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Freedom in Five Minutes

Jun 9, 2020

It is always frustrating to explain something to a person over and over again. But what’s more frustrating is when you are explaining the system of your business to different people repeatedly. This is when “Speaking to everyone” comes in handy.

In this episode, Dean explains how to avoid repetition by “Speaking to Everyone,” what it means and why it is essential to your system.
Whether you are tired of being redundant or are just curious about what “Speaking to Everyone” means, this podcast is for you.


Automated Transcript Below

Hey, this is Dean Soto founder of freedom in five and pro And we're here again for another freedom in five minutes podcast episode. Today's topic is this. I'm not speaking to you. I'm speaking to everyone. That more coming up so Good morning. I'm here with laluna Meister. we're out and about having our fun. So we just got back not too long ago you're probably hearing this a bit delayed. But as of recording this just got back from Southern California. We were talking at we work W-E W-O-R-K, we work, and at spaces S-P-A-C-E-S. and both of them are co big, you know, obviously very big co working spaces, wonderful people and they invite us to come and speak. So I was doing some speaking engagements there. And came back. I had a we had some really cool engagements there. So, we this is this is one of I Gosh, at least at one of the we works is the third time that we were invited. And we had we had what was it a this is a third type of talk. So the first it's interesting because the first talk is on systems. The second one was on lead generation and the third third one is on podcasting and automating your podcasts just like this. I don't know if Do you realize this but I, I press a button, I podcast, press the button is done. Like it's done. And my beautiful wonderful team does essentially the majority of the rest aside from some technical stuff that I've created for them to help them out. And it's done because there's a system. And so I was able to show that for the first time ever I was able to show this podcasting system to them and they to people and they were blown away. So I actually went out into the crowd and I said, I said, Okay, well let's give this a try. And I press the button I said, Hey, this is Dean Soto with freedom in five minutes and I'm here with the guy was name was Nathan is on Nathan, Nathan, Bob, Bob Bob. And I said, Oh, and thank you, Nathan. Okay, great. And I pressed the button to stop it. And started talking, talked a little bit heard the thing heard my email go which means that meant that the Audio and everything was processed and I press the button. And boom, the podcast was all processed audio with intros and outros and all other stuff on on it. And they were blown away, which is cool. So I've never, like I said, I've never shared that before with anybody. But that's actually not what we're going to be talking about. I was just excited to share that, that we went and had a had a blast doing doing this stuff for people. So what I am excited about sharing is a story. The main story of today. So we have this we have a client who is funny because so they came they came on at the end of 2019. And during the sales call this the initial sales call up my my buddy Paul and I were We were driving back from spaces which was one of the place that we places that we actually are Talk. We did a speaking engagement today. So we, we were driving back from spaces. And it was funny it was it was actually pretty interesting because when we did this when we're on this on this call the guy had a business partner and the business partner was older. So they're, they're kind of in the financial services industry. And the business partner is older. And he saw that what we were doing, he actually became a customer through our cold email system, sending out cold emails that are all customized and scaled to people. And he so so yeah, so he, he, he was we were in the call and he was like, hey, yeah, you know, my, the guy who I'm partnered with he's, you know, he's on the older side. He's probably gonna retire soon. He's not really great with time. Technology not going to really, he's not going to probably he's going to be kind of more of a hindrance than somebody who he'll probably be more of a hindrance than me who I understand what's going on. I understand what you do, and it's amazing what you do, and so on and so forth. And I'm like, Oh, that makes sense. totally makes sense. And so we had several different sales calls. And eventually, they became clients. Well, it turns out, that turns out that this the old guy who's the partner, he is loving the service. He creates videos all the time, he understands the concept and builds out his has been building out processes and systems with his virtual systems architect very easily. Whereas the guy who said that he would be a hindrance is actually having a really hard time creating videos even to this day. I have a meeting with him at one. And, and so. So this morning he sent me a couple of videos that he did for his for his virtual systems architect. And the first thing that I noticed was that he was so this is this is an issue that a lot of people have when they're building systems. For people. This happens a lot with lawyers. This happens a lot with CPAs. This happens a lot with with people who are used to being the bottleneck in their business. And there's a reason why they're a bottleneck in their business, especially when they're training or creating things for other people. And what the thing that I noticed was that he was speaking to his virtual systems architect is VSI And you're probably thinking, what the heck are you talking about Dean? Why does that make a difference? That of course is going to be speaking to us via say that's we sent it in the video too, right? Well, that would be a big wrong. He is not sending his video to us via say. That's not how you want to build systems. When you are building systems, you should not be talking to an individual. Right? You should be talking to everybody, because you don't know if that person's going to be there in the future. You don't know what situations going to change. And so when I saw this video, one of the things that he did was he said Okay, so this is how we, how we manage our LinkedIn profiles. how we manage our marketing on LinkedIn. So the first thing I want you to do is open up the document that I sent you. So what's the problem with that? Dean? What if he sent a document to this person? Well think about Jeff Bezos. I was talking with Marissa this morning about this and she totally understood it and agreed. Of course you better because you my wife, right? Think about Jeff Bezos though. A big Bumblebee flying around me. Leave me alone be. Does Jeff Bezos. If you say he had a creative process for somebody would he say go to the end Now that I sent you, or what do you say, go to the document that I sent, you know, he has thousands of employees, right. And he knows, at some point in time, that employee is going to leave, or that employee is going to change positions where that employee is going to get sick. And so that document needs to be in a place where everybody else can grab it. And the process has to say something a little something like this. You are going to go to the LinkedIn message messaging document, which it is found. If you go to Google Drive, you go to the business folder and you go to this folder, you go to this folder, and it's right here and this is what it looks like this was titled. He knows that it has to be that way. Because he doesn't know if one person is going to be doing in the future or 50 people are going to be In the future, he doesn't want to send 50 emails later on. Right? And he doesn't want to have 50 emails coming to him saying, hey, sir, just, you said in your process that you were you sent me a document, I'm not sure what document you're talking about, can you send me that document? You know, 50 times or 100 times 1000 times having to go Oh, yeah, let me send that document. Let me send that document to you. Let me send that he doesn't want to do that. Right. And so he has to speak to everyone. And this is one of the big pitfalls of a lot of people who create systems or try to create systems is that they are speaking to one person, and they are assuming they're assuming many, many things based around speaking to that one person. And so why is this important? It's important so that as you're starting to create These systems around your business, you the more that you're able to see things as almost like a computer program, almost like an almost as if you're gonna have thousands of users use utilizing what you have created. You know, if you log in to, you know, whatever your favorite thing is maybe a sauna or some Google calendar or whatever. Your name is different than everyone else's, right? Because they realized, well, we have to have a variable that is able to show this person's name of who they logged in. It doesn't just say hello, Google user. No, it says Dean Soto, right. So they created a variable knowing that people, thousands of people are going to log in, thousands of people are going to want to see their name. So we're going to create this variable that is simply their name. That's just one thing. They're thinking about, right. And Google, when you create an account, you don't have to go and email Google with a different email address and say, Hey, Google, can you create an account for me for Gmail? No, they know that thousands of people are gonna want to create accounts are millions, in this case, so they have a whole system that allows millions of people to create accounts by themselves. The same goes with systems. You have to make it whatever information that's needed. You have to look at it and and start and and basically set things up in a generic but specific way. My wife came up with this today. Generic, but specific, generic in the sense that it's a form and this is where the forms that but specific in this is what you do with that form. In the circumstances, right? And so, what I want you to do this week is whatever system or process you have where, where you've created around one person, where you've said, Hey, Michelle, in the in the thing it says, send an email to Michelle, once you're done, and it says actually says that in the process, that process needs to be changed to something like send to your supervisor when it's done, or sent to HR when it's done. Because Because Michelle might not always be there, right? But HR will always be there. Your supervisor will always be there. Your supervisor, my mate might be Michelle might be Georgia might be Steve, it might be Sam it might be Lala, it might be whomever, right so this week, I want you to To make your systems and processes a little bit more generic and a little bit more specific Alright, so this Dean said, Oh, go check out freedom in five minutes dot com you got to. It's about time guys. You got to go check out freedom five minutes calm. It's part of the plan of making it to where you work only five minutes a day and go check out personal comm If you want a virtual assistant architect that'll do all of this for you. Five minutes a day train, document everything that you're doing and automate your entire business so that you can work four hours a month. Alright, so there's Dean Soto freedom in five minutes and I will catch you on the next freedom in five minutes podcast episode