Zapproved Blog

It has been a little over six months since our beta launched in August. It’s hard to believe that it has only been that long! Having a half year under our belts has given us plenty of data about how people are using our app so we thought we’d share what we’ve learned.

Our users tell us that the power of Zapproved is its simplicity and ability for instant adoption. Based on the feedback we’ve received, the five leading ways Zapproved is helping users stand out at work are as follows:

1. Executive Productivity – Busy executives and senior managers are requiring that their teams request actions through Zapproved. Being able to manage the dozens of in-bound requests in one place makes execs — and the teams they serve — more effective.  Check out CEO Nitin Rai’s story to see how it helps him.

2. Team Collaboration – The app offers a simple way for a group to hold a conversation online, which cuts down on back-and-forth emails. The added focus of working toward the conclusion of an agreement provides a useful structure that keeps momentum in the process. Read how the team at IonLife is applying Zapproved.

3. Client Management – For service providers and consultants, staying aligned with clients is mission critical. The overhead of getting out of synch is huge and can disrupt  cashflow, so managing expectations is important. Zapproved is a tool for building a simple accountability model to track client authorizations. See how Jayne Sanders is using it at her interior design business.

4. Routine Tasks – In this category are the multitude of repetitive approvals that need to be gathered and tracked in organizations everywhere. Tasks like purchase requests, expense reports, travel requests and vacation requests fall into this category. Zapproved is streamlining this process by offering an easy solution that anyone can use that also provides a clear audit trail. Public agency Citrus Connection is an example of using Zapproved this way.

5. Board and Committee Approvals – For the formalities of board and committee approvals that take place when the group is not convened, Zapproved provides a clearer, faster way than email to transact business. The interface provides a clear way for members to record their vote as well as the exact time it was submitted.

If you are using Zapproved, do you fit into one of these categories or do you have another that you’d like to add? Also, for those checking out Zapproved, this may give you some ideas on ways to make your team more productive.

Thanks to all of our users who have been kind enough to speak with us and share their experiences. It is valuable to get real-world feedback so we can constantly improve Zapproved.

Please share your experiences with us by sending an email to myidea@zapproved.com. We are eager to hear from you!

We are re-posting here, with permission of GTDTimes, the second part of a series that Monica is authoring on more effective decision-making at work. Enjoy this article and look for the following sections coming soon!

 
Getting Decisions Made Part 2: The Meaning of ‘Yes’

Editor’s Note:  Monica Enand, the author of this series, developed a passion for improving personal productivity through improved decision management after countless experiences where the stress and inefficiency of organizational decisions frustrated her.  She has worked for more than 16 years in large corporations such as Intel and IBM as well as multiple start-ups. As a writer and speaker, Monica has focused specifically on educating people about how to get better results in their own decision making processes. Currently, she is the CEO of Zapproved, an online decision management system she created to help today’s worker overcome this challenge.

In Part 1 of this series on Getting Decisions Made, we focused on creating the proposal that will be sent to others. As in most things, proper preparation is crucial to success.  Once you’ve thought through what to ask, honed your words and pulled together the right information, it’s time to share it with others.

Now the key question is focusing on the meaning of what agreement means. If someone says “yes” what exactly will the action be? This post will explore the need for clarity about results and responsibilities so that once consensus is achieved, everyone is on the same page and can execute efficiently.

The most common mistake in getting decisions made is not properly thinking through what outcome is desired by the requester.  Sure, people ask for things, but they do it without using empathy for the others involved.  Too often, the result is a muddled request that isn’t actionable, or at least, not as actionable as it should be to ensure the team’s success.

After you’ve followed the START process outlined previously, you should have the scope of the proposal tightly defined and the data gathered.  Now let’s make sure it is formatted in a way that will respect the opinions and time of your team.

Don’t Bury the Lead

When putting a proposal together, I suggest a technique used in journalism called the “inverse pyramid.”  The idea is that the information is organized with the most important content first and then the rest appears in descending order of importance.

Now this isn’t always practical, but the idea of putting the “ask” right up front is critical for driving action.  If you want the recipient to act quickly, then you need to deliver the key information up front. How can someone respond in two minutes if it takes them that long to even know what you want?

A strong, actionable lead sentence can make all the difference. You will get action when you write an opening like this:

The purpose of this message is to request your approval by this Friday to proceed on the proposed marketing initiative to grow our customer base in Asia. The plan for this year will cost $2.2M and is projected to grow our market share from 4% to more than 15% in that region resulting in sales exceeding $25M.

In this short sample, some key ideas stand out.  The recipient knows immediately what is being asked and what the agreement under consideration is.  It’s right there in the first 25 words.  The next sentence adds another layer of information about the expected results backed up with data.  This signals immediately that what follows has been well thought out and helps others trust the information.

Not every decision is this big or expansive, but whether it is launching a multi-million dollar marketing campaign or buying a laser printer for the office, the clarity of communication and organization of information plays a key role in success.  It takes a little practice but the results quickly make it a habit.

Ask for Decisions, Not Opinions

In the sample paragraph above, there was a subtle yet important point that we’ll turn to.  The first line said “request your approval.”  From that simple phrase it is clear what is being sought, as well as the fact that the request is an “approve/deny” choice.

Working within groups gets messy when key decisions are made and they are open-ended.  Occasionally, the group comes together and into a coherent and clear decision.  Oftentimes, though, a long back-and-forth of emails ensues that does little more than fill up inboxes.

Use clear, focused language and build the proposal in a way that let’s people respond quickly.  Avoid phrases like “What do you think?” or “Give me your feedback.”  They lack clarity of purpose and invite others to take the conversation in different directions.  After some time, people fatigue from the exchange which usually results in getting nothing done.

Even if someone denies the proposal, the format of the question will compel them to explain their reasoning.  This is invaluable because otherwise their objections may remain masked which will cause friction and interfere with progress.  Getting a “no” isn’t always a bad thing, plus it gives you something to react to rather than allowing dissenters to hide behind passive techniques like stalling.

By focusing some thought in presenting the proposal, you can stand out within your team by actually making them more efficient and effective. In my experience, those colleagues always stand out by being able to accomplish more with less friction.

You’ve got all the information and it is presented in a clear, actionable format. Part 3 will focus techniques for choosing who to include and not include in a decision so that you get more done as a team.

We are re-posting here, with permission of GTDTimes, the first part of a series that Monica is authoring on more effective decision-making at work. Enjoy this article and look for the following sections coming soon!

How to Get Decisions Made: a primer for workplace success part 1

Editor’s Note: This article and several to follow are written by Monica Enand, the CEO of Zapproved – a company that helps you to make the meetings you have generate consensus and sensible next actions instead of wasted time, noise and chaos. Monica has smart, sensible advice on ways to be more successful in the workplace. In today’s turbulent economy everyone needs to do better just to stay employed. GTDtimes is happy to present Monica’s tips for improving your personal effectiveness no matter how experienced you happen to be or at what level your position.

Part 1: Scoping a Decision Requires a Good “START”

It’s no secret that in this economy when layoffs are rampant and unemployment is rising that people are looking for ways to stand out and be more effective at work. One of the most important skills that I have found during my career is the ability to get decisions made within an organization. Driving decision-making is an art form, but mastering it can make you a hero among your colleagues and management.

The challenge for any worker is to avoid wasted effort in building consensus. This can be from decisions that aren’t really agreed to, those that aren’t communicated well, and the countless hours spent in meetings that don’t get you what you are looking for. This is the first part of a series in the fine art of getting decisions made in a work group.

The most important thing for getting your group aligned is scoping the decision. This is about thoughtfully scoping your proposal so you can get action from a group. If you ask for too many things, then you will always have one item or another which someone will object to. That’s typically the case when the group starts focusing on one aspect under consideration despite agreeing on almost everything else.

I created a quick system to keep in mind when I was preparing to send out a proposal for consideration which I call “START.” As in most endeavors, preparation is the key to success. It’s a simple, straightforward analysis that will get the process moving in the right direction from the beginning:

Singularity – Most decisions fail before they start because the proposer bites off too much. Try to isolate each independent proposal and deal with just that, otherwise clear agreement will elude you. If you realize that you have bundled several decisions into one, then isolate them and bring them forward individually.

Timing – Analyze the timeliness of the decision and whether it needs to be made now or later. Putting forward an idea whose time has not come will invite those considering it to not have a sense of urgency and the wheels will begin to spin. The result will be frustrating for everyone involved. Be objective and measure the costs of timing. Will options close if we don’t act now? Will postponement cause irreversible or expensive outcomes?

Attachments — Be sure to include critical information about budget, schedule, resources and any other key data that the group will need in order to be educated enough to move forward. But don’t do it in the proposal. This is a balancing act because all the pertinent information that someone needs to know has to be there or they won’t be able to act. Offer the information, but don’t require everyone to read it. You want them to focus on the task at hand and burying it under a pile of data will only be a distraction.

Results – Analyze and share what the possible outcomes of the choices under consideration may be. Explain the upsides and downsides. This adds value for the team and demonstrates that sufficient thinking has been given as part of the process.

Tighten – After you’ve written what you want to say, try and cut it in half. Make sure every word counts. Efficiency in language is important so that the team can put maximum focus on the decision at hand. This will earn the respect of those around you because you are respectful of their time.

By being proactive in following this process, you have built a successful foundation for getting the decision made. It will be narrowly focused, timely and backed up with the necessary data and analysis.

Scoping the decision, is the first step in preparing the decision under consideration. Part 2 entitled “The Meaning of Yes” will discuss the clarity around the action that will be taken if someone approves a decision.

Monica published the first part of her series on “Getting Decisions Made” at GTD Times, the official site of the David Allen Company.  The first part is entitled “Scoping the Decision.” The post focuses on techniques for getting a proposal started at work.  The goal of the series is to help workers stand out by showing them how to improve their team’s productivity.

Follow this link to the article: How to Get Decisions Made: a primer for workplace success part 1.

Thanks to Oliver Starr, Executive Editor at GTD Times, for his support by giving us the opportunity to share our ideas on this site!

Some of you may have noticed a shiny new button that appeared in Zapproved recently.  We have added an invitation feature that makes it simple for you to get the people you work with using our app. By sending an invitation, the recipient gets a fast-track registration so they can sign up in just seconds.

Here’s how it works:

1. When you click the “Send Invitation” button, a dialogue window opens that is similar to when you create a proposal. 
2. Enter in the email addresses of those you want to receive an invite.  If you already have them in your address book, a drop-down menu will appear so you can enter them with a single click.
3. The message is pre-loaded with an invitation message. You can edit this as you like.
4. Click “Send” and that’s it!

For people receiving an invitation, once they click the “Sign Up” button it will launch a confirmation page in their browser. They will be asked to type their name and create a password and that’s all it takes!

Our goal is to make signing up as easy as possible so that Zapproved can be instantly adopted by users. We had feedback from several users that this would be a handy feature, so we are pleased to offer it to you now!

Do you have a suggestion for a new feature in Zapproved? Please send it to myidea@zapproved.com and we’ll do our best to implement it!

Omnyx is a company that is working on digital pathology solutions that will enable faster and more accurate diagnoses of diseases. The company, based in Pittsburgh, is a joint venture between GE Healthcare and the University of Pittsburgh Medical Center (UPMC), and is introducing new technologies for pathologists. It’s important work that will help patients and lower medical costs.

On the first day that Zapproved was launched, Omnyx signed up for a group plan because of they recognized the ability of the system to be adopted instantly within the company. As Omnyx’s IT Support Manager Kirk Howard said, “I immediately found the product intuitive and easy to use. Omnyx now makes use of Zapproved on a daily basis for several functions.”

Already Zapproved is making a difference within Omnyx. Currently, all IT purchasing is being routed through the system, which is a significant workflow within a rapidly growing healthcare technology company. The company is planning to expand its usage into more processes going forward.

“Zapproved has made life easier and more productive for senior management, plus it provides the peace of mind that approvals are being recorded in a central repository, making for an excellent audit trail,” added Kirk.

We will look forward to continuing to support Omnyx’s implementation so that they can benefit from further efficiencies on executive decision-making, collaboration and streamlined business processes with Zapproved.

Do you have an interesting implementation of Zapproved? Send us a message at myidea@zapproved.com and we’ll get in touch!

One of the benefits of Zapproved Premium is the ability for businesses to embed their logo into every proposal they generate. During our beta, this feature was one of the top requests we received from users so we were pleased to roll it out during our launch in December.

By displaying your logo inside of proposals (see sample for Omnyx below), it has an impact on recipients that Zapproved is now part of your business’s standard operating procedure. For teams using the system internally for collaboration or routine approval tasks such as purchasing requests, seeing the logo is a reminder that reinforces their use of the app.

For businesses that are using Zapproved with others, the added branding is invaluable.  Adding the system as a way to interact with clients and vendors is a powerful extension of your brand. In speaking with users, they report positive responses from the people that appreciate the efficiency of Zapproved. Providing a way to interact with clients and vendors that saves them time and keeps you aligned is what Zapproved is all about!

Here’s how to upload your logo:

Once you have signed up for Zapproved Premium, either as an individual or for the Group Plan, then do the following:

It only takes a moment to complete and then your logo will be prominently displayed on every proposal.  For best results, use a format that has a minimum of 72 dpi resolution.

Have any stories to share with us about your use of Zapproved?  Please send them to myidea@zapproved.com and we’ll follow up right away!

Jayne Sanders is one of the leading interior designers in the Pacific Northwest. Her clients keep coming back because of Jayne’s meticulous attention to detail when planning and executing a project. Her clients’ expectations are high and her projects are extremely complex, so Jayne has chosen Zapproved to stay on top of her workload.

Jayne and her team are using Zapproved to manage their projects by tracking approvals across multiple projects. “My clients appreciate being able to make approvals through email rather than our previous system of faxes,” Jayne said.

“It helps keep the builders and contractors with which I’m working on track by knowing exactly when we have the green light to move forward. Plus, we have a complete audit trail that is easily accessible which saves us time and money,” she added.

At Zapproved, we are gaining popularity among service providers who need a simple process to stay aligned with their client base. If you’ve spent any time as a consultant, you know the problems that arise when there is a gap in expectations. Zapproved fills that need and the system’s simplicity requires no effort on the part of the recipient.

For consultants, we suggest using Zapproved Premium which offers the ability to embed your logo into your proposals so that clients immediately recognize the sender. This will build your brand and shows clients that you are finding better ways to collaborate with them.

Do you have an interesting implementation of Zapproved? Send us a message at myidea@zapproved.com and we’ll get in touch!

First Insight Corporation is a leading software provider to eye care professionals that helps optometrists and ophthalmologists manage their records and patient relationships. The company got its start in 1994 and has grown steadily to more than 120 employees with offices in several U.S. locations and India.

President, CEO and Founder Nitin Rai had a problem – like so many of today’s execs – of staying on top of the myriad decisions with which he is involved. He found that his inbox was jammed with dozens and dozens of emails for him or on which he was cc’ed because his staff wanted to keep him in the loop.

After learning about Zapproved, he decided to see if it could make a difference. Nitin asked his management team to send all decisions to him through the system. “Zapproved is a simple system to learn and use so our team at First Insight adopted it quickly,” he said.

The impact was immediate because the First Insight team now had a tool that provided it with a process for managing decisions. “Now it is mandatory that anyone seeking approval via email use Zapproved. As soon as I receive a notice of a proposal I can give it attention right away rather than sorting through the many emails I receive every day,” he added.

“Zapproved has made a big difference in how we make decisions. We are able to collaborate better and I’ve seen that we are able to get decisions made much more quickly,” Nitin concluded.

In today’s business environment the pace of information is increasing the need to act quickly to stay competitive is key. First Insight has found that Zapproved is a valuable tool to implement process painlessly that results in better decisions.

 
Do you have an interesting implementation of Zapproved? Send us a message at myidea@zapproved.com and we’ll get in touch!

We’ve said it before, but it bears repeating: Our users rock! The latest evidence comes from Adam Goldman who manages purchasing and contracts for the Lakeland Area Mass Transit District (aka Citrus Connection) in Florida. He is actively using Zapproved to handle the procurement process for the agency and has been providing outstanding feedback for us. (Read our previous post for more details.)

Over the holidays, we received a package with a DVD containing a testimonial that Adam shot. It’s fun to hear in his own words how he uses Zapproved and why. We added a title intro to polish it up, but other than that it is all Adam!

Check out his 2-minute video here:

We can’t thank Adam enough for taking the time to put this together!

Finally, if you might be interested in sending us a video, please do! We’ll post it on our site for others to see. Send us a note at info@zapproved.com.