Where to Begin Creating Business Systems
…when you have NO time to spare!
The value of systems is clear – we looked at why not having systems is the main block for businesses wanting to grow. And we also looked at exactly how systems help you work smarter and grow your business without the burnout.
But how and where do you start with systemising your entire business?
If you are like most entrepreneurs, you love the idea of systemisation but feel overwhelmed at the prospect of actually making it happen.
Having assisted hundreds of entrepreneurs implement key business systems over the years, we suggest approaching it like this…
1. Begin with URGENT Delegation or Improvement Needs
Your business probably contains dozens or even hundreds of individual processes that you and your team members routinely execute every day.
The idea of getting them all down on paper — or even figuring out how exactly you do what you do — stops most entrepreneurs in their tracks. Systemising your business will take a while to complete, even if you do it step by step…
- list all the responsibilities of each position in your company
- have the person in that role/employee write the detailed processes involved with those responsibilities.
For example, your bookkeeper may be responsible for keeping track of payments, depositing checks and paying the bills. So have them write the detailed processes for each of those tasks. Might be something they do every day for a week or two – pretty soon they’ll have a complete list of their responsibilities which can be documented in your very operations guide.
You don’t have to do this all at once.
START HERE…
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URGENT DELEGATION NEEDED. WHEN YOU NEED TO REPLACE SOMEONE:
And that person could be you because you are run off your feet and starting to drop the ball.
It’s the responsibility of whoever is currently IN the role to document the processes so that their replacement can pick up where they left off.
Similarly, before delegating any task, make sure the task is well-documented.
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WHERE URGENT IMPROVEMENTS ARE REQUIRED IN THE CUSTOMER LIFE CYLCE
Are you run off your feet because you’re forever doing the following up, the calling, the chasing up – all those repetitive tasks you know you NEED to delegate but haven’t yet found the time to assign it to someone else or train someone else to do it?
I hear you.
Here’s where most trip up…
As counterintuitive as it may seem, spending that extra 20 minutes documenting your current process or creating a process where it does not yet exist will actually be an exponential ROI on your time because…
- It means finally being able to assign someone else to the task.
- It means finally being able to get it off your plate.
- It might even mean being able to automate it.
And a system should detail each step so thoroughly that any qualified person can complete the job by following it.
Use this super simple Process Workbook to outline any processes in your business that you need to document.
Do this once and you’re creating the opportunity to delegate or even automate these responsibilities. Finally, you’ll be able to get back on track!
You’re starting on the path to building a scalable, manageable business.
2. Systemise the Customer Lifecylce
The next place to create systems that will free up your time immensely is within the customer lifecycle – a map of some of the most fundamental goals of your business:
- to attract potential clients;
- convert them into paying clients; and then
- deliver on your promise.
And of course, encourage repeat purchases as well as getting them to refer their friends and colleagues.
Each of these stages will contain several unique systems and processes.
Our experience putting in place systems like these for entrepreneur clients tells us you should actually tackle the design and implementation of these systems in this order…
- FULFILMENT
You need to be able to deliver a high-quality product and client experience above all else, so document your systems for fulfilment and determine any areas you can streamline the process.
You’ll want systems for:
- fulfilling orders
- encouraging usage
- delivering support
- ensuring customers are happy
- and so on
- CONVERT:
Look at your marketing processes and determine which areas you can improve to encourage more leads to become customers, and implement your own process that has been proven to convert prospects into customers.
That includes things such as:
- optimising your website’s lead conversion
- how you follow up with prospects
- giving demos or presentations
- making offers and
- taking payments
- REFER AND EXPAND:
Encourage long-term retention with systemised up-sells, cross-sells and resells.
Create a system for gathering testimonials and managing referrals from your current happy customers.
- ATTRACT:
Attracting qualified prospects into your marketing and sales process can be an expensive and time-consuming effort.
You want to get every ounce of value out of the effort, and that means ensuring that you’re driving prospects to a high-quality experience.
This phase includes systems for:
- advertising
- networking
- content marketing
- SEO
- public relations and
- other marketing outreach efforts.
For each aspect of the above, write out the specific steps you or your employees or an automation system should take, in sequence, every time.
This will ensure your processes are repeatable and scalable.
Want some help getting business systems done for your business?
Here’s how we can help. For those who want results. Fast.
1. If you’re committed to growing and scaling your business, then apply to join our Business Accelerator
2. If you’re looking to get a new marketing or sales system launched, then the Launch Accelerator is your best bet.
3. If you already know what to do but need a team of specialists to take some of those marketing and sales tasks off your plate, then check out our Virtual Accelerator Packages. Access a team of virtual specialists as much as you want or as little as you need.
