Time is money

Systemising your business will enable it to run smoothly, consistently and efficiently. This, in turn, will lead to increased profits in your business because work gets done faster.

Systemise the routine

Systemising your business is the process of developing systems and procedures that your team will use to achieve the results you expect of them as set out in their positional contract or job description. Systems set out exactly how work is done in your business.

Ultimately you’ll want every aspect of your business to have a system, process, procedure, how to guide, or policy. If you throw a team member into a role without corresponding systems, expect to spend a lot of time answering questions, seeing inconsistencies and correcting mistakes. Having systems allows you to recruit more junior team members that have a great attitude that you can then train for skill when they use your systems.

Humanise the exceptions

You’ll find there are aspects of your business you can’t systemise. These are the exceptions. Of course, you could still have a system or policy for how you want your team to deal with exceptions.

Letting go

Creating systems for the work that you currently do will help you deal with any trust issues you have about handing work over to others because you are spelling out exactly how a task is done. It allows you to control the standard of work that your team do.

What is a system?

A system can take a number of formats:
• A flowchart for your entire business operation, a function of your business (such as sales or project delivery), a team member’s role or a specific task.
• A ‘How To’ guide spelling out the steps to complete a particular task (such as conducting a meeting with a potential client or dealing with complaints). This might also include photographs of the process of making a product.
• A video or audio recording of how to complete a given task.
• A checklist of what needs to be done on a task, or at the end of a day/week/month or project.
• An IT system that enables you to manage data, run operations and/or automate aspects of your business, such as marketing or invoicing.

When to systemise

Creating systems and training your team on the effective use of your systems is a key element of working ON your business. Look at investing some time on a regular basis towards creating what will ultimately become the operations manual for your business. It does take time, yet over time with consistent effort you will get there. A great place to start is by systemising, and then delegating, the lower value tasks in your business.

Bringing on a new team member is a great opportunity to create new systems so that they get started on the right footing.

Creating a business that runs independently of you

What you’re aiming for is a business that’s run by your systems, not by you. You lead your team, your team run your systems and your systems run your business. So systemisation is also the process of getting the operations of your business out of your head and down on paper, video, audio or some other format so that someone else other than you can do the work. Systemising your business will ultimately enable your business to run, grow and thrive without you needing to be there all the time – or even at all.