Until you can establish and document viable systems and processes, the business activity only exists in the mind of those who know how to do it and cannot be replicated or duplicated when they are absent.
LEAD GENERATION.To generate a steady stream of qualified leads you need to develop a proven system of advertising, marketing, and promotion.Without a predictable and continuous stream of leads, your company's sales and revenue will quickly dry up, and your cash flow will slow down.
LEAD CONVERSION.To convert interested prospects into customers, you need to have a proven sales system in place.The system will begin with a sales script that every employee will use from the first contact through to the completed sale.Using preplanned sales script can triple your sales in a short amount of time. Sales scripts allow anyone who is talking to potential customers to know exactly what to say through the entire process.
DELIVERY SYSTEM.To fulfill orders and deliver the product on time, you need to develop a step-by-step, reliable delivery system, with clearly documented steps.This will enable you to get your product or service out to the customer efficiently and quickly with minimum delays.
SERVICE SYSTEM.Having written policies and procedures in place for providing follow-up service to your customers is an integral part of any business system.A service system should include ways to handle customer complaints, how to generate additional sales, how to ask for referrals from satisfied customers, and how to alert your current customers of new products and services your business offers.
PERSONNEL SYSTEMS.Each of your employees needs to know what is expected of them and the standard of quality he or she are required to meet. Your business needs to develop written systems that describe each position in your company and how it is done, as well as methods for training new employees and personnel relations.
IDENTIFY REPETITIVE TASKSThe 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 cannot 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.
MEET AND SURPASS CUSTOMER EXPECTATIONSThe system 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.
PRODUCE CONSISTENT RESULTS.When you implement the system, you can ensure that you will complete each task with the same consistent results, every time, with the same quality as before.
IMPROVE PERFORMANCE.The goal here is to complete the work more effectively and efficiently. The system must provide you all that you need to become more effective and efficient.
REDUCE COSTS.When you don't have to repeat activities several times to complete them, you will dramatically reduce your costs.
INCREASE PROFITABILITY.Meeting and surpassing the expectations of your customers will help to build customer loyalty and increase referral rates, which have a direct impact on your company's profitability.