In my experience, successful businesses are the ones who can implement systems and processes to streamline everything they do. But what do I mean by business systems and processes?
The definition of a system is a defined set of principles, practices, and procedures that are applied to specific activities to achieve a specific result.
Here we will be talking about how you can implement business systems and processes to improve your overall business performance and make your life easier.
What are classed as business systems and processes?
A system can be applied to every single repeatable task in your business. But what exactly counts as a business system, and how is it relevant to you?
Well, you're probably operating many different business systems without even realising. If you do any tasks in any of the following areas, you are more than likely using a system because you will do it the same way each time -
- accounting and financial planning
- lead generation
- sales conversion
- customer service
- purchasing
- human resources
- training
- shipping
- fulfilling orders
- operations
- stock management
- marketing
Systems and processes are the building blocks to any business. The everyday tasks that you do all come under the bracket of a business system and process.
Why are business systems important?
With good systems and processes in place, you have the ability to build your business so that it can run independently of you and generate the income you need, without working every hour of the day.
Sounds brilliant, right? I know it's the goal of most business owners and entrepreneurs to have more freedom and leave their business in the knowledge that everything will run smoothly.
By having a system set up, you reduce your risk and can increase productivity and profitability.
How to start planning which systems and processes can be improved
If you overlook your current business systems, you could be missing out on opportunities to streamline your approach. I know that when it comes to thinking about improving your business systems, it can be a daunting task.
Doing something the same way it's been done for years may not be the best option any more. By taking the time to audit and discover new ideas, you could add or improve a system that makes a dramatic difference to your daily operations.
I've worked with many business owners who struggle to approach this topic. There are many theories out there about how to get started, but from my experience I want to share my top tips on where to begin.
If you follow these steps, you'll be on your way to implementing good business systems and processes in no time -
- start by identifying your core business operations - sales, marketing, finance, HR, etc. (see previous list for more examples)
- for each area, record where you have a certain way of undertaking a task, because that in itself is a system
- map out all of these operations in a workflow to visually represent your current processes
- highlight where a template, checklist, or other resource could make your current process more efficient
- identify where possible additions of new technologies and automations could help streamline and save time
Then, by prioritising the processes you can systemise and make your business as streamlined as possible.
Using new technologies, such as automated software, could save your team lots of time and free them up for other more important tasks. And why wouldn't you want to do that?
Create a library of business systems and processes
Creating a library of systems in your business can be helpful in many ways. Having your processes written and accessible for you and your staff at any time will not only increase productivity, but will leave you feeling less stressed. This will reduce your fear or anxiety about everything going wrong, because whenever you have a specific task that needs to be done, you have a step by step guide.
What does this mean for your business, day-by-day? Having business systems and processes in place means there is no need for a handover, less questions, and everyone who works within your business understands the standards that need to be met for each task.
On-boarding new staff becomes easier, as well as maintaining expectations with your current team.
So, in summary, systems will allow your business to run like a well-oiled machine, whilst making it more streamlined, more productive, and ultimately, more profitable.
When a large proportion of your business is running smoothly and with less supervision, you can take a step back and let your systems do the work for you, thereby allowing you to be a less stressed business owner. Now you can use this extra time for the tasks that are best use of your time, energy, skills, and expertise or to spend more time living the lifestyle you desire.
Help with setting up your business systems and processes
If you are thinking about implementing systems and processes in your business, I'd love to hear from you - this is a service I love helping my clients with. As a highly experienced business and project manager, I can use my expertise to help you streamline, systemise, and automate existing day to day routine operations, specific to your business needs. Find out more about my virtual business manager services.
To build a community of like-minded businesses, I've created a Facebook group called 'How to work with a VA day to day'. This gives you extra support and you can ask any questions or queries... perfect for if you're not quite ready to take on a virtual business manager.
Start controlling your business rather than allowing it to control you... get your business systems and processes in order and you'll save both time and money in the long run.