You started your own business because you wanted the freedom that comes with being your own boss. You never imagined that it would quickly take up all your free time to keep things running.
And you find that you are now busier than ever and can barely find the time to eat, let alone enjoy running your own company.
Unfortunately, reality has set in. From answering an endless number of emails to ensuring your invoices are created and sent to your clients, the daily tasks that you're required to do can become overwhelming.
If you're bogged down with the daily tasks that aren't utilizing your strengths, then it's time for you to develop systems that allow your business to run smoothly without you.
What is a business system?
❝ 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.
A great example of business systemization at work is franchising. Franchises are essentially prototype businesses that use well-documented systems in their daily operations. Franchises use written manuals to describe in minute detail how the company should be run.
If you want to create a high potential company, you need to build viable systems that will allow your business to run without you. Yes, it's true: one of the best things that you can do for your business is to implement business systems.
The systems you need to run a successful business
Again, for your business to be successful in generating steady and predictable sales and cash flow, you need to develop systems that allow your business to run smoothly without you.
Here's 5 business activities to help you start systemizing today.
1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
Here's 5 easy steps to help you start systemizing today.
1. IDENTIFY REPETITIVE TASKS.
The 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.
2. 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.
3. 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.
4. 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.
5. 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.
Systemization will allow you to repeatedly produce the same and better results every time. When you implement business systems, you can ensure that your employees will complete each task with the same consistent results, every time.
Business systems will ensure quality in the completion of every task, every time, with the same quality as before. Sure, systemizing your business will take a lot of hard work and effort up front.
Documenting the processes of your company take a tremendous amount of time, effort, and expense, and only once you're able to systemize your business processes, you'll be able to focus on growing your business and increasing your revenue. It'll well worth it.