Using Mind Maps To Plan Your Business

Using Mind Maps To Plan Your Business

Mind Maps Make Meetings Better (and more productive)

Every have to take meeting notes?

How about use the meeting as problem solving method? And everyone sits in a room to defend their business silo, but no one wants to talk about the primary issue that needs to be addressed?

Well using mind maps might be the way to draw out the best solutions from the group.

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What is Mind Mapping

  • Way of visually getting ideas you don’t know are in your head or trapped in a team and representing them in an easy to use format of subjects, ideas and sub-ideas.
  • Essientially here’s how it works
    • Start with a main topic or issue, the Subject. Say, SEO for Website
    • Start populating the second level, or Ideas, with possible issues or groupings of drill-down items. In this case. Internal teams, External Resources, Training, Measurement Criteria, Other Items, etc.
    • Then, inside each of these ideas, there are sub-ideas, resource details, questions to ask, action items, etc.
      • All of these can usually be signified in the software with either custom icons like a checkbox, question mark, etc, or with different text colors.
    • Each of the Ideas start a branch of “bubbles” on the mind map, which then branch out again, and even again if necessary. All of this forms an easy to use diagram, which in many cases can be converted to a more traditional outline format if needed. 

Why is Mind Mapping Better Than Plain Old Words?

  • Ever try to add an item in a traditionally list on paper or a white board? Your options are to erase and move items, add it to the bottom and signify it needs to be somewhere else, or draw an impromptu mind map with lines, bubbles and some text anyway.
  • Humans consume visual data quicker and better than plain text. Ever wonder why TV and magazines and of course, the web, have ousted newspapers? Highly visual and easily consumed ideas instead of long, wordy sentences. 
  • Mind Mapping encourages grouping of ideas and expanding on those ideas, whereas simple text can be limited by the format.

How to Mind Map?

  • Start with an idea or subject that is easy to solve. If the subject is too complex, break it down and then build mind maps for an easy to consume part of the mind map, therefore solving the bigger issue by conquering the smaller ones.
  • Use images, hyperlinks, contact information and more to make the document more useful or easy to follow. 
  • Also use different colors for the different Idea branches to make it easy to navigate inside each topic and subtopic.
  • Use short phrases to capture ideas, especially in the brainstorming portion of mind mapping. You can always go back and expand on issues, but capture what you need, and only what you need initially.

Any Pitfalls to Avoid When Mind Mapping?

  • Concentrating on one item too long. Dump ideas and move on, you can sort everything out later.
  • Not having someone leading the mind mapping that knows how to ask for expansion or more creativity. 
  • Capturing vague ideas and not documenting or expanding them.

What Software Can I Use to do Mind Mapping?

  • Mind Meister : Free for up to 3 maps, $5 for personal, $8 for a Pro account and $12.50 for enterprice (all per user, per month)
  • Coggle : Little more bare bones, not the catalog of templates or “flair” but cost : Personal – free, 3 private diagrams, Awesome is $5/month for most of what you will need, and $8 for an “organization” account if more customization needed for teams.
  • Mind Manager : really a virtual whiteboard but it’s by the company I was first exposed to in Mind Mapping, Mindjet. It’s #349 for Windows, $179 for Mac. All have 30-day trials. Full-featured and wonderful software. 

Have any questions or suggestions on going mind mapping? Leave them below, or send them to me @BeBizzy on Twitter!

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Shared Email Inboxes – BeBizzy Break Podcast EP: 71

Shared Email Inboxes – BeBizzy Break Podcast EP: 71

Does your business have a shared inbox?

Most small, and nearly ALL large businesses have generic email inboxes that are logged into by two or more staff members. Sometimes it can get messy when everyone, or in some cases no one, log into the box to handle customer requests, questions, or just to clean it out.

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Why would you need a shared inbox?

Current and potential clients like to have generic email inboxes they can use to contact your company. Addresses like “info@”, “support@”, and “customerservice@” help them reach the right person. But sometimes it’s never just ONE person, but a group that keeps that inbox monitored. And this can sometimes cause collisions of two people working the same issue, or worse, ZERO people working the same issue because they thought it was being handled by someone else.

Ways to set up a shared inbox

  • Manual – An email gets sent to “info@” and several people all see it in their inbox. Someone has to accept that email, read it, respond back to the sender, then file that email in a different folder or use whatever process is mandated by the business to mark it as complete.The problem arises when the inbox is set up incorrectly and not everyone sees it being read so multiple people start working the issue, or everyone sees it and assumes it will be handled by someone else so no one helps the customer.In this case, there needs to be a documented process of who handles it and when. If rep A is gone, rep B works it. If it sits for more than “x” hours then the manager or someone else is specified to handle it. If there are no documented processes you will have breakdowns or cause extra work on certain issues.
  • Forms on the Website – Putting a form on the website does a couple of things. First, you don’t give out actual email addresses but you can still direct subjects selected by the client to a particular email address. This means all “info@,” “questions@,” or whatever goes to an actual person, not a group of people, but the client doesn’t see who gets it. This also allows some flexibility when someone leaves the company, is on vacation, or is just too busy to handle these types of requests.A second benefit of forms is they allow you to format the information being gathered instead of just letting the sender put whatever information they wish into the form. So you can ask for and even require names, email addresses, phone numbers, subjects, and just about anything else you want or need.Finally, many of these forms can be saved to a database AND sent to a person or persons, so in the event email goes down, a person’s address is terminated for whatever reason, or something just isn’t handled right away, you can look at the data and recover this request and fix the issue.The one drawback is this format requires the user to actually go to the website to submit the form instead of just firing off an email from their phone or email application.
  • CRM – Customer Relationship Management platforms are the next step beyond email forms. They are databases or applications that use form or email information to create tickets that can be handled by one or more people. Some potential CRM platforms in a wide variety of functions and price are Hubspot, Zoho and Freshdesk (what I use at BeBizzy).There are so many benefits to this type of system including:
    • Saved threads of communication with the client
    • Formatted questions that require the sender to provide necessary information to solve the issue like invoice numbers, usernames, phone numbers and more.
    • Many have the ability to add an FAQ, support forum, or other intermediary step where the sender can often solve their own problems or the group can solve it before you can.
    • Most CRM platforms are located off the website network, so it doesn’t affect the traffic or performance of the website
    • It provides an auditable trail to see how long it took to respond, how many interactions did it take before resolution, who handles how many tickets, and more.

Bottom Line

Shared inboxes are a great way to handle client request or questions. They allow your company to respond as a group instead of relying on just one person. But it more control is needed, the first step would be to create some forms on the website that send to specific people and save to a database. If the budget exists, or the need is great enough, a CRM is a great way to handle support tickets, general inquiries or other client requests. If the cost looks too big, weigh the option of what does it cost to lose a current or potential customer because something wasn’t handled right away.

Have any questions or suggestions on going paperless? Leave them below, or send them to me @BeBizzy on Twitter!

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What Are Landing Pages and Why Do I Need One?

What Are Landing Pages and Why Do I Need One?

Landing Pages

You’ve probably heard of landing pages. You may even HAVE a landing page. But you also might not know why you have it, what it’s doing, or even how to fix it if you’re not seeing results.

On today’s Episode 70 of the BeBizzy Break Podcast we talk with the Landing Page School Podcast host Nicholas Scalice and find out what you might, and might not, know about landing pages.

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First, some tech news

First, two big updates in the last week or so.

WordPress 4.9.8 was launched.  We are getting very close to 5.0, which will include the Gutenberg update to WordPress. Very anticipated version which will bring on a visual editor and promises to change the WP landscape for the better. That remains to be seen with older websites, themes, etc. But the 4.9.8 update does have the “Try Gutenberg” callout. It’s an opportunity to try the Gutenberg editor before it is released in 5.0. I have not doesn’t it yet, but will test shortly.

Also has 18 privacy fixes and a few other improvements. I’ve updated all my sites with not issues, but make sure you back up before you do anything.

Also, Android released it’s Android P (Pie) update for the Google Pixel phones. I updated my Pixel 2 XL on Monday. Small changes in the notifications and menus, but for the most part it was a pretty seamless update. I’m sure there will be more as I use it, including the Adaptive Battery feature, which promises to turn down battery usage on apps that are not in use at the time, but still running.

Finally, Samsung will be announcing the Note 9 tomorrow (Aug 9). Lots of huge improvements for this devices anticipated including a bigger battery, better screen and camera, and the Adaptive Battery. Can’t wait for that announcement. FYI, you can sign up to watch the announcement live at this Samsung website.

Now on to today’s main topic… landing pages. Most of you have heard the term, and maybe even use them on your websites. But I have a couple of sites that are going to be implementing them, and decided now would be a great time to bring in an expert, which is why I called on Nicholas Scalice, the host of the Landing Page School Podcast.  So this is me, and Nicolas Scalice… enjoy.

What are Landing Pages

Landing pages are a page on your website that has a very specific purpose, audience, and/or message. It should be developed to get the visitor to perform one action… purchase something, sign up, request info, download a PDF, contact you… one specific action.

The difference between a home page, or even an interior page and a landing page is on these pages, you are directing visitors to other pages in the website to get more information, and on a landing page, again, you are getting visitors to do that one specific action.

How to Get Traffic To A Landing Page

Most traffic is directed to landing pages through paid marketing efforts. Things like Google Ads and Facebook ads allow you to be very specific to the audience and who you would drive to see the main message on that landing page. It also works if you drive landing pages through traditional means like billboards, radio, tv, print, etc because you are serving a very specific message on both the ad and the landing page. The trick is NOT to drive all of this traffic to the home page, as that has a very open message instead of the message match between the ad copy and the page.

What Should You Have On A Landing Page?

Nicholas gave us six items to have on a landing page which answer certain questions :

  1. What Is It? What is the offer? What is the landing page about?
  2. Can It Help Me? Is it something that can make my life or business better or easier?
  3. Do I Like It? Is the visual design of the page good and trushworthy?
  4. Do Others Like It? Is there social proof that says other visitors and clients like it?
  5. Trust. Is there something on the landing page that says this site and/or product is trustworthy?
  6. How Do I Get It? What’s the call to action? How do I order, sign up, or purchase?

In regards to length of the page, there is not measurement. In fact, it’s good practice to NOT index the page so SEO rules don’t apply. Concentrate on conversion optimization, not SEO optimization. Also keep in mind, where your customers will be viewing the page. If it’s mobile, small images, less text and other mobile tricks should be implemented to work on phones and tablets. Responsive or mobile themes are necessary in today’s business climate!

What Are Mistakes Made on Landing Pages?

The number one mistake made on landing pages is not having a great offer. The site might be awesome, and the ad-spend might be well thought out, but the offer might not be well thought of. Some poorly designed pages do very well, while a well designed site might not convert because the offer is bad.

It’s also a mistake to have incorrect “micro-copy,” the text on your buttons, subheadings, etc that are action focused. If you can build the “value” into the button or other text it will convert better. Try completing the phrase “I want to…” with the button or link text. I want to contact you, I want to download the free e-book, I want to purchase your widget all work great.

A/B Testing

You’re probably never going to develop the perfect landing page on run #1. A/B testing only works if you have enough traffic, and you have a plan on what to test, how long, what are we testing for, etc.

Nicholas suggests testing “bigger things” like the offer instead of button color or text.

How Do I Build A Landing Page

Unbounce : drag and drop builder for

WordPress : Page Builder called Elementor, and other themes make it easy to build quickly and efficiently.

LeadPages : Landing page creator that also interfaces with WordPress and other platforms.

How Can I Contact Nicholas Scalice?

Have any questions or suggestions landing pages or any other technology affecting your business? Leave them below, or send them to me @BeBizzy on Twitter!

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