Systems and processes can save your sanity, by saving you time, money and energy. If you want to maintain the quality of your delivery, then you need to develop systems and processes right from the beginning and to document all the repeated steps to reduce mistakes and keep the workflow consistent. 

 

The benefits of having systems are: 

  • Reduced operation costs
  • Delivering consistent outcomes
  • Better performance
  • It becomes a business asset
  • Allows you to leverage faster
  • Brings you greater productivity
  • Exceeding customer expectations
  • Gives you more freedom. You can switch off and enjoy your holiday because your team knows what they have to do. 

Simply because you have developed your systems and procedures doesn’t mean that’s the end of it. You need to review the process regularly to make sure it’s still relevant to your current practices and that its able to operate smoothly like a well-oiled machine. By reviewing and auditing your systems and processes annually, you’ll also improve your overall business performance.

Read here 7 Steps for Creating Your Own Business Operating System

 

How to know you Have a weak links?

Here are 6 reasons your systems might have a broken link that need your attention, so that you can fix them before snowballing into a bigger issue that will cost you more in your quality and labour costs.

  1. Your team keeps interrupting you – Although you have procedures and work instructions in place, you’re still getting distractions from your team member with the questions that are already answered. This quickly tells you that either no one is using it or they don’t know where to find it. 
  2. Time increased on reworking things or mistakes – Your procedure might be out of date which might be why you keep seeing the same mistakes. 
  3. Increased customer complaints, or a lack of satisfaction with the outcome – Follow up your complaints to find out the root cause. Review your current systems and procedures to make sure they’re still relevant to current practices. 
  4. Not knowing what’s going on – You don’t need to be a software or apps ninja, but at minimum you need to understand how projects and tasks interact with each other. Therefore, have a user manual to document how you use your apps to run your business and deliver the outcome.
  5. Too many missed deadlines – To resolve this, you need to review your project management system to ensure you and your team can meet deadlines. Don’t say YES too soon to your clients on those unrealistic timeframes because it might not be worth it if you’re putting more labour on the project and the return is too low. 
  6. You’re ‘trapped’ at work – You can’t get away from your business because you’re the only person who knows how to complete certain tasks and you can’t delegate to someone else because you haven’t developed your systems and processes to support you and your team.  

Once you have developed your systems and processes, you need to review them annually (at minimum) to make sure they’re still relevant and that you’re able to meet your client’s expectations. It is essential to audit your business operating system annually and give more regulations to those high obstacle ones.

 

Start spending more time with your family and loved ones. To have a systems audit or a review of your processes, book a free 30-minute no-obligation call, and we can discuss your needs. If my message resonates with you then we can further discuss the opportunity to work together.

 

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Monthly Live Q&A

Starting and growing a business can be hard, but the thing that makes it easier is having the right people on your side and the systems, checklists and processes to help you and your team (even if you are outsourcing) run your business efficiently and effectively, giving you back precious time with your family and also time to do the thing that you do best, work on your business.

 

If you have a business operations, systems or processes question that you’d like answered, join me at my monthly Q&A sessions where I will answer your questions personally.

 

I have assisted many individuals and businesses with email marketing, project management apps, marketing campaigns, and setting up an onboarding process. Apart from these, I can also lend a hand as a personal assistant with smaller yet highly significant tasks such as time management, calendar booking systems, organisation, system reviews, event planning and so on. 

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