Adi Klevit | How to Systematize Your Business

Adi Klevit 8:50

So it is, first of all, it’s a decision to do it like really understanding that it is important that that is a solution. Because it is very easy to get into. As my good My dear friend Eric Albertson, who is a great EOS implementer likes to say business as usual, right? So you go into business as usual. And you don’t spend a lot of time actually documenting the processes. So it is basically making the decision that it is important and giving it importance and also communicating it to your team that it is important. The second thing is the lack of know how like where do I start? That’s something very common that I hear very often. Where do I start? The tasks look overwhelming, too much. Too big. How do I do that? So that is how I start? And then how do I document in such a way that it communicates well, that it is important that other people can understand. How do I not go too much into details and how do I not stay too high level where is the median where is the point in between it is the best what’s called And the answer to it, by the way, it is really tailor made to each company because some companies, we can stay really high level, and some companies that are more technical or more you know that you need more to go into step by step, you know if they’re more technical or more scientific or more, you know, the quality control has to be really depends on having it documented step by step. Yeah. So, yeah, so those are the main points that I see. running it as a project and carrying it to a dance. Some companies start but never finish. Because again, it doesn’t take priority, the other things that are screaming, and that will always take priority servicing a client takes priority. I mean, I can tell you from my own experience, in my own company, I mean, I know the importance of documenting, etc. But it took me a while to actually get to the point where I said, Okay, that’s it. In order for me to grow and scale and add more team members, I have to start documenting my own, and no more excuses of Yes, but I have to talk to a client or I have to create a proposal, I have to do a podcast. So I have to do a lecture, which are very, very important actions. But I would never be able to grow without writing the processes. And when I started applying it for myself, and creating my own processes, I was then able to have to hire people. And it’s not just me, I was able to scale.

John Corcoran 11:32

So is there an ideal cadence for this? Is it something where you recommend, okay, spend 10 minutes each morning documenting some new process? Or, you know, how do you recommend people do it or block off a whole day?

Adi Klevit 11:49

Again, you’re probably people who don’t like that answer. But it really depends on why it depends, because each one of us is different. You know, each one of us is different in terms of how we organize our day, when is the best time for us to concentrate on things that are more administrative or more thinking. Some people like to do it first thing in the morning, some people would prefer doing it at the end of the day, for some people blocking the time blocking certain hours and just doing it by just blitzing through, it is the best, for some, it will be the 10 minutes every day. So when I work with a client, I always interview them. And really under again, this is where the understanding of paper comes in. And really make sure that we come up with a plan that works for that person. It’s kind of like a personal training or diet, it’s not one size fits all. Yeah, but one thing that I do recommend is always keeping a note with a note pad next to you. Or if you want to do it electronically, that’s fine as well. And as things come up throughout the day, that are non optimum, or are an issue or that you think to yourself, Oh, I wish I had a process for that. And I didn’t have to repeat myself so many times, I would then make a list of that and write those. So we can always refer and document later. And also, I recommend using video. So if you are let’s say you want to document your bookkeeping procedures, and you are about to pay a bill to record it, use or whatever, whatever other software you use to capture a screen. And you can also talk and record yourself paying a bill, it might not be perfect, it doesn’t matter. But by doing that, you now have one more document that you didn’t have before. Because if you need to tell somebody to pay the bill, you can show him the video, show them the video now and then that video can be transcribed and can be made into a procedure. But start with something very simple.

John Corcoran 13:56

Yeah, yeah. And if a client comes to you, and let’s say their manufacturing company, and they just, you know, not done a good job of documenting anything sales, fulfillment, the actual manufacturing, finances, anything like that, how do you know where they should start?

Adi Klevit 14:14

So I do an assessment. So I do what I call a discovery. So the first thing that we do is we basically map the flows of the processes. But in order for us to decide which area to start, I do a discovery session. I basically find out what area, if they have well documented processes and procedures, will give them the biggest return on investment. We defined what that is. It’s not necessarily money. I mean, we all want a better bottom line and it has to result in profitability. But the return on investment can be more hours to spend in or not to work 70 hours a week. Or it might be that they have a big opportunity to sign a contract with some distributor, but they have to have processes in place in order for that to happen so they actually can deliver, right? So I do a whole discovery session where I find out what their return on investment is. Where should we start? Because I really believe in starting small, I never start with a project for the entire organization. We don’t, we basically find one area, and we take that area. And we build on that. And that’s the first project that we do.

John Corcoran 15:43

And how are you? How would you talk to someone who is broken down to some point in the process, they maybe have started, or they started a couple times, and they haven’t gotten anywhere? And they know they need to do it? Or maybe they don’t appreciate it enough that they need to do it? But how do you convince someone, you can pretend it’s me that they need to keep going, they need to document the rest of their systems?

Adi Klevit 16:08

You know, it’s interesting, because I don’t think that convincing works, you know, in terms of using that word, because you have to have a buy-in in order to make it happen. It’s really my viewpoint it is, you know, John, it’s your business, you know, do you want to grow your business? Or you don’t want to grow your business? Do you want to work 80 hours a week, or you don’t want to work 80 hours a week? So it’s kind of like we can have that conversation. And if you tell me that I’m fine working 80 hours a week, I’m fine not growing my business, then we’re not going to continue the conversation, maybe I’ll recommend a book. But I will say okay, if you say yes, I do want to grow my business and then I will find out why I mean, what’s the why why do you want to grow your business? Is it something you’re just saying? Because it’s nice to say? Or do you really have a passion behind it? Or do you really have a Why? So we talk about that. And see that you really have, we basically bring back that passion or that wanting to grow, right? So we bring it back to life. And if you’re really like then have that goal in mind, again, I said, Okay, the way that you do it is by having systems, right, you have to have processes, you have to have the right people in the right seat, you have to have an organizational model, you have to have ways that you’re going to run your company in order to grow and scale. And so we basically kind of like to have that conversation. And it’s really up to you. Let’s say I’m having that conversation with you. And you realize that yes, you do want to have a great business , you don’t want to work 80 hours, you do at some point want to be able to sell it, then I would say okay, so do you see the importance of having well documented processes and procedures in order to do that? Yeah, yep. For sure. If you said Yes, for sure. I said, Okay. Would you like me to show you how to do it? And then again, it’s a decision tree, yes or no?

John Corcoran 18:09

Yeah. Right. Right. And then we’re running a little short on time, but I couldn’t leave this conversation without asking you about tools. Everyone loves to talk about tools and software and stuff like that. And I know, I’m sure you get used to hearing that question all the time. But you mentioned, you know, SweetProcess, obviously, one, they’re a client of ours, and amazing software. Loom is another really cool one. That’s one that we use as well. Any, you know, any tool recommendations for people? Are you tool agnostic?

Adi Klevit 18:42

I’m basic I’m tool agnostic. I mean, I use which process I use? Well, I use other software depends on, I mean, I can make the recommendation according to what the client needs, but I do. I mean, I have a variety of tools that they use, but one of them so when we talk about SweetProcess, or, those are all platforms to document processes and procedures, right. So I will use that category of software to actually document the platform to for process documentation. I love project management softwares like, Asana, ClickUp you know, whatever you’re using whatever you want to use, I also can make my own recommendations but I think those are essential in order to get a project going. And I definitely use it use it when I do project documentation. Yeah, the other one that I like I mean, I like the videos one so the Loom, Screencastify, you can even start a Zoom call and record yourself and share screen that also works. So that is a tool. Grammarly you know, to monitor your grammar when you’re writing. I’m sure that Oh, TextExpander that you that? Oh yeah, Jeremy introduced me to your business. partner, right? I mean, I’m sure you use it as well. That is really, it’s great.

John Corcoran 20:05

I probably save 30 to 50 hours a month, they send you an email that tells you how much time you save if you were to type out everything manually.

Adi Klevit 20:14

Absolutely. And I think I introduced Jeremy to SaneBox, which helps me organize my email inbox. So many, many tools in different areas, I definitely recommend to look at what’s out there and start using it. So it makes your life better.

John Corcoran 20:33

Yeah, that’s great. All right. Um, and I want to wrap up with a question I always enjoy asking. So I’m a big fan of gratitude. So if you look around at your peers and contemporaries, however you want to define that, who out there do you respect? Who do you admire?

Adi Klevit 20:50

You know, I really admire people that made it that, despite obstacles and despite things, we’re able to do things that are stopping us made it right. So I have a lot of examples. And it’s hard for me to pick one person. Because I’m surrounded, I like to surround myself with people that are successful that you know, that are smart that know what they’re doing, because I learned from them. I learned from so many people. And I’m really grateful. I am grateful, John, for you and for Jeremy, and for really pushing me to do my podcast because this is a dream of mine. I wanted to do it. But it looked so hard. And I had no idea how I’m going to do it. And you guys just package everything. All I need to do is schedule people whom I already love to talk to. So that’s not a problem. Ask them questions, which I do all day long anyway. And I press the record button on zoom, which is the majority of the call I do anyway, and then just upload the link and send it to you. And you really helped me expand my company, because now I can reach so many more people but so I would really like to give the gratitude to you both because you really got me out of my comfort zone but gave me great advice. So thank you.

John Corcoran 22:13

Oh, wonderful. That sounds so great. It sounds like I set you up with that question which I didn’t intend at all. Not at all. So I appreciate you mentioning us but that’s great. Where can people go to learn more about you, connect with you? LinkedIn or your website? You want to mention?

Adi Klevit 22:28 

LinkedIn. So it’s Adi Klevit, a d i k l e v i t, and my business, my website is So cg for Consulting Group,

John Corcoran 22:41

Excellent. All right, Adi. Thanks so much. 

Outro 22:43

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