Notice how all the McDonald’s provide the same food, and environment no matter where you are in the world? That’s because they’ve created and systemized their entire business.
In a nutshell, a system is a documented process that explains how to repeat a set of actions, such as implementing a new promotion or how to follow-up with a customer. Instead of being stuck in repetitive tasks, a business system frees up your time so you can focus on other things, like growing of your business. A lot of entrepreneurs get stuck in the ‘plate spinning’ stage of their business, so they are doing a lot but getting nowhere, so having systems can really help them get to the next level. But how do you create and generate a system? It’s easier than you think! .
So, imagine your business could exist without you having to turn up every day operations. What’s the first thing you need to do?
Step 1: Build Your Team
You may have started your business as a ‘one-person-show’, but if you want to grow it – it can’t stay that way. Whether it’s just bringing on a helping hand on a casual basis or hiring a full time staff member, this first step is pivotal in achieving a business that “runs itself”! I can hear your thoughts right now, “I don’t have time to train a new employee!” Oh yes you do…read on!
Step 2: Record Everything
From how your answer the phone, formatting documents, to product and service delivery – if you can record it (audio or video), do it! Why? Because you’re doing the task anyway, so by recording it you’re essentially capturing “training material” for future staff to learn from. Once recorded, you can document the steps of the process for others to follow (you can even get your new hire to listen/watch your recordings to document the process for you!). So you have a team, you’ve recorded some procedures…what next?
Step 3: System Creation
Create the business system! Go through all the documents you now have, based on those recordings you did to train your staff, and put them into a logical order. For example, you may have four separate documents called: (A) “How to upsell”, (B) “How to do a sales call”, (C) “How to close the sale” and (D) “How to do a post-sale follow up”. Here’s the exciting bit…it becomes a shiny new system when you put them in this order: (B) (A) (C) (D). That system, now in place can be picked up by anyone and followed – with or without you! How cool is that! Now I bet you’ll spend the rest of your day creating systems, right? Yeah, but hold up a second, before you get too excited, let me finish off explaining how you can automate the whole shebang!
Step 4: Implement Automation
Team: Check. Recordings: Check. Systems: Check. Last item on the list is automation. Firstly, one or more of your team members needs to be delegated as the lead for a particular system (eg. New Client Lead Procedure), so whenever a task rolls down the line (eg. a new sales lead), they know they’re the one who has to do it (eg. pick up the phone). Next up, work out some timings around your systems, such as: New client lead – call immediately; Add to email autoresponder – 1 day later; Soft follow-up email – 5 days later; Special offer phone call follow-up – 10 days later; and so on.
Once you have team members assigned to systems and timings put into place – you can rest easy knowing when something “triggers” that system, the processes will be followed just as you outlined…each and every time.
I know it’s only 4 steps, but what you’ve just ready is truly one of the easiest and most effective ways to run your business without having to be there! If you’re not too sure about what to do next, or need some mentoring on how to create the best systems for your business, contact one of the Melbourne SEO Services team today and we’ll help with making all systems go! Click here to get started.