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ProjectBox

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25.01.2022 Knowing how you do things is an incredible superpower. It's within this knowledge that you can then identify gaps, create efficiency, build out platforms to support the process, manage the team who run the process, and continuously improve on your delivery. Don't have the time to sit and do it in a chunk?... As you go about your day to day tasks, start to take a few notes on the steps to complete each task. Even better, hold a Zoom call with yourself, share your screen, hit record. Talk through what you are doing. Before you know it, you'll have some awesome guides to show you how you are doing things. Take a look at how these compare to how things would look in an ideal world. Then go about making some changes.

24.01.2022 It's birthday week! So we have a few announcements!!

24.01.2022 And the winner is.........

24.01.2022 You all know that I am a lover of tech. Of finding things that make it easy for me to run ProjectBox and deliver things that align with our values. So when I was updating my website with my latest reviews and pulling my hair out with trying to make it look 'pretty' and 'on-brand', I went on the hunt.... And I gotta admit, what I have found is pretty cool. Introducing TrustIndex. This awesome tool collects all the reviews from Facebook and Google, and pops them onto a page on my website. It also updates automatically - every day checking for new reviews! Meaning that I don't have to lift another finger! I love that you can choose how you want to display the reviews, the colours, and the different widgets for different parts of your site. There is a cost to use it (starting at $65USD per year for one website - if you are an agency, you can have an unlimited number of websites for $349USD!) but the time that it is saving me in updating that page is worth every cent. Definitely one of my favourite discoveries for the second half of this year! Take a look at my reviews page on my website in the comments below plus if you are interested in giving it a go (they have a free trial), I've popped the link in the comments below as well (you will also be helping the Tech and Community program).

24.01.2022 You all know I love a good piece of tech. Well I've been following this one for a little while now and they have just released an offer on AppSumo (my happy place) that is worth taking a look at! Introducing Vidstep! ... This awesome piece of tech allows you to embed instructional videos with step by step interactive checklists directly into the other tools that you are using (such as your Project Management tool) which brings your tasks full circle by giving you the HOW. Think next level screen recordings! AND Australian Made Check out the limited deal on the link in the comments below!

23.01.2022 Next week the ProjectBox office is doing something that I've been keeping under wraps. See the thing is, ProjectBox has grown a lot in the last 12 months. And just like any other business, we need to review and revise our systems. With a pretty big goal ahead, and a systems brain constantly nagging at me, I've decided that next week, I'm putting the business into "Business Maintenance" mode. ... So why was I keeping this under wraps until now and what an earth is business maintenance mode? Well to be quite frank, it wasn't going to affect anyone else except the way that work was planned for the office. But there has been an overwhelming response to my business maintenance week. So what an earth is it? It's a week focused mainly on working ON THE BUSINESS. We are going back to scratch. Looking at exactly how we are doing what we are doing and building systems that are going to continue to allow us to deliver the level of service that we want to provide. Clients will still be looked after, phone calls and emails answered, projects still delivered. But there are no meetings, no distractions and a very carefully planned week. Leaving us some pure unfiltered time for working through our own stuff. And you know what? I'm pretty darn excited. Sometimes you have to make time to create time.

23.01.2022 With less than three weeks to go, I'm excited to announce that I'm on the TinaX panel where we will be smashing out information! This is the Gold Coast’s BIGGEST BUSINESS networking event. Connecting with confidence for information - inspiration - employment + more local sales on the Gold Coast... 15 October 2020, 10am to 4pm Carrara Indoor Sports Centre TICKETS https://goldcoastbusinessandjobsexpo.eventbrite.com.au Gold coin donation on entry Track and trace scanning on entry Speed networking area well spaced FREE Jobs Workshops FREE Head Shot Hub Photos for your social media + resume FREE Mentor Hub by the Queensland Office of Small Business Food Trucks and Live Entertainment from 11am to 3pm 175 Expo stands to connect and do business with. Will I be seeing you at the expo?

23.01.2022 What are you doing today at 4pm? I'll be live with Jimmy from My Online Guy chatting about what I love most - Systems See you soon!

22.01.2022 One of the best things I ever did for ProjectBox was to create a content vault. Whilst the initial concept was simple - somewhere to store all of the content that I ever write - it took some playing with to get the system actually working for us. What I REALLY wanted it to be able to do, was to tell me each day, what social media platforms and groups I could post in, and what content could be used in that platform that hadn't been used previously.... I didn't want the same post going across Facebook in multiple places each day and then being seen again on LinkedIn and Instagram. Instead I wanted different bits of content about different things to be showing up. So the content vault was born. As well as helping with social media, it now also gives me: - Somewhere to store my content (and images) so if a social media platform ever goes down, I haven't lost a thing - A source of inspiration for blog posts - A list of posts that I am tagged in from others (thanks Zapier ) ready for repurposing - A reference point for answering questions that I'm tagged in on socials (the CRM and project management one gets a thrashing!!) It really has become my business bestie. And guess what, it all happens automatically. This post? Typed straight into Facebook because I love ad hoc posts. BUT it's automatically added to the vault, a template applied, and ready to commence work. Guess where this post has now gone?

21.01.2022 So I call myself a tech geek. BUT I was today years old when I realised this. I have always struggled with knowing which way to stick the USB into my laptop - drives me nuts. Try one way, if it doesnt work, turn it over and try again.... Then I clicked. The side with the image on it? That's the side that needs to face up. *face palm here* SO I am sharing in my humiliation to hopefully help others who may also be having the same issue!

20.01.2022 Holy moly! Logged into Canva to put together an image to share something else with you this morning, BUT then an offer from Canva popped up that is worth sharing with you instead! IF you are paying for Canva Pro, they are now offering four additional team members under the one account.... WOOT WOO! So if you haven't yet, make sure you jump in and invite your team to join you! And if you don't have a Canva Pro account, the cost each month is WELL WORTH IT - the resize functionality and branding alone has saved me a bunch of time but there is now so much more you can do with it! #canva

20.01.2022 Wow. Just wow. Thank you to everyone who has supported me along this journey!! I'm still in shock

20.01.2022 How's this for a cracking way to start a Friday! Thank you so much Doug for the amazing feedback!!! #clickup

19.01.2022 Yesterday I downloaded a copy of my Facebook page. It's something I do once a year (yup, you betcha it's scheduled in!). Why?... Mainly as a backup. We have so much educational content going onto our page, we never want to lose that. If for whatever reason we suddenly lose our page (which has been known to happen) or locked out, this way we will always have our data. It's something you should schedule in too. Simply see the video below on how to do it.

19.01.2022 A little funny that was sent to me over the weekend before we get to the serious... How many systems experts does it take to change a lightbulb? None because they have automated it! ... And now the serious thing. One of the greatest tools that we all have is the power of communication. It is also one of the most underutilised tools. A few weeks ago I went out to my network and asked them what the biggest thing is that drives them crazy when it comes to doing business. Guess what the overriding concensous was. Communication and the lack of it. From responding to enquiries, communication internally between team members that flows on to clients, and the list goes on. There is huge room for improvement across the board. So take 5 minutes today to look at the communication in your business both internally and externally. Here are a few questions to get you started. What are your processes for managing enquiries? How do you handle the flow of information internally? What are your desired response times to clients? How do you manage the process of onboarding a new client in terms of passing them onto the person who will be looking after them during their time with you?

19.01.2022 When a system or process isn't working properly, it can be helpful to use the 5 Whys technique to help to solve the problem. This technique was developed by Sakichi Toyoda (one of the fathers of the Japanese industrial revolution) and became popular in the 1970s. Toyota still uses this to solve its problems today. Its philosophy is based on an in depth understanding on what is actually happening on the shop floor versus what someone in an office thinks might be happening.... DEFINE THE PROBLEM Write a brief but clear problem statement in the middle of a whiteboard or large piece of paper. For example 'customer did not receive login to membership portal'. ASK THE FIRST WHY Ask why the problem is occurring. For example - why did the customer not receive their login to the membership portal? Asking why sounds simple but answering it requires thought. Answers will be things that have actually happened, not guesses at what might have happened.Record every answer that you come up with under or around your problem statement. ASK WHY FOUR MORE TIMES For each answer provided to the original why ask four more whys in succession. Record every answer before asking the next why. KNOW WHEN TO STOP When asking why produces no more useful responses then you can go no further (by all means you can ask more than five whys if needed). You should be able to clearly see by this point, what change to the process needs to happen to stop the problem from occuring again. Make the changes and monitor the results.

18.01.2022 The way that we train within our teams has changed a lot and it continues to do so. I'm going to be jumping online with the brains behind VidStep, Travis and Anup, over lunch, to talk about what this looks like now and what businesses should know moving forward! If you have an hour over lunch today (11:30am for QLD, 12:30pm for NSW) to come and join me and two other incredible people who just get systems, we would love to see you on here! It's free, simply register is in the comments below!

18.01.2022 How often have you seen, that something will cost you 'less than a cup of coffee a week'. Whilst a strange unit of measurement, it's a really quick and simple way to understand the impact of the cost of something on you. I look at the cost of software or investing in my systems like this. (Although, if I'm being honest, everyone knows I hate coffee so I tend to use wine )... $50 a month? Well, that's 10 cups of coffee. If you are on a budget, it's often easier to give up 3 cups of coffee a week, then $15. So next time you are looking at investing in your software but are struggling with the cost, remember: 1. It's an investment - you will either get it back in time or money 2. Break the cost down into a way that makes it easier for you to absorb. Coffee, wine, golf games, a few beers at the pub. It can suddenly make the decision a lot easier.

18.01.2022 Back in June I was a guest on a podcast with Jimmy Rose! Today I was surprised with the most amazing thank you gift! It was so much fun recording the podcast, if you haven't listened to it yet, make sure you head to the link in the comments below to hear us talk all things processes! I promise its way more fun than it sounds!... Thank you James, I love them!!

18.01.2022 Have you taken the time to set up Google Alerts? This is an awesome tool by Google that sends you an email (at a frequency set by you) of anything that you set up a trigger for. For example, last year when we were interviewed by The Gold Coast Bulletin, as soon as the article went live, an alert was sent through to me with the link (triggered by Pip Meecham and ProjectBox).... I change our keywords up from time to time depending on what I'm interested in. But at a minimum, we always have ProjectBox, Project Box (for spelling ), Pip Meecham, Philippa Meecham (yep, for those who don't know this inside bit of info, I'm Philippa by birth) and systemising. The articles that appear can be a source of content development, of checking on what is being published about us, on what our competitors are up to (#stalker), of what is going on in the world. To get started, you simply need to head to the website (link below) and follow the prompts.

16.01.2022 The PB mobile got some clothes today!! A huge thank you to the team at Coast Signs for doing another amazing job on my car!!!!

15.01.2022 Do you live and breathe by your calendar? Or maybe you need to be prompted to get ready for a Zoom meeting. Well here is a copy of the exact Zap (automation) that I use to add buffers around Zoom meetings. WHY DO I ADD BUFFERS? Zoom meetings are fantastic however they are also sneaky little events that come out of nowhere. Whilst your booking software might handle buffers before and after the actual booking of the event, I wanted something to remind me to prepare before the e...vent, and another to give me time to complete admin work related to the meeting after. WHAT IS THE AUTOMATION? In this particular automation, when a new event is added to my calendar, the automation checks to see if it is a Zoom event, and if it is, adds a 30 minute buffer beforehand, and a 30 minute buffer after. WHAT YOU WILL NEED. A paid Zapier plan. As this is a multistep automation, you will require a paid Zapier account. (You could alternatively break the automation up to have the initial buffer created on one zap, and the following buffer on another however this is not included in this link.) YOU CAN EDIT IT TO SUIT. Want to add more or less time to the buffers, or rename what the buffers are called? This is the exact automation I use however when you add it to your Zapier account, you have the option to go through and change everything to suit YOU. Grab your copy here >> https://projectbox.com.au/steal-my-calendar-automation/

15.01.2022 What an incredible chunk of my day with branding and awards specialist Lauren Clemett from Audacious Agency (if you are not a part of their Facebook group (link below) then you are missing out on an incredibly supportive group)! Thanks so much Lauren for having me along into your office and letting me get my hands dirty on the Mac!

15.01.2022 Yesterday was a day for celebrations for us! Not only was it my birthday (hehehe), the trophy for our Gold Stevie Women In Business award arrived! Talk about an incredible birthday present (insert crazy excited dance here!). I am so honoured to have one of these in my little hands. ... ProjectBox means everything to me and to those around me. To be recognised for the work that we are doing by organisations such as the Stevies, still gob smacks me but it is such an incredible feeling and I'll never get sick of looking at my new trophy shelf! Thank you to everyone for your support, it really does mean the absoloute world to me

13.01.2022 When it comes to systems (whether process-based or tech-based) the best thing you can do is to start with the end in mind. Identify the outcome that you want to achieve. What do you want the software to do for you? Yes it has all it's gizmos and gadgets, but you need to think about the outcome that it needs to get you.... What outcome does the process need to get? The outcome is what is going to give you the strategy and clear map on how to build your systems out. It's one of the first things I will ask when you come to me about any kind of system. Then build the system to get you that outcome

13.01.2022 When it comes to documenting your systems, there are multiple ways to do it. Videos, flowcharts, checklists and screenshots. All of them representing a system.... So how do YOU do it? And why do you choose to do it THAT way? I know a lot of people will be wondering so here at ProjectBox, we use a mix of video, flowcharts, and checklists. All with a specific purpose and all linked to various task templates and to an internal wiki. None of them limit our creativity, but all make sure that we are consistent in what we deliver, and that we are achieving the outcome we set to reach.

13.01.2022 This incredible beast was sent to me last night (THANK YOU IBD!!) And it got me thinking. Everything has to start somewhere. This car, an old school Buick GNX. Started with no modifications and the cheapest car in the garage (yep, this is from a Playstation game!).... Over time, with some effort, some planning, and good systems to boot, this beast will evolve into a powerful racing machine. It's the same for our businesses. We all start out with an idea and a passion. Then as we move forward, the things around us evolve. We evolve. After a period of time, what we are working with, looks nothing like the beast that we started with. And the cycle continues. Continuous improvement is one of the things I love about what we do at ProjectBox. Always looking for ways to upgrade, to do better, and to be better. As for this beast? It's on it's own modification journey! #staytuned

13.01.2022 We have devices that require 4 different types of charging cords. First world problems but it drives me BONKERS finding the right cords and swapping them over each time each device needs charging. So I went searching for a solution and today this thing arrived. GAME CHANGER!!... 6 fast charging ports, all the cords I need (except for the watch but just use my own cord), and one dock plugged into the wall. Ordered Sunday, arrived today. Little bit of luxury right there! Highly Recommended!

12.01.2022 It's nine days into the new financial year so what better time then to say hi and give you a sneak peek into something huge coming up. So hi! I'm Pip :) That other smiley face that you see is my daughter Lucy - she's 'the why' behind ProjectBox. That and my long term goal of being able to support our youth into employment (hopefully not too far away!).... ProjectBox is where my heart lies (along with Lucy, car karaoke, wine, and camping - give this girl a swag and a beer and she will love you for days!). I'm a TOTAL, shameless, geek at heart, much preferring to get lost in a world of software and tech than a trip to the shopping mall (although shopping ALWAYS has its place ). I'm also incredibly stubborn - I'll keep at something until I find or get what I'm looking for. I have the strangest taste of music you might ever come across with favourites from every generation, and every type of genre making their way into my playlist. Except classical. That stuff puts me to sleep. #sorrynotsorry My family and love are incredibly important to me and they are just two of our values here at ProjectBox. All of this combined and you get what fuels me. I'm a lover of systems. Of technology, efficient workflows and processes and of using them to make your business more efficient and effective (I really love those two words) which allow you to build consistency and deliver to a high level, or scale and eventually step out of the business, or maybe it's just to have the freedom and flexibility to do the things that you love with the people you love. SO why this sudden reintroduction? Well in just a few short weeks, ProjectBox is turning four!!!! And I want to do something to celebrate (other than pop the mandatory bottle of bubbles). My brain is in overdrive, filtering through ideas, and starting to put a little bit of a plan together. So get excited. Because something BIG is coming!

12.01.2022 Something we provide a lot of education in, is Google My Business. This is an incredibly powerful, free tool, from Google that helps you to be found online. It goes without saying (but we’re saying it anyway) that search engines deliver relevant, location-based results for a business’ products or services. It’s how the searcher finds results that are, well, local.... So it makes sense that your Google My Business profile is completely optimised to ensure that you are benefiting from these local results. Not sure how yours stacks up or think you could do better? Check this out https://tools.projectbox.com.au/gmb-review

09.01.2022 Wow, end of November already! What a year! (Want to skip the flufff? Head down to the bottom half of this post about what YOU need to know) You hear people talk about the rollercoaster of being in business and 2020 has been on the extreme end in one way or another for almost everyone I know (both in business and personally)....Continue reading

08.01.2022 90% of searches made on desktops are done via Google. 60% of Google searches are done via mobile devices. 34% of 'near me' searches from desktop result in store visits and this increases to 50% when done from a mobile device!... So guess where you need to be. On Google. It's your local search results that are critical to you being found. The best thing is that Google helps you to do this by giving you access to a free tool called Google My Business. It's incredibly powerful when used correctly (and yes, it requires a little more then just setting up a profile). Last year we released the DIY program walking you through how to set one up. Ever since, we have had more and more enquiries from people wanting feedback and assistance in improving their profiles. Which we LOVE doing. Especially when we hear back from people about the effect that the changes are having for them. So we want to do it for YOU. Simply head to the link in the comments below and book yours in!

08.01.2022 A disorganised pantry makes it hard to cook. You can have a recipe but without knowing if you have all the ingredients, it's hard to cook the recipe. It's the same with your systems. You can have them, but without having structure to manage them, it can make it really hard to execute.... I know that when my pantry is organised with things where they belong, labelled and in containers, I LOVE to cook. Okay okay....I love to cook anyway, but it makes it so much easier when everything is in it's place and I know exactly where to find it. Whilst the pantry and fridge control my cooking, ClickUp manages my business systems. Allowing predictable, repeatable, consistent, systems. (This is one of my favourite recipes from Chelsea Winter)

07.01.2022 Take the time to plan, and take everything into consideration.

06.01.2022 Here's a bit of a laugh for your Sunday entertainment (keep reading for more info about birthday week!). This is a screenshot of the ProjectBox video library. Check out those facials.... #priceless How do yours look? I'd love to see! BUT the real question is, why am I in the video library on a Sunday? WELL birthday week is coming up (I swear I'm like a little kid at Christmas when it comes to the PB birthday and my own) which means the launch of two (yup TWO) new services AND a little competition. A huge thank you to everyone who has been working behind the scenes with me over business maintenance week. Steph from Jungle Branding Co., Kelly, and Virtual Bloom - I can't thank you all enough for your help, your ears, and your patience! Everything will be revealed tomorrow #excitedpantsareon

05.01.2022 On Friday I had an amazing chat with Jimmy from My Online Guy around everything to do with systemising your business! He had some really great questions for me and we started to break down the whole systems process. You can catch the replay here!... https://www.facebook.com/671253504/videos/10157679776883505/

05.01.2022 Coming up next week I'm going live with Desiree from Naked Digital Marketer to talk about systems and processes for small businesses! It's free to come along, you just need to pop in a request to join Organic Digital Marketing! If you can't make it on the day, the replay will be available within the group to watch :)

05.01.2022 Why your customer experience should be at the forefront of everything that you do

04.01.2022 There is so much power in saying things out loud. I know that when I am floating an idea, trying to map out a new workflow, or thinking things through, I will quite often catch myself vocalising my thoughts or picking up the phone to talk it through. Just by forcing myself to say the words, it can bring instant clarity to my thoughts (I'm known for picking up the phone for a brainstorm and then ending a conversation mid-sentence when things become incredibly clear - much to t...he other person's amusement!). The same thing happens when we help people to map out their processes. There are many sudden lightbulb moments that occur when asked to voice their thoughts and say it out loud! Everybody talks to themselves, whether it’s with or without conscious control. Talking also helps you to solve problems. Hearing the problem through your ears provides a level of objectivity and perspective, and helps you to focus your attention. So, if an important concept is hazy, difficult or simply feels too overwhelming, explain it, articulate it, and you will get clarity.

03.01.2022 Something a little bit exciting just happened.... ProjectBox is my heart and soul and my other baby (sorry Lucy!) Things like this make me feel so blessed to be doing what I love each and every day.... Without the support of you (yes YOU, the person reading this right now), ProjectBox would not be going from strength to strength so I want to take this time to say thank you for watching, for stalking, for engaging, for chatting to me, for using ProjectBox to help you in your business. It means the absoloute world.

03.01.2022 For everyone who uses ActiveCampaign.... Did you see this little gem that they announced yesterday? What does this mean for you?... If you are taking payments via Stripe or Paypal, you can now trigger automations directly within ActiveCampaign based on these key actions: A charge is successful or refunded A customer is added or updated A subscription to created/updated/deleted/trial ended An invoice is created or updated A payment fails or succeeds A payment is upcoming (auto-payment) An order is created or updated https://www.activecampaign.com/b/stripe-paypal-integration

03.01.2022 WHO ARE YOU? When it comes to refilling your car, there are normally three kinds of people. Those who start freaking out as soon as you get to quarter of a tank.... Those who go to the petrol station at some stage after the petrol tank light comes on. And finally, those who leave it till the car is running on fumes and every trip is a risky one! So what does this have to do with systems? I find there are the same three types of people when it comes to systems! Those who are prepared WELL in advance. Those who wait until the warning signs before they take action. Those who are living off fumes and MAYBE a few bunny hops before they do anything about it. Which one are you? (My petrol and systems personalities are at complete opposite ends of the scale).

02.01.2022 This is by far the BEST book on systems you will ever read. David Jenyns from systemHUB has systemised the art of systemising a business and you can read all about it in his book that was launched just last week - SYSTEMology. It is a MUST read if you are wanting to systemise your business and I'm excited to say I have some copies in my hot little hands!... If you would like a copy, simply pop an emoji in the comments below and we will pick one lucky person to send a copy to - inclusive of a message and signed by David himself. OR if you would like to grab a copy, you can find it on Amazon! Link in the comments below!

01.01.2022 Sometimes changing the smallest thing within your business can have a huge impact on your time. Take a close look at what you do each day. Then ask yourself the following questions: WHY DO I DO THIS? IS THIS SOMETHING THAT NEEDS TO BE DONE?... We are habitual people. So it makes sense that the things we do day to day come from habits. Sometimes you can be completing tasks because it's come from a habit, not from necessity. So ask the question around WHY. CAN SOMEONE ELSE DO THIS, IS SOMEONE ELSE BETTER SUITED TO THIS, OR CAN OUR TECH STACK MANAGE THIS? It's hard to give up things in our business, especially when it might be something that you love! But we all have our own areas of expertise. Which means that sometimes you simply are not the best person to get the task done. Maybe it's something that your tech stack can handle for you, maybe it's something you need to (and should!) delegate. It's worth the time to ask the questions - one small change could really help with your efficiency and effectiveness in what you are producing each day.

01.01.2022 And a copy of the book is going to....