Page 1

DECEMBER 2010

John始s Third Law of Systems Case Study - Mezzanine Floor Solutions Do it, Check it, Tick it Introduction to Tyrrell始s Business Solutions

Special Feature How to Create Systems Without Breaking the Budget

Develop Great Systems That Work For You

[1]


Lost Your Way on the Path to Better Systems... Help your new team members find you quicker…

Special Offer: Buy the Recruitment Pack for just $97.00 If you’re looking to grow your team next year you’d want to get the recruitment process right, wouldn’t you? Well, now you can do it cheaper and quicker. Up to the end of January 2011, we’ve halved the price of the Recruitment Pack for everyone who reads the magazine. The Recruitment Pack gives you eight of the core recruitment processes – you can use them as is or edit them in Brain in a Box Designer to your heart’s content. Normally sold for over $200.00, it’s yours for just $97 if you enter the Gift Voucher code ‘rudolph’ on the Your Shopping Cart page. The gift voucher will be worthless on 1 February 2011. Here’s what you get: Needs Assessment Advertise the Position Qualify Applicants Not a Candidate Conduct Group Interview Conduct 1-on-1 Interviews Conduct Final Checks Make Offer

This is a limited offer for readers of the magazine. [2]


From the Editor...

In this Month’s Magazine

Welcome to our Magazine Dear Reader, Here we are with Christmas fast approaching and another

How to Create Systems Without Breaking the Budget

magazine to add to your holiday reading. Since it’s Christmas, I thought it would be a great idea to look

How Confident Are You About Managing Workplace Safety?

at gifts for your business – free solutions that you could use to create systems in your business. Systems are supposed to make it easier for you and your team to do the right thing the right way at the right time, and this shouldn’t mean creating a

Case Study - Mezzanine Floor Solutions

huge, complex and unfriendly ‘system’ that costs an arm and a leg. The key success criteria for systems is simple – by following

Do it, Check it, Tick it

the system it should be easier to produce the required outcome. If your systems don’t make things easier, or give you a more consistent outcome, then you’ve got some work to do. This edition of the magazine should help to make that easier for

Introduction to Tyrrell’s Business Solutions

you. And of course, there’s an offer for you that should help you get started on your systems if you’re still on the starting block. Brain in a Box has moved offices since our last magazine, and we’ve had some major team changes as well. The business is definitely leaner than before, but our focus is still squarely on helping you to get the most out of systems in your business. So have a browse through and I’m sure you’ll get some ideas that will translate to better systems for your team. Oh, and Merry Christmas.

Contact
Us

John Tonkin

For
further
informa2on
on
how
we
could
 work
with
you,
please
call
1300
799
330
or
 email
info@braininabox.com.au


[3]


Special Feature How to Create Systems Without Breaking the Budget Some people, as soon as I start talking about ‘systems’, get a cold shiver down their backs and a glazed look in their eyes. They believe that creating systems will almost certainly mean spending months of hard work, with the inevitable lower productivity and stressed out people. There are, however, a growing number of tools and tactics which are free (or nearly free), easy to use and can bring your team together as you create systems. Let’s take a look at three of them. Jing ® from TechSmith (just type Jing into Google). What it is Jing comes in two versions. Both the free version and the Pro version (which costs a whopping $14.95 per year) allow you to capture the screen as a still or video image (up to 5 minutes). Capturing video also allows you to provide a commentary. Screen grabs can be saved or pasted into documents, and videos can be saved to your hard disk or server, or even uploaded to your area on the TechSmith website.

How to use it Record Jing videos to show and explain how to perform standard computer-based processes say, how to enter a client into your database. Use Jing for customer care, by emailing your clients a link to one of your How to… videos on the web. Use Jing to explain to your web designer or marketing person how you want something changed. Use Jing with a Powerpoint® presentation to present information to your prospects or clients. You could always save it onto a CD. Jing videos can be edited using Camtasia Studio, also from TechSmith.

[4]


FreeMind (just type Freemind into Google). What it is FreeMind is a mind-mapping tool that we use for just about everything. Since it’s free, open source software, there’s no argument about the value. Use it to capture information or to plan just about everything. You can create links to documents, categorise information using icons or colours and you can export the mindmap in a number of formats – you can even paste a mindmap into Word to create hierarchical headings ready to type up your document (or magazine…). How to use it FreeMind is easy to learn to use – Just click Help Documentation and you’ll be looking at a mindmap on how to use FreeMind. Use Freemind to manage your meetings (add items, minutes and outcomes as you go). Use FreeMind to plan events, meetings, seminars, webinars, new products, articles, books, you name it. Use FreeMind to build a knowledge base of filtered information on your products or services, for your team to use (and add to) as a reference. Use FreeMind to link to documents (or Jing videos, perhaps) by importing a folder structure (which creates hyperlinks to the files). Use FreeMind to capture people’s ideas on just about anything. And remember – just slap the information onto the mindmap: you can always move, re-order and categorise the information later. Open Workbench (just type Open workbench in Google). What it is Open Workbench is an open source project management application which has a good range of features and costs nothing. You can plan time-based projects, adding resources and costs, along with milestones and the usual project information. How to use it Use Open Workbench to put dates and people onto your 90-Day Plan. Use Open Workbench to plan your next product release or to implement changes in production. Use Open Workbench to plan just about any project you like, particularly if there are multiple tasks or people involved. Use Open Workbench to demonstrate to your clients that you will run their project efficiently and professionally. [5]


How Confident Are You About Managing Workplace Safety? If WorkCover came through your door today, how certain would you be of a positive outcome?

It would worry me I’m not sure I’m OK I’m very confident For most people this through would be daunting. Simply having an OHS Management System in place is not enough, you actually have to plan, document and use your system. WorkCover fines businesses every week who believe they have adequate systems in place. The Detail Devils have worked in conjunction with Brain in a Box to produce Australia’s leading OHS Management System for small to medium businesses. You no longer have to waste hours searching through mountains of information. By using our unique “Click and Go” approach, managing your OHS has now become much more time efficient. Here’s a Special Offer for Brain in a Box Clients Would you like one of our experts to review your current situation and determine if your business meets current WorkCover guidelines? From now till the end of January, 2011 we are offering a complimentary one hour OHS Audit, Normally valued at $ 297.00 to 3 businesses each week. Please contact: Maralyn Kastel at The Detail Devils on 02 4735 2186

[6]


Case Study - Mezzanine Floor Solutions !

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[7]


Old
way:

I
make
the
[thing]
 and
don’t
 no2ce
there’s
a 
small
fault
in
it.

Now
 that
 it’s
 made,
 I
 hand
 it
 on
 to
 you.

 You
do
your
bit
and
hand
it
on
to
the
 One
 of
 my
 first
 clients
 was
 a
 next
person,
and
so
on.
 manufacturing
 business 
 which
 made
 fiberglass
products.
 
Now
fibreglass
is
 Finally
 the
 product
 is
checked
 at
 the
 a
 material
 that
 produces
 great
 end
of
the
produc2on
process 
and
an
 products
 so
 long
 as
 you
 don’t
 have
 error
is
discovered.

In
the
bin
goes
all
 any
 air
 bubbles
 or
 pin
 holes,
 and
 the
 2me
 and
 effort
 spent
 on
 the
 these
can
slip
 through
undetected
oh
 product.
 
 If
 we
 tracked
 the
 value
 of
 so
 easily.
 With
 around
 eight
 steps
 the
product,
it’d
look
like
this: from
lamina2on
to
 pain2ng,
 and
 lots
 of
 manual
 handling,
 there’s
 a
 Now,
let’s
compare
that
to
the
I
do
it,
 rela2vely
 high
 labour
 and
 materials
 I
 check
 it,
 I
 ,ck
 it
 model
 –
 the
 new
 cost
 involved
 in
 the
 manufacturing
 way:

I
make/do
the
[thing].

I
check
it
 over,
 and
 find
 an
 error.
 I
 fix
 the
 process. problem,
 check
 it,
 then
 2ck
 the
 The
bad
news
is
that
while
errors
can
 checklist,
 etc.
 
 Essen2ally,
 no
 errors
 occur
 anywhere
 along
 the
 way,
 air
 are
passed
from
one
stage
to
another
 bubbles
 and
 pin
 holes
 typically
 can
 because
they
are
caught.

The
person
 occur
in
the
first
step.

And
this 
means
 next
 in
 line
 from
 me
 looks
 at
 the
 that
if
 they’re
not
detected
early,
you
 checklist,
sees
my
2ck
and
knows 
that
 could
 spend
 a
 lot
 of
 2me
 and
 effort
 the
item
is
good
to
work
on. trimming,
 finishing,
 priming
 and
 pain2ng
 only
 to
 find
 out
 right
 at
 the
 By
 catching
 errors
 or
 faults
 earlier,
 end
 that
 you
 can’t
 sell
 the
 product
 they
 can
 be
 fixed
 at
less
cost
than
 if
 they
are
caught
later.
 
If
a
fault
is
bad
 because
it
has
a
small
air
bubble. enough
to
void
the
product,
it
will
be
 What’s
the
answer?
Three
small
steps
 thrown
 away
 earlier,
 without
 more
 made
 all
 the
 difference
 –
 I
 do
 it,
 I
 effort
or
materials 
being
wasted
on
it.

 check
it,
I
2ck
it. The
more
we
 process
something,
the
 more
 we
 invest
 in
 it,
 so
 finding
 problems
 early
 is 
 always
 going
 to
 be
 cheaper
 than
 finding
them
later
on.

Do it, Check it, Tick it

I do it

John’s Third Law of Systems

So
 how
 many
 processes
 in
 your
 business
could
 benefit
from
 the
 I
 do
 it,
I
check
it,
I
,ck
it
approach?
 
How
 many
 minor
 errors 
could
 be
 trapped
 and
 fixed
 so
 easily
 if
 the
 work
 was
 checked
 over
 by
 the
 person
 who
 knows
it
best?

 How
 many
 2mes
have
you
 looked
 at
 something
that
was
stuffed
up
only
to
 think,
 “If
 we’d
 caught
 that
 problem
 earlier
 we
 could
 have
 saved
 real
 dollars”.

T h e
 s a m e
 t h i n g
 Maybe
 now’s
 the
 2me
 to
 introduce
 happens
 in
 a
 service
 the
idea.
 
S2ck
up
a
big
 poster
with
I
 or
office
seXng
too.
 do
it,
 I
 check
 it,
 I
,ck
 it
 in
big
 le^ers
 and
 help
 your
 team
 understand
 how
 it
helps
them
and
the
business.
 
How
 easy
 would
 it
 be
 to
 create
 a
 quick
 checklist?
 
 Even
 easier,
 use
 a
 chalk
 mark
or
a
felt
marker
and
simply
mark
 the
item.

It’s
a
cheap
way
to
build
an
 ‘I
do
 it,
 I
 check
 it,
I
 2ck
 it’
 culture
 in
 your
business.

[8]


Let’s
imagine
that
each
step
in
a
process
 has
 a
 $20
 cost
 (labour
 and
 materials).

 Each
step
that
 we
 complete
 a.er
a
fault
 or
 error
 has
 occurred
 is
 poten2ally
 throwing
that
$20
away.


Problems 
 that
 surface
 later
 in
 the
 process
 might
 involve
 seXng
 up
 cost
 (2me
 &
 effort)
 or
 at
 least
 an
 interrup2on
 as
 the
 faulty
 item
 is
 re‐ introduced
into
the
line.

O n e
 o f
 t h e
 l e s s
 ta n g i b l e
 b u t
 v i ta l
 benefits
of
using
the
‘I
 do
 it,
 I
 check
 it,
 I
2ck
 it’
 approach
 is
 that
 your
 team
 will 
develop
 a
sense
of
pride
in
their
 w o r k .

 K n o w i n g
 that
 they
 will 
 need
 to
 repair
 any
 faults 
 or
 at
 least
 account
 for
 their
waste,
they
will
most
likely
be
 more
 conscious
 of
 their
 work
 quality.

By
 catching
 the
 errors
 as
 soon
 as
 they
 occur,
 not
 only
 might
 we
 be
 able
 to
 ‘rescue’
 the
 value
we’ve
invested
in
 the
 product
 by
 repairing
 it,
 but
 the
 cost
 of
 the
 repair
 will
 usually
 be
 cheaper
 because
 the
correct
 tools
and
materials
 are
right
there
ready
to
use.



I Check it

Returns
and
waste
 go
down,
profit
 goes
up,
 your
team
 pride
 goes
up.

 Would
that
be
a
good
thing?

I Tick it [9]


Tyrrell’s Business Solutions !"#$%&'$(")*+%$,-"./$%&'-$0')*#())()$ 1*#"#.*"+$2(-3&-4"#.($5$ Entrepreneurs have known for years that as a business owner and manager you must be able to access your information anytime anywhere in the world! Entrepreneurs know the following: • • • • •

What “Money is Coming In” – Accounts Receivable What “Money is Going Out” – Accounts Payable Monitor Bank Accounts Whether you are Profitable and of course CASH FLOW!

MOST small businesses have to wait for their bookkeeper to process the information usually on a quarterly basis. Usually all the business owner knows is how much GST to pay to the government. The business owner has no idea on who owes them money, who they owe money too! One thing is for sure, all the business owner knows is the bank balance and it says ZERO! Fear not there is a solution: Xero is a cloud based accounting software that allows the business owner to log in and see how they are going anywhere in the world via the internet or smart device. The well designed dashboard allows the business owner at an instant to see the bank balance, who owes money and who they owe money too. Review and approve expense claims. But most importantly, with the LIVE daily bank feeds, the business owner can see easily whether the bookkeeper has reconciled the accounts. Xero allows for instant invoicing/statements via email. Instant live processing of your accounts. Multiple logins so everyone is working. If your books aren't reconciled, then FIRE your bookkeeper and come and see us. We can set up Xero, train your staff, or we will handle your bookkeeping. Xero can be linked to a number of add-ons for payroll, CRM, workflow, timesheets, inventory and point of sale systems just to name a few. Industries for our clients currently using Xero:

!!!"#$%&"' !!()#*"+,-' !!.",/)0'),1'2"1%&)0'

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From the Brain in a Box team to you and yours, Merry Christmas and a prosperous New Year for 2011

[12]

Brain in a Box December 2010  

Brain in a Box December 2010

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