hello hello John Ruman here international business coach consultant
today I'm gonna show you how to save how you can save three hours or more in your
business every single day I'm going to show you how I did it I'm going to show
you the steps and I'm gonna show you how you can do this for your business if we
have not met before let me introduce myself
I'm an international business coaching consultant I have a firm out of the u.s.
called jgr global and what I do is I show business owners that struggle to
reach goals how to achieve them by leveraging accountability and this helps
them move forward I also help them with strategic brainstorming so they can
overcome the next obstacle that comes in the way and hey Tom and last but not
least and that's we're talking about today I actually helped them to
implement strategies excuse me written processes and systems that will
make it such that any task they do more than once they never have to go through
the brainpower of creating that again and in the process I help them to either
partially or fully automate that so if you own a business what I will be
showing you today will probably make you more money than almost anything I can
show you why because today you're gonna create lost time wasted time and trust
me your team will love you for everything that happens today that's my
promise to you I like to exceed expectations of whatever you have and
then blow them out of the water so when I became coach coaching full-time I
would help people with their processes and systems and I would do this and I'm
good at it because I'm a total geek and I have a really good brain for
problem-solving so hey some reason my mirrors backwards so all right I'm back
whoo thank you town so with that what I like to do is I show people how to do
this so let me explain what I was going through and I'll put it
on here so when I would meet someone here's what John would do this is what I
did when I began coaching and what I would help other people overcome but I
wasn't doing it myself until I implemented so let me tell you what I
did so when I would meet with you pretend you're my client I would hand
write our notes I'd say hey you know whatever the important things are your
challenges things that I need to remember that are key for you how we can
really help you propel and I would take these diligent handwritten notes and
there's a couple problems with that straight off one if you have ever seen
me in front of a group like in a workshop I love to do workshops have me
I'm incredible presenter but my lowest skill set is not my penmanship so I
couldn't always read when I was writing because you know when you're writing
notes quickly they're not they don't convey as well on paper especially if
you are as brilliant a penmanship artist as myself so that being said what I did
was alright so I'll go through how I fix these issues so I would hand write this
and and then when I was done with the meeting I would review my notes and I
would type it up beautifully I'd have a tas section I send people a link to a
private video and a private audio link so they could listen to it later so it's
really great for those that are on so those who coach with me loved it it was
gritty but it took me forever to create these things and I had to create a
folder for them if it was the first time coaching with me and then I would go
through all these steps and finally I'd send the email so the time it took me
from taking on if you were watching at Facebook you see the list so the time
from those handwritten notes and tasks right in the email and everything I was
only those created was signature creating a folder uploading these to a
secure place sent creating a private link all these steps took roughly 25
minutes I timed it because I knew I could do something better and here's my
promise to you when we're done today you'll be like wow you can do something
better so what I was at evil end up doing is that 25
minutes without just round to a half-hour sometimes it took 45 minutes
to do these so my average is 25 minutes 30 minutes is I got it down to between
90 seconds most are about 90 seconds to as long as three minutes and I would
average on a coaching day six coaching sessions a day so I'd have six coaching
sessions I would spend a half hour doing this for every coaching session and I
would spend three hours in note-taking take that in for a second six hours of
coaching three hours post getting stuff ready and that may be valuable and it
may be the best use of my time but I realized I'm wasting my time I'm helping
people like you overcome this why can't I do that so what I did is I took people
through what I take them through you know how it's not not always easy to do
your the thing that you tell people to do so I said screw it
let's do it and that's what I did so what I did and here I want everyone
who's watching who is not driving and doesn't have their face full of food
right now if you do I hope it's delicious right what I would ask you to
do get a pen and paper and it's gonna be a few simple steps that I'm gonna ask
you to do now so you can actually implement this in your own business take
it to you one where you want to go and at least start the process we're not
gonna go deep but we'll hit it and you'll understand the concept and then
what I'll do is I'll actually do a quick software demo some of the tools that I
use that actually help people do this as well because some of this can be
automated so all right do it okay so first question what do you do as
a business and if you have a personal if you're watching this you're just I own a
small companies just me this is ideal for you what are you finding yourself
doing every day every week every month every chord or year my rule is simply
this if you do something once a year or more you can build a written process
around it so obviously that's gonna be a lot of processes from sales to
advertising to writing emails let's say what I was doing my post
coaching session and consulting session emails and what what do you do so I want
you to write down a couple right now like five so I'll give you 30 seconds to
write five of these down and 20 seconds they'll give you just a moment longer
and by the way if you're on please share this people really would love to see
this although they'll usually see it later
it's always nice to catch on when it's live okay good
so I need you to write five five minimum just let me know in the comment section
done when you're done and I'll wait for them good great good so get your 5
written and now so the first thing you need to know is what the heck am i doing
now before we can actually really make a quick analysis of it so then what you're
gonna do is take a moment to write out the steps that coincide with those
things you do weekly daily again with the top 5 it could be daily things could
be week the thing it's gonna be very quick list for most of you come out book
5 should be weekly so now on those five maybe just do an arrow to the right and
then you know I do this this this and this so if it's not like 20 steps try to
draw like four or five or less steps per each and if it feels like we're doing
too much because we don't have a lot of time that's okay just do one or two but
I want five steps or so for each of these tasks and it can be less but what
you're gonna find is that it's often more but that's okay
steps are not a bad thing so what are the five steps you saw my steps so these
were my steps what are your steps
I'll give you about 60 more seconds hey Raghu you're gonna absolutely love
today's live brother so Raghu you're a little behind but
that's okay I'll give you the quick rundown very quickly it's going to be
what are things that you do daily now daily weekly monthly quarterly annually
consistently and then of those when you do them which ones so write them down so
just write down five and since we're short on time and you're watching this
wall that people writing down write down your top one that you do on a regular
consistent basis and write down five sub steps that you do or or so three to five
you could do ten steps but write them down now have announcers would be a
little ahead of you but that's okay now what I want you to do is write down can
any of these be automated or delegated in other words is there a possibility
that software can do some or all of this for you
and what I'm going to introduce to you in a minute is kind of a demo of
actually how I did most of what we're talking about with the automation and
delegation so it's very very very cool so can any of these be automated
delicates so just write a big a or big D on there and you can put that there so
automated or delegated this should take just a second these are on the sub steps
not on the main thing so for example this is my steps of these and then what
I'll do is I'll show you how I did what I did with these on the other thing so
for example I'll tell you one thing I did so you see where I said handwrite
notes and tasks on mine I started as the meeting was going on using a keyboard
and writing the email while I was in the meeting sounds obvious doesn't it that
would be a fair amount of the time wasted would be me writing my notes
cleanly so now I do it during the meeting and I'm much more fresh
come a much more efficient type er and I can always read what I write so I never
want to miss when I'm writing for someone because I know we could
literally change the life of the business and every word really matters
so I don't take that lightly so it was a very big plus for me and a huge
time-saver okay I also let me tell you what else I did so besides handwriting
them I used to actually write the email so I used to write my buddy rogers on
pretend raju and i he and I have a client relationships on the hey my
client mr. client call mr. Roger cuz you're on Instagram there and what's up
Roger I say hey what's up Roger and I would
actually go through my email hey Gavin and I would actually go through the
emails and type write each thing I would write the tasks I'd write these links to
the audio and video and I'll write the notes the only thing that I had pre-made
is a template was my signature which you probably all have on your emails now and
if you don't please get that don't ever finish your email regards John haven't
regards this beautiful powerful signature that they can find you on all
your social media channels it looks professional etc okay alright so now
dogs okay so then I would do that and then so it's like so i I've created a
template for the email so it was clean and actually addressed what the client
needed first so it actually was great because the client got what they needed
first versus what mattered to John most so I actually create recreated the order
and everything when I created the template for the email then I would have
an automation create the folder for the client I'll show you that in a second
and I created a system our own naming folders so they would automatically go
to people and then I would send this email so again 25 to 30 minutes down to
90 seconds so let me now I'm going to show you two tools right now and that's
this last step I'm going to demo something called ifttt
ends up here so before I I'm gonna give you a couple things to
think about most of you because I'm on multiple streams right now have a
Facebook account and you know how it says every morning hey five your friends
have a birthday today and you spend every day and you could have a very
unique way of saying it you are blessing in my life thank you for being you to
have an awesome day whatever it is right so you send this and you type it every
day and it feels good don't get me wrong but how much time in a year do you spend
doing that pretend you have five friends a day 365 days a year 15 minutes time 10
minutes time five minutes time I don't know I don't know if you're fast typer
or if you copy and paste the same thing or make something unique you may feel
that it's your best used to time or you may feel it's a total waste of time
I'll give you one other easy example New Year's you're at an awesome lime party
fete wherever you are you're having an awesome time for those you're watching
internationally in Trinidad limes are parties so you're having an awesome time
and it's midnight and you want to wish your friends have your birthday do you
go to your phones they have you know happy birthday excuse me happy new year
everyone you can of course of course you can of course you can but you can also
automate it it's okay so those are quick to easy examples and then I'll show you
so you need to write these down so IFTTT I hope you've taken note of that I have
TTT is one now this is John's desktop and here we are so this is the program
all right it's called ifttt.com and I have TTT stands for if this then that
let me take off one thing in my desktop for you make it a little bit easier for
you okay now if this then that I'll give you an example so this one right here
imagine you make a call on your phone and you have an Android phone wouldn't
it be nice if every single on you or someone on your team called
could be backed up and logged they made a five-minute phone call this person can
you imagine how wonderful that would be there are any of you in sales and right
now you just don't track things very well you can unbelievably ease make that
happen okay I'll tell you so the - I gave you of the birthday my thing will
automatically send happy birthday I turned it off by the way cuz I got all
these messages saying anything for happy birthday
IFT TT yes correct rad you ifttt.com and if this then that ifttt.com so you can
on there automate happy birthday you can automate happy new year is designed for
smart homes so if you have a smart phone and you have this set up on your system
you can walk into your house and mood lighting can come on all the front gates
so before you leave your car it will talk to the device you have in your home
and it will turn on let's say the lights in your front door and you can have it
so just you know certain lights are turned on even certain music turned on
if you have those systems set up but it doesn't require this fancy stuff you can
literally spend almost nothing on these lights and they can talk to these
systems via your Wi-Fi router and you're golden you Lilly arrived home before you
get out of your car your phone talks to this system it turns on the lights and
you home in and everything's lit up and you're in a well-lit safe place that's
just a small example but I use it for happy birthdays or I used to I still use
it for the happy new year so many many many options that you can use so it's
very very unbelievably time-saving but it's got so many different applications
I don't want to go into in depth now because the next tool about the show you
will rock your socks off so ready so the next one is called zap here
z Z ap ier comm zapier so let me tell you because it may look a little complex
here so and I got a minimizing stuff on my screen okay so I would have someone
come in as a new contact me or someone on my team handle Ashe would would come
in as a contact and then it would tell Mike on my team contact this person so
that's if you look at if you're on Facebook you'd see that tag it says add
tag to contact which would be contact this person and by the way this program
I'm using but also if that person did get contacted or have the tag removed
within a certain time frame I would get alert that that person had not had that
tag removed okay I have here create another record for another I have two
CRMs currently some trend trans movement from one to the other okay finder create
contact has anyone here ever find it to be a pain in the you-know-what
to add a phone number every time and the person's email their number to your
phone to your whatsapp all that kind of good stuff
of course you have it's a pain in the peen so what I do is I have as a peer
created that would put their phone in my phone they're contacted my phone in my
assistants phone and therefore is whatsapp and they wouldn't have to type
in or look for you know put in numbers all kind of stuff again all these things
add up now you see you can I would have a creative folders that person would
have a private folder when the meeting was done I would have them add it to a
certain newsletter for email marketing and there are a few other things that
did but let me rehash so so let me tell you what zap here is zap here is when a
certain trigger is meant this trigger so the trigger would be new contact in my
my CRM database and CRM database if you don't know what that is think excel
spreadsheet on steroids that allows you to do a heck of a lot more than
just spread shading allows you to track people when do you last column or mind
you etc so that's what a CRM does so my CRM would then do all these things so it
would be the trigger B to the CRM to contact all these things that happen in
the background and the great thing is almost every single program that you use
has a connection to zapped here now I need to be open here zapped here has a
free account which allows you I think five single step zaps they call them Z Z
APs and as app would be new contact and then maybe add it to your phone that
would be one new contact atom to this email list that would be two but the
point is even with five single step zaps you can save yourself a huge amount of
time and if you are not a technically savvy person nor if you like this stuff
nor if you really want to get into this and all that kind of good stuff I love
this stuff I love setting these things up and I love helping people
problem-solve how to do it that's why if you heard my what I do in the beginning
of this live today this is fun for me and that's just the way my mind works so
I love helping people save time helps them save money a lot of people save so
much time they actually think that they can go they can actually either hire I
mean basically have like an extra person that they were paying for admin tasks
that they don't have to pay anymore so they haven't dropped that person or they
have that person do more for them than they were doing I would encourage you
leverage that person for other things and let them go because they probably
have a lot more added value than you think because most people that once
they're in your company they have gone through a hiring process and that costs
a lot of time and money to rehire someone so it's better if you train an
existing person on new things then hire fresh ingenious can it link to Lyon desk
great question and you'll be my first question on this if
anyone else has any questions on zap here let me know I use that Pierre all
the time so hold on one sec alright so now this is my list of my zaps I have a
whole bunch of them but let me look to see
so if I click apps so again zap here calm and by the way I know many of you
are not technically savvy and that's why I'm very busy helping people with this
but if you are I mean literally within a day or two you can save yourselves so
much time and if not that's why people like me around because for me again this
is fun ok lion desk I'm gonna look up lion and
Janee let's see if that comes up lion desk it's in beta so lioness does work
so there you go so you can use that anyone else have any questions that was
a great question most programs want to be part of a peer by the way there are a
couple other automation programs one is called Zoho 0h oh and Zoho has their own
they kind of want to be the next Google with a million one apps on the program
their platform so they have like an automation thing it's very young but it
can do some of these things too so if you're looking to automate IFTTT as I
showed you zapped here is really the main one and Zoho also has the ability
with outside apps with that being said if you have someone who's very technical
on your team there's something called a web hook and for those of you who are
not technical don't worry about it but a web hook is kind of like the similar
thing what these things are actually doing in the background but that peer
made it easier and the great thing is once you use app here their team will
help you with the team so engineer for example you're on you're using Lion desk
they will help you lion desk will but so will is that peer to help you
to use this and use it more effectively and ask by the way engineer always so if
you're trying to say I want to do this with my Lyon desk how can I do that I
would be constantly hitting your Lyon desk support team because trust me the
you're not the only one asking if you're kind of on them they'll add it it's
usually not a big deal to add little things to automation or within the CRM
so and let me just browse you real quick so just to show you some of the apps
that you can use so for example Google sheets slack MailChimp Google contacts
Twitter so you can have a post go to Twitter go to Instagram all at the same
time if you have a forum online you can have the forum auto go to other places
it's powerful absolutely powerful so I wanna if anyone has any last questions
I'd be happy to answer them but I wanted to thank you for your time today I'm
going to take a quick review of what happened so I started with this awful
list and writing all that kind of stuff right out my emails in full creating the
folder I showed you how it did that and I actually naming every audio and video
file I copied the subject I had for the email and pasted that into my rename for
those people that so literally almost half of my time I do is actually
renaming those files so I went from 25 minutes to 90 seconds so any you who are
clients that's how long it takes that I'm done most times to get the email out
to you and again it used to take me a half hour twenty-five when I was really
really really focused so but the point is of this live is these are the steps
and assuming you do these things you can accomplish magic in your business
because most of us repeat things that are total waste of our time
total admin that should never have to be done twice and even if it has to be done
twice you still to write it down because there's always
a better way of doing it you also spend your brain energy creating it so each
one of these daily monthly quarterly etc tasks that you make each one of them
requires you and your team to come up with the plan for getting to work so if
you have the plan for coming up with a Instagram post for example you do this
this this than this you need to make sure that you keep that you have a plan
for that written down and it's literally a check check box system okay so I'm
gonna get going because I got some noise outside but if you have any questions
shoot me a message here if you need help with this on your own business I would
love to help you because one of my biggest joy is to help people automate
their business scale at the heights they never thought possible
and help you to achieve magic in your life that is often the reason for people
actually creating the business in the first place so have an awesome rest your
day I appreciate your time
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