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Managing Open Proposals

Managing Open Proposals

Written by Eric Petersen, CIC

Even the most successful sales arborists do not close every proposal they present every time. In fact, the majority of proposals delivered in the tree care industry are not accepted until days or weeks after the initial presentation. So how you stay in touch with your prospect during that time has a huge impact upon your closing rate. Here are a few things to consider when following up with a prospect on an open proposal.

Set Follow-up Expectation – Whether you hand deliver or email a proposal to someone, let them know when you will follow-up with them regarding the proposal. This takes some pressure off of them immediately and also sets the expectation of how you will work with them. This also does a lot more as it builds trust with the prospect, as long as you adhere to the expected follow-up time frame. People want to work with a tree care company that does what it says it’s going to do. 

Immediate Confirmation – The best way to start the follow-up process on an open bid is to confirm receipt of the proposal immediately with the prospect. If you are hand delivering the proposal, this is obviously easy, however, more and more tree care companies are emailing proposals to their prospects. If you are emailing proposals, it’s imperative that you give a quick follow-up phone call to the prospect to let them know their proposal has been emailed to them. We know that most people don’t answer the phone any more anyways, so this call will most likely be a voicemail to the prospect. Doing this ensures that the prospect will know to look for the proposal and may eliminate confusion if the proposal gets stuck in a Junk Email folder. Obviously, this is the perfect time to also let them know you’re available for questions on the proposal. 

Utilize Technology and Teamwork – Many tree care companies use automated email campaigns for marketing purposes, but few utilize them for sales management. Get your marketing and sales team together and have the marketing team explain the functionality of the software that you are using currently to the sales team. The sales team will then inevitably have ideas on what would help them stay in front of the prospects better. If you are a smaller company, chances are the marketing team consists of the same people as your sales team. That is totally okay as well and probably gives you more reason to spend a little time during a weather day to figure this out. Most of the CRM’s (ArborGold, SingleOps, etc.) will have technology available for you out of the box that can be customized relatively easily. 

Internal Follow-Up Organization – Being organized with your open leads is a must as well. Included in many of the CRM’s will be a method of setting tasks or follow-ups to yourself as the salesperson to remember to check back with that prospect. Learn how your system works and become a dedicated user of that technology. It may feel clunky at first, but there is not one sales person in the world who can remember every single detail about each open proposal and when to follow-up next without help. If your company doesn’t have a CRM, create a simple follow-up spreadsheet in Google Drive (so you can share it with others if you need to) and ensure you enter information at the end of each day and look at it every morning during the work week to stay current with the prospects. 

Use Testimonials – Using testimonials from happy customers during your sales process can give you a huge boost when looking to close more open proposals. If you don’t have testimonials from your own jobs that you’ve sold, work with other sales people to get a handful of testimonials from various job types. Insert these testimonials into an automated sales follow-up campaign or better yet, get them printed as postcards and mail them to your open prospects at a regular interval. If the testimonial states what type of work was done and how pleased with the job your team did, it will make it easier for the prospect to accept your bid. 

Expiration Date – Like with everything, the prices you charge today, may not be the same as what you will need to charge in 6 months. Make sure when you are delivering a proposal there is an expiration date on it so they know that the price is locked in until that date. Some people may look at this as being gimmicky, but in reality it will protect you from a customer accepting a very old bid and expecting you to do the work at the proposal price. It also sets up a true closing date so you can take it off your open proposal list and move to a lost lead list. Too many sales arborists get overwhelmed when they have too many open proposals and then the follow-up to the real opportunities is hindered. 

Communication and responsiveness with the prospect are the two keys to successfully managing open bids effectively. If you or your team is struggling with staying on top of the open proposals or with your closing rate in general, reach out to a member of the ArboRisk team and ask them about our Sales & Marketing Thrive Package. We will work one-on-one with your company to help you better your sales process and close more of the jobs you want.

Click here to obtain a copy of the Sales Sweet Spot worksheet to help you understand which services you offer fit best with your ideal customer.

Click here to learn more about our New Heights Package and how it can help you identify your ideal customer and services and grow your business!

What to Include on Proposals

What To Include on Proposals

Written by Eric Petersen, CIC

When creating a proposal to sell tree work, it’s essential to outline the terms and conditions clearly to avoid any misunderstandings. While this list may not be all encompassing, here are some key elements to include in your proposal. 

Scope of Work – Obviously, clearly defining the specific tree care services that will be provided on which trees is vital for the proposal. Be as detailed as you can about the type of service, the number of visits it will take to complete, and any limitations or restrictions that you may encounter along the way. 

Estimated Completion Date – This may sound elementary, but since most tree care companies have a work backlog, communicating this to the prospect right away starts to build trust. Of course, you don’t want to underestimate this completion date as that can hurt your relationship as they will be expecting the work to be done by then, regardless of the extenuating circumstances that have arisen. 

Exclusions – Clearly state any services that you are not performing or didn’t perform when creating this proposal. This is a very key part of the proposal as it will limit your liability if included and give you a chance to sell additional work in the future. Phrases like…

“This proposal was based upon a visual inspection of the tree from the ground. For a more complete tree risk assessment/appraisal contact your sales arborist to schedule with our team.” – OR –  “This proposal only addresses the trees that are mentioned above and does not include recommendations on any additional trees that are on the property.”

Additional Services – I like to call this the Amazon Method section. If there are any additional services that customers typically buy together (think fertilization program with pruning services or planting a new tree after a removal, etc.) use this section of your proposal to show the customer what other people like them have purchased in addition to the described service on the proposal. Make sure it is clear that these additional services are only included for an additional fee so they do not think they are getting these for free.

Terms and Conditions – Include your terms and conditions within the proposal, so the prospect knows what items this proposal are contingent upon and what they will be responsible for. If you have any warranties/guarantees outline what is expected of the customer for these to be valid (think watering requirements for newly planted trees) and what the limitations are.

Insurance – This is a great way to showcase why your professional tree care company may be the better fit for your customer. Specify the insurance coverage that you carry and state that a Certificate of Liability Insurance can be provided upon request.   

Signatures and Date – Ensure that both parties sign the proposal and include the date of signing.

Lastly, it is crucial to have an attorney review your proposal template to ensure it complies with local laws and regulations and protects the interests of both the tree care company and the customer. Remember, the proposal is going to be the document that your crew and the customer rely on to achieve a positive outcome on the project, so the more of these elements you can include, the better experience your customer will have.

Click here to obtain a copy of the Sales Sweet Spot worksheet to help you understand which services you offer fit best with your ideal customer.

Click here to learn more about our New Heights Package and how it can help you identify your ideal customer and services and grow your business!

What Are You Leaving On The Table?

What Are You LEaving on The Table?

Written by Matt Curts

Sliver Beach Pizza in St. Joseph’s Michigan is a great family spot for quality pizza and craft beer.  This past weekend it became the spot of a great debate amongst three generations.  The topic, the greatest to ever play the game of basketball.  My father is almost 70 years old so you can probably guess that the likes of Bill Russell and Oscar Robertson made it into the discussion.  I swear I think I even heard a reference to Pistol Pete before we asked him to just stop.  For me I wasn’t even sure why the conversation was necessary, certain that all present had seen the Last Dance.  But my son and nephews insisted that the players of today are greater than the greats of our day.  They are especially fond of a so-called King.  Nonetheless, it’s a circular conversation really, that always ends in focusing on one or two players and relegating all others to a list of the underappreciated.    

With any discussion of comparison, we often use statistics until we can’t.  Offensive statistics, defensive statistics, vertical jump statistics.  But all roads lead to the number of championships won.  And when that doesn’t satisfy, we use terms like “killer instinct” and “great vision” to try and explain what seems inexplicable.  Back in the day, Spike Lee even asked, “Is it the shoes?” 

But no matter how you slice it, individual players do not win team sport championships, teams do.  And so, it goes back to stat lines and box scores and consecutive championship runs before grasping for words to separate what is good team from a great team.   But is it really so hard to explain?

Hall of Fame Coach Phil Jackson once said, “Good teams become great ones when the members trust each other enough to surrender the me for the we.”

Today players demand to be placed alongside other all-stars to chase the championship that has alluded them their entire career.  Time after time we see these super teams become super duds as the individuals can’t see how to work together for the collective good.  They share the same skills but not the same values or since of identity.  This doesn’t show up on a stat sheet or box score.  But everyone knows in spite of their combined superior technical skills they still lack “it”.

That “it” is a great culture.  A clear identity.  A great culture allows for nothing to be left on the table.  But too many analysts sniff at that which can’t be easily measured and often serves a branding exercise as much as anything.  Chemistry is often an afterthought because people don’t believe they can clearly define what they are to do to create it.  This is left brained thinking.

In your business you have followed all the best practices both inside and outside of your industry.  Your strategy is defined for efficiency and effectiveness. The systems and processes are in place.  The individual skills have been hired and developed. You have surpassed all your expectations when you started your venture.  But still, you know there is more to be had.  What is holding you back?  What else could be possible?

Culture is how we make meaning of the world.  It’s the way we perceive it based on our past experiences and values shaped by those experiences.  It’s how we believe the world even sees us.  In contradiction to popular belief our brain is not split in two.  But, the right side of our brain starts processing our surroundings and draws conclusions before the left side is even aware of what is happening.   It governs the whole of our relational life and manages our strongest relational connections.  In a sense our right brain is running a five-minute mile and our left brain a six-minute mile.    

The good news is that what seems to be immeasurable is being measured every second of every day by your people as they constantly search for a place of belonging.  The human brain was designed to look for and run on joy. Our joy drops when we sense few faces shining on us and few people happy to be with us. ALL OF US are collectively looking for our we.  When organizations excel in creating high trust and high accountability the right part of our brain has found what it is looking for and our left brain can fully engage in the mission at hand.  Thus, producing a high productive culture.  Great cultures don’t leave anything on the table because its people have found what they first look for. 

So how do you become the group that others are seeking after?  I believe it starts with two things.  The first is to simply be honest.  Being honest is not simply just telling the truth (although that is one measurement for a good workplace culture).  It is also being unapologetically you.  The Detroit Pistons of the 90’s produced a team that was hated by many but revered by a few.  Their style of bad boy basketball offered a place of belonging to some who felt like misfits among the elite.   They succeeded because they fully bought in to the values of the group.  Willing to sacrifice their personal accolades for the whole.  Not all cultures are created the same.  You’re unique, so own it.  Second is to clearly define and know your roles within your organization.  All great teams start with the greater why of defining who we are and what we are about.  But it still requires each member to know how they participate in that why.  It is often the underappreciated ones who make it possible to have the greatest success.  The greatest of all time does not win six championships without the likes of Scottie Pippen, Horace Grant, Steve Kerr, and Toni Kukoc playing their roles to perfection. 

If attachment is the strongest force in the human brain, then we need to give others something to attach to beyond our strategic plan.  Peter Drucker famously quipped that culture eats strategy for breakfast. If you succeed in attaching relationally to your people you will succeed in ensuring nothing is left on the table and you will accomplish immeasurably more than you could have ever dreamed or imagined.

So, here’s to going from good to great.  It simply starts with being unapologetically you.  

Be sure to join us for the Culture Webinar later this month. Also, be sure to check our other Weekly Tips articles throughout the month of July.

If you are interested in learning more about how to identify, build, assess, and nurture your business culture, please feel free to take our culture assessment which can be found at the following link:

Company Culture Assessment

Once completed, a Thrive Consultant will review the results with you and develop a high-level action plan of next steps. 

For additional help with growing your company, contact a member of the ArboRisk Insurance team! If you’re looking to improve upon your communication skills or want to help one of your key team members develop personally, sign up for the Thrive Leadership Development package today! Additionally, if you find it difficult to find or keep quality employees, check out our Thrive Hiring & Recruiting Package.

Tom Dunn

How Good Company Affects the Journey

How Good Company Affects the Journey

Written by Matt Curts

THE SHORTEST DISTANCE BETWEEN TWO POINTS

Every year there is a great migration to escape an unpleasant climate and find the needed nourishment to make it to the coming of spring.  No, not the barn swallow heading south for the winter, but rather, a gang of mini vans in a side-by-side pattern packed full of midwestern families and enough snacks to survive the apocalypse.  The destination – the Gulf of Mexico. 

But before I and other road warriors meet on the highways that Siri espouses to be the shortest and fastest route, the vision of rest and relaxation fuels our last-minute preparations of stuffing the vehicle full with things than no one would ever need to simply sit and stare at the ocean for a week.  Nonetheless, readied for eternity, we wake our people up at zero dark thirty to chase the greatest view of our week – a clear road.   

A few hours in and all the preparation appears to be paying off and a smile comes over our face as we silently mock Siri’s overly conservative estimated time of arrival.  The strategy is working and all are at rest.

Then it happens……

Ahead the highway is full of weary travelers who all share the exact same strategies of road travel.  Leave early to hurry up and wait behind a never-ending conga line.  Traffic grinds to a halt and you now hear Siri, in her pleasant South African accent, mocking you as she adds another hour to your estimated time of arrival.  Not on your watch. Tensions rise, and alternate routes are pursued.  Maybe the shortest distance between two points really isn’t a straight line after all?  That state highway might only be 55 MPH but it’s better than zero, right?  Really Siri, I’m still on the fastest route?  An obsession with the destination overtakes me and all the sudden my family is a captive audience to my irritability, hurried spirit and constant calculating to outmaneuver this nuisance.  The mood has shifted and rest is no longer available – for anyone.

When we finally arrive at our destination, us vacation pilots are confused that our family isn’t hoisting us upon their shoulders for coming just under Siri’s original estimated time of arrival after conquering insurmountable odds.  Instead, you’re being told that you are not good company. 

Maybe, like me, you have piloted a few vacation road trips and can relate.  Or maybe as the pilot of your organization this describes the excitement and disappointment of leading others towards your desired destination. 

It’s only natural to want to find the fastest way between two points. But we all understand obstacles are a constant in the world of business and road trips.  And we know that hustle and adaptability are needed in challenging times.  But in finding our way back to the fastest route we find the same frustrations and irritability resurface and our workplace culture takes a hit whether it be in the form of employee turnover or lack of engagement. 

But is there a better way?

When it comes to your workplace culture, the destination is not the only goal of your team.  It is vitally necessary, but it cannot stand by itself alone.  To have a good workplace culture your team needs more.

A 1938 Harvard Research Project asked, “What makes us happy in life?”  The answer – positive relationships – by a landslide.  But how do we as leaders navigate the obstacles to reach our destination without ruining the trip for others?  How do we find the fastest route while maintaining the positive relationships that would cause others to say our organization is a good company to work for?

I suppose it takes a change in perspective. 

I heard a story several years ago about an essay competition from a local newspaper that challenged readers to submit their solutions to speed up a trip into the city that had and continued to experience the worst traffic in the world.  The selected essayist described the fastest route into London in just two words – “good company.”  What person comes to mind in your life when you hear, “good company”?  When you think of your organization do you think of it as good company?

“Good company in a journey makes the way seem shorter.” – Izaak Walton

In order to be a good company, we must first be good company.  But where do we start?  How do we ready ourselves for the next traffic jam?  Here are some tips for the road.

  1. Become aware in what makes you bad company
  •   Ask someone you trust to point out the things that make you irritable and bad company.  And then avoid such things however possible.
  •   My wife identified my limit at seven hours on our road trips.  We now make one overnight stop along the way. 
  1. Laugh with one another
  •   Laughter strengthens relationships, attracts others to us, enhances teamwork, help diffuse conflict, and promotes group bonding. 
  •   We try to out- do one another with really bad dad jokes on road trips.
  1. Take time to take interest in one another
  •   To be seen and heard is one of the greatest gifts we can receive from another. 
  •   Try and find out one new thing per week about each other that you didn’t already know.  Speaking in stories is the best way to engage.
  1. Eat a meal together
  •   Sharing a meal with someone is the greatest form of hospitality as it meets the basest need of a human being. 
  •   We sit down to eat a meal outside of the car as it gives us a much-needed break to the mundane nature of a long trip.

Remember, people join your team not only to arrive at a destination, but even more, to enjoy the journey.  To be a good company, you must first be good company.  Let’s choose to take the path of a great workplace culture.  After all, it’s the fastest way to get anywhere. 

See you on the highway my fellow road warriors.

Be sure to join us for the Culture Webinar later this month. Also, be sure to check our other Weekly Tips articles throughout the month of July.

If you are interested in learning more about how to identify, build, assess, and nurture your business culture, please feel free to take our culture assessment which can be found at the following link:

Company Culture Assessment

Once completed, a Thrive Consultant will review the results with you and develop a high-level action plan of next steps. 

For additional help with growing your company, contact a member of the ArboRisk Insurance team! If you’re looking to improve upon your communication skills or want to help one of your key team members develop personally, sign up for the Thrive Leadership Development package today! Additionally, if you find it difficult to find or keep quality employees, check out our Thrive Hiring & Recruiting Package.

Tom Dunn

Isn’t That Interesting?

Isn’t that Interesting?

Written by Kevin Martlage

The great CS Lewis once said, “Isn’t it funny how day by day nothing changes, but when you look back everything is different.” I absolutely love that quote and how it illustrates a very important point that is critical to think about as you continue to build a supportive business culture. That point is centered around awareness and your ability to intentionally understand the present, while leveraging the past, to advance towards the future. All leaders can do those three things to some extent, but my challenge is that to be a great leader, you must intentionally impact those things through your awareness of how it is impacting others and being perceived. Specifically, how can you intentionally impact the present so that you are providing enough context and understanding so your team is always in alignment with you and the strategic direction of the company?

As a business owner, your awareness around the ‘business’ side of running your company is at a high level. If it wasn’t, chances are you probably would not still be in business. As an arborist, your awareness regarding trees and how to care for them is something that you not only value as a business opportunity but is something that you are most likely highly passionate about. As a leader, you must have the ability to lead your team towards strategic and common goals and your ability to effectively lead is centered around your approach which resonates and connects with those you are leading. Awareness of what supports and detracts from that ability is important to understand as you continue to advance your team and leadership skills.

Awareness, and specifically intentional awareness, is critical to understand as you continue to enhance your business culture.  In the world of consulting my goal is to provide awareness so people can make choices. Choices about how they approach and impact their team, their leadership style, and ultimately their life. The more you can align your reality with that of your employees, the more effective you will become as a leader and the further you will be able to advance as a team. With all of this in mind, I want to introduce you to a key concept important to advancing your culture, team, and organization. That concept is what we call Mischief™. Mischief™ is something that is so incredibly impactful once understood that I personally feel it is important for everyone in the world to understand, be able to identify, learn how to eliminate, and how to effectively overcome all while building trust with those around them. With the elimination of Mischief™, I feel that the world will become a better place as we work to intentionally align perception with reality in the pursuit of greatness.

Mischief ™ is a term coined by my father that describes a key detractor which impacts personal interaction along with team and organizational effectiveness. Once understood, Mischief™ cannot be unnoticed and will be evident in everything you do. In fact, it is so prevalent in your day-to-day personal and professional lives, I challenge you to find a situation where it is not present at some level. This concept is the basis of all the consulting work I do and has significantly influenced and advanced teams and organizations around the world.

To understand Mischief™ you must first understand how it is created. The root cause of all Mischief™ is the misalignment of perception and reality. When perception and reality are not aligned, it allows those involved to become consumed with trying to figure things out intentionally or even subconsciously. When you spend time trying to ‘figure things out’ it causes disruption in terms of productivity, effectiveness, and understanding. While it ultimately disrupts your operations and team effectiveness, it has the biggest impact on team trust and alignment, which are both important for any team to reach their full potential. To help align reality and perception we must provide the proper context behind what we are communicating, the decisions we are making, and the direction we are going. To illustrate Mischief™ let me tell you a story about my friend Rick and his new boat.

I had a friend named Rick who purchased a new boat which was always something that his kids wanted, and he personally thought would be cool to have. All his family ever talked about was being able to cruise around the lake water skiing, tubing, and having fun. After doing some research, and finding a great deal, Rick purchased a 2-year-old, 24-foot Mastercraft ski boat from a High School friend. After an extensive and very expensive trip to the local water ski shop it was time for them to take their maiden voyage and do some water skiing and tubing at a relatively smaller lake near their house. Once they arrived at the lake, Rick put the boat in the water for the first time, loaded up all the equipment and kids and they headed out. As they slowly drove past all the people in the swimming area on rafts and the marina full of boats they eyed a spot about a hundred yards out for their first tube ride. Once in place, the kids jumped into the water, he hooked up the tube and off they went. While they started off slow, he quickly increased the speed and started to do donuts and S curves all over the lake. The donuts created huge waves that the kids could jump, and the S curves made it exciting for the kids to try and hold on as they drove around the lake. They were having a great time. Rick was on cloud nine, and so were his two kids, as they were realizing their dream of tubing and owning a boat.

All was going great until another boater flagged them down and waved them over to their boat. Rick slowed down and idled over to the other boat to see what was going on. Upon arrival, the reality of the situation quickly came into focus when the other boater looked back toward the shore to point out the numerous rafts and swimmers who were waving their hands trying to tell Rick to stop. Apparently, the donuts and S curves were great for tubing, but not so great for sunbathing on a raft or trying to swim in the designated swim area. Rick quickly realized that his reality of owning a boat and having fun with his kids had unintentionally disrupted those around him by not being aware of his impact on others. In his mind, he was having fun with his kids helping them live out a lifelong dream. In the eyes of those on the shore, and in other boats, he was just another ‘cowboy’ on the lake speeding around causing problems and was someone they wished would just go away.

Isn’t that interesting? The reality and perception of the situation was not in alignment so therefore, those on the shore thought he was self-centered and only cared about himself. What they did not know was he was a first-time boat owner who was trying to give his kids a great time as they lived out their lifelong dream. On the other hand, Rick did not realize the impact he was making on others, but as soon as he realized what was going on, he stopped and moved further out onto the lake where it was not making as big of an impact.  While Rick may have been a bit embarrassed, he was provided with insight into the reality of what was going on which allowed him to make a choice and move further out into the lake. In addition, those on the shore, once told what was going on, understood the reality of what was happening which helped to explain their perception of Rick and his boat. While they still may be a bit upset, they at least had more context around the situation which allowed them to understand what was really happening instead of spending time making up their own story about him while letting it ruin their day.

The boat example is a great illustration of Mischief™ and the misalignment of perception and reality. In the context of your tree company, how many times has Mischief™ come into play and disrupted your team? Specifically, have there been any situations where your best thought out decision was not well received by your team and caused lost time as they tried to “figure it out”? Have you ever been ‘Rick’ with the best intentions in the world only to find out that the perception of those you are leading is not in alignment with your reality or thought process? On the other side, have you ever been the ‘person on the shore’ that can only see the ‘Cowboy’ on the lake where you immediately thought the worst only to find out later that maybe you didn’t know the whole story and NOW it makes more sense?

I’d like to challenge you to spend the next few days trying to identify those areas of your organization, and even your personal life, where Mischief™ is present. When you identify those instances, I want to say to yourself, “isn’t that interesting” as you try to  understand what is really going on. The phrase, “isn’t that interesting” is one that we teach to all our clients to help identify when Mischief™ is present and to trigger their mind to start clarifying the perception with the reality, or facts, of the situation.

Isn’t that interesting that Mischief™ is everywhere? Eliminating Mischief™ will significantly improve productivity as you intentionally align reality with perception which will allow your team to trust the path forward. This will not only enhance your ability as a leader but will also help your team continue to understand and advance toward their full potential.

To learn more about the concept of Mischief™ be sure to join us for the Culture Webinar later this month. Also, be sure to check our other Weekly Tips articles throughout the month of July.

If you are interested in learning more about how to identify, build, assess, and nurture your business culture, please feel free to take our culture assessment which can be found at the following link:

Company Culture Assessment

Once completed, a Thrive Consultant will review the results with you and develop a high-level action plan of next steps. 

For additional help with growing your company, contact a member of the ArboRisk Insurance team! If you’re looking to improve upon your communication skills or want to help one of your key team members develop personally, sign up for the Thrive Leadership Development package today! Additionally, if you find it difficult to find or keep quality employees, check out our Thrive Hiring & Recruiting Package.

Tom Dunn