As a business owner, I bet I can confidently say you started out doing everything yourself and now you’re ready to grow, things feel like they could easily get a little out of control. You need to systemise your business to keep it sustainable, free up your time, and grow the right way. But you, just like thousands of other business owners, don’t know where to start… The good news is, that’s what we’re here for. 

I see this issue all the time and it’s a big part of our our virtual business manager service. At Spero Solutions, we help to get your business ready to start delegating. It’s what we do best.

Why are systems important to your business?

When you systemise your business, it not only helps you as a business owner, but it also helps your overall chance of business success. Systems and processes make a business stronger and less risk averse. 

Before you can hire an apprentice, an employee, or even a virtual assistant, you need to be aware of your business systems and processes. It’s impossible to train someone to work in your business if they don’t have clear and consistent steps to follow. 

Business systems and processes also allow your customers to experience the same great level of service, time after time. Instead of making it up as you go along, you create a streamlined customer experience when you systemise your business. This creates a better customer relationship. Less complaints equals more sales, easier operations, and happy, loyal customers. 

Even better, when your business runs like a well oiled machine, your current customers can recommend you without hesitation as they know that their contacts will receive the exact same level of service from you.

When you systemise your business, the goal is it can run without you – at least whilst you take a holiday! This should be an important driver for any business owner, to help overcome the fear of, “what happens when the worst happens?”. It also makes delegating of tasks easier, freeing you up to have more time off and a better work/life balance. 

Systems allow you to feel more in control of your business’ future.   And they can develop and grow with you.

Where do you start systemising your business? 

First, you need to list every element of your business. How it runs, your customer journey process, and all internal systems to run your day-to-day. Be as detailed as possible. 

Draw a user map for all these elements – 

  • Marketing – how and where do people find you? 
  • Sales – what happens when they enquire and become customers?
  • Workflow – how do you deliver your product/service?
  • Finance – how do you take payments and pay suppliers?
  • After sales – turning customers into ambassadors and receiving reviews and referrals

Writing down all the steps involved from being a prospect to a loyal customer is your customer journey map. When you get to this point, you’re able to work with a virtual business manager to grow your business. They will use the maps to improve, record, and roll-out the systems and processes. 

But actually, I’ll let you into a secret… If you’re not sure how to create your process map, I can work with you to do it.  It’s amazing how having someone ask you what you do next helps.

How a virtual business manager can systemise your business 

A virtual business manager offers a different set of skills to a virtual assistant. Unlike virtual assistants, virtual business managers (VBM) usually have a project management or leadership background. 

This means they can take the reins and offer you expert management skills for projects to improve your business, so you can feel confident in their knowledge. Working with a VBM means you get instant help and support.

Your virtual business manager will do the following – 

Evaluate current systems and processes to spot improvements

Record your systems and processes for easy future reference

Roll-out changes to systemise your business

Suggest where streamlining or an automation could be implemented

Adapting current systems and processes 

Acting as a sounding board, a virtual business manager will know how to take your current weaknesses and improve them to systemise your business. By asking the right questions, your VBM can remove the stress from the process. It’s much easier to answer questions from a trusted partner than it is to come up with the answers yourself.

Your virtual business manager can spot opportunities to improve your customer experience, including making your sales and marketing repeatable and consistent. 

Recording systems and processes

After the systems and processes have been defined and outlined, your virtual business manager will record everything and organise your files. This makes sure anyone can pick up your business in the event of an emergency, or if you plan to take time away from the business. 

Your VBM will create a screen recording of how each process should be carried out, alongside any supporting documents and instructions. The recordings include any software needed to carry out each step. Your VBM will also make sure any new software accounts needed are set up, keeping passwords safe and secure.

This process is valuable for new employees and working with external freelancers, as you can send them the relevant videos and documentation and you know everyone has the same instructions, that they can refer back to whenever necessary.

Systemise your business – what happens now it’s done? 

Now you know how to systemise your business, your virtual business manager can help to roll-out the changes and see your business go from strength to strength.

This could include training any current staff members or freelancers on the new systems and processes. 

You can also now work on any big, juicy projects you’ve not been able to handle before. Or you can continue working together to give you more time away from the day-to-day business tasks – giving you more headspace and time to develop the business.

Hire a trusted virtual business manager

Spero Solutions virtual business managers work with businesses that have big ambitions but need help realising them. It’s a partnership to help your business to grow. As a business owner, you can rest assured your business is in safe hands if you need to take time away from running your business.

When you have systemised your business, everything else will feel easier. If you need more information about how implementing business systems and processes can make you more profitable, read our blog post.

It may sound like a big process to systemise your business, but it’s something that’s essential to take you to the next step. Improve your lifestyle as a business owner, improve your business efficiency, and improve your customer’s experience with organised systems and processes. Get in touch with Spero Solutions and let’s take your business to the next level.