You’ve probably heard me talking about the importance of setting up systems in your business. Simply said, a system is a way of doing a specific task in your business following a fixed plan.
Systems ensure your business runs like a well-oiled machine.
However, I often see business owners who were disappointed when their system didn’t work out and they didn’t see the results as expected.
I’ve identified three common mistakes business owners make when setting up the systems in their business.
Read more about the top 3 system mistakes below so you can make sure that doesn’t happen to you.
SYSTEM MISTAKE 1: SETTING UP THE WRONG SYSTEM
So often, I see online entrepreneurs get caught up in shiny object syndrome when it comes to setting up systems in their business. They’ll see how someone else is using specific systems to run their business and blindly copy their process without adapting it to the specific needs of their very own business.
But each and every business is different. A product based business does not need the same systems as a service based business, one-on-one services require different systems as group programs.
There is nothing wrong with using someone else’s system, but make sure to evaluate it and tweak its components where necessary to fit your business model when implementing it.
SYSTEM MISTAKE 2: SKIPPING A SET OF SYSTEMS AND CREATING A SHAKY FOUNDATION
Every business goes through different stages. From starting up as a solo-entrepreneur to scaling into multiple 7 figures with a team of full-time employees – your business is constantly evolving and so are it’s needs.
It’s important that you are consistently building out your systems from stage 1. Without adequate systemization, you create a rocky foundation and your team won’t be organized enough to handle the tasks. That’s a direct shot into reaction mode aka disaster.
Make sure that as your business evolves, you work on the systems related to that specific stage. Set a recurring task for yourself or your chief of systems & operations (aka Online Business Manager) to regularly update your systems.
SYSTEM MISTAKE 3: SYSTEMS ARE NOT UTILIZED
You just built out a proven system to onboard a new client but instead of opening your project management tool to follow the checklist you go ahead and follow the process as you remember it. And then it happens, you forget to change the date on the agreement. The final outcome does not reflect your best work due to not using your proven system.
You have created your systems for a reason, and you probably spent time doing so, so you want to make sure that you and your team follow them.
Systems are here to make sure the same quality is maintained each time a task is performed.
Not utilizing proven systems consistently also often results in outdated systems. When you first created a system, you’ve created it based on a specific situation. However, the processes and tools used in your system will change over time. Maybe the software that you are using updated a feature which will eliminate steps of your process, or you replace a tool with a cheaper, more effective one. If you and your team members are not following the system, they likely will not be updated as well. And let’s say suddenly the team member responsible for the process leaves the company, then no one of your team will be able to follow the process.
Make sure everyone in your business understands the importance of setting up and utilizing systems. Create a systems policy, include it in your team member onboarding and evaluation process.
ARE YOUR SYSTEMS BRINGING YOU RESULTS?
Have you set up systems in your business but they don’t bring you the results you expected so you ended up abandoning them altogether? Likely, you’ve made one of the three system mistakes mentioned in this article. Don’t worry, those happen to all of us and it doesn’t have to be the end of your love affair with systems.
Go through each area of your business, identify where your current systems are not working and ask yourself whether or not you have 1) set up the wrong system 2) skipped a system or 3) underutilized the system.
NEED A HAND?
I know, systems can be scary. You started your business so you can serve your clients, create content and make an impact. Instead, you have to deal with all the tech, the day-to-day operations and now: SYSTEMS.
We all have our zone of genius, an area where we thrive and likely, your’s lies in the creative side of your business. But, a business won’t be sustainable and successful without having a strong foundation to build on – which is exactly what systems provide.
While you thrive in creative processes, I’m a nerd when it comes to processes and systems. This is what I do all day, every day. As a go-to Online Business Manager for women in business, I’ve helped six-figure business owners who have been featured in Forbes, Elle Canada, Huffington Post and Business Insider setting up systems and automating processes so their business runs like clockwork. And what I’ve created for them, I can do for you, too.