Episode B.006 The Lean Primer

Introduction

Modern business is besieged with many challenges, especially small businesses. However, one of the bright spots is the availability and low cost of technology. In the past only the large corporations could afford the automation that provides real economy of scale – it is cheaper to be big. That is not the case any longer, with cloud based computing any small business with a minimal smart investment can have the same presence and offer the same service as the big.

What You Need to Know
This Executive Summary will cover the 2 Elements of Process Automation PLUS the Future:

1. Eliminate Steps and Activities with Technology
2. Platform Integration
3. Autonomation – the Future

1. Eliminate Steps and Activities with Technology. This assumes you have mapped your processes, eliminate non-value added activities, and have it under control with SOP’s. If this is not true, using technology will only codify your current inefficiencies. By selecting a platform, whether it is industry specific like NetSuite or generic, you can move everything to “code”. By doing this, you can expect 2 dividends – elimination of steps / activities and the use of technology to perform tasks.

2. Platform Integration.  This is critical when selecting your software / platforms – look for integration. For example, does your accounting software talk to your CRM (Customer Relationship Management) software. If it does and you keep the information current, you will be able to track costs and automate invoicing. This will allow you to be more accurate and timely with billing and reduce the amount of time required.

3. Autonomation.  This is where technology is headed. Autonomation (not automation) is how technology extends human performance – not replaces it. If the majority of routine tasks - the major cause of errors are eliminated, the operator can focus on activities (which people are better suited for) that contribute to results.

What You Need To Do
1. Eliminate Steps and Activities with Technology. Based on your platform decisions, all (if it doesn’t – don’t subscribe or buy) allow you to create a set of work rules that routes tasks to the right person at the right time. 

• Embed your SOP’s in the platform for immediate access (includes mobile devices), most have a knowledge section to make lessons learned available;
• Create workplace rules that directs assignments, most have an AI (Artificial Intelligence) engine to configure how tasks are assigned;
• Use mobile technology in the field – creates the ability to have real-time information on project status to better manage resources.

2. Platform Integration.
Critical Small Business Platforms:

• Financial Accounting – Quickbooks is a good example, it can produce all the standard accounting reports to keep the government and banks happy plus automating accounts payable, receivable, and payroll;
• Managerial Accounting – Xero is a good example, able to take financial data (Quickbooks) and assign it to steps in a process to expose real costs and profitability;
• Customer Relationship Management – ZOHO or Streak are good examples, able to automate everything from list curation, marketing, sales, and emails, it also integrates with Quickbooks to invoicing customers;
• Website / Blog / Social Media – Weebly is a good example, this website platform also integrates with your Facebook, LinkedIn, Pinterest, etc. accounts to manage your entire online presence plus provide a blog site for publishing;
• Project Management – ZOHO or Streak are good examples, it has a Project Management module that operates like a simplified version of Microsoft Project, and integrates with Quickbooks for invoicing.

3. Autonomation.  Think about what is possible – how can you use present technology to create new abilities:

• Uber is nothing more than a new combination of the gig economy, GPS, and automated banking – an example - how could you impact landscaping projects by having your supervisor working off a connected tablet?