals are specific, measurable, achievable, relevant, and time bound later on, we will see how smart goals can help us set metrics to measure personal and team success. This will help when sorting through tasks, when workers are trying to identify what is urgent and what is not. Once you have determined the priority, schedule those things first. In a great TED Talk by Laura Vandercam, she suggests using Friday afternoons to schedule next week's important tasks. Physics teaches us the benefit. After all, no two things can occupy the same time and space. If you schedule a task for next week, you're going to give yourself permission to focus on that task. This can also help you to shut off the office for the weekend, both in your mind and physically. There's a lot of comfort in knowing next week's game plan and knowing that it's already in place. Another great way to maintain focus is to declutter your physical workspace. This will help keep distractions to a minimum. Personally, I like to clean my desk with just even a simple Clorox wipe on a daily basis. Make sure the clutter is out of place and keep things simplified so why is it so important to use metrics to measure performance? Let's look at some stats. According to talent management and HR, 53% of managers do not use metrics to measure performance. The implications if there are no metrics for a goal, how do you know when this task is completed? How do you know if the work was successful or not? If managers do not understand the answers to these questions, how will they evaluate the employee's performance? It will also be difficult to say if the project implementation needs to be changed in order to achieve better results. Better results could touch on anything and everything we do. Some examples include faster cleaning times or improve customer service to increase client retention. As teams strive for better results, it encourages innovation and synergy. Tracking an employee's performance periodically makes preparing for this end of year review easier. It will also make this process less surprising. This will also help the employee prioritize their work. As an employee, I know what I will be measured on, so I can easily define what is urgent and what can wait. For a lot of managers, pulling metrics is another task on their to do list. Later on, we'll look at how specifically cleantelligent software can help the Jansan industry in this regard. According to Clear Company, 78% of employees said being recognized motivates them. If managers are not measuring performance based on metrics, how will you identify your top performers? Officevibe said that companies who implement regular feedback have 15% lower turnover rates. But the reasons to identify your top performers goes beyond these individuals and a pat on the back. Think about it. Retaining your top employees will reduce your need to hire. However, if you do find yourself training new hires, pair them up with your top performers. Your top performers will show your new hires how to work quickly and efficiently. This can help alleviate your manager's stress during new hire training. These individuals would also be good candidates for delegating other assignments. We wrote about this recently on our blog. For tips on effective delegation, check out our posts and there's the link right there. As you can imagine, choosing the right metrics is crucial. If employees know what they will be measured by, they will naturally prioritize these tasks first. So let's go through these together. Number one, Establish a smart goal. For example, our sales goal is to hit this much dollars. Identify critical success factors. For example, to hit this goal, we need to look at, number one, the number of people we need to contact and how often we contact them. Number two, we also have to increase the number of demos. The question how can we get more contacts? Third, establish key performance indicators. Even though my sales team is great, not every demo will result in a sale. This means each team member needs to schedule and give X number of demos each week. Collect data Collect the actual numbers of what your team members did. Fifth, calculate metrics based on collected data. In this example, some supporting metrics could include the number of emails and phone calls the team makes to prospective customers. Once this data is collected and entered, it is easy to see how much customer interaction it takes to schedule a demo. From there, you can look at their close rate and look at their sales number for the week, quarter and year. Sixth, adjust as necessary. If this is your first year in business, trying something new or finding factors are outside of your control, take time to readjust. The smart goal is designed to stretch you and your team, but not break them. If you're over or underachieving, look at your collected metrics to understand what is happening and then move forward by writing out an action plan. As you collect metrics year over year, this will help you identify overall trends. For example, you may notice a drop in sales during June, July and August because business owners and their operators are out of town and unable to give their approval. In order to still hit the goal, the team has to make up for their lost revenue. At other times throughout the year, you may notice that this team had a higher close rate in Q1. There could be a lot of reasons for this one idea companies have more budget at the beginning of the year than at the end that means your sales team has to push even harder during the first part of the year to get ahead in order to stay on track. If an employee understands the KPI that they will be measured against at the end of the year, they will prioritize those tasks first, especially if they understand the amount of work that it takes to reach that sales number. Until this understanding is second nature, the managers need to help subordinates prioritize these assignments. In our sales team example, most of an employee's time should be spent meeting new people, scheduling and making calls, and sending emails. If this is not happening, a manager may want to schedule a friendly one on one to talk this through. As the sales team members generate more interest, they will schedule more demos. As they complete demos, they will schedule time to follow up with each prospect. And if the conversations go as planned, all will work out in the end and we'll have a new sale. When managing a sales team, it is important to remember that each prospect is in a different stage of the sales process. So again, the outcome is not usually reached in a single step and you need to prioritize the time allotted to take each step accordingly. So specifically, let's take a look at how cleantelligent can help simplify your work and simplify work in the Jans and industry specifically. We're gonna go through a couple bullet points here. So Our goal at CleanTeenesis is to help put your information into one place and help automate a lot of the daily tasks that you do. So one of the things is that customers and managers input information into one place. Tasks are automatically sent to the right people. It streamlines follow up communication between workers, managers and clients. And this is mostly done through our awesome work order system. Whether it's a client submitting a request to you about something that needs to be done in a facility, or it's one of your subordinates or or even higher ups. Sending a request in the cleantelligent work order platform is amazing and it really helps accomplish exactly what we've talked about today. It also helps make smarter decisions by eliminating repeatable tasks and creating customer reports. You're able to easily measure those personal and team KPIs by looking at work order response time, quality ratings from inspections and customer surveys, and so much more. We've built this system to help with this specific topic that we've been talking about today. And so if this is something you're interested again, feel free to reach out. So all listeners, like we mentioned before, will automatically receive a free ebook which will have more information about time management. Expect this in your inbox late next week. If you aren't listening live, you can still get a copy of this ebook by subscribing to our webinars, which you can do at our website www.cleantelligent.com webinars or you can email us at webinarscleantelligent.com. Here is a list of the resources I used in my presentation today in case you'd like to learn about stress, time management and setting specific KPIs. If you want to reach out to me directly, my email address and LinkedIn profile are on the screen. I will also be at the Issa North America Conference this October in Dallas. Thank you so much for listening to the August 2018 webinar. It has been my pleasure to work with you today and talk with you about this awesome topic. And please follow us on our social media pages, Facebook, Twitter and LinkedIn where we share the latest industry best practices, management tips, memes occasionally, and discounts. I hope you'll swing by the booth and introduce yourself again on behalf of cleantelligence Software. I'm Zach Droubais. Thank you so much for meeting with us today and I look forward to hearing from you soon.