If you are an entrepreneur, business owner or manager, then you need to have systems put into place. This will help you to gain more freedom in your time, money and resources; so that, you are now working smarter and not harder. Plus, it gives you the opportunity for creating longevity and sustainability in your business.
Let’s break down by defining what systems are and how to create them. A system is a set of repeated processes that can run without you.
As you and your company grow, it’s important to have individuals independent from you, be able to repeat rules policies and, procedures.
These processes address challenges and issues that are often times routine business activities; and they can be developed into a habit.
Examples of Systems
An example of a system, would be when you introduce a new employee, contractor, or virtual assistance to your first steps. An example could be have a series of sequence explanations:
- title/role they play
- responsibilities required
- tasks for each responsibility
- How to report tasks completed
- What reporting software to use
What tools of the trade are expected for person to use with their title and who is required to provide those tools.You can go as far as the protocol on requesting time off or how sick leave will be handled, etc.
Systematizing Your Biz
Think about the major areas you have in your business. Right now we will cover four areas but this does not mean there are only four areas to your business. I am just going to give you some examples in these areas to get your creative juices flowing to look at other areas as well.
Let’s look at management or admin areas of a business that can be systematized:
- Email Inboxing System
- Invoicing System
- Scheduling Appointment System
- Payroll System
- New Employee-Contractor System
Client Relationship Management
Now let’s take a look at what could be systematized under your client areas:
- Client Relationship Management System
- Client Onboarding System
- Client Communication System
Social Media Management
Here is another area that you can look to help you when it comes to developing your social media influence.
- Social Media Management System
- SM Lead Generation System
- SM Contest System
Guest Blogger Management System
Article/Blog Content Calendar System
Website Content Management System
Creating Your BOS
When it comes to creating your Business Operating System, it takes approximately five steps for each system created. Let’s go over what these five steps are and some questions you need to be asking for each step.
Step 1: Create Your Business Map – This is where you want to get a twenty thousand foot view using mind map, a list or chart of the regular actions in your business; and the regular tasks and functions your business performs.
Step 2: Analyze Current Activities – What areas in your business are you losing time and money? Are you feeling frustrated because you aren’t getting activities completed on time or not at all? And what activities can you streamline? Can any of these actives be automated, delegated or eliminated?
Step 3: Plan Your Process – What is the goal you are wanting to achieve and what tools will help you to achieve this goal? Are there a series of steps that will need to be accomplished in order to meet this goal?
Step 4: Execute & Evaluate Your New System – Are you getting the desired results of your goal? Are you saving time, money and frustration? Do you need to optimize with additional steps or eliminate any steps to simplify?
Step 5: Continuously Improve The System – Is the system running at its optimum or do you need to tweak to increase its performance?
Creating systems for your BOS (Business Operating System) will help Save Yourself Stress Time Energy Money.
If you need help in creating and delegating this task(s) of creating systems, consider hiring a virtual assistance or freelancer to help you. Then automate as many of these systems as possible so that you are not working harder but smarter in your business.