Recently I volunteered to present a short overview of Organisational Planning to a local business group.

I love this type of analytical business stuff, but was looking for a worthy quote which would reflect the need to plan organisations.

Well I found it reading the Peter Sinclair book “Memories, Thoughts and Photographs”.  A book written by him as a father to leave a legacy to his 3 children.

Quote ” Children, my desire is to help build into your lives some solid foundations.  The two most important things I can help you discover are wisdom and understanding.  Many lives look alright on the outside, but true strength of character is unveiled when a tragedy or a challenge strikes.  It is much easier to prepare, than it is to repair.   It is so much better to build, then it is to rebuild.”

The great thing about this quote is that it explains first the reason for planning to achieve solid foundations.

Reread the quote and look at some of the key words: build, solid foundations, important, discover, wisdom and understanding, strength, character, prepare.

What inspired me about this quote was the need to constantly look at what our “legacy” will be.  Is this what drives you in life?

The whole process of Organizational Planning evolves around the organisational goal and its reason to exist.  This is mostly the realization of someones dreams and goals.  This is then reflected through the plan to ensure that the underlying ethos, values and purpose for the organisation are intertwined through out everything that the organisation does.

The process gets much easier as it moves on and like most things, the first time is always the longest and most difficult to endure.  After that key learning and passion takes over.

The process then underpins all of the strategic movement of people, resources, systems design and implementation and much more!

There are so many worthy books out there, do yourself a favour and explore something a little different.

P.S. The Amplio Business Solutions website is about to have a major makeover.

John Burkhardt – Amplio

I have had the pleasure of working with some great people this week.  Part of this journey was working on Goal Setting and yes my mind immediately switched to SMART goals and how they have helped me along in life to achieve certain things.  But there was something missing!

I was focusing on the detail of the goal. The when, how, by whom etc and basically I just turned it into a glorified task list.

I was forgetting something important.  These are my goals and they have to inspire me.

The most important thing was getting rid of all the smart goal thinking until I got to the nuts and bolts of my goal.  When I concentrated on the Vision behind the goal, my goal changed.  It went from being all fluffy to being a feeling to being an emotion that I wanted to embrace.  The details didn’t matter at this stage, it was all about something I could see, feel and get emotional about.  Something that every time I read it just transported me to a place of seeing, feeling and getting emotional about it.

As an example one of my goals (so I thought) started out as:

Cruise, family time, fun together.

This quickly moved with the technique to exploring what they looked like and what they were.

Fun together, cruise/holidays, interesting, regular, different, adventurous, away, 2-3 days minimum, exciting, challenging.

The visualization that came with that included thinking of the types of activities and what the feeling was of doing these.

This identified carefree, exciting, different, spontaneous, adventurous and moved into liberating, no confinement, life changing experiences.

My goal statement after this became:

Our Family Holidays are Life Changing Experiences.

Later I will discuss moving this goal headline into your action list.

What is exciting is every time I see this goal headline, I own it, I can feel it and it excites me!

Good luck reconsidering how you approach your Goals.

John Burkhardt – Amplio Business Solutions.

However, if you ask the owners why they originally started the business and what motivated them, money usually if very low on the list.

Most will describe to you phrases similar to:

I had an idea for a product and was so passionate about it I turned it into a business.

I needed freedom from my job and by starting my own business, I was able to control my time more (give time to my family, spouse etc)

I couldn’t get anyone to come into business with me, so I did myself.

I knew I could give better service with this product than what the other business’s were giving.

I was able to help people and the money was a bonus.

I needed so much to do something for myself and my family.  This gave me the opportunity to prove myself.

The list goes on……….

Most will not mention money.  The focus on money is well down the list and usually the only consideration was that they had enough to pay the business bills and provide for their family.

I will talk further about balance in my posts, but this Proverb from the Bible is a healthy reminder to us all:

“Be wise enough not to wear yourself out trying to get rich.  Your money can be gone in a flash, as if it had grown wings and flown away like an eagle”

Proverbs 23:4

Have fun out there!

John Burkhardt – Amplio Business Solutions

One of the most common queries regards when we start to talk with clients about what platform their business has and how they manage the business systems to get the most out of that platform.

All too often there is a blank look and I have found the best explanation comes in a visual form.

All businesses have a platform which operates holding the business together.  This governs the amount of clients and work a business can handle and all too often is unstructured and not recorded.  The platform is the people, the equipment, the marketing and all the things that hold a business together.  This platform can only handle so much work before it breaks, bends or just gives up.  Depending on where the strains are this can be in your equipment, your people or other aspects of your business.

The way you operate currently will define a turnover platform. i.e. without changing any thing you are doing at the moment, your business can only handle a certain amount of customers and work flow.  This eventually will put a ceiling on your income before it starts to decrease (by not changing and keeping up with cultural and economic changes)

This image best describes the above comment.

Platforming systems 1

This is the current situation and all too often the current expenses looks like the following image.  Keeping up with the business growth and turnover and taking up 80% or more of the current platform.

Platforming systems 2

Graph 2

These expenses have their own platform. i.e. there is a certain amount of work that can be put through that same platform with little or no increase in the corresponding expenses.  e.g. ADSL monthly costs remain the same until you use your quota for the month.  So that expense for the time being is fixed. (in true accounting and insurance terms it is viable)

Part II will go into systemizing this platform to maximize your resources.

John B. – Amplio Business Solutions

]]> http://www.ampliobusinesssolutions.com/business/organization/business-planning-platforming-systems-for-growth-part-i/feed/ 0 http://www.ampliobusinesssolutions.com/business/organization/god-in-the-boardroom/ http://www.ampliobusinesssolutions.com/business/organization/god-in-the-boardroom/#comments Mon, 03 Aug 2009 07:23:50 +0000 John Burkhardt http://ampliobusinesssolutions.com/businessblog/?p=204 Clarity about God’s role in Business

“The skyline of a city defines its identity the way physical appearance identifies humans.  Today skylines consist not so much of church spires, but of the buildings that house the corporations that breathe life into commercial arteries.  It is right there where the kingdom of God needs to be established.  Those are the corporations that must experience the power and the presence of God.  For a city to be transformed, complete change has to come to the marketplace, and Christian businesspeople must play a key role.

What exactly is that role?  The role is always determined by the kind of relationship Christians have with them marketplace.

The four levels are:

1. to be a Christian in the marketplace,

2. to be a Christian who applies biblical principles in the marketplace,

3. to be a Christian who does business in the fullness and in the power of the Holy Spirit, and

4. to be a Christian committed to the total transformation of the marketplace.”
Courtesy and copyright of Chapter 8 of “Anointed for Business” by Ed Silvoso

John Burkhardt – Amplio Business Solutions

There are several business planning software packages out there and available for immediate download on the internet.  What you need to establish in researching them is what do you want from these packages?

Doing a internet search on this term will reveal an array of options, both paid and free versions.

What are you expecting from your business planning software? A full plan including cash flow projections, marketing plans, KPI tracking, ability to view as charts/graphs?

Also be careful with cash flow projections as to what currency the software is based in and if you are able to change it to your local currency format.

Does the software handle start up costs such as assets acquisition, expenses and financing? Is there fields to enter contingency funding (for acquisitions etc)?  Does the software integrate into your existing financial software (or does your existing software have this function and you haven’t used it yet).

Start to do some research and work out what you expect the software to do.

Some links that I found via an internet search are:

http://www.businessplanpro.com/ppc/business_plan_software.cfm?gclid=CLfxj-mvi5wCFZcwpAodWgxWWw

http://www.bplans.com/

http://www.ebc.com.au/

http://www.businessplans.org/

Pick a product and go for it.  It does save time, asks questions you had not yet thought of and makes it easy to change and implement.  You are not after a 100 page plain, but rather a short concise, clear and workable business plan.

John Burkhardt – Amplio Business Solutions.

This is the first step to starting to organize and arrange all that information that is floating around in your brain.   Sometimes what happens next is that this generates a whole new drive on thinking about that project and getting more ideas onto paper.

At other times, by just getting that out of the brain and onto paper, the brain rests and you may not do anything with this anymore for awhile.

The most common challenge that next comes up is “it’s a mess, I have bits of paper everywhere”.  In addressing this is it important to look at how this project fits in with your current business and personal life and what priority is to be given to it.  This will drive how much time you contribute to the project, research and how to timetable it into your life.

How critical the project is a combination of emotional and physical restraints.  The emotional component drives the passion for the project.  The physical restraints are our own use of time, money etc.

The most common example is someone who is currently employed and is looking to create a second income stream in conjunction with their paid job with a view for extra income or to create a business to move into later.  How critical the project becomes depends on the difference between where they are now and the need for where they want to be.  i.e.  the project becomes driven by the clarification of your goals and the formalization of your business plan.

Different people use different methods of sorting out their concept into a logical sequence (the draft of a business plan). This ranges from inserting their existing information into a business plan template, cut and paste (literally) onto a large chart, doing the same thing on computer software etc.  Which ever method you use, it needs to be something that you can relate to and use (or delegate someone to do).  There is no point using a Word based business plan when you are a creative visual arts based person.

Choose a method that works for you.  If you don’t know where to go, ask someone who is “wired” similarly to you and see what method they use.

More information on business planning in the next blog.

John B. – Amplio Business Solutions

The most common challenge we face is the realization of just starting!

All too often these concepts and ideas are created and remain in someone’s mind.  Why?  The first area of resistance is the result of feeling embarrassed should you share that idea with someone and they think you are mad.  The second is the accountability that comes with sharing that concept or idea and then being accountable to seeing it through.  It’s much safer just not to start.

The most challenging part is to start to get your ideas into a visual written form.  For some this is a notebook carried with them with doodles and notes etc in it.  Some of us actually number and content table the pages.  Others are happy with scrap paper, napkins or sketch paper which is drawn all over.  In reality, it doesn’t really matter which method you use (computer notes included) as long as you start to un-clutter your mind and get the information into a format where you can add to it, challenge it, draw pictures and use colors etc.

So start getting your information down on paper, start to collate the information, use a process that works for you.  This information will create the basis of your business plan and organisational structure.

Regards,

John Burkhardt – Amplio Business Solutions

Just not sure whether the answer is Yes or No, or just maybe?

Here is some simple advice given to me years ago by a Lady that had survived a divorce, the death of her new husband which lead to bankruptcy of their business, a new child with DS and the loss of her first three children to her first husband overseas.

There are always decisions and choices to be made.  It is simply a matter of Yes or No.

Yes, I have all the information necessary to make the choice in front of me and I am happy that in hindsight I won’t beat myself up if its the wrong choice.

No (also hidden as maybe), I don’t have enough information to make this decision and I have to say no.  Do I want to get more information (i.e. I’m a maybe) or am I a  no due to the information I already have.  And, I won’t beat myself up in hindsight either.

When life sometimes gets you down, in business or privately, it is more important than ever to reduce your choices to Yes or No!

It really is that simple!

John Burkhardt - Amplio Business Solutions

It compliments all of your Organizational roles (Job Descriptions), Branding, Marketing, Systems design, and underpins your Ethos and business values.

At Amplio we teach a quick one page business planning tool to simplify and clarify what your next steps should be.  It can be applied to all types of challenges, business decisions and keeps your focus on working out solutions rather than focusing on your problem.

A great organizational structure and plan will:

Guide business decisions in short, medium and long term tasks
Be easy for the organization to focus on and provide business focus
Align the business operations with your ethos and values
Distinguish between your roles of the business owner or director and your role within the business

One of Amplio’s strengths is getting businesses to move their thinking from people positions to job descriptions (including templates) with the focus on supporting the staff for that role with the applicable training, skills, tools and reporting lines.

The benefits to the organization be it from a start up business, franchise remodel or existing business is amazing.

The complimenting coaching on the mindset to accompany this strategy is very important to establishing high calibre, high achieving, balanced teams.

A quick example of going from a two person business to putting on an employee involves:

Identifying your current roles with in the business and what tasks are completed
What tools or equipment are required to complete these tasks?
What skills are required to achieve these tasks at an acceptable level?
What training is required to achieve these tasks at an extraordinary level?
What systems are in place currently either mentally, manually or electronically?

With this information we can create a flowchart of any particular process and identify tasks, equipment, tools, skills, training and much more.  We are also able to create an organizational chart of the roles involved in your business.  More often than not, you as the owner are in every role.

The focus then is to take the visual off the person (owner) doing the role (multiple roles) to what roles there are and who would be best to fill those roles.  i.e. what skills and training should that person have?

This process releases a lot of information from you and you will often (with coaching) create new solutions to old challenges which greatly improve your business performance. i.e. new or updated equipment or maintenance, training, apprenticeships, outsourcing etc.

The most common area which can be outsourced at a reasonable rate with a high quality outcome and high return on investment (ROI) is book keeping.  It is usually inherited by the spouse anyway and the most common bugbear of small business.  P.S. Your Accountant will love you for it.

A new and improved way of thinking and organising your business awaits.

John Burkhardt – Amplio Business Solutions

At Amplio we have provided a business links page for some Government and private businesses which provide mainly free tools to understanding business, business planning and business development.

The main aim is to start.  Get the ideas onto paper and start organizing it.  How would you expect to get expert input or raise finance if you have nothing to show them.

Think like you are going to franchise this business in the future.  Let it underpin everything you do with marketing, systems, attitude, planning etc.  Open your eyes to a better way of doing things.

Finally, contract a business coach to assist you in questioning your motives, your plans and direction.  The main thing here is the questioning so that you have thought about everything you need to, fill in the gaps and move on.  This is not mean to be a negative or counterproductive exercise, but rather one that stretches the mind to create better or new ways of looking at things.

What we find way to often is that people fear coaches or other professionals and attach a stigma to them.  To be quite honest, most wish to only help you, this is what they are great at and they really don’t want others to go through the mistakes and pain that they have been through themselves in learning.

Have fun. John Burkhardt – Amplio Business Solutions

You have ideas floating around your head, people giving you advice (some of which have never had a business in their life) and the more you think of it the more confused and demotivated you become.

We have all heard of the statistics, you know the ones about how many businesses survive etc.  The reality is you don’t want to focus on that, you need to focus on what the ones who do survive, prosper and grow are doing.  In nearly all cases:

Formal education is not a pre-requisite
They have a written concise and well thought out plan has been utilized
They have surrounded themselves with people they respect for mentoring
They have connected to local Church, Social, Sporting and Business networking groups
They are passionate about their product or services
They are willing to make mistakes and learn from them
They work with professionals in the finance, insurance, financial planning, accounting and legal sectors for quality advice
They monitor (not do) everything in their business.  They have their finger on the pulse of their business
They reward themselves
They crave knowledge and wisdom   and much more!
Now that you have that to think about, I’ll do more shortly.

John Burkhardt – Amplio Business Solutions

At Amplio we teach a quick one page business planning tool to simplify and clarify what your next steps should be.  It can be applied to all types of challenges, business decisions and keeps your focus on working out solutions rather than focusing on your problem.
A great organizational structure and plan will:

Guide business decisions in short, medium and long term tasks
Be easy for the organization to focus on and provide business focus
Align the business operations with your ethos and values
Distinguish between your roles of the business owner or director and your role within the business
One of Amplio’s strengths is getting businesses to move their thinking from people positions to job descriptions (including templates) with the focus on supporting the staff for that role with the applicable training, skills, tools and reporting lines.

The benefits to the organisation be it from a startup business, franchise remodel or existing business is amazing.

The complimenting coaching on the mindset to accompany this strategy is very important to establishing high calibre, high acheiving, balanced teams.
A quick example of going from a two person business to putting on an employee involves:

Identifying your current roles with in the business and what tasks are completed
What tools or equipment are required to complete these tasks?
What skills are required to acheive these tasks at an acceptable level?
What training is required to acheive these tasks at an extraordinary level?
What systems are in place currently either mentally, manually or electronically?

With this information we can create a flowchart of any particular process and identify tasks, equipment, tools, skills, training and much more.  We are also able to create an organizational chart of the roles involved in your business.  More often than not, you as the owner are in every role.

The focus then is to take the visual off the person (owner) doing the role (multiple roles) to what roles there are and who would be best to fill those roles.  i.e. what skills and training should that person have.

This process releases a lot of information from you and you will often (with coaching) create new solutions to old challenges which greatly improve your business performance. i.e. new or updated equipment or maintenance, training, apprenticeships, outsourcing etc.

The most common area which can be outsourced at a reasonable rate with a high quality outcome and high return on investment (ROI) is book keeping.  It is usually inherited by the spouse anyway and the most common bugbear of small business.  P.S. Your Accountant will love you for it.
A new and improved way of thinking and organising your business awaits.

John B. – Amplio Business Solutions

All businesses have tasks that need to be done on time every time and are critical usually to other tasks being done effectively or even stopping other tasks from starting until the original one is completed.

Timetabling is the perfect adjunct to position descriptions.  It allows you to plan the processes with respect to the tasks involved, equipment to be used and human resources.

All to often one person has all the tasks in a particular role, so there is no checks and measures in place to ensure that the task is done correctly or on time.  A great example in a basic way was in a business when the role of banking was tasked out between 3 different people.  The receptionist didn’t have to complete the reconciliation or actually take the banking to the bank.  We then timetabled in the closing off of the banking (with the receptionist and initial balance), then the second position checking it and arranging the banking paperwork and then the third position of actually taking the banking to the bank.

Each was given the company policy on banking and the procedure in total and the procedure that was their responsibility. Each was made responsible to make sure that their section was done and to the next position at a set time.

This was timetabled into their daily tasks and it didn’t take long before any one being slack was bought up to speed.  The process also enabled a set of checks that were reported to management.  It didn’t take long before the banking was being done consistently and on time every day.  A task that use to be hit and miss turned into a task with 3 positions responsible!

Following a weekly meeting, the system (procedure) was improved further.  The start of this was simply timetabling in for each position when their task was to be done and allowing them to fine tune the system of what happened and where they took over the total task from and to.

Start timetabling even the simple things, lunch, banking, business planning etc and watch your Day improve

John Burkhardt – Amplio Business Solutions