‘How to systemise your business’
At Action Coach we employ a thorough 9-Step Framework for how to systemise your business. In our last article, we explored the benefits of systemising your business, in this article we look at how to do it. We have distilled our framework into the following five essential actions:
- Describe the outcome you’re looking for – know what you want.
- Set up the resource and measures to deliver – get people involved
- Work out the “How We Do Things Here” approach
- Write it down
- Ensure you and your team work to the system
- Describe the outcome you’re looking for – know what you want.
Start by looking at the areas of your business that would benefit most from systems and processes. If you think about your business now, it’s likely that you already know what the top 3 of these are. Examples from businesses I’ve worked with in the past are :
- They do it, but not to the standards I want unless I’m there directing
- Only … know(s) how to do this
- We’re always having to do … multiple times
- We’re wasting so much money/time doing …
- We just can’t find the right person for …
You then have to set the scene for everyone involved. I’ve seen this work well at company level (this is what we’re all here to achieve …) and also at task level (this is how we’re going to … from now on). It’s important to make sure everyone sees that this will be a major benefit to all involved and that they will be supported in setting things up.
- Set up the resource and measures to deliver – get people involved
Once your objective is clear and everyone knows what it is, you can start with the measures. How will everyone know when you’ve got to where you want to go? Some measures we’ve used in businesses I work with have been :
- Number of returns to site
- Customer experience feedback
- Time taken to complete a task properly
- Conversion rate from enquiry to order
- Number of unplanned events
- Work out the “How We Do Things Here” approach
Now that we know what good looks like, we must set the system. Often someone within the organisation knows the best way to do things (this might be you). Other times, the team involved has to map out a way of doing things based on their knowledge and experience. Either way, setting up a process that everyone can follow is your next step. Bear in mind this is likely to involve training at least some of your team in the best way to do things.
- Write it down
Once you have your written process, make sure everyone involved has a copy permanently visible and have the team involved commit to working to it. Audit the process frequently in the early days and you may find that you have to change or tweak parts of it as your team builds experience.
- Ensure you and your team work to the system
Finally, reward people when they get the system right. Too often the praise and encouragement goes to the person who firefights their way to a result. Flip this and switch to praising people who deliver consistently great results in your new structured, organised way.
Ultimately you can set the goal to build the Operating Manual for your business. How many key systems does your business rely on? If you were to set up one every week or every fortnight, how long would it take? In reality, when you get going and people start to see and feel the benefit, you can get teams doing this work in parallel so it can go much quicker.
Systemisation is your route to time, money and energy freedom. It takes some effort to establish but it takes even more effort and energy to grow a business without systemising what it does.
We work with business owners and MD’s to help gain clarity on their 2024 goals and beyond. If you’re struggling with where to start, why not schedule a conversation with us? It’s free and at the very least you’ll come away with a couple of ideas to help you move forward.
Alternatively come along to one of our upcoming business masterclasses or workshops – Upcoming Events
