Management Consulting Productivity Hacks

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Management consultant productivity hacks How to be lazy and still get things done

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Introduction

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Management consultants are brutally efficient

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In this presentation I will show you how to do the right things fast and efficiently so you can enjoy fully your work and life

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What will we talk about?

Selection Faster pace Team work

Issue tree

Priorities

Low hanging fruits

Benchmarks

80/20 rule

SMART goals

To-do list

Tools

Bottlenecks

Multitasking

Emails

Folder structure

Simplify

Standards and templates

Iteration

Smart batching and 1 piece flow

Automation and Delegation

Zero Defect Rule

Knowing for your customer and being him

Tools

Time budget

Collect knowledge

Bottlenecks

Up-or-out

Manage expectations

Sprints

Universal soldiers

Oh no methods

Meetings

Australian race

Templates, Modules, Standards

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Which frameworks will we use?

Getting things done

80/20

Theory of constraints

Lean manufacturing

Critical Chain

Lean startup

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Management Consulting Productivity hacks

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How to select things that it makes sense to concentrate on?

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What to do and what NOT to do?

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It makes more sense to stand still than to chase the wrong

goals

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If you are traveling on a train, before trying to speed it up check whether you are heading in

the right direction.

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See the forest first and then the trees

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Can't see the forest for the trees

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Rules that will help you see the forest and not get distracted by the many trees around you

Go from general to specific

Look for main drivers (up to 5)

Start with an empty page

Be critical and selective

Get views from different angels

Don’t read too much

Set the stopping point for details

Don’t go too fast into details

Set time limits

Go to the forest

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Example of how to see the forest first – consulting project. Many go too fast to details and do not see the general picture

Going from specific to general

Ask for all data (50 points) Go through data Ask for more data

Analyze all data Find ways to cut costs

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It makes much more sense to start from the general picture and only after this go to details. It the case of consulting project that would mean start with i.e. asking for cost structure and only going in details for most important items

Going from general to specific

Ask cost structure

Create hypotheses for the main cost

position

Ask only for data to check

hypotheses

Analyze the selected data

Find the most important ways

to cut costs

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As a result you get the work done 5-10 times faster and almost all the possible effect

Going from specific to general Going from general to specific

Ask for all data (50 points)

Go through data

Ask for more data

Analyze all data

Find ways to cut costs

Ask cost structure

Create hypotheses for the main cost

position

Ask only for data to check hypotheses

Analyze the selected data

Find the most important

ways to cut costs

5-10 x faster

You get 75-95% of the impact

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Use simple math

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Whenever somebody mentions math you see the dreaded formulas

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There are some rules that are worth following

Find drivers

Round to integers

Calculate in your mind

Do sampling afterwards

Write down the rough values

Main things that certain thing depends on

Instead of multiplying 2,3 by 3,61 multiple 2 by 4

Make educated guess

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Imagine that you want to use simple math to estimate how long you will wait in the queue. You should use the following simple formula

Number of people in the queue x

Number of cash tilts

Time per 1 customer

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If you try to calculate the using the exact digits you may get lost…..

Number of people in the queue

Time per 1 customer


32 2.3 3

Time you will wait In min

23.4



Time per 1 customer

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Yet, if you round it up to integers you get fast a good-enough answer

Number of people in the queue

Time per 1 customer


32 2.3 3

30 2 3 20.0

Time you will wait In min

23.4



Time per 1 customer

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Issue tree

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Issue tree is a concept that help you guess in a structured manner the problems, reasons causing those problems and on the basis of this decide what should be analyzed

Area of analysis

Area 1

Problem 1

Problem 2

Possible Reason 1

Possible Reason 2

Possible Reason 3

Possible Reason 4

Possible reasons Suspected problems Analysis to be performed

Analysis 1

Analysis 2

Analysis 3

Analysis 4

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Have a look at an issue tree example for a chicken meat producer. We guess that he has 3 problems in Logistics

Area of analysis

Transport

High costs of transport per ton of goods

Big level of waste and breakage in transport


Low usage of resources

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Then for those problems we try to guess the reasons causing them

Area of analysis

Transport




Badly designed routes

Too big fuel usage

No shipments on the way back


Badly designed method of packaging which makes the product prone to damage

Speed not adjusted to the product

Badly organized work and schedule of deliveries

Limitation on delivery time of finished goods

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Finally we come up with analyzes we have to carry to prove or disprove these hypotheses (that certain reason is causing certain problem

Area of analysis

Transport




Analysis of correlation between type of packaging and percentage of damaged

Analysis of time spent on the way and kilometers covered in that time

Analysis of designed routes, their length and the influence of possible changes

Analysis of fuel usage and kilometers covered by vehicles

Analysis of load carried on the way back

Badly designed routes

Too big fuel usage

No shipments on the way back


Badly designed method of packaging which makes the product prone to damage

Speed not adjusted to the product

Badly organized work and schedule of deliveries

Limitation on delivery time of finished goods

Analysis of level of overtime, daily organization of drivers work

Analysis of Clients’ preferences on delivery time

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Low hanging fruit

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We are taught to look for challenges. In real life it makes more sense to start with

the simple things that give you big impact

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Get the low hanging fruits first. By low hanging fruits we mean things with big impact and easy to accomplish. You should first concentrate on low hanging fruits and only after that go for other priorities

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Resources needed

Impact

Small Big

High

Low

Things with big impact that require little work

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How to find low hanging fruits?

Easy but with low impact

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Things with big impact yet expensive, time consuming

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No

Low hanging fruits

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Office hours

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Example of low hanging fruits for StartupAkademia

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4 3

Blog posts

Slideshare presentation

Impact (traffic generated to the web)

High

Low Resources needed (money + time)

Small Big

Udemy Course

Sniply Youtube

Events

Twitter

Additional resources

Low hanging fruits

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Priorities

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There are 4 types of priorities you can use

FCFS – First Come First Served (FIFO)

LCFS – Last Come First (LIFO) Served

Due Date

SOT – Shortest Operating Time

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Depending on the rules you use you will do differen things first

FCFS

Write 1 blog post

Analyze sales results

Send email

Read 4 articles

Pay for cable TV

Task When it came Deadline

Time needed for completion In minutes

01.04

01.04

02.04

02.04

03.04

10.04

04.04

09.04

11.04

04.04

120

30

2

25

4

1

2

3

4

5

LCFS

5

4

3

2

1

Deadline

4

1

3

5

2

SOT

5

4

1

3

2

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I use apply a mixture of SOT and Deadlines as it gives biggest impact fast especially in a team set-up

Write 1 blog post

Analyze sales results

Send email

Read 4 articles

Pay for cable TV

Task When it came Deadline

Time needed for completion In minutes

01.04

01.04

02.04

02.04

03.04

10.04

04.04

09.04

11.04

04.04

120

30

2

25

4

Deadline

4

1

3

5

2

SOT

5

4

1

3

2

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Benchmarks

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Without some point of reference you will not know whether you are tall or short

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There are 2 types of benchmarks

Internal External

Based on previous execution

Extremely comparable

Very reliable

Detailed – can be put for each and every activity

Based on some external source (i.e. reports)

Not that easily comparable

They to be treated with caution

Only for chosen amount of activities

Can give you food for drastic improvements - by analyzing them you can find totally different method of working

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By comparing your results and benchmarks you can decide what to improve, work on

Internal

Salary

Speed of typing

Speed of analyzing Excel

Area Unit Current result

K USD

words/ minute

minute

5

40

15

4

39

10

External

7

80

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Your salary went up in comparison with your previous one but you are still below the market

Your typing speed has improved slightly yet you are far below the speed achieved by others

You not only improved your speed of analyzing but also are better than others

Makes sense to teach others how to do it

Conclusions

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Applying 80/20 rule in practice

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80/20 – Pareto Principal

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What does 80/20 mean in practice

Concentrate only on the big items

Concentrate on the big customers

Analyze the most typical cases

Concentrate on the most frequently occurring problems

Analyze problems with big impact

Your analyses should have only 20% of the variable that generate 80% of the impact

Start with subjects where you see the biggest difference between actual results and benchmarks

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Here are 3 examples of using 80/20 rules

Learning Visual Basic for Excel

Checking competitors

Salsa course

Area

Learn only the 5 most used items that will take only 20% of full course and will be used by in you in 80% cases

You check only 20% of competitors that sales add-up to 80% of the market

Go through 20% of the course to learn the moves and the figures used by 80% of people

Description

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More details and additional resources you will see in our on-line course on how to be productive



$20





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How you can work faster

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Create to-do lists

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To do list will help you to arrange you work into smaller actionable pieces

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There are few rules that will help you write down the to-do list and make the best out of them

Put everything on a list

Use multiple lists

Specific actionable things

Divided jobs into small tasks

Set pace

Use calendar as one of the lists

Go through lists regularly

Use tools to track tasks execution

Put project as to-do list

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You can use different type of list of to-dos

Next Actions

Lists by status – by Getting Things Done

Projects Waiting for Someday Maybe

Home

Lists by place– by Getting Things Done

Work On-line Calendar Phone

To be done

Lists by status

Currently Doing Done

Topic Research

Lists by production stages – example of udemy course

Presentation Script Recording Post-production Upload

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I use 4 types of lists

To be done

Managing me

Expecting from others

Recurring items

Managing personal team

Master list

Monika

Lidia

Michael

Lisa

Project done for customers

Project A

Project B

Project C

Project D

Supervising startups

Startup A

Startup B

Startup C

Startup D

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Set SMART goals

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S

M

A

R

T

Specific – target a specific area for improvement

Measurable – it has to be quantifiable; you have to have a way of measuring it

Assignable – it says who will do it

Realistic – it can be delivered

Time-related – it says when it has do be delivered / by which dates

The SMAR formula translates to 5 rules you should use when defining the goals

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Goals for ordinary tasks Goals for skills

Avoid vague tasks

Always for projects set deliverable, date and responsible person

Merge the task with the goal on the to-do list and set the right pace to a achieve the goal within the defined time

Set goals for improving your skills

Set goals for learning new things

Set goals for making the repetitive things faster and better

SMART goals should be set for the task but also for skills

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Imagine that you want to write a book. Let’s translate it into task with SMART goals

Imagine that you want to write a book

Define the size of the book and deadline

Divided into small tasks

Make the tasks SMART

Set the pace and execute

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You first have to define the size of the book and the deadline by which it has to be written






200 pages 1 page = 800

characters Time= 1 year

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Once you have the size and deadline divide it into small tasks. In our case it will be writing pages








Write pages

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Obviously “writing pages”is not SMART so you have to be more specific. In our case we set the goal as 1 page per day








Write pages Write 1 page every day

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Finally, you have to have a way of controlling the pace and reacting. In our case once a week you make a summary. If you are below the target you have to speed up or allocate more resources








Write pages Write 1 page every day

Measure every week completion rate against the target (1 page/day=7 pages/week)

If necessary act to keep the pace

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By comparing your results and benchmarks you can decide what to improve, work on

Internal

Learn Spanish

Speed of typing

Area Unit Current result

Level

words/ minute

0

40

n/a

39

External

Intermediate

80

Sing-in the course Listen to Spanish TV 30 minutes

every day

Enroll into a on-line course Devote 15 minutes every day to

training

Target

Intermediate in 2 years

Achieve 60 words/minute In 3 months

Actions

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Map your skills, experience, skills and set goals where you want to be

Sales projects

Experience

1

# of projects

Current Target

4

Industry

Current Target

Marketing projects 2 6

Supply chain projects 2 2

Production projects 3 3

HR projects 0 1

Excel

Skills Lowest Level Highest level

Negotiation

English

Optimizing production

Setting up on-line marketing campaigns

Current

Target

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Use the right tools and master them

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People tend to use old tools there are used to as they have no incentive to work better and faster. You can drastically improve the efficiency by identifying the right tools

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Let’s have a look at tools used in consulting

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First you list most often activites

Define what you do most often Find tools Master the tools you

are using Constantly improve and test new ones

Analyze

Present

Collect knowledge

Manage projects and teams

Sell

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Then you list the tools currently used



Analyze Excel

Present Power Point

Collect knowledge Database on Google Sheet with links


Database on Google Sheet

Sell Direct sales and content marketing on events

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As a 3rd step you try to device ways to improve your usage of those tools



Analyze Excel Learn advanced formulas , formats and VBA, shortcuts

Present Power Point Learn animation, using of templates, shortcuts


Use advanced function and templates, use zapier for partial automation



Learn advanced features of Google Sheet that will enable you managing the project or team


Increases your network (LinkedIn) and start propagating content marketing on different platforms (Guest blogging, reports distributed to customers, Slideshare)

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Finally you can look for much better options.




Test Access, SPSS, R for specific purposes


Test Prezio, Powtoon, Explain everything for this purpose



Test Get Pocket, Evernote




Test Asana, Leankit, Smartsheet, Trelllo, Nobe



Use Linkedin Premium, Buffer, start microblogging on Twitter, Google+

Get cloes.io for cold calling and delegate it partially to other team members

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You have to find tools for the most often done activities




Test Access, SPSS, R for specific purposes


Test Prezio, Powtoon, Explain everything for this purpose



Test Get Pocket, Evernote




Test Asana, Leankit, Smartsheet, Trelllo, Nobe



Use Linkedin Premium, Buffer, start microblogging on Twitter, Google+

Get cloes.io for cold calling and delegate it partially to other team members

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Thanks to this exercise you can speed up main activities 2-10x. We start with mastering current tools as it is easy to ask people to improve at things they know then to make them learn new tools

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List of the most important tools for consultant

Analyze Present Sales & Marketing Knowledge Management Market research Team management

https://twitter.com/agyczew

https://www.facebook.com/StartUpAkademia

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Now let’s have a look at a different, yet real example of engineers preparing drawing of aluminum constructions for their customers

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Below example of engineers in a support department that have to draw designs for clients in Autocad. They draw aluminum profiles but unfortunately line by line



Prepare projects for clients

AutoCad

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You can significantly improve by introducing libraries of ready made elements and storing previous projects in standardized form




AutoCad Create libraries Store previous projects

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On top of that you can buy add-on for Autocad that reduces drastically the time needed for drawing





Buy add-on Autocad that changes the drawing methods

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As you can see by going the full way you are able to improve 8x and do in 2 hours what used to take you 16 hours. For a department of 4 people basically it meant that now they could do the job of 32 qualified engineers





Buy add-on Autocad that changes the drawing methods

Time in hours needed for 1 project

16 hours 10 hours 2 hours

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$20





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Removing bottlenecks

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Bottlenecks are dangerous as their hurt the efficiency of the whole system. To improve the wholes system you have to improve first bottlenecks

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Bottleneck is always at the place where you have the lowest capacity. Have a look at 3 examples below

Example 1

7 5 7

Example 2

5 10 20

Example 3

5 5 3

x Stage capacity

x Bottleneck

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The are 4 rules that you should follow when it comes to bottlenecks

Identify what is the bottleneck

Increase its throughput by lowering the time needed for everything that goes through the bottleneck

Add new resources to bottleneck

Adjust everything to the bottleneck – so it works at the same pace

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Imagine that you are working in a company working in a content marketing. Your bottleneck is writing posts

Research topics for a post Write a post Create illustration

Edit and modify post, add illustration

and schedule

20 5 7 10

# of post that can be done in a week by 1 person

xx

84

If you Speed up the writing process (faster typing, better tools, shortcuts for the most popular words) you boost capacity to 7 and Creation of illustration becomes your bottleneck



and schedule

20 5 7 10


Speed up the writing process (faster typing, better tools, shortcuts for the most popular words)

xx

20 8 7 10

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Finally if you make the researcher do also par time writing and making illustration you boos capacity even further to 9 post per week. Writing post again becomes bottleneck. But with the same people you produce almost 2x



and schedule

20 5 7 10


Speed up the writing process (faster typing, better tools, shortcuts for the most popular words)

xx

20 8 7 10

10 9 10 10 Make the researcher do also par time

writing and making illustration

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Avoid multitasking

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What is the role of business analyst?

Pure evil Multitasking

When you try to multitask you get deconcentrated

You waste time on switching between tasks

It lowers actually your IQ

You can’t achieve the flow

=

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If you want to avoid multitasking follow the following rules

Check email only on set intervals

Switch off the phone / fb/ others

Block time for certain tasks

Follow to-do list using the priorities

1 task at a time

Make regular breaks

Make the tasks small enough

Test how music works with you

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Avoid emails

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Emails are causing a chaos due to its iterative nature

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If you want to avoid emails follow the following rules

Write in clear and simple manner

Don’t respond with “thank you”

Send always to the minimal # of people

Send always to the person that can react

Use Google Sheet / Asana for projects

Use Slack for small things

Forbid emails

Walk

Kill the reasons for emails

Kill the iteration

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Create universal structure of folders

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In most cases in consulting you will be doing a lot of different project and you may loose a track of what you have done

Supply chain

General audit

Cost cutting

Sales Force Management

Marketing improvement

Cost cutting

Supply chain

Supply chain



Marketing improvement

General audit

Supply chain

After a few project you will be lost – you will not remember what was done on what project

Consulting and many services are bout managing knowledge

If you organize the knowledge properly you can reuse it on other projects

Therefore create universal structure of folders

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Below an example of structure used for consulting project

Customer folder

Project A folder

Admin

Legal

PBC

Area A

Area B

Deliverables

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Talk and write simple, in a clear and coherent way

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Writing in a simple way is about following certain simple rules

Make it short and sweet

Structure

Tell in a pure and clear way what you want

Use bullet points

Kill adjectives and adverbs

Use the right format

Use the pyramid principle

Send it to the right person

Start from general and then go to specific

Conclusion first

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Messaging – example how NOT to write it

Dear Kate You probably remember that last week, somewhere around afternoon, when I was strolling with my boyfriend in this humid day, we came across you and then when I was talking on the phone you my back turned to you, you kissed my boyfriend on the lips. Moreover, I day before that incident, when you were at my mom’s place at dinner you said that it was the worst meal you had ever had. On top of that, when my cat tried to approach you gently you kicked him and told him that next time you would bring your big, scary dog. Taking everything mentioned above, I must say admit that I cannot me your friend any longer. In fact it seems that I do not like you anymore. Best regards Mary

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Messaging – example how to write it

Dear Kate I do not like you and I don not wish to see you anymore because: 1. You were hitting on my boyfriend 2. You insulted my mother 3. You hurt my cat

Mary

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Standardize everything

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Why it makes sense to standardize?

Easy to go through what you have done so far

You can reuse your products

Less versions to manage

Brain works faster with standards

You can find faster what you need

101

How to decide whether to standardize

Used by many Often used

Last for longer time

Standardize

102

Below you will find examples of things standardized in consulting and a typical company

Folder structure

Consulting

Naming of files

Proposals to customers

Typical company

Agreements

Deliverables

Analyses

Main processes

Internal documents

External documents

Main process

Dress code

Language of communication

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There are some rules for standardizing that you should follow

Use few standards

Internal standards higher than external

Round up to closes standard

Communicate standards

Teach standards

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Standardization – examples of rules for Excel

105

What rules should be used when building analysis in Excel

Usage of colors

Consistency between sheets

Pyramid principle

1-source rule

Repetition of variables

Shortcuts

No mouse

Description

Data source

Master sheet

106

The most useful functions

Basic functions Financial / Mathematical Others

SUMIF / SUMIFS COUNTIF / COUNTIFS HLOOKUP VLOOKUP MATCH SUMPRODUCT IF AND / OR IFERROR AVERAGEIF LEFT / RIGHT / MID FIND CONCATENATE YEAR / MONTH / DAY ROUND / ROUNDUP /

ROUNDDOWN TODAY VALUE WEEKDAY

RAND / RANDBETWEEN MOD NPV IRR ABS MAX / MIN CORREL

Pivot Slicer Relative addresses Formats Hyperlink Remove Duplicates Filters Sorting Data Validation Trace Dependents /

Precedent Analysis Tool Pack

107

Create templates

108

Templates can save you a lot of time. They are area almost ready made pieces of work that need some changes to be used. It is great for repetitive work

109

How to decide whether to make templates

Often Used Can be reused

Time-consuming

Template

110

Define what you should create templates for. In consulting we use a lot of templates to make the repetitive work less time consuming

Sales presentation

Consulting

Emails

Data request

Project Time sheets

Proposal

Agreement

Folder structure

Deliverable presentation

Dimensions

For every product, branch

All standard emails: about meetings, data request, workshop, sales emails, thank you email

For every product (project type) and branch – Word

For every product (project type) – Word

For every product (project type) – Word

For every product (project type) and branch in Excel Library of standard slides with typical analyses to choose from

For every product (project type) and branch – Excel

111

Create modules

112

Modules is something that helps you go beyond templates and used them in a situation that seem not easy to be standardized

113

Creating modules enables you to turn even things that

Sales presentation

About the company (history, experience, offices)

Problem description

Proposed solution

Pricing

Team

Contact Details

Rather standard

Unique

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$20





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Shelf management

116

Consulting is a place where the work is very volatile – one day you work 15 hours and next day you have nothing to do. What you want to do is use the time of low activity to somehow prepare yourself and absorb periods of high activity

1 2 3 4 5 6 7 8 9 10 11 12

117

If you have such a volatile work, you should create a shelf of tasks to be done once you are free. This to-dos should be properly selected and structured and can have the form of a Kanban

118

Below you have an example of defining of to-dos for the Kanban shelf

Product development

Read articles

Read 5 articles

Read 5 articles

Read 5 articles

Read 5 articles

Read book

Read 50 pages of 1 book



Product proposal

Draft in pencil

Draft in PP

Fill in 5 slides

Fill in 5 slides

119

Tasks from the Product development exercise you put into the Kanban

Education Product development

Sales

120

There are number of things that you can put on the shelf

Learning new tools

Learning new skills

Improving skills

Project preparation

Knowledge base preparation

Training preparation

Conduct training (esp. lesson learnt)

Business development

Template preparation

Product Development

121

Avoid iteration

122

As you can see in the example of email exchange iteration is one of the worst things that absorbs too much time and prolongs all activities

123

There are number of things causing iteration

Emails

Organizational structure & number of people

You don’t know people

Reaction time

Lack of clear priorities

Formats of communications

Lack of sense of urgency

Vacations and travels

No data / No analysis

124

Therefore makes sense to take actions and kill iteration

Avoid emails

Prepare ahead

Decision sessions

Create rules of behavior

Delegate things down the command chain

Simplify organizational structure

125

Decision session how it can look like?

Shorter reaction time

Huge time savings

Less noise (emails) and interactions

No effort to coordinate

Strengthen the team

…..

Get into one room

Do regularly

Take notes

Make decision

Come prepared

Be brutally straightforward

Why it makes sense? Rules:

126

Guess and prepare ahead

127

If you prepare ahead you can save a lot of time on the project. On most project data collection starts at the beginning of the project which is actually 2-3 months too late

Project Start

Task 1

Data Gathering

Analysis

Presentation & Discussion

End of the project

2 3 4 5 6 7

Project Start

Task 1

Data Gathering

Analysis

Presentation & Discussion

End of the project

2 3 4 5 6 7

128

Guess and prepare ahead

Tools

Aim

Time

Source of information

• Excel

• Structure your problem • Specify analyses to be

performed

• A week or two before the start of the project.

• Should take up to 4-8 hours

• Your own mind • Internet • Specialized literature

• Word

• Put into words your information needs

• After preparing issue tree. If possible at least a week before arriving at the clients premises.

• Issue tree • Former projects

• Word / Excel

• Create formats in Excel to gather data as raw as possible

• After preparing issue tree and list of questions for the client. If possible at least a week before arriving at the clients premises.

• Issue tree

End product • Issue tree • List of PBC (documents to be Prepared By Client)

• Formats and manual for filling them in

Guess what the hell is the problem?

Prepare a list of questions for the Client

Prepare Excel sheets for data input

129

Get rid of unused things

130

Why it makes sense to get rid of unused things?

Slows down

Takes the place that can be used by good things

Mental pressure

Distracts you

You lose track

Costs money

131

Since you operate on many platforms and levels you can create multiple messes. On all of them you should introduce order and simplicity

Desktop Browser Folder structure

To-do list Kanban shelf House

Desk

Computer

132

Deadlines

133

Why you need deadlines?

To know when it has to be done

To set priorities properly

To manage properly Parkinson Law

To communicate with the rest

To create sense of urgency

134

We have 2 types of deadlines

Internal External ≪

135

Know your customers

136

Who is your customer and why working for him will make you work faster

Identify your customer Observe and understand Implement in your

work

Description • Internal • External

Outcome • You know who you relate to internally and externally

• Listen • See how he behaves and uses your product • Observe how he takes decisions • Observe how he sets priorities • Create in your head his decision making model

• Know his pains an problems • Understand how your actions are entangled with

his every day life • Insight into mechanisms • Insight into preferences and customer constraints

• Use the knowledge to apply 80/20 rules

• Set priorities on things that involving specific customers using the knowledge on his constraints and preferences

• Doing the right things that will get effect at your customer

137

Be your customer

138

It makes a lot of sense to become your customer. This will help you even further understand how to communicate properly and what will give you biggest results

Suffer his pains and doubts

Learn competitors / Taste their solutions

Get to know other customers

Understand the customer language

139

Master your field

140

Who have to first define your field and the level of your excellence

Sales Marketing Operations Programming

Current level

Target level

141

There are number of pros and cons of becoming an expert in a relatively wide area

Expert status

Faster thinking

You can go further within certain field

No need to invent

Always ahead of the rest

Diminishing returns

Your specialization may disappear

In-box thinking

Crowd effect

142

Imagine that you want to become VP of sales. First you start by defining your current profile

Define your current profile

Define your target profile

Set your SMART goal on this subject

Allocate time for this or to-dos in the Kanban / shelf for future tasks

VP of sales / CEO Sales Marketing Operations Finance Coding

Level 1 1 0 1 0

143

Afterwards you have to set your target level of things you want to concentrate on






Level 1 1 0 1 0


Level 3 5 2 2 1

144

…. And you convert them into SMART goals






Level 1 1 0 1 0


Level 3 5 2 2 1

Goals for Year 1 Sales – jump by 1 level Marketing – jump by 2

levels Operations – jump by 1

level

145

In last stage you convert them into tasks






Level 1 1 0 1 0


Level 3 5 2 2 1

Goals for Year 1 Sales – jump by 1 level Marketing – jump by 2

levels Operations – jump by 1

level

Allocate time Every Friday or 1 month devoted to studying Example of to-dos SALES: Reading 2 articles on

cold-calling SALES: Work on 1 day in a call

center SALES: Work on 1 hour every

day in a customer service MARKETING: Reading 2

articles on content marketing MARKETING: Reading 2

articles on marketing automation

MARKETING: Learn to use Buffer

MARKETING: Learn to use Buzzsumo

OPERATIONS: Read 50 pages of Goal (book on theory of constraints)

OPERATIONS: Analyze 3 processes at your company using OLE and bottleneck analysis

146

1 piece flow

147

Thanks to well set up process I got my tooth removed in under 20 minutes from entering the building to leaving it without the tooth in a taxi heading home

Register Take picture Tooth removal Payment

2 minutes 5 minutes 5 minutes 2 minutes

148

Why it make sense to use 1-piece flow

Maximal Output

Successes come often

No work in progress

Fewer chances to do something wrong

Faster reaction time

Brain is more likely to experience flow

Less distractions

Bigger order

Faster you discover whether it made sense

Lower waste

149

As you can see one piece flow for content marketing gives you more often results than extreme batching. Yet it is not as efficient


Number of posts done at the same time


and schedule Outcome

1 day per post 4 days on this phase




4 post every 16 days





1 post every 4 days

150

Smart batching

151

Smart batching is a compromise between 1-piece flow and extreme batching. You get some efficiencies yet you do not do things in big batches

Extreme batching

1 piece flow

Smart batching

152

Example of smart batching for content marketing vs extreme batching and 1 piece flow


Number of posts done at the same time


and schedule Outcome





4 post every 16 days





1 post every 4 days





2 post every 8 days

153

Why it make sense to use smart batching

Efficiency Gains

Some (limited) work in progress

Compromise between efficiency & stimulation

Suitable for known tasks

No flood of output for your customers

154

How long it takes to complete 1 piece?

Is it boring?

What Is the set-up / switching cost high?

?

High

Yes

Hours Weeks

No

Hours Weeks

Low

Yes

Hours Weeks

No

Hours Weeks

When it makes sense to use smart batching? Smart

batching

Extreme batching

1-piece flow

155

Automation

156

What is automation?

Full automation Semi-automatic

157

What is the benefit of automation

Huge Time savings

Some (limited) work in progress

Compromise between efficiency & stimulation

Suitable for known tasks

No flood of output for your customers

158

Examples of automation

Area Basic Tool Automation

Analysis Excel Access SPSS

VBA

Emailing Email Emailing programs with autoresponders i.e. Mailchimp, GetResponse

Marketing automation solutions

Pictures preparation

Paint Canva and Canva for Work

Content marketing

Power Point Facebook / Twitter modules

VBA for Power Point Buffer Zapier IFTTT

159

Examples of semiautomatic solutions

Manual Automatic

160

Examples – marketing automation

161

Examples – marketing automation

162

Delegate

163

There are 2 types of delegations

Delegate part of the work Full outsourcing

164

You have to follow some rules to make delegation successful

Same standards as you

Use your templates

Trained by you

Control tool

Same philosophy of work

Ordering tool

Manage capacity for delegation

165

Examples of delegation from management consultants - Option 1

Write in pencil presentation

Template in Power Point

Conduct analysis for the slides Fill in slides

Person performing the task

Overview and modifications

Additional analyses

Visual modification Final overview

You

1 day

sb

x day Duration of task performance

You

2 days

You

14 days

You

4 days

You

1 day

You

2 days

You

2 days

You

1 day

166

Examples of delegation from management consultants - Option 2






Additional analyses


PM / Associate

1 day

sb


Business Analyst

2 days

Business Analyst

14 days

Business Analyst

4 days

PM / Associate

1 day

Business Analyst

2 days

Visual Assistant

2 days

PM / Associate

1 day

167

Have a look at what gives you delegating in terms of money

PM / Associate 27 day

Business Analyst

Visual Assistant

0 days

0 days

Option 1 – You do everything Option 2 – You delegate whatever you can

PM / Associate 3 day

Business Analyst

Visual Assistant

22 days

2 days

Cost of the project = 27 K Cost of the project = 10 K

168

Zero defect rule

169

Zero defect rule

Find the error as soon as possible and eliminate it from the flow

170

Examples of management consultants – where should be the checking points?






Additional analyses


PM / Associate

1 day

sb


Business Analyst

2 days

Business Analyst

14 days

Business Analyst

4 days

PM / Associate

1 day

Business Analyst

2 days

Visual Assistant

2 days

PM / Associate

1 day

Additional checkpoints

171

Poka Yoke

172

Poka Yoke Example in office

173




$20





174

Check my presentation on on-line models to understand them properly

Market research Practical guide for startups and entrepreneurs

presentation

http://www.slideshare.net/AsenGyczew/how-to-conduct-market-research-in-startups-and-small-firms

http://www.slideshare.net/AsenGyczew/how-to-conduct-market-research-in-startups-and-small-firms

175


Business models Practical guide for startups and entrepreneurs

presentation

http://www.slideshare.net/AsenGyczew/overview-of-business-models-used-in-online

http://www.slideshare.net/AsenGyczew/overview-of-business-models-used-in-online

176


How to become world class analyst

A practical guide

presentation

http://www.slideshare.net/AsenGyczew/how-to-become-world-class-business-analyst

http://www.slideshare.net/AsenGyczew/how-to-become-world-class-business-analyst

177


How to open a successful restaurant A practical guide

presentation

http://www.slideshare.net/AsenGyczew/how-to-open-a-restaurant

http://www.slideshare.net/AsenGyczew/how-to-open-a-restaurant

178

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