Saturday, November 21, 2015

New Video: Performing the "Monthly Single" in Addition to the Monthly Maintenance

The last few SOP Videos (see have been about the Monthly Maintenance Checklist. This week we cover the Monthly Single.

What is a Monthly Single? Simply put, it's one single task that you perform across all your clients to make sure they are all guaranteed to have that thing done. For example, you might log into every firewall, backup the configuration to the server, apply all updates to the firewall, and back up the configuration again. Once you do that at every client, you can feel confident that there's one more thing you don't have to worry about.

You will need to create a specific procedure for each of these Monthly Singles, and then store them in a place so you can find them and repeat them in a year or so.

Some things (like testing backups) are critically important and need to be done every month. Others (like stress testing the UPS batteries) are important but only need to be done about once a year. The second group are good candidates for Monthly Singles.

Enjoy the video - and don't forget to subscribe to my YouTube Channel!

Feedback welcome.


Wednesday, November 18, 2015

Business Solutions Announces ISV IQ - free registration if you act soon

Got a note from my friend Jim over at Business Solutions.

They are announcing a new conference for Software Developers. ISV IQ will be held February 24th in Santa Ana, CA and October 6th in Philadelphia. Details and registration links are below.

From Jim . . .

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Hi Karl -

I'm thrilled to announce Business Solutions will host conferences exclusively for ISV/software developer executives in 2016.

ISV IQ Live! is radically different from other channel events:
  • ISV companies who attend the event will receive at no charge a Business Solutions marketing toolkit valued at $10,175. The toolkit will help ISVs reach both our channel audience and end user decision makers from our sister publications in the healthcare, field technologies, and retail verticals. Marketing activities include magazine and online exposure, email newsletter inclusions, a contact list of VARs or end users in markets you want to target, content syndication, and more.
  • All ISVs who attend will walk away with a $100 Visa gift card. We want to reward ISVs who share our belief in expanding their knowledge of the channel.
  • You'll learn how to distribute your software more widely through expert discussions about raising capital, partnering, and ISV marketing. ISV IQ Live! is not a hackathon and you won't be doing any coding at our conference. Instead, you'll spend a day learning from and networking with forward-thinking, growth-oriented software executives.
To redeem your complimentary registration, use the promo code EARLYBIRD
by December 7:
Santa Ana (February 24) -
Philadelphia (October 6) -

If you have questions about this new event, please email me or visit


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Friday, November 13, 2015

Monthly Maintenance Checklist - The Most Important Checklist in a Managed Service Business!

My latest SOP video for Managed Service Providers is out! The topic is The Monthly Maintenance Checklist.

In the last video ( I gave an intro to the MMC. In the new video I go into some detail about what's included and why.

View the latest video here:

Next week I'll go into detail on the "Monthly Single" mentioned here.

If you want more details and samples, you can search for the word "Monthly" at and you'll see the full SOP blog posts for the MMC and the Monthly Singles.

If you want a full ten-page description with samples of Monthly Maintenance Checklists for both Managed Service Clients and non-Managed Service Clients, you can find that over at here:

You might also want to pick up a FREE copy of the 68-point checklist at under the FREE section. There's a huge overlap between the 68-point checklist and the monthly maintenance because they both focus directly on the overall health of a client's (or prospect's) systems. So the things you'll check as a prospect's office will be the same things you check on once they're a paying client. Why? Because these are the most important things you need to focus on.

Sorry to overwhelm you with links, but there you are. Have fun!


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P.S., In you want a super-deep dive into checklists, check out the class being taught by my brother Manuel and me starting November 24th: The Most Important Checklists for Any I.T. Service Provider.


This course covers a long list checklists - with detailed examples and downloads.

Details as always at

Sunday, November 08, 2015

Who Wants Audio Books for Managed Services?

Who Wants Audio Books?

I get asked all the time about audio versions of my books.

So I am committing that this will be a major project of mine in the year ahead. The question is, which is first? And second? And third?

Please Help!

Here is a short survey to find out which of these projects I should tackle first, second, etc.

Name/email are optional. Please give your feedback so I know where to start.

Personally, I can't imagine reading the contracts book without a disclaimer that you shouldn't read it while operating heavy machinery, but if that's what you want, that's what we'll do.

The four-book set of SOPs will take some time. But once I start, I'll get them out as quickly as possible.

I have already set up a room specifically for this project. I just need to know where to start!

Thank you for your feedback and support!

- karlp

Wednesday, October 28, 2015

The Really Hard, Hard, Hard Truth About Running a Service Business

I go to a lot of conferences inside and outside the "managed services" community. I hear lots of great advice, some mediocre advice, and a small amount of bad advice. In the big picture, business advice is very much like personal therapy: You know what you need to do. Now you need to DO IT!

There are always new strategies, new techniques, and new ways of looking at the world. And sometimes we need to hear the same advice 1,000 times before we're ready to act. But we're rarely surprised at the advice we get.

- Raise your rates
- Sign contracts
- Have a great PSA
- Have a great RMM
- Sell quality products
- Deliver what you promise

So why do 80% of all businesses fail in the first five years? It's very simple: Business owners are not willing to work hard at the things that matter the most. Period.

Many of us work very hard all the time, thinking that will get the job done. It won't. Hard work only matters if you work hard at the right right things. And those things boil down to a very few:

1. Money

Someone in your company has to work really hard on the money. That means making sure that everything you do is profitable. It means knowing in some detail how much money you have in the bank, how much payroll costs you, how much you have in receivables, and what your cash flow looks like.

If you don't have this in order, STOP doing whatever you're doing. Stop spinning your wheels, probably losing money, until you've figured out whether you're making money.

I don't care if you hate money and never want to think about it. Your business WILL DIE if someone doesn't make money the highest priority. There's an old saying that you're losing money on every sale and you'll make it up in volume. Well, that's the road to "broke."

If you are not going to totally master the flow of money into and out of your business, you need to hire someone who will. And you better trust that person, because if you refuse to pay attention to money, you'll never know if they're doing it right.

2. Service Board

First, let me piss off a few people. If you do not have a real Service Board (ticketing system) in the 21st century, you are an amateur. Service boards and PSAs (professional services automation) tools are everywhere and very reasonably priced. You don't have to manage your contracts in it, do your billing through it, or use it to manage inventory. Those are nice but not required. You DO HAVE TO manage service tickets through a good, modern service board.

Why? Quite simply, service delivery is the single most important thing you do in your business. It is your business. I want to say that the Money piece above is the single most important piece, but without service delivery, there is no money. At the end of the day, you make money by trading labor (services) for money (whether hourly or flat fee/recurring). If you don't have a service board, the best you can do is get by.

With a service board, you can track 100% of your time. Everyone throws out numbers about how much they bill and and how billable their technicians are. But if you don't track that in your service board, you're just guessing. And the "optimism bias" (Google that term) guarantees that you will have an incorrect assessment of how you're doing.

Someone in your company needs to absolutely master the management of the service board. How many hours of labor flow into your company as service requests? How many hours are worked as effective billable labor? How do these numbers change over time? How many High Priority tickets are in your system? How many Low Priority tickets? How do you manage these to make sure everything gets the right amount of attention?

Again, if you don't have the discipline and detail-oriented nature to manage all that, then you need to find someone who does. Make that person your service manager and let that person run the company - or at least the service department.

I know you can do some of this with Excel spreadsheets and a good memory. But that's truly amateur stuff. If your "service board" consists of scribbled notes and remembering everything you're supposed to do, you aren't even an amateur. You're a hobbyist.

The difference between having and not having a service board is the same as the difference between a brand new smart phone and a 1970's telephone tethered to the wall. Honestly.

Without a good service board, you cannot run the reports to determine whether an employee is even paying for himself. You don't know whether any specific client or job is profitable. You think you know, but you don't know. You can't analyze your business in any meaningful way!

3. Sales

I hear the same crap all the time: We're 100% word of mouth. Okay. Great. There is a natural limit to the size of any business that grows 100% by word of mouth - Because "word of mouth" really means someone else's mouth. Your mouth is the only mouth that matters. YOU have to be out there making appointments, making proposals, and closing business.

If you're not selling your business, you have to know that no one else is either.

You might be very happy with slow growth. I am. In my last managed service business, I grew the business to $950,000 through slow growth. It was manageable and profitable. I never signed up 10 new clients in a month. But that was my choice.

But even with slow growth, I had to SELL. I had to make appointments. I had to do network assessments. I had to make proposals. I had to follow through.

If you just wait for the phone to ring, it probably won't. You have to make the phone ring. That doesn't mean outbound sales calls, necessarily. You can run Robin Robins campaigns and get people to call you. But you have do something. And you have to work at it.

Like everything else, if you're not willing to make sales, you need someone in your company who will.

Hard Work Only Matters if You Work Hard at The Right Things!

We can fill our days with low-priority tasks that will keep us busy for the rest of our lives. We can focus like crazy on the tech support we love. We can work hard at all the details of fine customer service.

But the hard truth is that you have to put maximum focus on just a few things. Get the money right. Get the service board right. Get the sales done. If you take care of these things, everything else will follow. If you fail (or ignore) these things, your business will flounder.

You might get away with being mediocre at these things for a long time. But you will never have a massively successful service business until you, or someone you trust, pays attention to money, service, and sales.

Here's a quick test.

1. Are you . . . Loaning money to your business each year?
2. Are you . . . Giving yourself a regular paycheck every month?
3. Are you . . . Somewhere in the middle?

If you answered #1 you are losing money every year. Get out. Go do something profitable. Or focus on the the important things even if you hate them. If you answered #3, you are probably losing money some months. At a minimum, you are not making as much as you should be. Again, focus on the hard work. Put money management, service delivery, and sales above everything else.

Busy and productive are not the same thing.

The hard, hard, hard truth is that most people know what they should be doing to be successful, but they don't have the discipline to do it. Just because you don't like something doesn't mean you can ignore it.

/set tough love = off/


Saturday, October 10, 2015

What's in a Name? If It's Your Company, the Answer Matters!

Whether you're a brand new company or well established, the name of your company matters. Thankfully, I think new business owners are less likely to give their companies "cute" names than they were 20 years ago.

Here's my latest SOP video on Naming Your Company:

As always, I welcome your feedback there or here. You can subscribe to my channel at

I always use the name "Cousin Larry's Pretty Good Tech Support" when I need an example of a poorly run IT shop. So please don't steal that name!


Tuesday, October 06, 2015

Join me at ChannelPro SMB Forum in New York/New Jersey

Mark your calendars and join me at the 2015 Channel Therapy Tour by ChannelPro SMB.

One-Day Live Event in New Jersey November 3rd

Pre-Register TODAY!

As their marketing says, "We have the cure for what ails you!"

I've been to a number of the ChannelPro SMB Forum events over the last few years. They are always informative, and I get to meet a lot of great people. The panels are very action-oriented and focused on changes you can make to improve your business right away.

I will be talking about the central role of the Service Manager in building a successful business.

Join me in New Jersey!!

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From the ChannelPro invitation:

Give us one day and we'll send you home with the actionable sales, marketing, product, and operations advice you need to put your business on the path to a healthier bottom line.

The ChannelPro SMB Forum is a full-day, live event featuring presentations from industry experts and some of the top SMB VARs, Managed Service Providers, and IT consultants in the country.

Using an interactive format, presenters and panelists will share their insights on the hottest technology solutions in the SMB marketplace today. Each session opens with targeted educational presentations followed by an interactive Q&A discussion, or forum, that is led by a moderator to ensure a lively exchange.

ChannelPro SMB Forum sessions include:
Pricing and Bundling Your Services
Improving Sales and Marketing Tactics
Processes to Streamline Your Business
Today's Hottest Trends in Hardware
And More!

Attendees also receive numerous session-related resources, including white papers, analysis tools, and worksheets that add value to their experience. We will have dedicated time to visit with the channel's leading vendors and explore their solutions for your customers in the small business space.

GEAR AND CASH GIVEAWAYS: Lots of chances to win big with gear and cash giveaways throughout the day!

PLUS: There will be a technology area where you can have a hands-on experience with today's latest form factor gear, including tablets, ultrabooks, all-in-ones, and a variety of mobile solutions.

Register TODAY!


Friday, October 02, 2015

The Basic Service Call: What's Your Brand?

How do you perform service call?

Seems straight forward. But I hope you don't "just show up" at a client's office. That doesn't help building your branding. You should have a standard approach to a visit in order to maintain quality and give the client a consistent, reliable experience.

Here's my latest SOP video for Managed Service Providers:

SOP: Service Call Process

How do you prepare before you leave the office?

What are your guides for onsite etiquette?

You can watch all the SOP videos on my channel at Please subscribe to the channel and you won't miss any!


Saturday, September 26, 2015

SOP Video: Employee Evaluations

There are two major kinds of mistakes people make with employee evaluations:

1. Not doing them at all

2. Tying evaluations to raises

3. Not giving frequent feedback

I'm a big fan of setting quarterly goals and then talking about them all the time. If your "evaluation process" is addressed once (or even four times) per year, people will never focus on these goals. They need to be reminded all the time.

This is not a test! Don't make it feel like high school grading. The big picture here is that you need your entire team working on the same "big picture" goals. That's how you build culture and improve performance.

Set quarterly goals and give constant feedback for maximum improvement. Building your brand - and help your employees move up to the next level.

This video is at

See my entire YouTube Channel at

From there you can view my entire SOP playlist!


Friday, September 18, 2015

More SOP Videos: Sales, Warranties, Habits, and (Not) Answering the Phone

The astute observer will note that I've started posting weekly videos on Standard Operating Procedures for Managed Service Providers. I've got about ten up so far and I'm posting one a week.

You can always see the latest video on my You Tube channel at I recommend you subscribe to that so YouTube will let you know when a new one is posted. There's also a "Playlist" of all the SOP videos, so you can dive in and see them all.

Here are the postings from the last month:

SOP: Don't Answer the Phone!

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SOP: New Equipment and Warranties

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SOP: Habits on Habits

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SOP: The Slow Sales Process

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Enjoy the videos! Leave comments here or there. And remember the most important rule:

You Don't Have to Do It My Way

You should do things YOUR way. That means you have to have a "your" way to do things. You have to act with intention to create the company you want to own and run and sell to your clients.

Nothing Happens By Itself!

If you want a well structured, profitable company, you need to make that happen. I'm just throwing out ideas here.