How to use Your Business Systems & Processes To Take You To The Next Level
One of the biggest things I see in business is people getting stuck on problems.
They take a hit, then they sit, they might rant, they feel like giving up, and they generally feel miserable for a while. Which is totally unproductive, and not an enjoyable way to do business either!
The reality is that your business is always going to be broken.
That’s right - always.
If you think you’re ever going to reach a point where there are no new challenges to overcome, you’re sorely mistaken. It’s the nature of the game.
That being said, there is a way to avoid many of the problems that can pop up from day-to-day… giving you more time to focus on what’s working. What I’m talking about is using systems and processes in your business.
Here’s how you should start.
Step 1: Create the one system that rules them all
It may sound a little meta, but the one core system that freed up my time and energy HUGELY in my business was this:
A system for creating systems.
Let me explain.
A couple of years ago, I wrote a document that instructed others on how to create a system in The Game Changers. It essentially covered everything that systems documentation needs: how to present it, how to set benchmarks for success, stakeholders to include, how to outline processes within the system, the works.
That document became the core framework that enables other members of my team to create systems around their own roles. The result is that anyone can start in a new role and have everything they need to understand, execute, and excel in that role right away.
Goodbye long staff indoctrination periods, hello hit-the-ground-running efficiency.
What that meant is that rather than having to create processes for my entire business, my staff were empowered to create them for me.
The ripple effect is awesome - whenever I want to implement something new in my business, it literally takes me 5 minutes.
How, I hear you ask?
Well, once a new staff member understands how to create systems in our business, all I need to do is record a quick audio or video telling them what I want the system to do, what they’ll need to include, and what it should achieve.
Then, they go away and create the system themselves, using the core framework for creating systems. So I know things are always going to follow the same structure and process.
Naturally, we have safeguards built-in to make sure that the systems are working as they should. Which brings me to my next step...
Step 2: Notice where your gaps are
Rolling out a new system is not always smooth sailing right away.
Business can get complicated, and sometimes things can fall through the cracks. So it’s important to always be looking for the gaps in your system.
Built-in checks work as failsafes that indicate where something isn’t working smoothly. Examples of things that can fall through the cracks might include -
- Onboarding emails getting missed
- Passwords or online access not being delivered
- Welcome packs not being sent
- Payments being missed
- Work briefs not being assigned correctly
All these things (and more) can result in enormous losses in your business. So it’s important to catch them - and correct them - before they can bite you in the... (you know where).
At The Game Changers, we welcome gaps because they show us how we can improve. They’re opportunities to see what’s being missed, and improve the system so it works better for our clients, and for us.
Step 3: Step out of the way
This can be a big challenge for most business owners, but it’s something that we encourage our clients to do (and the results are always hugely valuable).
Once you have your systems working, they’ve got back a significant amount of time and the business seems to be operating well… we want them to take some time to step away.
What that looks like is a 2-3 week holiday, with their phone and emails OFF.
I can hear you practically gasping with horror at the prospect.
But we have good reason for doing this.
First - we want to break the pattern that they’ve created where they identify themselves as the one pivotal person in their business. Most business owners are control freaks (or recovering ones) and it takes a lot to step away and let your business run without you.
But it’s crucial for developing the mindset you need to truly scale your business to the next level.
Secondly - We want things to break.
That’s right. Because when things break and the business owner isn’t there to quickly pick up the pieces, that’s when you get a) staff stepping up and stepping in, and b) a true view of the high-level problems in your business that you cannot see when you’re deeply involved.
It’s when we get this high-level feedback that we can implement big fundamental changes that will not only ensure it never happens again, but will also create huge life-changing growth in your business.
Sometimes things need to break for you to know how to restructure them better.
Why a business coach can help develop systems and processes for small businesses
I believe that our core goal as entrepreneurs should be building businesses that make a significant positive impact on the lives of everyone involved within and around it.
The only way to do this is to create businesses that can operate beyond us. Because when our business can operate without us, we have the freedom and flexibility to take things to the next level, for the good of everyone.
So if you’re just starting out in business, or if you’ve been operating for some time but don’t have the freedom you envisioned your business would give you, systems and processes are definitely something you should look into more deeply.
At The Game Changers, we take our clients through a systemised process (see what I did there) for getting the right structures set up in your business, the right way.
Because there’s no point in installing a bunch of systems you won’t need until you’re hitting over 6 figures annually if you’re only doing 500k. We’ve built a framework for giving businesses the stepping stones they need, in the right order, to help them grow and scale rapidly by 2x, 3x, and even 5x within 12 months.
If you’re interested in finding out more about our business coaching, let’s have a chat and see if we’re a fit. Book a 15 minute call with one of my incredible team at this link.