Tips for Systemizing Your Business
Documenting your procedures is one of the best ways to systemize your business. These documents should be as detailed as possible, with no step left out. Over time they will be fine tuned and updated as your systems change and evolve. They need to be in plain English, do not use code words and jargon.
Having operating or training manuals in place can help the process of training any new employee much easier. It can also help keep employees happy so that they stay with you longer. They know exactly what to do and what is expected of them.
Even a small business, or a one person business should have manuals and procedures in place. Have you ever thought of what you would do if you couldn’t run your business for six weeks or more?
Training manuals allow you to handover your business operations at a moment’s notice with fewer complications.
Depending upon your systems and procedures you may find that it can be helpful to create training videos. This is sometimes much faster than writing out long winded instructions.
The advantage of video training is the person can stop and restart the video as necessary. Videos are a great tool to use if you use a virtual assistant in your business.
Another great way to systemize your business is by delegating tasks. Yes, we know this can be hard for some people, but if you want your business to grow you have to let some things go. Learn to hand things over to someone else.
Once you have systems in place you must still remember to monitor them. They will need tweaking and updating regularly. Any time you make a change to one of your systems, remember to update the training manuals accordingly.
Things to monitor include seeing if the tasks are being completed correctly. If you have to constantly fix mistakes, something in your manual is wrong. This could be the user misunderstanding your instructions, or that the instructions themselves were confusing.
You should also be open and encourage any team members to offer suggestions to help improve your processes. After all, they are the ones using them.
At the same time you should be taking advantage of technology and implementing new techniques when appropriate. Software is constantly changing and there may be a better tool for something that you have been using for years. Be willing to make changes.
If you consistently apply and use these business systemizing tips you will quickly be running an efficient business.