With the recent struggles brought on by COVID-19, businesses are trying to save time anywhere they can. Many companies have turned to software to tackle the repetitive tasks they cannot afford to spend their time doing.
We asked 7 thought leaders what tools they use to help automate their business.
Read on to discover the different tools these leaders suggest for your day to day operations.
For businesses looking to alleviate the tedious steps that come with the day to day tasks, Zappier is a great program to use. It allows users to create automated actions on apps like Instagram, Twitter and Facebook. It also syncs up with programs like Asana and Slack. Zappier has really helped our office alleviate the pain of having to open an application and do the same repetitive tasks over and over. It saves us a lot of time and opens up space for other tasks to become a priority.
Megan Chiamos, 365 Cannabis
We outsource our shipping and fulfillment to a third-party company. This means, in practice, that when a customer places an order on our site, it's automatically shipped out by our partner company. They have two locations (one on each coast) to maximize shipping efficiency. I know a lot of eCommerce business owners like to handle the shipping themselves, but there is a significant opportunity cost to making multiple post office trips daily. I'd recommend every business owner selling more than three products a day consider outsourced fulfillment.
Calloway Cook, Illuminate Labs
Mailchimp is the best and most affordable email automation tool I’ve ever used. It’s just incredible how many insights and how much data it gives you for a fairly affordable price. The standard membership gives you everything you need to understand what is and isn’t working in an email marketing campaign.
Blake Taylor, Synergy Business Brokers
We have recently started to use StartingPoint and it has been amazing for our client and service management. It allows us to ensure clients and customers are answered. We have a company portal that looks like our brand. We are also able to automate rules for inquiries to route them to the right person. It is an extremely useful tool for small to medium-sized businesses.
Ray McKenzie, Red Beach Advisors
I use Intercom to send automatic welcome emails to new people who sign up for a free trial and also to send educational and marketing emails automatically.
Jayson DeMers, EmailAnalytics
IFTTT is a simple marketing automation tool that creates automated tasks based on an “if this, then that” concept. You would need to create applets to connect social media platforms together in order to auto-post one piece to any number of social sites - IFTTT links them all using your credentials and does so automatically. You may have seen on Twitter or Facebook that some posts are published via IFTTT. Many bloggers or website administrators set up extensive IFTTT schedules to publish or collect data from their social media accounts using IFTTT.
Rameez Ghayas Usmani, PureVPN
Grammarly is an internet browser extension tool that we use on a weekly basis. Our team does a massive amount of article writing which also brings the task of editing for grammar and spelling mistakes. Grammarly allows us to run an article through the software and see any mistakes within seconds. It will also give you the option to automatically fix the mistakes and it truly saves our team so much time.
Brett Farmiloe, SaaS SEO Company
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GMP or good manufacturing practices is a hot topic surrounding the manufacturing of cannabis products. Not only are consumers still unsure of cannabis use in itself, but they want risk assessment and security that these products are unharmful to health.
Manufacturing can be accomplished in many ways, but is best guided through the compliant framework called GMP. Let’s take a peak into what these practices mean to the cannabis industry and what compliance looks like no matter where you are.
“GMP” or “good manufacturing practices” is a concept recognized and established in countries all over the world including, but not limited to, Australia, the United States, and Canada. Resources relating to each country can be found on the website of the International Society for Pharmaceutical Engineering.
A lot goes into manufacturing, especially in relation to the cannabis industry. Production involves solvents, or gases, pesticides, or other chemicals, distilling processes, and much more, in which is why GMP is a universal concept so that the products created for use on or in our bodies are safe and unharmful (even if the production process was potentially harmful). If you are familiar with relevant U.S. state regulations, then you are familiar with the discrepancies and specifications involved in tracking and disclosing use of additives, pesticides, etc.
In the US, GMP is overseen by the FDA (US Food and Drug Administration), and their purpose is to “[ensure] the quality of drug products.” They achieve this goal through monitoring and implementing regulations, particularly concerning manufacturing processes and packaging of drug products as well as the integrity of the ingredients and strength.
In the EU, GMP is overseen by the European Medicines Agency, in which their guidance and requirements are outlined. Since medical cannabis is legal in many EU jurisdictions, the regulations are more clearly drawn out, as in comparison to the US, which is legal only by state regulation.
The Australian Department of Health helps Australian licenses navigate GMP. Their guideline is called the “Therapeutic Goods (Manufacturing Principles) Determination” in which they apply their interpretation of GMP while aligning with universal interpretations. Similarly, this document references important subjects such as product quality reviews, risk management, and other safety practices.
There are 10 principles of GMP: define operating procedures and work instructions, follow your defined procedures, document your work, validate work through quality tests, facility and equipment should be well defined, maintain facility and equipment, demonstrate job competence, have good hygiene to protect drugs from contamination, design quality control, and perform regular audits.
GMP is a universal concept, but is also hefty, especially since each jurisdiction has their own interpretation for what this means through their regulations and guidelines. If you are looking to expand into a new location, our recommendation is to do your research. Being prepared is the best way to plan, build, and grow your business which can be done through personal research, contacting professionals, or networking with those in similar roadblocks. GMP, like many other compliance issues, is not a subject to be ignored.
Use the links in this small overview to begin your journey to expansion and let’s continue working together to spread the word about compliance issues and surpassing them.
Australian Government Department of Health. (2017, September 29). Questions & answers on the code of good
manufacturing practice for medicinal products. Retrieved September 27, 2019, from https://www.tga.gov.au/questions-answers-code-good-manufacturing-practice-medicinal-products.
Best video on 10 Principles of GMP | Good Manufacturing Practices. (2019, April 17). Retrieved October 8, 2019,
Center for Drug Evaluation and Research. (2018, March 30). Current Good Manufacturing Practice (CGMP)
Regulations. Retrieved from https://www.fda.gov/drugs/pharmaceutical-quality-resources/current-good-manufacturing-practice-cgmp-regulations
GMP Guidelines. (n.d.). Retrieved October 8, 2019, from
https://ispe.org/initiatives/regulatory-resources/gmp/regulatory-guidelines.
Guidance on good manufacturing practice and distribution practice: Questions answers. (2019, August 21).
Lahnakoski , K. (2019, April 18). APPLICATION OF GMP IN THE CANNABIS INDUSTRY.[/vc_column_text][/vc_column][/vc_row]
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Process maps are representations, often visual, of the steps people follow to complete tasks in an organization. These can be broad overviews or step by step instructions. They provide a way for everyone to understand what is going on and where everyone fits in a process.
It’s important to know what you are doing in order to make improvements to that process. Process maps can help you visualize what is really going on in your organization and identify areas that could be improved. They can range from simple linear overviews of one person’s job or long complex, granular chains that outline multiple steps across several departments. It all depends on your business needs.
You can build process maps with just a few basic shapes. Here are a few that you can use to get started:
Figure 1 Is a screenshot from the Microsoft application Visio of the basic shapes that you can use.
Mapping out what your organization does gives everyone a clear picture of what is expected of them. Managers can see everyone’s role at a glance, and everyone can know where their role fits in the process.
Figure 2 is an overview of the article writing process using basic flowchart figures.
These kinds of maps allow you to see who is doing what and where work might be duplicated or missed. It lets people know exactly who is responsible for which tasks. Just like a normal map, once you’re oriented, it’s easy to figure out where you are going.
There is, or should be, a reason we do most things in business. There’s an outcome we’re looking for and there are certain steps we take to get there. In fact, looking at the ending point can be a good place to start your process map. Then look at where you begin and analyze the steps you need to take to achieve that desired end.
Not all tasks are completed in a straight line and you process maps can be as complex as your organization. Sometimes there is handoff between departments and some task may need to be repeated as other issues become apparent.
Figure 3 is an example of a process map for documentation. This map involves multiple departments and also calls for regular review of information.
Here are a few steps to help you get started:
We build process maps to give visibility to the tasks we complete on a daily basis. They help everyone in an organization understand the big picture and where they fit in as well as standardize and repeat processes. You’ll be able to easily identify shortcomings and make corrections.
Maps have always been intended to help us find our way. Two continents are named after a mapmaker (North and South America are named after the Italian explorer and cartographer Amerigo Vespucci). Just goes to show you how important maps can be.
https://www.microsoft.com/en-us/microsoft-365/growth-center/resources/succeed-with-process-mapping
https://creately.com/blog/diagrams/process-mapping-guide/
https://blog.buoy.ventures/how-to-map-your-business-processes-4a6934026424
https://creately.com/blog/diagrams/flowchart-guide-flowchart-tutorial/[/vc_column_text][/vc_column][/vc_row]
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Cannabis crosses over in many regulatory environments and since majority of cannabis markets exist due to its medical benefits, it crosses over into the medical regulatory environment. Particularly, medical cannabis is subject to follow guidelines under HIPAA, which outlines the utter importance of medical data security.
How does this relate to the cannabis industry?
HIPAA or the Health Insurance Portability and Accountability Act (1996) provides regulations on privacy of health information, security of PHI (patient health information) and electronic systems, as well as guidelines and penalties regarding confidentiality in the medical field.
Dispensaries and retail stores that sell to patients and store patient information for business swiftness or state regulatory uploads must be aware of the weight of HIPAA. The US Department Of Health and Human Services develops regulations protecting patients, their privacy, and their security. Being HIPAA compliant means that you comply with three main rules: privacy rule, security rule, and electronic data exchange.
The privacy rule involves simple protection of an individual’s health care data. Applying the privacy rule to your business could mean a variety of things, but the end goal has to include protecting the information.
Going hand in hand with privacy, security controls the confidentiality, storage of, and access related to PHI. Meeting this requirement could mean using a SOC 2 compliant software to manage the data of your business, creating controls to prevent unauthorized access, or using secure servers.
Finally, Electronic Data Exchange (EDI) pertains to data exchanged between providers and payers, or in general transmitting data. Another relevant transfer of data is those that go from the dispensaries to the state for proper tracking and statistics. Technology is both your enemy and your friend, make sure that the system you are using is strong and effective at preventing cyber attacks and successful at ensuring controls are working efficiently.
Anytime you come into contact with patient information or it’s easy for others in your business to access it, then you are subject to these security regulations.
There are some simple suggestions to combatting such an immense regulatory environment: don’t discuss patient information; avoid leaving records accessible to others (open POS systems or backfiles); refrain from printing or storing outside the secure system at all possible.
The best recommendation is to find a system that is SOC 2 compliant or has been audited to ensure exceptional security and safety for the information your business encounters. Always air on the side of caution and take impervious approaches to business processes and controls.
Always consult with professionals about the potential consequences regarding patient health information privacy breaches and plan ahead to prepare for worst case scenarios.
HHS Office of the Secretary,Office for Civil Rights, & Office for Civil Rights. (2013, July 26). Summary of the HIPAA
Security Rule. Retrieved September 26, 2019, from https://www.hhs.gov/hipaa/for-professionals/security/laws-regulations/index.html.[/vc_column_text][/vc_column][/vc_row]
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Running a business in the cannabis industry is already a tricky operation to navigate, and this is without the extra hardships of marijuana being a controlled substance by federal law. In 1982, the congress enacted a law, §280E, that clarifies the lack of business deductions available to those who run a legal business with an illegal substance. How does this affect our businesses today?
In 1981, a cocaine trafficker went to tax court to plead his case as to why his business should be allowed to file taxes in a similar way as any other business and, low and behold, he won the case. The next year, congress created 280E to discourage businesses from trafficking illegal substances.
Section 280E reads that “no deduction or credit shall be allowed for any amount paid or incurred during the taxable year” for businesses operating by “trafficking in controlled substances”. This also includes deductions for regular business expenses such as paying your employees, phone and electric bills, and rent for your property. In a typical business, you can deduct your expenses incurred against your gross receipts to diminish your taxable income and therefore pay more reasonable taxes. Although marijuana businesses bear legality in many states, their tax liabilities are exceptionally larger than those of other businesses because their taxable incomes very closely resemble their gross incomes. A marijuana business may, however, still remove their costs of goods sold out of their gross revenue, which typically includes inventory costs or direct costs to products.
The example below, built out by the NCIA, depicts how this affects a marijuana business.
In a Forbes article, by Jonathan Gass, he outlines one business strategy that has held up in court which entails dividing your one business into two. By separating your business, you can elect one as your primary marijuana business using the costs of goods sold deduction as your biggest advantage and the other business can be used to pay your employees, bills, and rent allowing regular business deductions. Tax planning is complicated, work with a CPA or professional to best plan your business structure.
365 Vertical recommends for situations such as this one, to work with professionals (CPAs, tax lawyers, etc.), acquaint yourself with current industry dilemmas, and work with others in the industry. We know that working in this industry can be tough and extremely rewarding, so keep up the good work and let’s continue working together to maneuver roadblocks such as 280E.
CREATING AN IMPOSSIBLE SITUATION FOR LEGITIMATE BUSINESSES . (2015), 1–11. Retrieved from
https://thecannabisindustry.org/uploads/2015-280E-White-Paper.pdf
Gass, J. (2018). What Cannabis Entrepreneurs Should Know About Tax Section 280E. Retrieved from \
Luna, S. (2018). 5 EFFECTIVE WAYS TO LOWER YOUR 280E TAXES. Retrieved from
https://www.avivaspectrum.com/insights/5-effective-ways-to-lower-your-280e-taxes
Thomas McElroy, Jr., I. R. S. (2015). Taxpayers Trafficking in a Schedule I or Schedule II Controlled Substance –
Capitalization of Inventoriable Costs, 1–8. Retrieved from https://www.irs.gov/pub/irs-wd/201504011.pdf[/vc_column_text][/vc_column][/vc_row]
[vc_row][vc_column][vc_column_text]As of October 31, 2019, the USDA finally released an Interim Final Rule regarding the 2018 Farm Bill update further legalizing and standardizing the regulation of Hemp nationally. The document will remain an interim draft allowing comments until December 30, 2019 which supply the USDA with further information for their final publication which will be implemented at maximum two years from the date of this interim rule.
Hemp was previously defined by the 2014 Farm Bill as “Cannabis sativa L with only 0.3% THC potency on a dry weight basis,” which is how we have known it since. Research at higher education institutions, state departments of agriculture, and market research was permitted with the 2014 bill which led to consumer trials and releases of the wide-known term “CBD” gummies, oils, infused products, etc. With the assumption that hemp production would continue to grow and expand, the USDA released the 2018 Farm Bill as a follow up which removed hemp from the controlled substance list and left more flexibility for state and tribe programs.
The most beneficial result of decontrolling hemp is being able to transport and distribute it across state lines without penalty, which penalized many producers since 2014. The new interim regulations have clarified that producers may begin applying to produce hemp through the USDA program 30 days following the effective date of the rules (applications will be accepted starting November 30, 2019). In the meantime states and tribes are given the opportunity to implement programs in which producers would apply for a license through their specified state or tribe instead of USDA. This 30 day process time ensures producers won’t have to apply to both the USDA and their state, but just the closest overseeing program. Those that were permitted to cultivate under the 2014 bill have extended allowance to do so for the 2020 planting season (or for 12 months after the date of the 2018 bill).
The USDA stresses the utmost importance of the DEA required testing and sampling obligations to ensure potency. With cannabis still being on the controlled substance list, hemp must remain at the permitted potency level (0.3%) or within range of 0.3% with a measurement of uncertainty. The bill also discusses fluctuating potencies based on seed and agricultural location, so proper procedures and testing is very relevant to a hemp producer or someone looking to get into the industry.
With all this new information available, what should be taken away from the standardized hemp regulatory framework?
For more information regarding applications, testing procedures, bill history, and reporting requirements visit the newly drafted interim regulations on the USDA’s website.[/vc_column_text][/vc_column][/vc_row]
[vc_row][vc_column][vc_column_text]At any given time, there is a Delta9 Systems team member in California, Washington, Ohio, Michigan, and North Carolina. We travel a lot to be with our clients and customers. The cannabis business environment across the nation is dynamic, so it’s vital that we be out visiting with our customers where they are doing business. Each state is its own little microcosm of the cannabis industry, with its own unique blend of MMJ, Rec and Hemp laws. The micro-market in each state means there are unique challenges and advantages, and we need to be familiar with each one in order to serve our customers effectively.
Regardless of the market there is one constant all operators must contend with. All state governments require the cannabis producers and processors in the supply chain to keep real-time information about five main metrics: plant counts and stages, current inventory, the actions and conversions performed on that inventory, any transportation from one license to another, and records of any and all sales. When these records from cultivators are combined with the sales data from retailers, this data set is called the Seed-To-Sale record. This is the chain of custody record that will be used by regulators to ensure no diversion is taking place into the black market, tax revenue is collected, and that a recall is possible should there be any problems with contamination in the supply chain.
Some states demand up to the minute reporting, others ask for a monthly accounting. These reports are required to maintain compliance and keep the license operating in good standing.
In most states the regulating body in charge of cannabis will contract with a software service provider such as METRC, BioTrack or Leaf to handle industry data and present it in an actionable way for regulators. This reporting service is free for use by Producers and Processors, and each licensee is given a log-in to the system that is associated with their cannabis license. Reporting requirements are similar to DOR or DOL reporting obligations. While these 5 metrics are crucial, these numbers are what regulators need to track to not run afoul of federal guidelines. Cannabis entrepreneurs need to collect this data and much more to be successful…
This is where a Third-Party Integrator (TPI) is crucial. The Third-Party Integrator allows Producers and Processors to record and report the 5 mandatory data points to the state, while simultaneously capturing the incredible amount of intricate data generated by modern gardens and labs. As cultivators move through the compliance workflow, data about COGs, consumable depletion and inventory, scheduling, personnel, HR, and production processes can be collected and referenced while maintaining a compliant cannabis business.
We see the benefits becoming more apparent as time goes by in the shops that use TPI’s. The biggest benefit we see that TPI gives its users is the ability to get very specific with production scheduling and communicate that schedule efficiently. Scheduling becomes more and more important the larger an operation becomes. The gardens that always have plants ready for Mothers, Clones and Veg will always be flowering and more importantly, harvesting. Being able to use that schedule in conjunction with SOP’s means employees come to work with a list of tasks waiting on their daily dashboard. They can then mark each task, pulled from SOP’s and auto assigned to each employee, as complete and sign off on to make sure the job is done, accountability is established, and compliance is maintained.
Measuring productivity, and eliminating inefficiencies using the historical record generated by these Enterprise Resource Planning tools, or ERP, has a cumulative effect over time. Delta9 Systems consults with many different customers, some who use TPI/ERP, and some who don’t. As the Industry gets more mature, we are seeing huge structural advantages in the businesses who are implementing TPI. The seemingly tiny savings add up and have an exponential effect. Having data to make decisions saves time and resources, which translates to money. Using historical sales data allows a better planning for each round. We expect to see these advantages increase exponentially as margins continue to shrink and competition becomes fiercer.
365 Cannabis is working with the team at Delta9 Systems to verify hardware that is plug and play. Based on the Microsoft Dynamics 365 Business Central platform, this system delivers the robust workflow support that cannabis pros need. The cultivation tracking is very simple, but the processing workflow tracks COG extremely well through each operation, and the sales tools are hard to beat. It integrates seamlessly with other Microsoft productivity programs you might already be using so the training and ramp up is simple. The scheduling tools give cultivators a great way to plan for orders months in advance, and create plants based on pre-orders. Most importantly, because it is windows based, you won’t have problems with drivers or software compatibility. Schedule a demo today!
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[vc_row][vc_column][vc_column_text]"…you generally spend 80% of your time on 20% of the project."
-Joseph M. Juran
Software personalization in the workplace can make all the difference in adoption and use. It can help take a complex set of tasks and turn it into an intuitive process flow.
People are bombarded with massive amounts of information almost constantly, and while some of that is out of our control, you can remove some of the unnecessary noise from you and your employees by choosing options that allow you to personalize the user experience quickly and easily.
The pareto principle, or the 80/20 rule, describes the relationship between causes and effects. Basically, 80% of your outcomes are likely come from 20% of your input. This observation has become wildly popular in the business management world, but how does your team focus on that small percentage of what’s really important? You can start by taking an active approach to the information that gets through to you on the programs you use at work by personalizing the user interface (UI).
Personalization can help your team focus on the 20% that’s going to impact the largest chunk of your day to day and give you virtual blinders so you can hone in on those important tasks that are likely to provide the largest return on your time investment.
Software personalization can take a lot of forms such as:
Enterprise resource planning (ERP) tools are often massive systems designed to track and trace every step of large organization’s day to day operations. Any individual will probably only use a fraction (maybe 1/5th?) of the features that are available in an ERP. Getting to those “vital few” in a standard ERP can be like trying to find a reliable news outlet in 2019 (too soon?).
Custom software can come with a high price tag. We live in a time where anything is possible, money talks, and time is money. But there are ways to get a personalized result quickly and for less cost than traditional customization.
365 Cannabis is an ERP dedicated to helping your cannabis business run smoothly. We provide a robust core product and an ever-growing network of partners and integrations to help meet all your needs. The 365 Cannabis product is configurable, out of the box, to give individual users a personalized UI with all the most important information front and center on their home screen.
We’ll be honest. You probably won’t use every feature 365 Cannabis has to offer. Our system was designed to fit almost any need that any cannabis business owner, across multiple states and countries, might have. We give you the ability to personalize the UI for every user so that they can focus on what really matters from day one.
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Expanding your business across state lines is a great way to increase your footprint, customer base, and of course, your sales. However, it can be difficult to begin expansion in such a young, heavily regulated industry in which each state has disparate traceability and reporting requirements. Rest assured, we have compiled a list of the 4 most important things to consider when expanding your operations across multiple states:
Of course, the most important thing to consider when expanding your business is the regulatory seed-to-sale tracking system. Expanding to a state that has a different regulatory system than the one you are currently operating in can cause dilemmas to arise. Each system has different requirements for various aspects of your operation. Seed-to-sale tracking solutions like Metrc and BioTrack are configured to meet the different regulatory requirements in each market. For example, Metrc in Colorado might not be configured the same as Metrc in Michigan and some states may require you to use certain available functions (like recording additives or recording waste prior to harvest) where other states do not.
Luckily, with the help of enterprise resource planning (ERP) software solutions, such as 365 Cannabis, the complications that could manifest as a result of these differences are alleviated. These ERP solutions will not only integrate into the different state seed-to-sale tracking solutions, but they will also help facilitate your compliance needs from state to state and allow you to consolidate your data, so that you will maintain complete visibility across every location in your organization.
Another factor to consider when expanding your operations is the legal environment of the new state. Recent legalization data from DISA Global Solutions shows that 12 states in the United States have fully legalized marijuana, 27 have limited legalization, and 11 have yet to legalize in any way. Having a solid understanding of the legalization status of each state is instrumental in procuring first-mover advantages, enabling you to secure huge profit margins and market share.
On the other hand, moving into a new state prematurely could be extremely volatile and result in significant setbacks. All too often, companies that attempt to undergo expansion into new states too soon face potential pitfalls such as insufficient capital and technological limitations due to unstable regulatory environments. This happens frequently in the cannabis industry, where laws are ever-changing, and businesses are constantly blind-sided by new legislation and struggle to meet compliance. Finding the right technology partner to help you navigate these complex regulatory environments is essential to your success. 365 Cannabis and their dedicated compliance team stay on top such regulations to provide your company with the clarity it needs to expand.
Inevitably, different tax rates will apply to different states as you expand. It is important to consider these rates when considering expansion. Each state has its own method of taxing cannabis. The most common types of taxes are placed on sales, wholesale transactions, and local government duties.
Most states tax cannabis as a percentage of the retail prices. These tax rates can range from 0% in Alaska to 37% in Washington. Some states also have a tax on the wholesale purchase of marijuana. For example, Nevada enforces a 15% excise upon growers for the wholesale sale of cannabis. Additionally, some localities can levy taxes on retail sales. With so many different layers of tax to consider, manual data entry can be a risky, time-consuming task. To avoid costly penalties, business owners would benefit greatly from an ERP solution equipped with the capabilities to handle taxes for multi-state operators. The core of 365 Cannabis, Microsoft Dynamics, has been successfully deployed globally and can handle all manners of tax for multi-state and even multi-country operators.
An honest readiness assessment of your company’s scalability can make or break your business. Attempting to expand before your operations are ready to scale could easily lead to operational inefficiencies and could lead to the loss of countless dollars and hours. In the cannabis industry, it is not unlikely to find multi-state operators using multiple systems to manage their enterprise. Typically, these systems do not fully integrate with one another and cause outages, miss-matched data, and accounting errors, especially when they are asked to handle operations in across departments and state. These errors make it difficult to forecast your profitability.
Just as you should be able to predict future performance, to scale a company you must implement a system that helps you see what your business will look like one month, one year, and even five years in the future. 365 Cannabis is a GAAP compliant ERP solution that will allow to you easily expand and evaluate your company’s cash flow forecast without having to worry about losing your financial data as you scale.
