One of the most important things you can do for your business is to create good systems. Systems can help you run your business and will make it much easier to grow. Creating systems can be a task, but it is one with great rewards. Once you have a good system in place, your process runs much smoother and your results are much more even.
Getting Started
Building a system is largely about observation and note taking. You need to be able to transcribe what you are already doing into a simple to follow written process. I personally do this in the form of checklists, with annotated instructions for more complicated steps.
Don’t try to systematize everything at once. Take one little part of the business at a time. If you have employees, start with your own tasks, then move to theirs. Once you decide which task to systematize first, grab a pen and paper to have next to you when you do that task.
Write it All Down
You need to create your systems so that anyone can follow them. Do not rely on your head knowledge for anything. If it is a step, write it down. Then explain it. In the end, you should be able to test it by having another person follow your system and successfully accomplish the task.
It Doesn’t Have to Be Boring
Don’t let the word procedure put you in a box. There is no reason your systems can’t be easy to follow, and perhaps even a little fun. I try to put each system on 1 page. If it doesn’t fit on one page, perhaps the task is too complicated and can be simplified, or broken down into smaller parts.
You can use graphics and even an interesting template to print your system on. As I said before, I use checklists. I put a box next to all of the steps. I don’t actually check them off when I do the tasks, but in my head as I move through the system I am mentally checking things off and moving forward. This is both engaging and rewarding.
What Should be Systematized?
Everything.
Pretend You are Training
A method that works really well for writing down a system is to pretend that you are training someone. Even better, train someone. If you can get a real person to be your guinea pig, that is great. He will ask questions that you won’t think of. But even if you are doing this all by your lonesome, you can still make it work.
So, pretend that you are writing out this system for someone who is just starting. Write down each and every step so that it is clear and concise. It is okay to allow for a certain amount of skill. For instance, you can assume a proficiency in using Word or Excel, if that is a job requirement. At the same time, don’t make your system overly technical.
One thing that I have done that might work for you is to record instructions verbally. Sometimes it is easier to talk through something and then transcribe and simplify it later.
Tweaking the System
You will probably find out that some of the things you do are too complicated. Or maybe they are too erratic. Creating systems for your business is a great way to discover inefficiency. It is also a great way to get you to commit to positive habits. If you do not have a system for creating proposals, you are probably wasting time in that area and you also are likely all over the board on what you present as a proposal. A good system helps bring your business in line and get it in shape. Think of systems as a physical trainer for your business.
You don’t need to build the perfect system on the first go. In fact, when you start from scratch, all you want to do is record what you are already doing. From there, you can look at each procedure and spend time improving it.
photo credit: mattburns.co.uk
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Bradford Shimp is the publisher of All Biz Answers. He is also the co-creater of Idea Anglers, and online small business incubator. Follow Bradford on Twitter @bradfordshimp.
