Did you know that a routine email is a system? So is the way you assign tasks to your team. Systems are everywhere in your business, whether you know it or not. The key to having a business that simply works is by creating your systems with intention rather than letting them create themselves.
A lot of business owners inadvertently let systems create themselves, without even realising it.
For example, if your web designer is the only one in your business who knows how to make changes and edits on your website, if your web designer leaves, you lose an integral business system.
But what if your web designer wrote down her daily routine and all the information he knows to keep your business running? Now, you’re suddenly creating a documented system.
The key to creating systems is to think about what you would need to do to ensure that the business keeps running if somebody had to leave? In this lesson, we’re going to show you the nine steps you need to create a system. This way, you’ll be building your business by design, not by default.
Building Systems in 6 Steps
For the purposes of this lesson, we’ll help you to create a clearly defined system for your business to help you manage new leads.
1. Name Your System All systems should DO something. So to name a system we start with the word “To”.
Example: To follow up with new leads.
2. Design Your System Use a simple box and arrow to diagram a brief description of each step.
Example: Reply to website form entry > If no reply, follow up in 2 days > If no reply, follow up in 2 days > If no reply, close account.
3. Assign the System Assign the system to appropriate position in your business.
Example: Marketing manager will be responsible for monitoring and following up with new leads.
4. Assign a Time Frame Knowing when each step needs to be completed is pertinent to getting the result of each system.
Example: New leads will be replied to within 24 hours and receive 2x follow ups every 2 days should they not respond. After 2 follow ups, close the client account.
5. Monitor Performance There’s no way to know whether a system is working without measuring the performance of that system.
Example: Marketing managers will monitor response rates to follow up emails and adjust accordingly.
6. Document the System No system is complete until it has been documented. Use flowcharts, simple text, diagrams and screenshots to document your system.