Identify Repetitive Tasks
The first step to systemization is to identify all the daily tasks and processes that you have in place. This includes everything from checking your email to setting appointments to creating and sending out your invoices. Open a new spreadsheet with six columns labeled, Inventory, Automated, Manual, Hybrid, Time Saved, Status.
Categorize Your Systems
In the columns on your spreadsheet marked, Manual, Automated, and Hybrid, check the category that explains the kind of system you will use to complete those tasks. Any tasks that can be achieved automatically through technology will be marked in the Automated column. The Manual column will encompass everything that can’t be automated. Those tasks that can have a combination of both will be checked in the Hybrid column.
Establish a Priority
You want first to complete those tasks that are more likely to have the most significant impact on your company’s growth. Determine an approximate dollar amount that you believe the system will contribute to your business and add it to your spreadsheet. You can also establish priority by determining which repetitive tasks are taking up the most time.
Create a Process
This is the most critical step in systemizing your business. You need to create a detailed process for each task. This means listing out every step needed to accomplish the job from the first step until the last. This step needs to be as detailed as possible, so you can provide the information to anyone in the company and have them execute the process without any problems.
Track and Optimize
To know how well your systems are working you need to have a way to track the results. If you identify any problems in the process, you can begin to tweak and optimize them so that you can gain greater efficiency, sales, and profits.
Why Systemization Makes Sense
With all the technological advances and software choices you have today, it makes sense to start to systemize your online business. Implementing systems in your online business will allow you to create repeatable systems to manage your business operations. This will enable you to streamline and improve your processes, so your business can grow and thrive. From digital calendars to cloud storage to office productivity suites, there is a program available for whatever you need.
Creating a systemized business that is capable of running without you is something most business owners often dream about. You need to commit to building your business into something incredible. While systemizing a business the right way does take time, the hard work you put in will provide you with an end result that is life changing for both you and your business.
Benefits of Implementing Business Systems
When you properly design and apply business systems and processes, they will provide your company with many benefits including:
Meet and Surpass Client Expectations
Using a systematic approach to your marketing efforts will allow you to monitor the expectations and satisfaction of your clients. The subsystems that you put in place will analyze, measure, compare and provide you with possibilities for making a specific conclusion about what your customers want and what they don’t want. This will provide you with constant information about what you need to improve.
Produce Consistent Results
Systemization will allow you to repeatedly produce the same or better results every time. When you implement business systems, you can ensure temporary staff you may hire will be able to complete each task with the same consistent results, every time. Business systems will ensure quality in the completion of every task, every time, with the same quality as before.
When you don’t have to repeat activities several times to complete them, you will dramatically reduce your costs. Documented systems help to reduce costly mistakes and improve the quality of products and services your business produces.
With documented systems in place, you will see a marked improvement in your productivity and performance. This, in turn, will help to reduce the costs associated with running your business, increasing its profitability. Meeting and surpassing the expectations of your clients/customers will help to build customer loyalty and increase referral rates, which have a direct impact on your company’s profitability.