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Welcome to the LBG Mastermind hub for:

Building & Managing your Team

Building and managing your team | The Creative Spring Mastermind

DAY & TIMES: Wednesdays at 1pm (EST) - May 2, 9, 16, 23

Zoom Link: https://zoom.us/j/904601348

HOST: 
Andrea Layne
Online Business Manager
Email: info@thecreativespring.co
Phone: (352) 235-9310
Instagram: www.instagram.com/thecreativespring

Members:

  • Kyrsten Sherwood
  • Hannah Armstrong
  • Hilary Hartling
  • Liz Strong

Who is this for: 
Anyone who is thinking about adding team members soon or already has a team and want it to be more effective.

MAJOR TAKEAWAYS:
In this 4 week mastermind, we will discuss all of the things related having an effective team. Note....this isn't an HR course on the legalities related to hiring and having employees. We will be discussing the management side of this topic.

SCHEDULE:
Week 1: How to prepare for hiring....what processes you need in place, how to decide what to hire for first, where to find viable candidates
Week 2: Effective on-boarding....what you will need to provide and set-up for your new team member can be effective quickly
Week 3: Your job as a manager.... what you need to be able to do to lead and manage
Week 4: Accountability.... how to manage workloads, set appropriate delivery dates, and hold your team accountability

 

    Week 1 - Prepping to hire - 5/2/2018

    Preparing your business to hire your team | The Creative Spring Mastermind

    Agenda:

    1. Welcome & Intro - ME (5 min)
    2. Getting to know YOU - 2-3 min Intro each. Who are you? What's your business? Why are you here? What's your biggest struggle with teams?
    3. What are teams? What is the difference between a team member, a freelancer, and outsourcing? - ME (5-10 min)
    4. DISCUSSION QUESTION #1: Do you know what you want to hire out? Do you have these processes outlined/ check listed? - ALL (10 min)
    5. DISCUSSION QUESTION #2: Do understand your role in the relationship and the tasks you will still need to perform? - ALL (10 min)
    6. DISCUSSION QUESTION #3: Do you have the money to do it? Short term? Long term? - ALL (10 Min)
    7. Wrap up (5 min)

    Follow-ups:

    List of things to do when you are ready to hire:

    1. ID workflows you can have someone else do
    2. Determine the hours it takes to perform the tasks, and how often per week it needs to happen
    3. Determine the level of resource you need to perform it....and what this level of resource typically charges per hour
    4. Find the resources: Ideas.....
      • FB Groups - first search to see of someone has asked for that resource in the last 6 months and review the responses; if noone has asked or if they didn't get a lot of options, ask yourself. A few Facebook groups that are good for this are:
      • Savvy
      • Think Creative Collective
      • Upwork - search for freelancers, post the job
      • Agencies - there are several VA, OBM, Marketing, and Design agencies that have resources ready for you to use
    5. Get a good contract....that includes a non-compete clause.
    6. If you are hiring team to do things for your clients.... then you have to determine your talk track in your sales pitch and on-boarding to inform your clients that someone else on your team will be servicing their needs. I say be open and honest. You never want them to find out that they aren't getting you specifically, if that was never your intention.

    Link to the recording of the meeting:

     
     

    Week 2 - Onboarding - 5/9/2018

    AGENDA:

    1. Welcome & Intro - ME (5 min)
    2. Have you made any strides or decisions since our last meeting?
    3. What do I even mean by onboarding - ME (5-10 min)
    4. DISCUSSION QUESTION #1: Do you have an interviewing process? - ALL (10 min)
    5. DISCUSSION QUESTION #2: Do you know what kind of people would fit best for your team? - ALL (10 min)
    6. DISCUSSION QUESTION #3: Do you have workflow for onboarding? - ALL (10 Min)
    7. Wrap up (5 min)
    Onboarding new team members, The Creative Spring, Online business manager

    Follow-up:

    Interview Process (in general you need the following):

    1. Set of criteria / job description - create and post - (NOTE: should include hours and pay range)
    2. Application process - software, submission documentation, recruiters - NOTE: I highly recommend including a question about their personality type. (Here's a great free test for it: https://www.16personalities.com/free-personality-test; and here is a great paid test: https://www.truity.com/)
    3. Application review process - to weed out the best candidates for interviews
    4. Scheduling - for interviews
    5. Initial / Phone Interview - should be less than 30 minutes to further narrow down the best candidates
    6. Second / In-person / Video Interview - should have a list of questions that require them to give you a lot of examples from their past jobs. You want this to be more conversational; less of a  firing squad
    7. Decision Making - decide to hire or if you need more time with the candidate; some managers have them do a trial task to prove out their skills.

    Employee Onboarding Process (in general you need to the following):

    1. Hiring letter -
      • Welcomes them
      • Sets the starting date, the salary / hourly rate, the hours/week or month
      • Explains any other expectations of working, such as certain hours and days of the week, location for working, equipment need (computer, webcam, supplies)
    2. Employment / Independent Contractor Contract - Should include a non-compete clause. (NOTE: I recommend getting these from The Contact Shop - This is an affiliate link, which means I do make a small commission if you choose to purchase); this must be signed to accept the position.
    3. Employee Handbook - that contains the policies and rules for working for you
    4. Welcome email - that contains the following:
      • Timeline for completion of HR forms and acceptance of the employee handbook
      • Clear direction for where and when they should report to work, and list any items which must be brought with them. (this may be as simple as a login for a video conferencing meeting)
      • Schedule / Itinerary of the first day so that the new hire can be mentally prepared for what to expect
    5. Email, File Access, Software Access - set this up before their first day
    6. First Day Meeting - try to make this at the beginning of the day....waiting around for this can be awkward, especially if they are working in person.
      • A warm welcome - show your excitement
      • Collect HR forms and anything else that requires signatures
      • Housekeeping - hours, how to communicate, expectations for dress or supplies,
      • If they are working in person - a tour of the building
      • If they are working remotely - confirm they can access all of the software
      • Review what they will be doing - bonus points if this is in a PM system with due dates
    7. If they are working for you in a location that you provide for them, then you need to prepare the work station for the new hire prior to his or her arrival. Ensure that the work station is stocked with everything which will be needed to help them start off on the right foot.
    8. Let your other team members / employees know about the new hire.... send out an email with encouragement to make the new hire welcome at every opportunity.

    Link to the recording of the meeting:

     
     

    Week 3 - Managing - 5/16/2018

    Managing your team | The Creative Spring mastermind

    AGENDA:

    1. Have you made any strides or decisions since our last meeting?
    2. What is a Manager? and how is this different than an Owner? - ME (5-10 min)
    3. DISCUSSION QUESTION #1: What do you think the traits of a good manager are?  - ALL (10 min)
    4. DISCUSSION QUESTION #2: What kind of training do you think you would need to be a better manager? - ALL (10 min)
    5. DISCUSSION QUESTION #3: How can software help you manage better? - ALL (10 Min)
    6. Wrap up (5 min)

    Follow-up:

    Traits / Skills of a Manager needs to have:

    • Understanding of workflow / processes
    • Communication
    • Creates accountability
    • Sets expectations
    • Acquires buy-in and agreement
    • Scheduling and deadline - both setting and monitoring
    • Governance / Compliance - enforcement and oversight of rules
    • Mediator - ability to see the full view of both sides and determine compromise
    • Analytical problem solver
    • Not afraid of confrontation - but does it with grace not aggression
    • Must have empathy.... gracefully handling the emotions while still enforcing the rules, deadlines, contract, agreement

    Link to the recording of the meeting:

     
     

    Week 4 - Accountability - 5/23/2018

    AGENDA:

    1. Have you made any strides or decisions since our last meeting?
    2. A quick thank you and to say that I am leaving this one open to whatever you need from me...no formal agenda
    3. Anything else that's on your mind (40 min)
    4. Wrap up (5 min)

    FOLLOW-UP:

    I didn't save the recording from this session. We were all over the place and had some wonderful, more personal discussions.