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4 Hidden Efficiency Boosters You’ll Discover with Software for EOS®

01/10/2019

4 Hidden Efficiency Boosters You’ll Discover with Software for EOS®

As your company is running on the Entrepreneurial Operating System®, you’re probably gaining more Traction® every year. Congratulations! But chances are, there are some hidden opportunities to boost your efficiency that you haven’t even thought about.

Anytime you implement a system manually, you’ll have opportunities to increase efficiency and boost your productivity. Traction® Tools software for EOS® introduces automation that could give you back hundreds of man-hours, and thousands of dollars in lost costs.

While Traction Tools is much more than a meeting agenda (it helps with all Six Key Components™ of your business), the biggest efficiencies are gained in the Level 10 Meeting™.  Let’s look at the big-ticket areas for boosting your efficiency, and how Traction Tools can be a part of that.

Handpicked related content: Run Efficient Level 10 Meetings™ from Day One!

Meeting Prep

You’ve got a Level 10 Meeting coming up, and you need to collect all the data for the agenda. That means updating Scorecard numbers and adding new People Headlines and Issues. So you pass around a spreadsheet—or three different spreadsheets—to get the items you need. Sounds simple, right? Famous last words, my friend.

Collecting information for Level 10 Meetings means soliciting input from several people and waiting for them to update their part of the document or spreadsheet. Then someone needs to pass the spreadsheet on to the next person, and so forth. In the process, formulas get broken and numbers get entered incorrectly. I’ve seen people save the wrong copy of a spreadsheet and send along the version with the previous week’s information.

It takes several days of herding cats to get everyone’s contribution, and by the time you compile it all, who knows if it’s accurate? Either the data is out of date by that time, or it’s entered wrong and you never know it.

That’s a lot of work for outdated numbers.

With Traction Tools, you can get the data you need—correct and quick. API integrations and formulas mean your data can be updated in real time. So your Scorecard works as intended—as a report-out of leading indicators, rather than outdated (and incorrect) trailing indicators. There’s no more cat herding, and no more worry about incorrect reporting.

Issues are more efficient, too! Traction Tools lets you add Issues as they come up throughout the week, via texting or the mobile app. That means less time compiling Issues during your prep time, and less time adding them during the meeting. You’ll also capture more Issues, because you can add them as you encounter them. You won’t have to rely on your memory days later when it’s time to add them to the Issues List.

Capturing Information

During the Level 10 Meeting, someone needs to keep To-Dos and Issues, and capture cascading messages. For years, that person was me. If I captured the information inaccurately, we had all kinds of other inefficiencies to deal with. I would have to go back, figure out the error, make the corrections, then do it right like it should’ve been done the first time.

In the dark days before Traction Tools, I captured information by hand, and I hated it! I could either focus on notetaking and miss important details in the meeting, or focus on the meeting and take bad notes. To stay in the moment and take good notes, I had to continually slow people down during the meeting so I could keep up.

Sometimes I lost my notes, because I dated them incorrectly or entered them in the wrong section of the notebook. I spent countless hours scribbling the information, trying to capture the To-Dos and Issues in real time, and recording the solutions for those Issues.

When you write down all your To-Dos in a notebook, you’re reducing accountability. The others in the room forget what you wrote down, because your To-Dos are private. And if you lose the notebook, you lose weeks or months of work. Now you’ve created inefficiencies throughout the organization, because it ripples out to other people and departments who depend on your work.

You can avoid all that by capturing information digitally. Typing is faster than hand-writing, which makes it easier to capture details while being present in the meeting. Traction Tools goes one step further by allowing collaboration—so multiple people can add notations to the Issues in real time, without slowing down the meeting.

And Traction Tools always keeps your information in the right place. Everyone can access them at a central location, and your notes are always in the right spot.

Handpicked related content: Roll Out Traction Tools to Boost Efficiency Throughout Your Company

Post-meeting Activities

After the Level 10 Meeting, you’ve got follow-up activities to do. You’ll need to compile your notes, transcribe them into a central location and cascade messages out to the team. But as you sit down at your desk, you realize it will have to wait.

You’ve been out for 90 minutes, but work hasn’t stopped in that time. There are emails demanding your replies and voicemail messages that need follow-up. The information from the Level 10 Meeting doesn’t get cascaded out right away, and it might not happen until the next day. There were times that I was so busy, we would lose days before cascading messages went out. Then the quality of the work was reduced, because I rushed through my To-Do.

As a result, your recipients have lost 20% of their workweek to complete their To-Dos. And if the To-Do relies on your assistant to do something, such as schedule a meeting, then you need to communicate that to the assistant and they need to plug it into their own availability during the week.

Traction Tools fully automates the post-meeting activities. All your notes and To-Dos are already in a central location, and a cascading email is sent to everyone who needs to receive it. The email includes all the details you need to communicate:

  • Basic meeting stats: Number of Issues solved, To-Do completion rate, Average meeting rating and Meeting length
  • Completed To-Dos
  • New To-Dos
  • Issues solved, with notes

Your assistant can receive the automated cascading message and do their part within minutes after the meeting concludes. You immediately get 20% of your week back!

The software also sends automated reminders of To-Dos that are nearly due or overdue, to help keep your people accountable and on-track.

Read how one EOS company got twice the results in half the time

Technology Tools

What if you’re using software tools to implement EOS in your business? No doubt you’re cutting your inefficiencies, which is great. But you could probably do better. Here’s why.

If you’re trying to take advantage of technology, chances are you’re using multiple tools to capture, manage and report information. You’ve got your To-Dos in Trello, the Scorecard in a spreadsheet and Rocks in a Word document. Maybe you’re also using a project management app like Teamwork. Documents are stored in Google Drive and other online apps.

You’ve done a great job of reducing your handwritten activities, and you’ve probably got some automation going. But you’re spread out among different tools, which means inevitably you’ll need to duplicate information so that multiple apps have the same content. You’ll also need to do some manual maintenance as you go along.

Because you’re still capturing information in one tool (say, Google Docs), you’ll need to take time to disseminate them into all your other tools after the Level 10 Meeting. Information is bound to slip through the cracks—either it will get entered into the wrong tool, or it won’t get entered at all.

Traction Tools is an all-in-one system that is specifically designed for EOS. That means you don’t have to use wonky workarounds or settle for less-than-ideal workflows. The software fits EOS like a glove, because it was built around the way EOS works. So you truly can boost your efficiencies and maximize the way you implement the Entrepreneurial Operating System.

Inefficiencies will cost your company. Traction Tools software for EOS is designed specifically for the flow of the Entrepreneurial Operating System, which means it is uniquely able to boost your efficiencies in ways that other solutions can’t do.


Kathy Mayfield

About the Author

Kathy is the Integrator at Traction® Tools and, quite frankly, one of the main reasons our company took flight. After joining forces with Certified EOS Implementer™ Todd Smart as his executive assistant in 2013, she helped catapult Smart Partners, Inc. into a thriving entrepreneurial company. By that time, Kathy’s love affair with EOS® was a done deal. A few years later when the saucy little startup Traction Tools appeared on the EOS scene, Kathy switched gears and focused her attention on making Traction Tools an operational success. Her work at Traction Tools has been described by our Visionary as “akin to transforming an airplane into a rocket ship—mid-flight.” She harnessed and directed our energy toward rapid growth. She’s done the same as the director of learning and a member of the Leadership Team of the Female Integrator Mastermind (FIM).