Hello Reader, ✨Welcome to the SUS Method Variety Show!✨

This is the final installment of the Storytime Series… and in today’s email, I will show you how the Stop using SUS method can be used to solve 3 VERY different operations challenges! (Thanks to everyone who submitted a challenge!)

Through these examples, you will learn how my Stop Using Spreadsheets method can help YOU to clear out the noise of disorganization, and build clear and effective business systems that support you and your teams.

FYI - this one is long! So before we dive in, I want to offer you the opportunity skip this email and the upcoming masterclass and enroll NOW in the Stop Using Spreadsheets program with early bird 20% discount! (Use the code SUSEB231 when you register to get your discount!)

You can ABSOLUTELY join me for the free 5 Steps To More Effective Business Systems webinar on May 29 if you want to see more examples of the SUS method in action. BUT keep in mind that the early bird discount code is only valid until May 28!

Now on with the show!

As a quick refresher, the 5 Steps of the SUS method are:

1. Discover what you need
2. Research what is possible
3. Design with your data in mind
4. Implement Together
5. Refine Over Time

Example #1

The Challenge: Streamlining an email heavy application process

The SUS Method Transformation(TLDR): The 5 steps of the SUS method will give you the clarity and know-how you need to be able to design a new process that supports the core function of the process AND the easy collection of data! One that will have a much higher adoption rate and that will get better over time!

Let's see it in action:

Discover What You Need

Know what you need BEFORE you start! I cannot stress this enough. Take time to ask questions. Ask everyone involved in the process a million questions! These are the questions I like to start with:

• What is the core function of this process? (what should this process accomplish and why?)
• Who are the people involved in executing this process AND how they think it can be improved?
• What is the skill level of the folks who will execute this process?
• What are the metrics you need to track?
• What tools currently in use in this process (software, hardware, paper, whiteboard, etc)?
• Is there a budget for new tools if needed?

Research What Is Possible

Using the criteria you just built in the Discover step find out what features, apps, and/or automations (tools) are available to support what you need, both with the software you are currently using and with what is available in the market. Start your research by trying to answer these questions:

• Can you improve the way you use your current tools to better support the core function of this process?
• What tools can I use to support the easy collection of the data I need from these applications?
• What tools can you acquire that are within your budget? (If needed)
• What are the limitations of the tools you have access to?
• What training is available to increase the skill level of the people involved, if needed?

Design With Your Data In Mind

Using what you learned in your research create an updated process that support it's core function AND the collection of the metrics you need. In this example, signing up for the free Hubspot CRM to use the built-in communications tool AND built-in forms to capture required grant reporting demographic KPIs during the initial registration process.

Once you have your process setup to capture the metrics you need, design the reports you need and test how to best to generate them, on what schedule and leveraging any automations you have access to. (FYI- automation is almost always a paid feature, especially in higher volumes)

Implement Together

The best implementation plan is one that is created with the folks most affected by any changes and considers their current workload!

It is also essential to ensure that everyone knows what is expected of them and when. Get agreement from everyone as to the expectations and timeline are. Specifically, what is rolling out right away and what is coming later. This is where good documentation is the key!

Document your new process and implementation plan and use this user guide as the backbone of your training for the team.

Refine Over Time

Create a schedule for review! Nothing is perfect right out of the gates. Give everyone time to come back and discuss how it is going and what can be improved going forward. Doing this work pays off in elegant processes and builds a healthy process culture in your organisation.

Example #2

The Challenge: Moving Your Data To A Cloud Server

The SUS Method Transformation(TLDR): The 5 steps of the SUS method in this example will give you the understanding of how each cloud platform works that you need so you can choose the one that best suits your needs now and going forward; as well as the buy-in you need to make a change as big as this one can be!

Let's see it in action:

Discover What You Need

Again, ask a million questions! For this example here's where I would start:

• What is the required functionality of your cloud server (offline access? mobile app? HIPPA compliance?)
• What are your integration needs?
• What is the skill level of the folks affected?
• How much data needs to be moved and on what schedule?
• What is the budget for the migration?

Research What Is Possible

Find out what you're working with! Start by answering these questions:

• What are the options available to you given your needs?
• What are the limitations of each platform?
• What kind of data migration support is available?
• What training is available to increase the skill level of the people involved, if needed?

Design With Your Data In Mind

Moving to the cloud is an excellent opportunity to consider how you manage your files! Take the opportunity to start fresh with a thoughtful structure that considers the user experience. In particular:

• Determine if your current folder structure needs to change
• Establish a plan for handling historical data (how many years need to be available? What can be archived?)
• Create a folder structure that supports ease of use (standardizing folder trees, naming conventions etc.)

Implement Together

Moving your files will always be a major disruption to work. It is best to plan these during a slow period, even IF you have a migration plan that allows folks to continue to access their files without interruption! The simple fact of the files being in a different place is a huge change that you will have to manage. Be sure to always create good documentation to ensure that everyone knows what is expected of them and when.

Refine Over Time

Again, create a schedule for review! Nothing is perfect right out of the gates. Give everyone time to come back and discuss how it is going and what can be improved going forward. Doing this work pays off in elegant processes and builds a healthy process culture in your organisation.

Example #3

The Challenge: Finding The Right IT support

The SUS Method Transformation: The 5 steps of the SUS method in this example will give you the clarity you need to be able to find the right IT firm AND negotiate a contract with them that best suits YOU now and going forward. So many of my clients are wildly underserved by their IT support, and it need not be the case.

Let's see it in action

Discover What You Need

Ask yourself these questions:

• What software will you need support with?
• What is the technology skill level of your team?
• What kind of support will you need? Phone support? Chat? 24hrs a day, 7 or 8/5?

Research What Is Possible

Find out what the going rates for what you want are! It is in your best interest to know what your options are.

• What are the limitations of each firm?
• What is the pricing structure of each firm?
• What training is available to increase the skill level of your team, if needed? (this is super important! Training should be part of what you get from your IT support.)

Design With Your Data In Mind

In this case your data is the asset your IT company is responsible for! Be sure you know how it is going to be handled and what happens if you lose access to it or if their tools breakdown.

• Clearly define who is responsible for what
• Establish a clear process for requesting support and closing requests
• Be sure the pricing is explicit in your agreement
• Establish a service level agreement with any new IT firm you engage

Implement Together

Create clear documentation that outlines how your staff are expected to interact with IT and what they can expect by way of support.

Refine Over Time

In this case you want to refine your relationship with your IT support over time. Create a schedule for review prior to your contract renewal date and ask yourself and your team these questions:

• Are you happy with their service?
• Do you feel like they add value to your business?
• What could be better?

Be open to getting a new IT company if you are not satisfied. MOST of the clients I have worked with are being entirely underserved by their current IT support.

So there you have it! How cool was that?

Through the examples above, you’ve seen how you can apply the Stop Using Spreadsheets method in 3 very different ways!

Want to learn more about how to use the SUS Method to make the changes that are needed in your processes and systems?

Join me MONDAY May 29th at 12pm Pacific Time/3pm Eastern for:

​5 Steps To More Effective Business Systems - ​FREE MASTERCLASS​

Learn a repeatable process that will become the best tool in your toolbox! Clear out the noise of disorganization, and learn how to build clear and effective business systems that support all the teams you serve!

Do you feel sick and tired of:

• Feeling like you are playing catch-up, all the time
• Working with broken and ineffective systems and processes and having no idea where to start to improve them​
• Being the only one who knows how things are done and dealing with endless questions from your colleagues
• Never knowing where anything is stored, or who is working on what, or the version of the file you should be working in

This masterclass is for you if...

• You want to shine as an operations or administrative professional
• You want to learn how to implement clear and effective business systems
• You want to spend less time building reports
• You want to create a single source of truth for your organisation
• You want to feel confident that you can provide timely and effective support and excel at your job!

​What you'll learn:

• How to stop playing catch-up and start being proactive
• How to be confident that you can find solutions to any operations challenge
• And how to build-in best practices that will save you time ...and your sanity!

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​I really hope I see you there!​

R*