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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

I am a 33 year old husband, father of 3, 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 AND so I can spend time outside skiing and biking with my family.
Jon Gillham, Online Entrepreneur

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