A great way to think about the importance of systems is to use this acronym. 

S.Y.S.T.E.M (Saving Your Self Time Energy & Money) 

When it comes to systems, the key is to ‘Optimise the routine, humanise the exception’.

The best way to Optimise your business is to create systems, processes, and procedures for routine tasks. Anything that cannot be systemised needs to be run by people. Always look at putting a system in place rather than employing more people. A system means that things are done consistently, without relying on a specific person. It also means that your team can focus on your clients instead of the processes.

Important to remember…

•          Systems run your business…
•          People run your systems…
•          You lead your people…

Why Create Systems?

There are many benefits to creating systems in your business.

Consistency - Tasks and process can be carried out by anyone in your business with consistency. Having the ability to be able to follow a set process will ensure that no critical steps are missed. Customers and Team members enjoy the predictability that systems create.

Efficiency – One of the keys to a successful business is efficient operations. Streamlined process and procedure ensure that tasks are being completed efficiently.

Easy to Train – You will have the ability to quickly train new team members and cross train existing team members. 

Reduce Confusion and Mistakes – Your team will be better equipped to make decisions at critical times.  Confusion and guess work lead to mistakes that can be costly and unsafe in your business. Good systems will guide your team when it matters most. 

Measure Performance – Tasks that are systemised are easier to measure. This give you the ability to set KPI’s (Key Performance Indicators) and hold your team accountable.

Scalability – Growing your business is easier once you have developed good systems. 

Sale Value – A business with well developed and documented processes will usually attract a higher sale price.

Four Steps to Systemisation

Once you have identified a task you would like to systemise, there are four steps to create your system. 

1.        Flowchart your processes.                                                                                                                          

It may be helpful to first video record someone carrying out the task, or, have someone observe the task being completed and take notes of each step. From this you can now start creating a flow chart of each step. It’s a good idea to use software such as Lucid Chart for this or if you prefer using pen and paper, try ‘post it’ notes so you can move each step around as you develop it keeping your system design fluid. 

2.        Document how it gets done.                                                                                                     

Once your flow chart is documented ask someone to test your process, preferably someone with little knowledge of the job to do the task using the written down steps. If they need anything explained to complete the task, then create another step or a checklist to assist them and add this into the documented process. Once done ask a different person to complete the task as previously done to see if the documented system is ok. Continue this process until the task can be successfully completed by anyone using the newly documented steps. 

3.        Measure using KPI’s (Key Performance Indicators)

Now that your system is created you will need to monitor your system to make sure that it is working and make tweak as required. Create KPI’s that can be reported on a regular basis to monitor the success of your system. These KPI’s should be your gateway to knowing if something went wrong, and also be a way to measure the effect of any changes you make in an attempt to improve your system.  

4.        Allow the system to change/grow.                                                                                         

Ensure the culture in your business encourages your team to suggest improvements. Your systems need to evolve over time. Review your system on a minimum of a quarterly basis to ensure it is still appropriate and suitable. Make any changes and corrections as required.  

Where to Start

When figuring out where to start systemising, ask yourself these four questions…

1.        What questions or tasks do I repeatedly get from my team, customer, or supplier?

Stop the routine of continually answering the same question or solving the same problem from scratch by answering with a systemised, documented process that is easy to find. 

2.        What are the obvious ‘bottle necks’ or inefficiencies in my business?

Identify the areas of in-efficiency and develop systems to remove or reduce the effects these bottle necks have on your busines. 

3.        What are you or other senior team members doing on a regular basis that could be outsourced or delegated if it were systemised? 

Systemise it, delegate it and this will allow you to spend more time on higher level/more important activities. 

4.        Is there anything you dislike doing which could be done by someone else? 

Systemise it and hand it over. 

Some additional tips

•          Keep the systems simple and easy to use or people will not follow them.
•          Use lots of photos, audio & video etc. This may be as simple as printing a computer screen or videoing someone doing the task at hand. This will make the systems much easier to follow.

Document your system in a policies and procedures or operations manual.  Keep it in an easy to access format, preferably online.  And make sure everyone knows where it is!