The 4 Critical Factors to Discuss in a Successful Production Call

0 Flares Twitter 0 Facebook 0 Google+ 0 LinkedIn 0 Filament.io 0 Flares ×

For those of us who began our careers in a corporate setting, many will recall having team meetings. The really successful companies were those who figured out how to do these meetings effectively enough it would encourage the team to improve the business and ultimately the bottom line.

One of the biggest factors I found from my days in Corporate was that the more they encouraged each team member to participate the more “buy-in” they would get from the individuals. It’s the same in any business; how can you expect someone (ie your Virtual Assistant) to get as excited about your success as you if you don’t bring them in and make them a part of that success.

Production Template Dec 4

A Production Call Template

This is why production calls are so important to the success of your team and ultimately of your business. Perhaps the biggest reason many people don’t have these calls with their teams (even when that team is simply them and a Virtual Assistant) is they just don’t know what to cover to make it successful.

Preparation is the key to your success in making sure you are moving the business of your dreams to a reality and as such there are four critical factors (or areas) to consider and discuss in each production call with your Virtual Assistant. I would suggest that you make an agenda based on each of these critical factors such as the template I have created (shown to the left).

Critical Factor #1 – What are we doing well? What are we not doing as well?

The first thing you need to discuss is existing and outstanding tasks. Start by first looking at each task from your previous production call and ask yourself these questions:

  • For the completed tasks …
    • What did we try new that really worked well and we could implement again in the future?
    • Is the process for this task documented? If so, does it need updating or was the process easy to follow? If not, who can create this process before we “forget” how to do it?
  • For the outstanding tasks …
    • Is anything or anyone holding up the process or are we on track to meet our deadline?
    • Do we need to bring in someone else to assist or reassign the task to someone else or are the appropriate parties still involved?
    • What changes need to be made to move this task forward again if it is “stalled”?
    • What changes need to be made to our current policies/procedures to ensure the task is completed more efficiently the next time?
    • Were our deadlines met or are our deadlines still realistic or do they need to be adjusted?

Once you have the answers to these questions you will begin to see patterns (especially after several weeks and months of doing the production calls) as to common strengths and weaknesses of your team. Changes, improvements and enhancements can be made to ensure everything is working well.

Critical Factor #2 – Time to look at the next week and what is on each of our plates and how best to finish the projects that have been started.

The process is only as good as all of the moving parts in any situation. It is critical that you are always setting realistic deadlines and not setting yourself up to fail. Many of us get excited about a new idea and want it to happen right now without any regard for timing. The other thing to remember is often this particular project is not the only thing on your plate and so you need to understand and ask each team member what is on their plate for the upcoming week. Do they have the time available to allocate to this project and/or what deadline should be set that realistically reflects their available time.

Another mistake entrepreneurs make is often referred to as “shiny object syndrome” where we have too many ideas going at any one moment. I was at a business conference a few years ago for Virtual Assistants and the speaker was telling us that as Virtual Assistants the best thing we can give our clients is to help them complete their many unfinished projects. It is best to see a project from start right through to completion so that you can start making money from that project. If you are a shiny object type person then make sure you ask your Virtual Assistant to hold you accountable to getting each project done before moving to a new project.

Critical Factor #3 – You have to make sure you have all the tools needed to complete the project in a timely manner

Nothing will stop a process more than when someone is waiting on someone else for something so they can move forward. As a Virtual Assistant I often found I was waiting for passwords, newsletter content, … the list goes on. If your Virtual Assistant (or in some cases your client) doesn’t have what they need to move forward on a project, the entire process will stall and very little progress will be made.

As my business coach told me, ‘only you can hold yourself accountable.’ In other words way too many of us look to others to hold us accountable. If you are going to tell someone on your team you will have something to them then make sure you have it to them. Don’t be the one who is constantly stopping up the process.

When it comes to this part of the production call it is important to write down, verbalize and share what those tools (passwords, resource links, etc.) and deliverables (newsletter content, website copy, etc.) are, who will be responsible to provide those and most importantly when they promise to deliver.

I can’t say it enough … don’t be the one responsible for stopping the process! Commit to getting what you say you will and when you say you will.

Critical Factor #4 – Upcoming events and promotions are an important thing to discuss as preplanning means greater success!

One of the tips I love sharing is about events and conferences. If you are planning to attend an event or conference and want to have the greatest success, share it with your Virtual Assistant. There are a few things your Virtual Assistant can do to help you have greater success at these events.

Each of us has (or should have) goals when we choose to attend an event. For most it is the same goals:

  • Education and learning
  • Meeting potential clients
  • Meeting possible joint venture partners
  • Researching potential markets

When you share your goals with your Virtual Assistant they can actually help you to achieve your goals, even if they aren’t attending the event. Get your team to do research ahead of time on attendees so you know who you MUST reach out to. Often these events have facebook groups and/or a hashtag on social media they are using. Utilizing these tools your Virtual Assistant can start to put together a “must meet” list of attendees for you. Using this list they can arrange coffee and/or lunch dates with these people even before you leave home.

0 Flares Twitter 0 Facebook 0 Google+ 0 LinkedIn 0 Filament.io 0 Flares ×