The best cloud based contact management for construction industry

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hi i'm derek and in this video i'm  gonna be sharing with you the four   different systems that you need  in your construction business so   that you can enjoy your free time and  not be chained to your company 24 7. so first things first getting systems inside your  business is going to be the game changer it's so   important it's going to free up your time  allow you to start to build your business   scale your business eventually possibly sell  your business or pass it on to somebody else   so without proper systems in place your business  is just essentially you and you can't scale that   as it grows it's just going to crush you under  the weight you need to have systems in place   proper communication and just have things  running right for smooth running business so   the four different systems uh we're  going to be going covering those   the first one you need to get right  is your sales and marketing system   and your your crm or your client relationship  management software is going to be like the   backbone of your sales and marketing so there's  a lot that goes into a sales and marketing system   sales and marketing are two different things  although very interrelated and where you want to   start with this is essentially like i said get a  crm some sort of software that tracks and monitors   your clients so you can keep track of them  keep their information in place see where the   job is at as far as like the prospecting and be  able to follow up with them with the email list   so some sort of software they can track and  control and keep track like tabs on everybody   and everything uh very important when you're small  you can usually you know just kind of keep tabs   remember clients but as you grow you need to have  some sort of system in place that's tracking all   the emails and different things so you can follow  up with people and connect with them so that's the   first system you need to get in place sales and  marketing and you want to look at it getting a crm   up and running the second one is your employee  management so employees are going to be   one of your biggest expenses in your company also  probably one of the biggest frustrations as far as   you know having enough guys have enough people and  just managing everyone right so you need to have   a good hiring system in place this is going to  involve a way to attract people into your company   so essentially like marketing for your company in  order to build you know bring in uh new employees   and then as well as a proper interview  and due diligence process so that   you have a system in place that's  consistently bringing in good people   and weeding out the ones that you know  are going to give you trouble and you're   just going to turn over in a couple months and  you got to do the whole process again right so   so the hiring system and then the next one  is sops so this is your standard operating   procedures you need to build out a procedure list  for training for for onboarding new employees   for communication for for your management team so  you're going to have site foremen or site managers   uh project managers possibly depending you know  where you're at maybe superintendents you know   again for the size of your business but having  those processes in place so that you don't have to   train every new employee and tell them the same  thing and when onboarding tell them all the rules   and and you know how the company operates and  all this stuff you're still going to go through   a lot of that with employees or have an employee  go through them but it should all be documented   on paper so that they know where the training  videos are everything's in place they know how   to communicate they know what's expected of them  all that kind of stuff should be documented uh so   that you have a system for managing the people for  for your communication and all that so employee   management the second big system you need to have  in place uh the third one is project management so   number three your project management right you  need to manage the project manage the clients   uh make sure the project's running smoothly make  sure there's materials there and you know they   have enough manpower there the scheduling the  budgeting all that stuff is on point um and for   this again you want some sort of software in place  if you're just starting out maybe you don't want   to invest in this but if you've been operating  for a couple months to a year you know you need   to have some sort of project management software  in place that's tracking your jobs tracking the   different projects some sort of cloud base where  you can put pictures you can put details progress   scheduling have everything in one place so that  everybody in the organization can get to it easily   and so that you can also pick bring it up and  add to it and keep track of all the different   projects and stuff and maybe you know a year or  two goes by and someone calls you up you know past   client you need to have all that information and  everything on you know in some sort of system so   project management uh there's a lot goes into  it but the system you need in place is some sort   of software to be tracking it there's there's a  lot of them out there um i've used builder trend   there's co-construct uh smart sheets you know  there's there's a whole number of different ones   find the one that works best for you try it out um  you know it's a small investment you know usually   a couple hundred bucks or less a month in order to  keep everything organized and in the right place   for your project management so that's number three  number four your fourth big system that you need   to put in place for your construction business  for your contracting business or to systematize it   and get all those benefits once these systems are  running properly it's you know you just you run   the process so much easier to manage and now you  can actually compartmentalize and hand that off to   a manager project manager site you know manager  once the system's in place it's just it's a   beautiful thing and this is how businesses  grow this is how great businesses are built   number four financials so this should probably be  number one i put it at number four though but it   is super super important especially when starting  out a lot of business owners will neglect their   financials or not really know how to set it  up because we come from a trades background   where we've done the work on site we kind of  understand employees and hiring people and you   know managing a project sales and marketing  to some extent but finances are usually not   a strong point for a lot of contractors starting  out in business so very important to understand it   and have the right people and systems in place  the first thing that you need to get right is   you're estimating and budgeting so you shouldn't  have you know a calculator and pencil out and   be doing a whole bunch of calculations for every  estimate that you're doing there should be some   sort of pricing guide uh some sort of standardized  process to your estimating to your budgeting   so that you can whip out estimates and  budgets in in a fairly short amount of time   and also have different levels of budgeting  right if you're providing free estimates which   you should think about charging for them  because you know something free is just   it's not going to be worth it right people giving  out stuff for free you can't really expect too   much right so start charging for your estimates if  the client actually wants like a proper estimate   that's like drilled down and solid but there  should be a process in place the second one is   your bookkeeping so hire a bookkeeper hire someone  that can do this you should understand it yourself   though as far as bookkeeping you know stay on  track with your invoicing and and collecting   payments and different things like that uh and  then banking so financials there's a lot that   goes into it as a small business owner you should  have at least four to five bank accounts with your   different allocations of money and there's a whole  system behind banking as well it's not just simply   have a you know one bank account and a credit card  for your business if everything is going into one   bank account or two bank accounts in your business  then you'd have no idea what money is where   how much you have um for different things in your  business you know taxes profits expenses your own   pay for yourself so you need to be dividing things  and have a proper system in there for banking so   in a nutshell those are the four big ones that you  need to work on which one do you choose think of   the one that's going to give you you know that's  causing you the most frustration so take care of   that one first generally the one that's you  know frustrating you the most or the one that   will make the biggest impact in your business as  far as the bottom line goes so again sales and   marketing employee management project management  and financials get those four systems running   start small just start with the basics get them  up and running and progress and improve them   this is where you can start to step back from  your business start to work on higher level tasks   start to delegate and have you know your  organization chart of the different people   in your business this is how you grow and scale  these things need to be in place as a foundation   before you start to build and scale your business  because if you're just pushing sales and marketing   and trying to just bring in a whole bunch of  business and then you bring in a whole bunch   of business and then you got to hire guys and  you're trying to run all this you got a few trucks   or you know a bunch of guys different projects  you're going to be running around you know just   crazy and overwhelmed and stressed and this is  not how you want to run a business there's a   much better way to do it start when you're small  when it's manageable wherever you're at start now   put systems in place start working on your  systems get things operating this will give you   time and be enable you to focus on then building  your business and working in your business instead   of constantly running around you know with your  pouch on or just running from drop the job trying   to manage all your projects uh so so important  if you need help with this reach out to me   there's also links in the description below i've  got a free course uh build a business that works   without you awesome resource completely free  it's a overview of how to start systematizing   your business uh some of the benefits and and  where to to start building you know processes and   the right way to do it some of the the um pitfalls  that can happen and some of the things when you're   trying to implement systems that can backfire  and uh and complicate things so get that resource   it'll help you so much with your business links in  the description below again if you want specific   help reach out drop a comment i'm here to help  here's to the best with organizing your business