When it comes to systemising your business there are many different ways you can do this and most of them are quite complex, but once you know where to start it will be a catalyst for not only growing your business but reducing the stress of a typical work day.
Prioritize your tasks: What’s your top 20%?
I’m a big believer in the 80:20 rule, which means 20% of the work that you do produces 80% of the result. The other 80% percent is just taking up the rest of your week without really producing any significant value.
So when it comes to systemising your business, the first thing you need to do is actually write a list of all the tasks that happen within the business once you’ve done this you can actually start determining the frequency of those tasks so you would break them down into daily weekly monthly and quarterly
The tasks that are done most often are the first ones to be systemised as that’s where you’ll see the greatest benefits in time and team efficiency.
Putting Into Practice: A Business System Example
So let’s say one of those tasks is taking incoming inquiries what we need to do is make sure that we have a prescription that your team uses to ensure consistency across the board. You might even have a form that they use to complete and make sure that they get them with the right amount of detail and then you might have a process where that form is handed to the appropriate person.
The Three Key Elements Of A Business System
There are three things that constitute a system: The rules, the process, and the tools. The rules are generally about company policy and what’s okay and okay. The process is a flow chart that indicates the steps that need to be taken when dealing with that particular part of the business and the tools are things like scripts, forms, checklists and any associated materials that would be used during the process
Training Your Team To Work Within Your Business System
Having the systems alone can only do so much to grow your business without a team that will facilitate the potential for unlimited growth that a system will allow. That being said, when hiring new team members, it pays to give attention to the attributes required to build a high-performance team.
Then comes the hard part where we train our team to use our system. The first system we normally create is going to be with a lot of assumed knowledge so as we give it to someone else to test we are not allowed to actually walk them through it. They have to follow the process as documented, as this will allow them to identify any gaps. Once this is done you can strengthen the system by adding the missing pieces, which is often a continuing process as systems are improved all the time, with a view to strengthening them to keep up with the growth that’s inevitable when you implement systems!
So there you have it, a simple approach to start building your business system from the ground up.
It’s a good start to work on systemising the most common, simple activities first and then we can work our way through the rest of the activities in the business as we start to see the performance improvement using the 80/20 rule. Want to start building systems that will see your business grow? Book a chat with David Guest today.