Creating Business Systems
Today I’m going to tell you how you can use systems in your business so you can show up to your desk to get work done, have clarity, no stress, navigate easily to meet the deadlines.
There are so many layers to being unorganized it can be really hard to know where to get started. I am breaking down how to create systems in your business into two major categories. The first is to identify and the second is to execute. The goal for this post is for you to be able to know what system you need to put into place so you can have more time to the pressing business demands.
The things that are on your mind and distract you are so much bigger than they need to be and can be systemized.
So let’s look at the first part of this which is identify and it has three steps inside of it.
Identify
Follow these steps to identify which areas inside your business need systems.
You need to know how many hours you are working each week. If you do not know you need to clock yourself for a week. This includes any time spent on your phone. Write down a really honest number.
Write down how many hours you actually need to do your job.
Identify what is causing you the most stress. What is it that is keeping you from working? Maybe it’s your phone but if you’re not sure start time tracking. I do that whenever I feel like I’m being unproductive in my work block. I know you know what is stressing you out. Start paying attention to those tasks that you are resentful of. There may be 5-50 of these things but that’s ok, just start with the biggest thing. Once you tackle the biggest thing it will give you the most amount of return on the back end so you can then start chipping away on the smaller things.
Those are the three parts to identifying where you need systems in your business, let’s move onto the second phase of this.
Execute
As I go through execute, I’m going to be using the example of client work being your biggest frustration. If yours is something else like emails or phone calls it will still all be the same process.
First establish your ideal workflow for this major pain point. Establish what you really want this system to look like either on paper or an electronic system / software. This help to get your thoughts organised.
As soon as a client contacts you what do you want that to look like? Lay out all the steps exactly how you want it. Here are some good questions to ask yourself:
– What in your current process needs to be tossed?
– What are you doing right now that is not working?
– What has to stay and is working really well?
– What can be outsourced? I got creative with this. My first “hire” was with an intern.
– What can be automated? Just remember time is money.
When you get these things figured out there is going to be some work to do. You will have to establish the spreadsheet or whatever it is. You are going to build the system and it will take work. Alright onto step number two.
Now that you have all your steps put them in the order you want them to go in. Then outline what happens in each one of those steps. Is there a contract that needs to be signed and where is that held?
Then put this information into some type of workflow. This can be a spreadsheet. There is no right or wrong way to do any of these things it’s just about getting these processes into one spot so it is repeatable and you do not have to think about it anymore.
I know you are already overwhelmed but this is not about magic making and unicorns. It’s going to be awkward for a little while and it’s going to take a lot of work. These are the things you need to do so you can get your things done in a lesser amount of time so you can get back to loving on your family well. The point is not to just hustle harder so you’re chronically overwhelmed and exhausted.
The third step is to transition. You’re going to have every new person that comes in go through this but you are also going to have old people that will slowly transition. There will be a period of time where it feels like you have created more work for yourself but in the end, you will gain freedom mentally from your business. You will gain back hours of time when you are prepared and mentally not thinking through all these little things.
If you are just dealing with a problem like emails you do not need a whole workflow but you do need a process. What’s your ideal flow for managing your emails? Maybe you show up at 9 am and 3 pm and check your inbox for 5 minutes. Maybe one card you open up inside your workflow that tells you exactly what to do. I don’t know what your process will be but figure out what would be ideal for your business.
Working hard must yield results thus being organised is also vital to this effect. Plan, execute, achieve. Do not confuse building systems to a “to do list”
Systems are a guideline to perform a specific function at work / in the business. If you are in a service kind of business or product base and any type of business for that matter systems assist in executing the job at hand.
The good thing about having systems is equivalent to having a culture. It is extended from one employee to another. Can easily referred to organisational culture.
A to-do list is a list of tasks, goals, or activities that need to be completed, often organized by priority and deadlines. It serves as a planning tool to increase productivity and organization by helping you track what needs to be done, set priorities, and break down large projects into smaller, more manageable steps.
A to do list and systems – both have one thing in common i.e. they both enhance productivity!
Compiled by Ms. Dikeledi Seoloane on behalf of Matsobanemetja Business Consulting (Pty) Ltd – Registered Accountant and Certified Tax Practitioner.
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– Winston Churchill.
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