Zoom Meeting with Pro Engineering – July 9, 2024

Josh Ramsey

Hey Josh hey how are you doing well doing well then how are you doing pretty good good trying it yeah yeah always you know yep yep I was here how’s your trip um it was good just you know the 15 year wedding anniversary getaway which was nice so you know we had a good time even though Vegas double charged me my hotel double charged me so I’m like what the crap dude it was ridiculous so I’m trying to deal with that mess so oh man oh man well congrats on the 15 year that’s that’s cool that’s cool that’s man so all right hey so I I had a call with Ryan it went really well shared kind of some direction

Josh Ramsey

Some details. I like Ryan a lot. I think you’ve got a good guy. think you’ve got a good employee there.

Josh Ramsey

Think, you know, his heart and his head is in a good place. My encouragement to him, just between you and I, my encouragement to him was to set better KPIs to report to you so that you have a better feel for what’s happening, when it’s happening, and when to expect sales and closes.

Josh Ramsey

Because on his side, I understand where he’s at, which is clients will come to him and say, hey, I’ve got this project.

Josh Ramsey

I’m thinking about this and this and this. And, you know, he doesn’t know and they don’t know when it’s going to close.

Josh Ramsey

Like, when are they going to move forward? When are they going to pull the trigger? know, and what does that pipeline look like?

Josh Ramsey

So I will probably end up working with him a little bit more on trying to figure out what that could look like and how we can set that up to give you a better reporting.

Josh Ramsey

That was just kind of one of my first notes that I wanted to share.

Ramin Parsi

Any thoughts or questions or feedback on that? No, that’s perfect, Josh. Yeah, because that was one of the things.

Ramin Parsi

I actually have asked both Ryan and Trish to give me like, you know, updates because we have our weekly meetings on Wednesdays.

Ramin Parsi

So I know up till this point they’ve been really, they’ve had their hands fully tied with too many, too many other tasks like to sidetrack them, but I wanted them to give me an update on, you know, how many calls they’ve made, how many quotes they’ve closed, how many, you know, how many new clients they’ve outreach to.

Ramin Parsi

I’ve had a lot, I’ve asked them to provide me with those metrics, to this point I haven’t seen it because, and I think it’s because of maybe they’ve been over tasks.

Ramin Parsi

So now that I got, I got a support for them, like we’d like, you recommend it last time, they have a support for

Ramin Parsi

Person now that now it’s gonna it should open up a lot of their time and now I definitely do expect them to provide me with those metrics and I I’ve given them a couple of metrics that I wanted but but if you have some if you have a good idea of what kind of metrics I should be looking for but mainly mine where like yeah how many new clients have you outreach to and then how many quotes have you been able to close and you know so so yeah I think you know they need to kind of do that in the CRM and we can talk about that but I think they need to do that in the CRM they need to they need to have that set up to where in there they have a personal at some level a personal pipeline in the CRM that says you know this is this is what this is you know I mean like this is where I’m at this is what I have

Josh Ramsey

Have kind of a sales pipeline. So I’m going to pull something up real quick. Let me see if I can pull this up.

Josh Ramsey

And if it has anything similar to that, and then we can take a look at it, I was going to close that, let me close this.

Josh Ramsey

While I’m pulling this, the other thing I just wanted to kind of chat with you about is budgeting. And I don’t know what we want to talk about with the budgeting, specifically, other than if you have something already set or not with the budgeting.

Josh Ramsey

But I want to try to figure out how to separate kind of the same thing that we’re talking about with Ryan and Trish.

Josh Ramsey

It’s like, what are you working on? But at the same time, it’s like, how do we where the heck is this thing?

Josh Ramsey

Very nice. There you go, figuring out kind of how the budget can work to support them and how to separate that out so that way we can kind of monitor and maintain and track a little bit better.

Josh Ramsey

So I think really that’s kind of the next place that we need to go with things is being able to nail down, being able to nail down and say, okay, you know, this is where leads are coming from.

Josh Ramsey

And then knowing not only where leads come from and the tracking, but then being able to associate the budget with spend with lead generation.

Josh Ramsey

So basically budget with what we need and then sale. So I need to kind of think through how to do that and look at that a little bit.

Josh Ramsey

But closer, but, you know, what you have here is open, won, and lost, and it gives you that information.

Josh Ramsey

So it looks like they’re feeding good information into it. But, you know, some of this, we just may need to hold them a little bit more accountable on some of these tasks, right?

Josh Ramsey

Pending, overdue, because some of these, it looks like he has not updated. It doesn’t mean he hasn’t done it.

Josh Ramsey

It’s just not there. But then what we’re looking at here is the avatar tracker, total values. We have two leads.

Josh Ramsey

It’s open. have two, one. It’s 100% win rate. So one loss at a bandit. This is not updated. So this area needs to be updated and identified as something better.

Josh Ramsey

It looks like also our GA is not connected. And I’m making notes as well, so little segments of this can be pulled out, so that Google Analytics is not pulled and not showing up, but the Google Business Profile is, so this is good, no conversations, kind of websites, it’s 11, and then Social Ads, here’s your Google Ads, so this is good, 28 clicks, but then making sure that we’re tracking, so if we’re tracking, I’m making another note, tracking leads and end results, whether end results, whether that is one loss, the band, or wherever it went, I think we should be able to maybe even redo this dashboard to where we should be able to have, and I’m going to test this as well, new dashboard for each sales person, so I think we should be able, when Jimmy watches it.

Josh Ramsey

This later, Jimmy, we should be able to go in here and set up dashboards for each person. So we should be able to clone it and then manage permissions and then remain what you would be able to do is go in and see the overall dashboard and whatever data that you want to see within it.

Josh Ramsey

So what this shows you here, though, is your sales pipeline, forms, e-leads. So when we see this, you can see the form and the stage distribution.

Josh Ramsey

So we can modify some of this. And I feel like if you maybe dive into this or we can do this on another call with the team, I don’t know the best way to do it, I’ll talk on my head.

Josh Ramsey

But if we can get the dashboard set for you to come in and see something like this, 152, we don’t have the source.

Josh Ramsey

So right here Bay Area Contact Form, zero dollars, you’re one open, but we shouldn’t have zero dollars. And I think if we can see this, it’s going to give

Josh Ramsey

You and I, a lot of good information to be able to make those decisions on, so I’m going to test that as well of lead source report update or name issues.

Josh Ramsey

So, you know, when the team goes in and they watch this report in this video, they’ll be able to do these tasks and then be able to report back to you and I on what needs to get done.

Josh Ramsey

So, get a quote form, you know, there’s two 1200, but we’re not showing anything one or lost. Now, it’s just in this timeframe, right?

Josh Ramsey

So, it’s just whatever it is 30 days here. looks like it’s all it’s pulling, but we should be able to see if they’re updating this.

Josh Ramsey

Well, they’re getting. Now, I should be able to see, and this is something for you to know, but we can go in here.

Josh Ramsey

I’m recording this call only for my team. So we want to share this with Ryan or Trish unless we clip some of it, but.

Josh Ramsey

In here. I’m trying to find where it’s at. Here we go. I’m going show in you this so that you can see this as well because this is going to give you when you’re trying to figure out are people doing things?

Josh Ramsey

How are they doing and so forth? In here we’re able to see here’s Trish information. I got to find it.

Josh Ramsey

Give me a second here to find it. Jimmy’s a little bit faster. Okay, so we have my staff over here on the left, billing, calendars, phone numbers, and there is a way to see my audit logs to see what people do when they log in and what they’re doing when they are logged in.

Josh Ramsey

So Trish got a notification or send a notification today. So here’s Trish. Trish looks like this. It was probably automatic or an email went out.

Josh Ramsey

Now we need to double check this. So I’m going to have Jimmy check audit logs and tell me, I’m making a note as I’m talking.

Josh Ramsey

Tell Josh if correct. So Jimmy, when you see this and you watch this part, what I want to know is am I looking at this correct on the audit logs of in the last 60 days?

Josh Ramsey

Is it just Trish that logged in so I can’t be right? I know Ryan’s been in there. just don’t know when or how to check that action.

Josh Ramsey

All select users. Where’s Ryan in here? Why don’t I see Ryan?

Ramin Parsi

Does Ryan have a different name in here?

Josh Ramsey

No, he should be in there. Okay, so last 60 days. So he was in here. See this on June 9, 133, So he’s been in here.

Josh Ramsey

So this is good. everyone’s logging in, you know, and doing opportunities, contacts, updating information. So that’s where you can kind of check that.

Ramin Parsi

Yeah, that’s actually good. That’s good to know.

Josh Ramsey

Didn’t know about that. Yeah. So that’s in settings and then audit logs so you can, you can see that information.

Josh Ramsey

But then, you know, my thought is that, you know, this is where you would change my staff. So again, you can always call myself a Jimmy if you need to, but this is where you can get rid of staff.

Josh Ramsey

So if you add somebody or get rid of somebody, if you see names like strategic marketing or something like that.

Josh Ramsey

That’s my team that gets in there and do stuff. Here’s Jimmy’s in there. Do you know who this person is?

Josh Ramsey

Maybe one of our guys.

Ramin Parsi

Yeah, Josh. No, that’s. Josh, my friend. I don’t think he needs access at one point. He helps me with the business and everything, just because he likes to help.

Ramin Parsi

But I don’t think he’s accessing the site, so I can remove him from here.

Josh Ramsey

You can remove him or do whatever. There’s your trash. Here you can just change the management, so if you want to change something and limit their role or their permissions, that’s where you can do it right here.

Josh Ramsey

If you don’t want him to see something, you can change it to just user instead of admin or whatever you want to do.

Josh Ramsey

It’s really easy to change. If you’re going to add somebody, we don’t mind doing it, but you can also do it in this area.

Josh Ramsey

Just add the employee and you can get in there and change whenever you want to change. whenever. So back to this, when we look at opportunities, I think, you know, I know this call is mainly about budget, but it’s hard to set budget until we really know what we’re getting from where.

Josh Ramsey

So yeah, so I feel like, you know, the team needs to be, so Tammy, this part is for you to make sure that we have this listed for our next call, but I think we need to probably have pipelines for each person or have the conversation, Tammy, probably have Jimmy join the call on Monday when we do it, but I know that there’s a way in here to be able to see who’s doing what and be able to see advanced filters, I think it is, and owner, and we’re just going to look at Ryan and apply.

Josh Ramsey

And then when we see Ryan, when we close that out, now we can see what Ryan. So here’s his proposal sent.

Josh Ramsey

Here’s here sales qualifying, working on proposals or zero, negotiations zero, he won this many in whatever period of time that he got it.

Josh Ramsey

So he’s won 14,725 in whatever period of time. I’d have to go back in here and figure out the period of time that we’re running, those advanced filters.

Josh Ramsey

I think time, we’ll have Jimmy look at that later, but if we know that, you know, this 14,000, if we know the source of each, and I think, Jimmy, I think that there’s a way that you can pull this for lead to know from the

Josh Ramsey

He has tags in here somewhere, these are opportunity details, filling contact name, opportunity 600, backyard butterfly. So somewhere in here, there should be right here, opportunity source, there’s no source listed.

Josh Ramsey

Brian doesn’t have a source listed on this one guy. Now, we can go through each one and nitpick and see opportunity source.

Josh Ramsey

There’s no source. So that’s where we can kind of hold the set We team accountable, but then that should take us back to the dashboard and us to be able to see what’s happening in the dashboard this last 30, 15 days.

Ramin Parsi

That’s probably the one missing, the main missing element is the source.

Josh Ramsey

If they can fill that out. That’s what it looks like right now. So you might mention that to them, you know, today, tomorrow.

Josh Ramsey

Yeah. And say, hey, know, Josh and I took a quick look and for us to set up the budget, we, you know, we need to know what the source is because, you know, I mean, you won 57.

Josh Ramsey

Well, if we know where those 57 came from, then, I mean, let me just paint a couple scenarios for you.

Josh Ramsey

So, 57 came and they were all cold calls or, you know, repeat referral from what Trish and Ryan have done.

Josh Ramsey

Okay, great. All that means is our current marketing efforts and ads are not working. That’s what that means, right?

Josh Ramsey

So, what that means is I need to go back and fix the ads and figure out why. So, here’s the 24th through the 29th, so eight, nine, there’s only three clicks, five, six.

Josh Ramsey

So I need to go back in and look at ads and figure out, like, okay, average cost per click, $23, which is going to probably be about accurate.

Josh Ramsey

Zero leads, you know, in the last, whatever, we’ll look at, I don’t know, it’s just like this year and it’s going to pop up, it’s easy to look at.

Josh Ramsey

So. average like 1874, that’s pretty good, that’s lower than the other, 3.90 per conversion. It doesn’t say leads or sales, but it looks like, again, Jimmy, I’m going to tag this to you and Ricky, Jimmy, Jimmy, Ricky, what I see here is zero leads and zero sales.

Josh Ramsey

So if the two of you can get together and figure out why there’s zero leads and zero sales, that would be very beneficial to us.

Josh Ramsey

We’ll see why there’s nothing in there and an average revenue, it’s not giving us that either. So there’s a disconnect, Jimmy and Ricky with Ryan and Trish on why it’s not going through and the new training needs to be done, so we can see that, then that would be great.

Josh Ramsey

But to this point, we spent $2,300 in our cost per conversion is 390. That’s, you know, where we can start setting the budget where I know, hey, we’re not getting anything from ads or we’re getting a lot from ads.

Josh Ramsey

What is that going to look like? you know, whoa, whoa. That make sense? For me?

Ramin Parsi

Yeah, that makes a lot of sense. Josh, yeah, yeah. If it’s not showing anything, then we can’t really make a good decision.

Josh Ramsey

Yeah, because then, you know, and then we can get into the next level. So I’m gonna tag this for Tammy.

Josh Ramsey

So Tammy, make a note of this. But, you know, the next level, remain would be that we sit down and we start looking at what I call the fireproof campaign.

Josh Ramsey

And a fireproof campaign would be, I’ve either mentioned it to Ryan or maybe you were on the call, but a fireproof campaign would be things like, we start sending good, dumb, funny, engaging stuff to prospects.

Josh Ramsey

And maybe they have a lead that’s about to pop. We send them, you know, one of those little firework things, you know, and it’s like, you know, hey, how, you know, again, we have to figure out the personality of the company to match, but.

Josh Ramsey

You know, we send them, you know, those firework things that you pull the string and the the paper blows out of everywhere.

Ramin Parsi

Oh, yeah.

Josh Ramsey

Yeah. I mean, we send them a box to that. It costs us a couple bucks. You know, and be like, Hey, look, you know, again, let’s have a party.

Josh Ramsey

You know, as soon as the field closes for you, we’d love to help you get it done. How can we help?

Josh Ramsey

Having a message staying in front of them and giving them something kind of dumb or funny or serious to engage with.

Josh Ramsey

You know, ad build models make a lot of sense. Cakes sending in a giant cake to their office and having our logo on it and, you know, something like our phone number on it, you know, or domain or whatever, you know, or a funny statement.

Josh Ramsey

Mean, it kind of becomes how much do we want to engage him? But if we send him something dumb, they’re just going to throw it away and not care.

Josh Ramsey

But if we send him something that’s kind of like, you know, goofy, funny, engaging that they want to talk about, that’s different.

Josh Ramsey

That’s what we’re looking for, you know. So that’s where we can now get to on the fireproof program to figure out where we’re best leveraged in getting our next step, our next engagement, you know, and so forth.

Josh Ramsey

Got you.

Ramin Parsi

Yeah.

Josh Ramsey

So that’s, that’s really what I have. I don’t know what else you might want to talk about or if I missed anything else.

Ramin Parsi

No, I think, I think that’s perfect. And I, I agree with you. think that’s the first step is like making sure our team is putting in the lead source or the opportunity source on every single opportunity.

Ramin Parsi

And then also, if Jimmy can figure out why the ad words is showing zero, because that, I mean, I’m sure it’s made some revenue, but maybe not.

Ramin Parsi

But, but if yes, if it’s not tracking properly or whatnot, then that’ll also help us to determine how to spend.

Ramin Parsi

Spend more budget.

Josh Ramsey

Yeah, I mean, 100% on that. So Jimmy, when you hear this part, you know, 100% that’s the case, because we need to know if we close something and we it cost us $2300 then remain you and I can sit down and say, oh, okay, it cost us, you know, $2300 and then remain in Josh can say, is this good, is this bad?

Josh Ramsey

Okay, we’d love to drive it down. Always, we want to drive it down and spend less. But at least we have a starting point where we remain you and I are able to say, you know, hey, this is this is where it’s at.

Josh Ramsey

And, you know, let’s, you know, let’s spend more or let’s spend more, but make it a little bit more efficient and effective, right?

Ramin Parsi

So, yeah, so what else were you going to say? And then the other the other thing I still want your help on is a

Ramin Parsi

Is helping us to do the multi-pronged attack on new clients, so as soon as Ryan would finish a cold call with a new client, having a way that they can quickly send three things at once, like send a text message, email, then a video introducing themselves to the client, maybe helping us strategize that.

Ramin Parsi

I think that’s something we’re missing. Like the way you do, as soon as you get a new client, it’s like you’re attacking from every single position.

Josh Ramsey

We want to have something similar to that. Yeah, okay. So, Tammy, on that, I need to sit down, pull out some time, and brainstorm on how to approach that.

Josh Ramsey

And then come up with some some ideas on that and basically Tammy what we would call it as the funnel So I mean what what I kind of look for is the funnel system of trying to drive people through a process in a in a system So I have your I’m gonna go back and look for it real quick.

Josh Ramsey

I think I saved it and I Blagged it from you Here it is. Yeah sales flow funnel So Let me look at that and then come up with some stuff and then Tammy if you’ll add to our Monday call I want to talk briefly about the sales process of like when they come in What the touch points look like in what whatever one things might work and then I’ll try to build that program out Rameen I’ll build that program out We’ll start to kind of create that funnel system of how it works step by step and what that process and engagement looks like in the follow up Perfect perfect.

Ramin Parsi

Okay.

Josh Ramsey

Okay.

Ramin Parsi

Who that’s it.

Josh Ramsey

Anything

Ramin Parsi

Else right now? No, nothing right now. Um, Yeah, once we have data, we’ll, uh, we’ll revisit and then we’ll figure out where to spend our budget.

Josh Ramsey

Yep. Yep. mean, let’s, let’s nail it down. I think this has been a fruitful call just in the sense of we, we’ve knocked out what we need to know.

Josh Ramsey

Now we can have the team go, you know, pull it together, figure it out and then, uh, come back to us and, and then I can, you know, I can make, uh, educated decisions.

Ramin Parsi

Yep. Sounds good.

Josh Ramsey

Sounds good, Josh. Awesome, man. We’ll have a great day and, uh, we’ll talk to you later this week or Monday for sure.

Ramin Parsi

Sounds good.

Josh Ramsey

Sounds good, Josh. Yeah. Welcome back to again.

Ramin Parsi

All right.

Josh Ramsey

Thanks. We’ll see you later. Okay. Bye. Bye.