As a business owner, it’s likely you spend most of your time juggling more things than you can realistically handle.
From marketing, to product development, to delivering your products or services, to invoicing.
So tell me, do you have a business system for each of those things? And if so, is it written down somewhere so it’s easy to share or adapt?
In all likelihood you have set ways of tracking customers, your workload, emails, and monitoring your success – even if that’s just a post-it note above your desk.
But turning these into clear systems of work can be truly transformative.
And I’m going to tell you why.
What Is a Business System?
A business system is a documented way in which you complete certain tasks for your business. It’s best to think of it as a handbook or guide that anyone can follow – a standard checklist if you will.
Too many business owners deal with increased demand or complexity by simply working more hours. Which means higher burnout, less time with family, and – generally speaking – a drop in quality.
A business system helps you streamline your work, so you can spend less time working out what to do next, and more time getting things done.
As Michael E. Gerber writes, “Let systems run the business and people run the systems.”
What Might a Business System Cover?
Business systems can be as versatile as you need them to be, and can be applied to pretty much any part of your work.
You could create a business system for your:
- Marketing efforts – such as to help you maintain a regular LinkedIn or networking presence, or to help you attend a target number of events each month
- Day-to-day admin – such as keeping on top of emails, orders, or customer communications
- Documenting your accounts – such as processing payments and tracking revenue
- Organising travel – such as if your business activities require that you schedule trips away
- Hiring and onboarding – such as if you need to train new employees or connect them with what you do
- Scheduling client calls or meeting – such as with automated appointment software that sync with your calendar
- Wider business goals – such as setting aside time for product development, or to assess and chart your overall business strategy
Why Should I Create Business Systems?
Many of my clients find systems essential to help streamline what they do, and to reduce the mental effort needed to constantly reimagine how best to get something done.
With regular repetition, it becomes much easier to keep on top of business functions, and by following a set procedure you can make sure you’ve not left any gaps, and have allocated sufficient time for everything – ultimately helping you achieve a better work-life balance.
Here are four compelling reasons for establishing systems in at least part of your business:
- Systems can make scaling easier, by reducing your day-to-day tasks and creating more time to devise strategies and work on business growth – or on maintaining a steady stream of work.
- Systems make you more consistent. Whether you’re a sole trader or manage teams, systems help you provide your customers with a more consistent experience – which in turn builds trust in your business.
- Systems save you money. Being more efficient means less time wasted.
- Systems can make your business more attractive to potential buyers if, in the future, you decide you wish to sell or seek investment. With a set way of doing things, it becomes much easier for others to take up your mantle, and provides greater certainty of business continuity.
Ok, So Where Should I Start?
Putting established processes in place needn’t be complicated or time-consuming. But it is worth thinking your goals through before you get too stuck in the details. Here’s how to do it:
Step One: Prioritise
It’s unlikely you’re going to have time to create all of your business systems at once, so it makes sense to focus on the most important areas first.
Ask yourself:
- Where am I spending the most time?
- Where would I like to spend most of my time?
- Are these two, one and the same?
If not, the time-heavy area of your business might be just the place to implement your first system.
Step Two: Planning
Laying out your new process means defining who is going to do what, when.
Work out all the key steps involved, and give each one an estimated timeframe. Then, draw up a plan that links all the steps together in a logical and easy-to-follow flow.
(This bit’s even easier if you have a business coach to hold you accountable.)
Step Three: Documenting
Again, simplicity is the goal here: find an easy way of recording how the process should work: Whether in a document, or as a flow chart, quick video or audio file.
Ideally, your documentation will be clear enough for any new joiner to follow, and editable in case things shift and evolve.
Step Four: Doing It, and Measuring It
With a clear system built, it should now be much easier to follow. Add any calendar invites you need, and put in place anything you need to ‘activate’ the process.
It’s also worth putting a window in your diary a month or two down the line to assess how the process is going, and to tweak anything that needs adjusting. After all, regular habits make for success.
Systems Are Special
A system is a special thing. All around us there are ways and means of doing things, established over and again.
Taking the time to think about the best ways of running your business, and taking the strain off the most common day-to-day tasks will pay dividends, fast.
Just think: If it takes you a couple of hours now to save even just 20 minutes a day, you’ll have made your time back in less than a fortnight.
If you could do with someone to share your ideas with, and to hold you accountable for your business plans – or to guide you through the process – I’m always happy to chat.
Kind Regards,
Chris