Getting your “Systems” in Place
(Adapted from Lisa Allison, Connie Kitteson, Judy Kawieki, Pam Shaw, Robin Rowland)
What is a “System”?
A system is something that gets done without any EFFORT on your part. OR
An automatic, functioning task that is not done by YOU. We can’t do this business well by OURSELVES
If it doesn’t make me happy or make me money, I don’t do it!
“If you are doing the work that someone could do for $10 an hour, then you are earning $10 an hour. Think about it.” Connie Kitteson, NSD
“It is OK to buy your balance.” Barbara Sunden, NSD (as shared by Allison LaMarr)
“You will never change your life unless you change what you do daily.” Ask yourself, “Who can do this?”
Weekly Meeting Assistant
Sets up and breaks down each meeting
Welcomes Consultants/guests, manages monies received
Promotes raffles
Punches attendance cards for consistency awards
Removes trash
Organizes prepayment vouchers for Consultants’ tax records
Office Assistant Task List
Daily:
• Mail: Outgoing mail goes to post office/incoming mail gets opened on put on desk
• Errands: Post Office, Bank, Cleaners, car oil changes
*Handle most incoming calls and checks voicemail – put messages in Phone spiral on desk
• Email: go through, delete junk
• Go Kit: clean mirrors and update empty products
• Customer Orders: check online, fill orders for mail or delivery
• Send thank you cards for consultants ordering wholesale production
• New Customers: input into Blvd program input on Intouch online for PCP
• Product Order Received: checked off, labeled, put away
• Office Supplies: check stock, list low items
*Prepared and design of glamour looks for clinics, makeovers, etc.
*sinc palm pilot at end of work day
* Check website for new consultants (follow NC info list), orders, updates & weekly accomp sheets
* Update Outlook with e-mails to specific group lists
* Process profiles & sales tickets
* Process any personal wholesale orders
Weekly:
• Update website: announcements, new ideas, recognition
• Weekly Accomplishment Sheets: input personal, post unit, mail back to consultants who submitted along with a handout – make scoreboard on Fridays from Previous week’s accomplishments - attach recognition stickers
• Tax Receipts: file
o Organize hand-outs, prizes, ribbons and summaries for the weekly meeting.
*Monitors at least 10 Travel Roll up bags filled and ready to go at all times
*Advises me of anything I’m running low on, i.e., products, prizes, demos, etc
Quarterly:
• Quarterly customer calls: after PCP Look goes out (Jan, April, July, Oct)
• Star Quarterly contest: mail ribbons at completion of contest (March, June, Sept, Dec)
• First Look: enroll all consultants (Feb, May, Aug, Nov)
• Quarterly PCP: enroll customers (Feb, May, Aug, Nov)
First Week:
• Welcome Packets: copies, order prizes, burn CDs, make enough to have 30 on hand
• Monthly contests: make extra copies of contest to take to meeting, post on website, mail
prizes to unit members for last month contest & get prizes ready for meeting
• Mail Top 20% letter and gifts – CD after 7th
• I3 & T letters along with current Look book, order form and samples
• Consistency Club: print report, order prizes - mail prizes as soon as they come in
• Download reports DOM, put in planner
*Event planning – weekly, monthly, annually
* As they arrive - unpacks inventory/checks in orders - labels products and uses first in-first out method to organize
* Burns and labels all CDs; NC packet, top 20, moving up career path, etc.
*Assembles recruiting folders (typically 30 - 100 per month)
* Thank you for ordering postcards
* Ultimate Unit updated
* Bill adoptee Directors
* Update any change of addresses from month end reports (this will be done after 6 or 7th of month)
Second Week
• Prepare newsletter, and special flyers and mail to unit, and post online – E-mail newsie to printer and picks up newsletters from printer
* send e-cards to call consultants – birthdays, anniversaries, moving up - etc
* DIQ qualification / on-target car letters
* On-target stars – e-mails - (ONLY Mar, Jun, Sep & Dec to finish star)
Third Week:
• Send Star Consultant tracking post cards
• Product Returns: settle with customer, online return to company
• Prepare birthday and anniversary cards for next month, address and put date in place where stamp goes
*Send e-card to unit on the 20th about ordering and new products
* On-target stars (NOT Mar, Jun, Sep & Dec)
Fourth Week:
• Enter Director’s personal order of $600 + on Desktop Office Mgr and add sect missing – Dir submits
• Assist Director for month end
* Calendar for next month completed
Director’s Monthly System
Consistently following an office schedule can help you have even more time for income-producing activities.
• Week One
o Be available to resolve order problems from month end.
o Send personal notes to those who have accomplished their goals in the prior month.
o Check in with new Independent Beauty Consultants. (Business debut, Power Start, etc.)
o Plan and confirm all meetings and special events for the month.
o Make follow-up phone calls to guests at meetings.
o Project month-end production.
Power Start!
• Touch base with all new consultants in regard to Business Debut, Power Start, and
success Meetings.
• Write your Top 20% letter
• Week Two
o Send personal postcards to those with big goals for the month.
o Follow up with Star Consultants, if at quarter end.
Power Start!
• Prepare the Unit Newsletter.
• Make follow up phone calls to guests at meetings, consultant interviews, etc.
• Week Three
o Follow up with guests at meeting.
o Check in with those in your unit who have a goal – WORK closely to help get on-target
o Check on Star Consultants: are they progressing as they work toward their goals?
o Send cards and notes of encouragement.
o Stay in close touch with key people.
o Call “I3” and “T” and 11 month Beauty Consultants.
o Continue to follow up with new prospects both personally and for your unit.
o Sign birthday and anniversary cards.
• Begin projecting month end production. Work with those who have a goal or need
(Look at recruiters & teams, consistency club, Red Jackets, New Consultants, etc)
• Check on Star Consultants-where are they toward their goal? Cards/Notes.
• Continue to follow up with new prospects both personally and your unit.
• Week Four
o Follow up with guests at meetings.
o • Place your $600 + wholesale order (be sure to order in new products to show at
meeting before PCP participants can order).
• Follow through with consultants who you have been working with all month. Make
sure they take it to the midnight hour on their goal.
• Wrap up month end. Remember consultants only order product if they need it
because of sales or they need to increase their inventory