How to Manage a Project Manager Virtually – Business Scorecard Plus Weekly Meeting

I am often asked about how I manage my online businesses with the limited hours I have.  How do I have so many projects on the go ensuring each gets adequate attention?

The answer is by putting great people into project/business management positions and then managing them work continues and decisions are made even when I am not around.

This shorter post shows exactly how I manage one of the important positions in my business with 2 simple tools…

  1. A Weekly Meeting
  2. A Weekly Business Scorecard

There are 2 key roles in my services business, the Sales and Customer Manager and my Technology & Order Completion Manager. Both of these positions have a team who works for them and this post shows how I manage the Sales and Customer Manager.

services-business-simplified-org-chart

For the sales and customer manager position this is how I keep everything on track and under control.

weekly meeting plus scorecard

Online Business Scorecard:

This Google document tracks all the key metrics for the services business many of which the manager is responsible for.

With this document we track the key metrics we want to keep an eye on for the health of our services business.

Although everyone’s business would have different metrics to keep track of this is exactly  what I have found are the right metrics for me to keep an eye on.

Each week a new column is added with the metrics being recorded ending that week.

Other metrics I am considering including…

  • Team Status
    • Employee Churn
    • Size of team
    • # of new hires
    • Performance of team members

There would be plenty of ways to improve this document and we continusily are adding and removing rows as we sit fit.

If you are considering using something similar feel free to start with a copy of mine…

https://docs.google.com/spreadsheets/d/1vxOMGlvoeNgBfsRd7OM7Cdw0Au6CC_UiiqFKI_j47jM/edit?usp=sharing

Weekly Meeting:

A weekly meeting I believe is the most important thing I can do when it comes to managing a key position like a project manager.

The scorecard gives the weekly meeting the majority of the structure. The typical agenda looks like the following…

  1. Any major issues (5-10min)
  2. Review scorecard and identify action items for the week (45 min)
  3. Review action items (5 min)
  4. Special topic if necessary and long term direction

Having the meeting weekly ensures problems do not go long uncorrected and I am able to intervene if necessary.

We try and keep the meeting to under  1hr but as is often the case with meetings it often goes longer.

How Else Will I Use This Model (Weekly Meeting + Scorecard)

Using this simple management system I intend to add other critical positions to my team namely money site portfolio manager and will be able to share more details on this position and the tasks I have them doing.

Conclusion

This is maybe the shortest post I have ever shared and that is intentional! Managing a key  role within my online business is one of the most important things I do but it isn’t hard to do right.

weekly meeting plus scorecard

This model (weekly meeting + scorecard) allows my business to continue to grow even with the limitations I have with my time.

If you are have any key positions within your team you are looking to help manage I encourage you to try this plan (weekly meeting + business scorecard).

If you have any questions feel free to ask in the comments!

About the Author Jon Haver

I am a 31 year old husband, father of 2, engineer and a huge fan of developing systems to build useful and profitable websites. The reason I build online businesses is to provide financial independence for my family and yours. I am not a GURU but just a regular guy who is grinding out 12+hr days to build a life for my family on terms.
Jon Haver, Online Entrepreneur

Leave a Comment:

5 comments
Thomas says September 14, 2015

Your post is perfectly scheduled, Jon – right now i’m planning to install a project manager. 🙂 thanks a lot!

Reply
Konrad Braun says September 14, 2015

That is respectable time management. People tend to say they don’t have enough time but truth is: We all get 24 hours a day. What we choose to do with that time makes all the difference.

It’s good to see you are not trying to micro-manage your business yourself!

Reply
David Goecke says September 17, 2015

Having a scorecard is so clutch! Measuring your business in a numerical and consistent way is so important to achieving results. I would say that having an effective scorecard will help you create improvement actions and find areas to improve efficiency, reduce cost, improve revenue, etc.

Keep up the great work! This post is definitely very helpful 🙂

Reply
Dominic Wells says September 19, 2015

Great post, I needed to read this!

I recently listened to a podcast from James Schramko about having some overlap between team members/managers as well, so for every position there are two people who can do the work (even if there’s only ever one doing it, a backup is trained) so that if someone is sick/goes on holiday/quits, you don’t have to dive back into the business to keep things going.

Have you got anything like this in place?

Reply
Fred says September 25, 2015

Thanks Jon. Do the two managers do their own hiring (and firing)? Where do they source candidates? Do you give the managers a budget? Do you limit salary per hour? Do you or the managers use a monitoring platform like Upwork?

Sorry to pepper you with questions. I have a family, work a 9 to 5, and long commute, so this could really make a difference in my business.

Reply
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