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Systems, but make it fun. Let’s uncover how to create systems in your small business so you can start growing and bringing in those dollar bills.
You’ve found this exact blog post because you are looking for a quick solution to creating systems and processes within your small business so you can be more efficient. Let’s not waste ANY time and dive right in! First, let’s cover the basics: what exactly is a system and how can they improve your small business?
What is a System and how does it Improve Your Business?
Imagine you are a small business owner just starting their solopreneur career and you don’t know what the eff you’re doing so you are all over the damn place trying to figure it all out. Pretty sure you don’t have to imagine, that’s probably your current world today. Let’s change that.
Welcome to what systems don’t do: create confusion and wreak havoc in your business.
Forbes describes a business system as, “…a documented procedure that outlines how to do something in your organization to achieve your business goals. Think of it as standard operating procedures…”
I would take this definition a tad bit further to say that a system in business is a group of repeatable or similar processes that ensure consistency, efficiency, and quality are controlled so you can guarantee rockstar results each time.
The Importance of Creating Systems in Your Small Business
Systems can Scale
Systems are important for a few reasons. First, they can start very simple and can be effective even for solopreneurs without any employees and they set the framework for businesses well before things get complicated. When it’s just you running things, it’s easy to test systems and dial them in before others are involved. The bigger you grow, the harder it will become to pivot quickly and adapt on the fly.
Systems can Automate
Systems can automate your business. By performing the same set of processes within a system, it ensures things are streamlined and there’s no question whether things are working or not. Eventually, as your business grows, you as the business owner can begin to step further out of the day to day and into the parts of the business you most enjoy. You can be confident things are working because the KPIs (key performance indicators) of your system will tell you where to focus your time and energy.
Systems can Sell
If you ever plan on selling your business in the future, you’ll want everything documented. Not only will it make the transition for the new business owner easier and your brand will remain intact, but you will be able to get more $$$ for your business because it’s worth more. Can I get a hell yes???
What are Examples of Systems?
There are several types of systems a business can have. Read through the ones outlined below, but if you are just starting out, the one piece of advice I can give you is focusing on only one system at a time.
The most important system to a new business will always be your content creation system. This system should focus you on identifying and creating content your customers/clients care about so they can find you. If you don’t have a connection to your clients or customers, then no other system listed here will matter. This is the foundation to building other systems.
So, please hear me when I say this, before you focus on anything else in your small business, take the time to create a system around your content strategy that actually works before shifting your focus anywhere else.
How to Create Systems in a Small Business
When creating a system in your small business, the framework is pretty simple:
Plan the thing, Do the thing, Track the thing, and Improve the thing. Let’s dive deeper into all the things…
Make a Plan for your System
Outline who is going to be responsible for the system, how often the system needs to be reviewed or implemented, the purpose of the system, and finally all the pieces that fit together to make the system. These things will clarify the strategy and processes that need to exist to make the system a success.
Once you know that, I highly suggest grabbing some good ol’ post it notes and writing out the processes step by step (one step per post it) until you’ve identified everything that needs to happen within the system and in what order.
If you are working with multiple people on creating a system, this process is very valuable to do together so everyone is on the same page.
Once you have that down, it’s time to document all parts of the system and capture it somewhere that’s easily accessible.
Document Everything!
Time to figure out how you will store this information!
What’s a place everyone in the business can access easily to reference the different processes within the system you created for your small business?
My personal preference is Asana. Again, it’s a project and task management platform and can easily be used to house all of your processes in one place. You can document everything using Google Docs and then house the link in Asana.
The importance of documenting the processes that make up your system is this is where all the magic happens…
Sounds crazy right? Documents = magic That’s a pretty bold, yet boring statement.
But it’s soooo true! If you want to automate, be efficient, provide consistent badass results, and eventually scale your business, this is the secret!
Ensure everything is documented in your system so you can eventually pass those processes off to other employees.
Test Your System
You won’t know if your processes work or are even efficient until you start testing them out and track their success. Start with what you have documented and don’t try to perfect the processes before you begin to actually use them, start using them right away and learn as you go!
When you’re a new entrepreneur with a small business, you don’t have the luxury of wasting time; it’s your most valuable asset.
Dive in, use what you’ve documented and as you learn along the way, learn how to improve your processes over time.
You should never get stuck by a process, it should be working for you and moving you forward faster.
The best way to test a system is to hand it off to someone who has never done the processes before and see if your product comes out similar to what you would produce. If it doesn’t your processes may need some tweaking.
Your System can Always be Better
Never stop learning or growing in business. If you become stagnant, so will your growth and eventually it will decline.
As you learn how to do things in a better, more efficient way, use a system to document those improvements, review those improvements, and eventually implement the good ideas and toss the bad ones.
If you think your processes and systems are the most efficient they can be, I would challenge you on that thought every single time. You can always find a better way to do things.
Look for ways to automate your systems, find steps to cut out that don’t benefit you or your clients/customers, find better pricing on tools, supplies, products, etc. that you use, or learn how to produce a better product.
If you are always learning you will always be earning those $$$. So get to it and find those process and system improvements!
How to Ensure Systems are Working in Your Small Business
In order to know if systems within your small business are working or not, you need to identify KPIs or key performance indicators (key metrics) that tell you that answer. KPIs are sets of metrics or data points that will instantly tell you if something needs attention.
Small businesses tend to have some pretty standard KPIs to watch when it comes to different areas in the business. Here are some examples of KPIs you may want to start tracking so you know whether or not your systems are working:
Whatever your measurements are, again, don’t let these keep you stuck. Pick a few key metrics you feel will tell you whether or not your systems are doing well or could be doing better. Over time, improve the metrics just as you would the processes and systems.
Tools that can Help with Systems
There are many tools that can help you with creating systems for your small business or maintaining those systems. I’ve curated a list that I constantly add to as I find new tools that support my small business in a way that makes me more efficient and consistent.
I know creating systems doesn’t sound like a fun topic, but does making money sound fun? I’m sure we can all agree that’s a ‘Hell Yes!’.
Once you’ve created the systems you need in your small business, you will see the benefits and you will become just as obsessed as I am with productivity, efficiency, and the freedom systems can provide in your business.
I’d love to hear about all the systems you have in your business that are making you successful!
