improving janusz stabik why you should never stop

Proprietary + ConfidentialProprietary + Confidential

Why you should never stop improvingJanusz Stabik

Partner Academy

How big is your agency, how many people do you employ?

Organise yourself into two lines, without speaking.

Source: Lorem ipsum dolor sit amet, consectetur adipiscing elit. Duis non erat sem

Janusz Stabik

● Digital Agency Growth Coach

● Google Partners coach: Belgium, Netherlands, U.K., South Africa,

Adratics, Poland

● Agency background

● 157% EBIT growth typical

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Systems, processes and optimisation - What does it mean?

Confidential and Proprietary

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Barriers to growth

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Why should we optimise?


Why innovate and optimise?

Increase margin

Increase quality Time Add value ????USP

“Nothing can be fine-tuned until it’s first consistent.“

Source: Traction, Get a grip of your business, Gino Wickman

“[Founder of] Weichert, Realtors, one of the largest real estate companies in the world with over 19,000 salespeople and over 500 offices, was asked the

secret of his success, he gave a one-word answer”......

Consistency. ……

…...Consistency allows him to scale his business. As a result, he has built a solid organization that has endured for almost four decades.”



Top TierCompete on knowledge

Middle Tier Do a lot of stuff, compete on price

Bottom TierWe do it all, fast &

cheap!

The squeeze zone

Stuck in the middle?

The squeeze zone

“By not [systeming your business], it’s costing you money, time, efficiency, and control.“


What the high performers do differently

●●●●

$ for hours

Who cares?Compete on price

Pumpkin Plan - Growth Model

● Highly optimised● High volume● Low margin● High quality

● Highly optimised● Low volume● High margin● High quality


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● Low volume

● Low margin

● Low quality

Not optimised

So what can we do, just tell us?!?!?


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● Put your prices up

● Decrease direct costs

● Decrease overheads

● Sack your underperformers

○ Clients, employees, services

Quick and dirty

Growth levers

Price increase Cost decrease Increase capacity Optimise

Growth levers

Price increase Cost decrease Increase capacity Optimisation

We can only push these so far

Growth models

https://docs.google.com/spreadsheets/d/1ecmVdwurKeFzy2MpIQhecf3JJvqR6X3TjmShbrZKWOA

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Systems and processes(In praise of the dull and boring stuff)

Optimise everything?


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● Too complex

● Too rigid

● To detailed

● No room for creativity

● No room for growth

● Impossible to measure

● No room for accountability

The wrong way

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First and foremost it’s about simplicity

“Efficiency is doing things right; effectiveness is doing the right things.”

Drucker

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KISS - “Keep it simple stupid”

U.S. Navy

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Simplicity is the ultimate sophistication

William Shakespeare

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Make everything as simple as possible, but not simpler

Albert Einstein

●●●●


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FiMO(PC)

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Identify your core processes - 15 mins

Identify your 7-10 key processes

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Processes

Specify:

7-10 key processes

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Who???

(there’s no translation of ‘accountability into Polish)

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Accountability

Feeling of Ownership Feeling of Obligation

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Accountability

Ownership (but no sense of obligation)

Breeds ego

Healthy balance needed

Sense of obligation (but no ownership)

Employee is crushed, low morale

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CompetitionWhich group can improve the most?

Technology must improve “your way”. That means you must research and then decide based on creating efficiencies and

simplification, not hype.

Gino Wickman, Traction Get a grip of your business


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● How long does it currently take?

● What will take to improve it?

● How long will it take to improve it?

● What will it cost to improve it?

● What ROI can I expect?

● Will this improvement bring the biggest returns?

What are the lowest hanging fruit?

Systems and Processes - Being effective

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In groups, 5 mins

1: Individually, think about which process, if optimised could provide the biggest ROI

2: ‘I think my process should be optimised because….”

3: Decide which process you will optimise (which has the largest opportunity)

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Steps, tasks and KPI’s

- 20/80 rule

- < 10 steps

- < 7 tasks per step

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In groups, 15 mins

Document the steps, tasks and KPI’s within your process

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“10% to 15% of the marketing executive’s time can be automated by adapting

currently demonstrated technology…….investments in automation can generate benefits worth three to ten

times the cost”

Source: Harvard Business Review https://hbr.org/2015/12/how-many-of-your-daily-tasks-could-be-automated

https://hbr.org/2015/12/how-many-of-your-daily-tasks-could-be-automated

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Provident Security

$60k savings after simple process mapping

RDD

28% productivity improvement in 1 week

Nurse Next Door

100% growth in 1 year with no new employees

U.K Agency….

4 hours development = saved 60 hours per month.

Allows 40 new clients without increasing headcount!

Source: Scaling Up, Verne harnish

Use of workflow tools, e.g. Optmyzr

Automated creation, i.e. of invoices

E.g. use of Google Smart Bidding

Workflow Mgmt.

Process flows are handled within one system

Mechanization

Repetitive activities are executed by the system

Artificial Intelligence

Complex activities are taken over by a

self-learning system

Automation

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Ask clarifying/understanding questions, no stealth solutions! Who, what, where, when, how...

In groups 10 mins

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6-8-5

● Individually● Silently● 5 mins● 6-8 ideas each

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Present & Discuss - 10 mins

1. I think you should….

2. Because….

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Present & Discuss

Refine your process - 15 mins


ROI (simple)

Current effort X

Opportunity CostX Frequency = Cost

X 12 = £12,000 Per Year1 day

X£1000


ROI

Optimisation Effort X Opportunity Cost = Cost

X £500 = £12502.5 days


ROI - Reports

Current Cost: £12,000

Optimisation Cost: £1,250

Net profit: £8,750 in Year 1

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Work out your ROI

5 mins

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Present your optimised process

1. How have you optimised the process?

2. What (quantifiable) improvement have you made?

(Do the ADM’s Agree?)

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This may helpA few pointers to help with adoption in your own agency


Tips

Design processes with the team to increase ownership

Recipes not processes

Assign accountability (champions)

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The {agency} Way

Marketing

Op’s

Finance HR

Procurement

IT Admin


Bottom-up communication (Insurance policies)

- Report, then act

- Act then reportCheck-in appointments (regular & consistent)


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Checklists

● We hate them - we feel we’re above them!

● In highly complex processes, they provide freedom for us to focus on the important stuff

● Trusted by aviation, medicine, construction

○ 10 point checklist reduced infections to ~ 0%


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Traction

- Simple process management

- Focus on accountability


What if…..

We recruited 1 employee whose only job was to ‘make the boat go faster’?

How fast could the boat go?


What if…..

We offered “20% time” and the focus was solely on ‘making the boat go faster”?

How fast could the boat go?

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Find a buddy

- Exchange email address and phone number

- Tell them the 1 action you are going to take, by when

- Schedule a call to chase them

- Chase them!!!!

improving janusz stabik why you should never stop

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