Digital strategy for social impact movers and shakers. Realistic advice to support the journey to digital maturity. Gifs, humour, and my current music, art, and activism recommendation included!
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!
As a quick refresher, the 5 Steps of the SUS method are:
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:
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:
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:
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)
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.
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.
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:
Again, ask a million questions! For this example here's where I would start:
Find out what you're working with! Start by answering these questions:
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:
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.
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.
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
Ask yourself these questions:
Find out what the going rates for what you want are! It is in your best interest to know what your options are.
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.
Create clear documentation that outlines how your staff are expected to interact with IT and what they can expect by way of support.
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:
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.
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:
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!
I really hope I see you there!
R*
I'm a fan of excellence.
Digital strategy for social impact movers and shakers. Realistic advice to support the journey to digital maturity. Gifs, humour, and my current music, art, and activism recommendation included!
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