What systems does your business have in place to maximize efficiencies?
When I work with business owners I often have a conversation around creating systems. Most business owners know the key to being able to scale is by creating systems that produce consistent results or outputs. Yet it would surprise you how often they’re not using systems for most of the businesses functions.
Intentional or not, systems already exist in your business. It’s often referred to as “just the way we do it.” Your employees have their own ways of doing things if you have not provided clear guidelines. It’s the nature of business. We try to create order out of chaos. The challenge with everyone having their “way I do it” is you can’t control or predict the outcomes. Worse yet, what if a person leaves? Now you will need to spend extra time figuring out a system and training a new person how to do their job.
Systems make all of this easier and more manageable.
But I have some good news and some bad news for you.
First the bad news. You have to be the one to create the system. I know your plate is full. You have been busy creating a company! You have a “to do” list a mile and a half long. I get it, trust me after running 3 companies of my own I completely understand how the “to do” list becomes your master. But without these systems in place, you will never get out from under that to do list.
Now the good news. Once they are done, tested and put in place, your job just got a whole lot easier! You now have a predictable system that will give you consistent results. WHAT A RELIEF!
Ok, so how do you create a system? Most people get lost here. Or they feel they don’t know how to do it and give up too easily. It’s quite easy once you get going. The process isn’t overly scientific, it’s pretty simple.
- First, decide what you want to create a system for. Sales, administration, employee reviews, hiring etc.
- Second, ask the person already doing it to write down a chronological list of things they already do.
- Third, evaluate that list and make sure it gets all the things accomplished you want accomplished.
- Fourth, add some modifications, tweaks or new steps where needed.
- Fifth, get feedback from the team. If they all agree this is a good way to accomplish this process, you have yourself a system.
Stick that system in an employee handbook and start the process over from step one on the next system. It really is that easy.
So pick one and get to work!
Professional Business Coach
I suggest reading Jon Denney’s book Unstuck. Jon is the owner of the PBCA (The alliance that certifies me as a coach) My writing, teaching, and learning is largely influenced by this man and this book.