Day 10 Get Organized – Interior Design Business Office Rhythm

Day 10 Get Organized – Interior Design Business Office Rhythm


Hi there this is Julia Molloy business expert for the design industry man, we’re just rolling through these I Hope you’ve been following along. We are officially halfway done after today right on day ten already okay, so hopefully you have downloaded all of the documents that I have been gifting you all along and you can see on your design firm systems checklist that We are on day ten and that means actually on the second page And we are in staff meeting schedule and Yeah, I’m going to say I’m going to change the verbage on that staff meeting schedule But it’s really about your office rhythm okay. You know your office needs a little more rhythm So I’m not talking about music. I’m talking about a rhythm a flow an Anticipated way of working so you guys can kind of get into the flow of things and really Consolidate your moves and man it makes a huge huge difference, so this is this is the deal, okay? I hope that you have downloaded this. This is the good stuff right here Okay now for those of you who have a boutique model firm even larger firms this becomes really important to Download this and follow along with me because I’ve got each day of the week here, okay, and That team our office rhythm goes something like this Monday is your team sync so Monday’s when you are meeting first thing in the morning You know check your emails or whatever it gives like a half-hour buffer there But it’s kind of all hands on deck and you meet for a team sync and you go through all of the active to do’s for all of your projects and I’ll talk a little bit more about that in the next couple days because we will talk about running those team sync meetings But in terms of when you do those meetings, and how the flow of the office goes you want the Monday Hopefully all your team members are there on Monday, and I do have a couple offices that do the team sync on Tuesday morning ok so that is an option But bear with me here because still optimally for most firms I find doing the Monday teams, team sync works even better ok so you have a team sync tool like well, we’ll go into it There’s a couple tools that you kind of put in all of your To do’s and who did what last week because one of your biggest problems is figuring out what got done? This one you all feel out of control but you’ve hired people and you don’t know if they’re doing their job or they did it and first of all when it comes to that Anything that’s been delegated Anything that has been delegated to anyone the last step in that delegation is letting the person know The person that delegated it to you Letting them know that it has been done that technically is the last step in any Delegated task so if you don’t know if they finished it or not They haven’t finished it because that’s their job to let you know that they finished it then it’s done So they do that during the team sync meeting, and you kind of go over what got done last week And what needs to get done this week really can sync up why who’s on first like who’s doing what this week? that’s when you feel out of control and You’re just like spinning because you don’t know What got done who’s doing what and that’s when having team members is worse than just doing it yourself. Ok so this is one of the ways that you Handle that you take charge take control use that strength of like being a control freak This is how you do it in your team sync meeting ok? So I’ll go over what that is and how to run that meeting later, but today, I’m talking about the overview so Monday morning Usually like you know it should only take an hour to an hour and a half for most firms ok And if it’s taking longer that means you’re not talking about what needs to get done You’re talking about details which is not about this meeting. This is did it get on. What needs to get done just Task list this isn’t well I measured it and it was two inches too short So we went to the thing you know it’s not the details different meeting okay so you just going down the list of what needs to get done and So that’s usually like 9:00 to 10:30 ish okay? And then you have all the rest of the day to kind of make those initial calls and kind of get the ball rolling for the week, okay and Then you know Tuesday morning, and this is something that makes a huge difference Tuesday morning before lunch is all hands on deck it is a D and D morning or a design development morning it’s blocked off in your calendar. It’s an empty block It’s like a three-hour block 9:00 to noon okay, and it’s empty. It’s just design development time and Throughout as the week’s go on You or someone else on your team can put what you want to discuss that Tuesday morning like you know Smith living room? Layouts or you know whatever master bedroom floor plan you know whatever it is you can put some stuff in there? As needed to put in this empty blocks, but basically you have to be disciplined you have to train everyone around you to be in sync with your rhythm and It might take a couple weeks for you to get used to it and not schedule things out of the office Tuesday morning It might take a few weeks to get some vendors to not show up for your reps to not show up for the vendors to Not expect you to be on-site Tuesday morning, and your clients to know that it has to be wait till Wednesday or Tuesday afternoon Okay, I get that but you are in control of your own life and your own business You are the boss, and if you say that Tuesday morning is the morning that you are Not leaving the office and no one in the office is leaving because it’s designed development time what that does is It gives you the opportunity to spend three hours with your team your design team your junior designer team this is where you communicate your vision and give them everything that they need in order to be proactive and implement your vision without this time They they’re gonna bombard you with little emails and there well I didn’t have the thing you know I didn’t know what you wanted And so I couldn’t do it and like all that little stuff that happens, but if you’re always available Tuesday mornings And they line it up, and I want them reporting to you by the way I don’t want you sucking out information from them Or what did you do and this and that and what does that look like? I want you to get them practicing for their own clients and like you’re their client and Getting them presenting to you their various solutions you told me you wanted. You know rose gold and white and this and that and We had a couple different options, so I laid these out for you principal designer And I want you to you know tell me which layout you like and these are the two solutions and their various Components that go along with the solution, so they’re really thinking about it and pulling it together And it gives them a sense of pride and a sense of ownership That they’re presenting to their boss on Tuesday morning the projects that they have been assigned it changes the energy Okay, so I want them feeling really like they’re on the hook for having all of their questions organized all the things that they need from you a Very clear list in the pile or whatever how they’re organizing the things that they need your approval on Their preliminary selections are ready for you to go through so they are prepping for that meeting like you are their client And that is a beautiful thing and get them thinking like that and performing for you on that level Versus you sucking out pulling the information They are pushing information to you. You are not pulling information from them from those mornings, okay, and then You know sometimes it’s just design development time Maybe you’re not collaborating as much, but you actually really do need to do some design work So it’s actually really nice to have a little bit of time in your schedule to actually do design amazing right so Tuesday morning before lunch is You know sacred design time It’s not to be touched unless the sky is fallen and some house is burning down That is a sacred design time, and it just will take a few weeks It’s not as hard as you think it’s gonna be and I hear that all the time once you make the decision. It’s really It’s really not that hard to make that happen so make that happen and then What happens too is that? Monday the team sync happens so they hear all the to do’s and you add to their list and you cross off the things that got done last week and Consolidate that to-do list and what’s really cool Is that that whole Monday afternoon the majority of Monday is their date that they get to kind of start getting Those things getting the measurements or getting the little things that they need in order to bring to you for that Tuesday design development meeting okay that collaboration time in the office and And then you make decisions you make final selections you sign off on proposals you do all that kind of stuff and then Tuesday Afternoon on through the rest of the week is high velocity days that is you’re out of the office. You’re on the jobsite You’re doing this you’re this choo. Choo. Choo, choo, choo, right the high velocity dates until you know kind of does this and that Wednesday Thursday all day long high velocity you’re out and about doing your thing Running around doing your thing right and even through Friday morning, and then what happens Friday afternoon after lunch I want you to take this arc now I want you to go ooh And you bring it back down to Center okay, and that’s when Hopefully you’re doing Client updates Friday late afternoon. That’s when you say okay client, this is what we got done this week This is what we’re doing this week. This is the plan just wanted to touch base with you Give you a little status report status update okay, and then also you update your master task list the task list that you use on Monday mornings to Discuss what got done last week and what needs to get done this week, so you updated on Friday everyone in the office updates it on Friday so that when you get into that team sync meeting your master task list that everyone is using Is accurate you’re looking at what happened last week, okay, and it’s just a great it’s just a wonderful thing and I implement this with my clients all the time for years now and I hear amazing things about what happens to your office when you this office rhythm a couple variations on this if you have a lot of a lot of design work then – then you do Tuesday mornings design development and Thursday mornings design development you add that extra day in there if you need to okay Anyway, I hope that’s helpful I really want you to do this and I want you to tell me how it works for you Okay I am actually very keenly interested so send me an email to Julia at Julia Molloy dot com or Send me some comments here in the blog And let me know the difference between Before the office rhythm and after the office rhythm I guarantee you it will make a big difference It will rock your world. They’ll help you be more effective So anyway, that’s all I have to say on that until next time be BOLD. I will see you tomorrow.


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