…and how you can use them to turn your biz into a well-oiled machine
Maybe this sounds a little too familiar:
“I don’t have any systems”
“I don’t have time to create any systems”
“I need to create systems from scratch”
“I’m not good at systems”
Let me tell you: You don’t need to be good at systems to create them, neither do you have to create them from scratch.
In fact, you already have created every single system in your business.
Each time you perform a task or follow a process, you are using a system, created by you. Therefore, all of your systems already exist, just maybe not “on paper”. You don’t have to create any new systems, your only job is to “capture” them in order to transfer the knowledge of tasks and turn your business into a well-oiled machine.
STEP 1: CAPTURE EACH STEP AS YOU PERFORM THE TASK
Many business owners try to get started with systems by writing down the process sequentially, extracting the different steps from their memory. This method can be very time-consuming as you try to remember each step. Plus, it leaves room for error. The easiest and most effective way to capture a process is to document each step as you go.
There are different ways to capture a task as you perform it, from writing down each step on a document to using a voice or screen recorder and narrate/showcase what you are doing. There is no right or wrong here, just think about the process of the task you are following (is it action oriented? is it narrative?) and what information someone else would need to follow that process.
This might seem to be a bit overwhelming at first, but don’t worry about being perfect or getting everything just right. The goal is to get it off your plate. (You’ll learn how to update & improve a system in Step 3).
PRO TIP: If you are trying to capture a process that uses a specific software or technology such as “Creating A Newsletter Template In ConvertKit” you’ll find hundreds of “How To’s” in the help section or on YouTube. Most of the work has already been done for you. Remember we want to work smarter not harder 😉
STEP 2: FILE YOUR SYSTEMS & MAKE THEM ACCESSIBLE TO TEAM MEMBERS
After capturing your systems, it’s important to organize them in a central directory so that everyone on your team can find and access them easily. There are various tools that will house your documents or videos, common ones are Google Drive, Dropbox, Vimeo or YouTube.
Be mindful when you start labelling your newly created systems. I recommend to come up with a single approach to naming your files, so they are easy to locate at any time.
I also suggest including the owner as well as the version and date of the latest update (if not automatically saved) in the file name. This will help you to update a system quickly and effortlessly.
PRO TIP: Create an SOP for filing your systems to ensure a consistent labelling of files.
STEP 3: UPDATE YOUR SYSTEMS REGULARLY
Keep in mind that your systems are living documents. It’s important to keep them up-to-date. Whether it be a new link to a document you’re referring to, a changing order of steps or the use of a new tool, if a step of a task in your system changes, make sure to update it.
PRO TIP: The essence of a fully systematized business is that you can delegate tasks and get things off your plate so you can work on scaling your business and serving your clients. When a member of your team performs the process you just captured, they likely will come back with questions. Give them the answer and ask them to update the system. Make sure they include themselves as the new owner of the system, so if further questions arise, they will be the person held accountable.
DON’T HAVE TIME TO GET IT DONE?
If you don’t have the time to capture your systems and set up a directory, you’re talking to the right person here. As an Online Business Manager, this is what I do all day, every day.
Click here to book a discovery call where we will chat all about what’s going on in your business, what your big goals are and decide if I’m a fit to help you get there.