Manage business contacts for construction industry

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so like almost any contractor out there I'm  sure you've been your wits and with just things   getting so unorganized sites messy clients calling  paperwork here not filling out this financials are   in Mass got a big you know bag of receipts and  things are just out of control you don't even   know where to start I'll be sharing with you how  to get your business organized and humming along [Music]   all right so getting organized it's so important  I don't know uh so many contractors struggle with   this and it's for good reason I mean Contracting  constructions is just there's a little bit of   everything and generally guys are just so busy  that they don't take the time to actually get   organized or even know where to start with  organization so before we get started make   sure you give the video a big thumbs up uh drop  any questions in the comments if there's like   specifics or something that comes up that you want  to know about drop a comment I'll answer later so   first thing is software right it's a pretty easy  place to start as far as like getting organized   and kind of almost like something that a lot  of contractors a little bit afraid of or not   knowledgeable about is like getting their Tech  stack of like how do I actually organize things   like I've got a program for this program for that  I've got you know this software and that software   and whatever right so first thing is look for  automations and again you don't need to be   doing all of this yourself you can find people  uh reach out to myself I can help you with it   um even as just like you know your kid kids or uh  or maybe other business colleagues or your office   admin but look for automations what are some  automations that can be done on scheduling on   bookkeeping just things that you know client  Communications there's a lot of automations   available you don't want things to be like super  robotic but there's a lot of stuff that you may   not realize that can be automated and essentially  just taken off your plate right so uh look for   for those automations and your Tech stack very  important which program should you use how should   you organize it you want to be thinking of like  what's kind of the purpose or end goal like what   do you want the program to do and then kind of  figure out which is the right Tech stack to be   able to produce those results so you're probably  gonna have a project management a software you   want to be able to do estimating scheduling have  some sort of CRM attached to it to manage clients   and and New Leads that come in maybe you'll need a  separate program for your email marketing another   program for you know time keeping or accounting so  figure out what you're going to use and then kind   of piece together how those different processes or  like softwares are going to be able to process and   organize your company I know that's kind of like  high-end very kind of vague but it's important   for you to figure this stuff out spend some time  on it because spending you know a couple hours   like really figuring out your technology side of  your business is going to pay off huge dividends   and save you a ton of time with being organized um  and then making sure that you are in the mindset   that I am going to learn this system I'm going to  use this system right it's very easy to sometimes   get software and then you never really use it  properly so you're not getting the full benefits   of it again if this is a real challenge for you  reach out to me and give you some help with that   and then the last thing about software in your  Tech stack is going to be a cloud folder system   right so uh Google Drive is probably the most  recognized and and Main used one that I've seen   there's you know the Microsoft one I can't think  of it right now but there's a few right Dropbox   would be another one but you want to have a folder  essentially for every client you should have   folders for your different you know parts of your  business whether it's marketing you know project   management processes like different folders for  everything and then you can share that to the   relevant people in your organization you can share  with your clients great thing my favorite clients   asking you for information all the time like hey  what are the what are the selections what are you   know where's the the contract that we signed where  is my receipts for invoices or whatever you can   just share them in the folder you put everything  that's relevant to them pictures of their site   plans you know anything to do with their project  you put it in the folder keep it organized in   subfolders and the client can then access that  folder and they've got all the information that   they want they know where things are at you look  organized and you're not constantly having to   for them to be asking you for information or like  where this email go or where it's you know where   do I find this this document and all those kind  of things right so very important piece of the   puzzle is your your Cloud folder Cloud software  plus if you have everything on your home computer   and for some reason the hard drive crap so it  happened to me like not too long ago and you're   are going to lose a whole bunch of very very  critical data unless you're regularly backing   it up but if you have it in a cloud system it's  there it's safe you can always get at it no   matter what happens on your personal computer or  anywhere else so that's the first thing to getting   an organized business is getting your tax your  Tech stack right second thing is standard docs   and processes so this is a boring very cut and  dry type of thing but absolutely essential if   you don't have processes if you don't have  some sort of standardized documents for the   different parts of your business you're going to  be wasting so much of your time and you're going   to be so unorganized because you're going to have  you know different types of files different types   of folders different papers like things here  everybody's gonna be doing something different   your employees your managers you your office  team it's going to be a mess right so you need   some sort of standardized way some standard dots  checklists so important checklist for onboard a   new client for onboarding a new employee for  quality control to closing out a project to   handing over a project you know for sending out  a media campaign and so just having a couple of   checklists in place just make sure things aren't  forgotten and people know what to do right it's   just like a b c d e f g very easy once they know  how to do it yeah they don't maybe need to refer   to the checklist or process every single time but  it's going to save you so much effort and energy   and you're going to have consistency inside your  business so very very important another thing a   little little Pro tip here is ask a neat person  so what I mean by that if you know someone who's   very neat and tidy and organized all the time ask  them what they do ask them to maybe help you say   like hey you know what like you're always like  everything's so perfect I don't understand how   you do it can you help me you know do that with  this part of my business or this or whatever it   could be someone inside your organization or  outside your organization just you know offer   whatever hire them for a day or two and just like  go through your processes and like and then ask   them like how do you keep things so tidy and  neat that is a great way to essentially just   get it from someone who actually knows how to  do that and it's like part of who they are and   how they do things as well as pictures of the site  light also are very useful if you have like let's   say a trailer and all the tools and everything is  just messy all the time and guys you know Friday   just throw everything in and let's you know bugger  off to the bar to get a beer and forget about it   put a picture in the trailer and just be like of  actually how when it was clean and just like this   is what is expected for a trailer to be clean  so they can see oh you know like cords go here   saws are all over here the ladders are nicely  stacked you know and bungee to the to the side   of this you know the trailer here so have like a  nice picture as well as like if you have a shop   or even just a job site like if you're in a job  site and just take a picture of like what the   clean job site looks like put it on the wall and  like this is what's expected every day it should   be in this condition and it's like one of those  maintenance things right if it's done every day   five ten minutes not a big deal if it's neglected  for a couple days or weeks then it's like a huge   cleanup and like it you know it's just way more  work than actually just consistently doing it   every day so a little Pro tip there staying  with me number three so the third crucial very   important part of how having an organized company  and organizing your organization is your people   so we've talked about you know your software your  systems and your processes and all that stuff all   that like other parts of your business people are  the other big kind of thing if the people aren't   following the system if you have uh messy people  the other stuff is only going to be so effective   right so higher organized people pretty simple  if someone's clean neat and looks organized job   sites can be organized so I've made this mistake  myself I remember hiring a guy he was you know an   awesome renovator I was like one of those guys Red  Bull in the morning and like let's go 100 miles a   minute but you know it was messy slate was messy  unorganized and it's kind of like yeah I should   have expected that right like create guy but if  you hire neat people that look neat and clean   and organized that's essentially with you know the  the experience that you're going to get with them   working for you if you're hiring guys that are  you know really messy and just like you know have   a small beater truck with uh like I said you know  the beer cans and then McDonald's bags cluttered   everywhere well that's probably how they're going  to be on site as well not that there's anything   wrong with those kind of guys but you can kind  of you know you know what to expect essentially   when you're hiring them job responsibilities and  accountability so this is something you want to   have in your employee handbook when you're  hiring someone their their job description   um one of them should be staying organized you  are expected to fill out this paperwork you know   every week or every day you're expected to have  things you know clean neat tidy ordered this is   how we do it so having that in there so that the  expectation is made with you know the people give   accountability to your to your managers that  sites are clean and organized and all those   kind of things and last Last Resort is hire  someone you know hire someone to come clean the   site whether that's you know the neighbor's kid or  like a professional you know cleaning company but   um have someone come by and just do like a big  clean whether that's your site your shop your   truck you know get it cleaned up and even hire  an organizer someone to come and organize talked   about before if you know someone who's neat  and tidy you can you can hire them but there's   companies there's people out there that will come  in and organize you know whatever you do so hope   this has helped you clean organized company has  like lasting repercussions for benefits as far   as like keeping you sane for the first one but  also just letting everybody know your clients   um other trades like that you are a top-notch  company essentially so if you want help with this   um check out the description below I've got a  great free resource free course how to build   a business that works without you how to start  systematized and getting your processes in place   getting organized with your company so make sure  you pick that up for yourself you can reach out   to me as well if you have any specific questions  or want some templates or or documents and want to   know more about how like rapid result creators  can help you and your contracting business