Day 4 GET ORGANIZED – CEO Role for an Interior Design Firm

Day 4 GET ORGANIZED – CEO Role for an Interior Design Firm


Hi everyone, this is Julia Molloy business expert for the design industry, hope you’re doing great today We are on day four I believe oh yes day four of our get organized for a fabulous February! Today we are going to be talking about your job CEO, and I actually have a really good giveaway. It’s pretty beefy Hopefully you’ve gotten this far by going to my blog subscribing to the Julia Molloy dot com blog it’s called alchemy and There’s going to be a whole series this whole series is going to be in that blog, and if you go to the shop There are free downloads of each one of the documents associated with each day of business day of this month so far We’ve had the systems checklist that hopefully you have downloaded It did have checked off the things that you have already as part of your systems for your firm And we’ve gone through key characteristics. We’ve gone through The accountability chart for your staff and now we’re talking about each one of the roles in some detail, and I am providing some things for that now the CEO role is a little special because it’s you and it’s an interesting thing because There’s not a lot of Job descriptions out there for you. It’s like oh do everything But I have actually developed a pretty comprehensive CEO tasking Tool, and it’s a description of all the things I see as a part of that role and a brief description of each one these, so if you haven’t already to go to the website Julia Molloy dot com go to my shop and Download the CEO what am I calling the CEO tasks worksheet, okay? And I have little instructions here on the first page, and then I go through Several of the items and they’ll have you know a description can you see this? it’s so hard to see on this a description each one of the Topics that I have identified as being key parts of your role. Also, I have put on here a Worksheet and I do describe how to use that but in a nutshell I’m going to tell you what you need to do so if you’re sole proprietor you’re doing all of these ok and hopefully it you know it will be short-lived, and you will have the ability and The impetus to bring on some help whether that is part-time whether it is 1099 whether it is an admin expediter part-time Somebody to assist you and certainly 1099 is much more of an option that ever has been before certainly for your your CAD I would be like that would be the first thing I would offload is any drawings and those kinds of things and then admin expediting it be the next thing ok now when you get to a certain point in your firm and you have Someone who is kind of your right-hand person oftentimes that is your admin expediter that kind of graduates to business manager. After you bring on a full-time or at least a more dedicated expediter Then those tasks are offloaded from the admin, and they become more of a an office manager slash business manager And that’s when that right hand person Can start taking on some of these roles. now I have on that worksheet created a little A little worksheet for you guys to do so the idea behind this is when you are ready to offload and share some of these CEO tasks you have a really clear way of doing so so I often like when I do some of my intensive work or One on once with my client. I walk them through this process of taking that Second-in-command role whatever that is for you and whatever that transition Whatever they’re transitioning from and into we use this as a tool ok and sometimes they are able to take on some of the things that you delegate to them and that helps you to offload the Magnitude huge huge task of being a CEO because you’ve got all your design stuff But then all of the other stuff that and that’s why I’m giving you this the CEO principle designer Task list because these are the things that often get overlooked and so you’re so busy doing the technician stuff the bringing in the business and Leading your design projects you know and maybe you’re looking at financials. Maybe you’re looking over the time billing report, and maybe you’re looking over Some of the metrics for your firm and navigating you know some of the marketing and that kind of thing But there are a lot of other things that you need to be keeping on your radar, okay? Now for this particular sheet I kept it to a solo Situation where not you’re not migrating another person into taking over some of your roles, but you’re just handling it Just yourself if by the way you are in that situation and you Are bringing someone in to help you on more of a business level then Send me a message or you can always just email me at Julia at Julia Molloy dot com. I will send you the version that has Another worksheet so that you can kind of do this side-by-side and more easily delegate okay? But anyway for the rest of you these are yours, and you own these okay? And what I’ve done is I want you to start estimating because even if you know these are yours That doesn’t necessarily mean you’re gonna get around to it So you’ve got to be able to plug it into your schedule and in order for you to plug it into your schedule and get organized You need to do a little bit of time management. Okay, so the first part of that is to understand how much time this is taking for you, so I want you to go down each one of these items on your Responsibilities list and I want you to gauge how much time it will take in a quarter when you’re thinking about your CEO Tasks, there are a couple things that you do on a monthly basis a Couple things on a weekly basis, but the majority of your CEO tasks aside from a few financial reviews and project review Reporting that you need to keep an eye on the other things are really happening on a Quarterly basis. I want you to start thinking about your years in terms of quarters, okay? And so you’re taking each one of these tasks and you’re thinking about how much time it will take you to do that task in a three-month period q1 q2 q3 q4 Okay, and once you’ve got that estimated and each one of these lines established company positioning implement company structure budgeting monthly reporting review determine and track company metrics You know there’s all kinds of office technology, and you know it may vary Some of these things you’re not going to do like ensure office technology. I mean you’re generally not doing that every quarter. You know maybe You kind of go through that at one period over one quarter and kind of establish it and then you’re done How long will that take? well you’re not doing every quarter, But over the course of the year you’re still gonna end up spending. You know three hours on it. Let’s say So you break that into four pieces and plug that in okay so go through this and Estimate how much time and then there is a total here To total it up and so that gives you an idea of how much time you’re going to have to allocate in your schedule in Your calendaring for this these types of tasks also on the same line item Just to the left if you want to take that a step further and write q1 q2 q3 or q4 or any combination thereof To really Zone in and hone in on on one of these items you can so you can actually plot out You know three hours three hours Q2 two hours Q 1 Q 4 Yeah, plot it out so once you’ve got that then you can start breaking it out, and then your next thing is to really get a handle on what each one of those means for your firm and What you want to do in each one of those areas monthly reporting review, or develop strategic alliances. I mean these are some of the things that you really need to get to so I want you to Define what those mean for you at this point in this juncture this year in your company as CEO, and then I want you to plug it into your calendar I prefer to have Development days biz dev days two fridays out of every month, and I’ll be talking about the office rhythm, and How you accomplish that later in that in another one of our days together, okay, but in the meantime, Go through and break this out for yourself, so you have a little bit more structure And you can look and see oh gosh. You know q2 for me is really busy I’ve got Seven things here that I said I want to do in q2 and each one of them is taking me like three to five hours, so then you know Okay, well that means that I really need to carve out you know three Friday’s three or four Friday’s of working really hard or maybe I schedule a Maybe I schedule a Biz dev day and really you know just power through some of these things, but until these things are actually tangibly Quantified for you. It is very difficult to plug it into your your calendar, so we’re getting organized I want you to quantify how much these things are going to take we’re in in what quarter. They are going to take place and Sorry, my husband keeps calling me And And then plug it into your calendar and preferably schedule out Not every Friday because we try to do it every Friday it’s just never going to happen try to get if not one two Friday’s out of every month in the afternoon or Ever that is that you’re still gonna be fresh on a Friday And then you can power through that’s my recommendation in terms of when that’s when I like it It’s tends to be a little bit more quiet, so That’s what I had to say on your role Please download this and take a look and hopefully you’ll have time to do this tonight before tomorrow because I really want you to be Working on all of these pieces with me real time, okay? And I know it’s not a lot of time to work on each thing But you know I’m not asking that much of you this one’s probably one of the more Time intensive tasks that you will that I will be assigning to you over the course of these 20 days But it’ll be worth it and it’ll help you to organize your thoughts around your role and what you’re doing this year, okay? So thank you so much for joining me today tomorrow. We’re going to be looking at the admin expediter role and That’ll be interesting and I will share with you what I am going to be giving you For each one of the the roles in your firm Okay, so until then be well And I will see you tomorrow BE BOLD my friends

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