When I first started in business, lots of people were telling me I needed processes, procedures, and systems for my business to operate well.
It all got a bit confusing. I’ve always been the visionary, the one excited about big ideas.
It’s not natural for me to sit down and detail exactly how I do every little thing. In fact, it’s dead boring to me too!
Perhaps you can relate?
If you feel like the ‘admin’ side of your business is driving you crazy, or if you’re spending each day pinballing between random tasks, this article will help you get clear on your next steps forward.
What Are Systems And Processes In Business?
Systems and processes are part of the same function.
Let’s take a quick look at them both.
What is a process?
A process is essentially a step-by-step map of how to get from Point A to Point B.
A perfect example of that might be:
How do we take someone from being a prospect to becoming a client?
To create this process, we need to identify every step someone needs to go through to move from Point A (prospect) to Point B (client).
At TGC, we would map that out as a flow chart. There might be some decision-making points along the way ie: ‘if this, then that’ mechanisms where processes might branch off (eg: for a ‘yes’ or ‘no’ answer)
What are systems?
Systems are the ‘how to’ detailing each step within a process.
So this might look like:
Process step 1: Someone subscribes to our email list
We would have a system of how they subscribe to that
Process step 2: Prospect meets X and Y criteria
The system here would be a decision making mechanism that helps us filter them into the right category. Eg: Do they live in Perth Y/N
And so on…
Think of the process as like a journey, and the systems within the process as the detail of how each step of the process is reached.
When You Should Prioritise Working On Systems And Processes For Small Businesses
Typically if you’re doing under half a million per year right now, 80% of your focus should be on building sustainable marketing and sales funnels to grow your business to the next level.
After the 500k mark, that’s when you really need to start focusing on operational processes and systems.
For instance: how do you hire staff? How do you deliver projects? How do you train new employees? How do you manage your meeting structures?
When you take the time to do all this operational organisation, you’ve already nailed your marketing and sales processes, so it runs along smoothly in the background to keep your business afloat.
I see a lot of business owners doing it the other way around, and it completely bogs them down and slows their progress to a crawl.
How Can You Fix Your Systems And Processes?
If your business organisation is in a mess, it’s probably time to take a step back and rethink the structure of your documentation.
The thing is, every business, regardless of industry or size, has a maximum of 9 core processes.
These might be -
Opportunities to sale
Sales to delivery
Hiring and training staff
Each step within these core processes needs to have clear systems.
Their systems need to detail:
What is the system for?
Why is it important?
Who is accountable for it?
What does success look like?
The detail of how to do it.
Each of our systems start with a video that someone can watch that details all this information. The video is followed by step 1, step 2, step 3 etc.
If you’re finding yourself bogged down in the marketing and sales side of your business, or if you need to re-organise your processes and systems, what I recommend is this:
Create one system: The system for writing systems.
That might sound like we’re falling into The Matrix territory, I know!
But think about this -
- You hire someone
- You train them on how to write a system
- You show them how to do their role
- You hand it over, and get THEM to systemise their role
- You check to make sure the system is accurate, then let them get on with their job
- They use their system to train other new employees in that role
Meanwhile, you are getting on with doing what you do best.
That’s how I systemised my business. We now have hundreds of systems that flow down from those 9 core processes.
90% of those systems were created by my team.
The best part?
When a staff member leaves, the new one can be trained really quickly because of the systems their predecessor built.
Food for thought!
How The Game Changers Can Help
Is your business organisation in a mess? The Game Changers can help.
We’ve helped hundreds of business owners across Australia systemise their business to get their time, money, and freedom back. So they can stop being bogged down in the day-to-day, and start living the lifestyle they dreamed of back when they started.
If you’d like to find out more, click here to book a complimentary, no-pressure conversation with one of our game-changing crew.