The reality of running and growing a business means that scaling might often feel like a distant vision. Yet, as trailblazing leaders, recognizing the power of systems is paramount to turning that vision into reality.
Let me unveil the power of systems in propelling your business to new heights.
What Opportunities are you Missing?
Take a brief moment. Not too long, for it might be slightly overwhelming.
Reflect on the opportunities that have eluded you. Was it because your business’s daily demands consumed your entire focus? Beyond mere missed chances due to a packed schedule, think about the myriad opportunities you failed to detect, given the challenges of managing daily operations.
The Purpose of Systems in Small Business
Depending on where you are in your business-building journey, your goals might differ. Early-stage entrepreneurs often aim for efficiency and scalability. Seasoned business owners might be exploring ways to cut back on hours for health or family reasons. Or, perhaps, you’re looking for ways to take your business to the next level.
Understand that the primary purpose of systems is to create space for the business owner – to systematise the business to the point where you can step away from the day-to-day operations and know with confidence that your business will continue to perform to your standards.
Scaling a business isn’t just about increasing sales or expanding your team. It’s about creating a sustainable system that can support and maintain that growth.
Far too many business owners find themselves shackled to their businesses, not out of choice, but necessity. Systems pave the way for freedom and choice, enabling you to dictate terms instead of being dictated by them.
Are You Really Ready For Systems?
Let me say this upfront. Systems aren’t going to help with shaping your mindset or crafting your company vision & purpose. It won’t help you define your values, set your goals or create a business plan. It won’t help you identify your target audience, their problems or how to get that product/market fit.
If those foundational aspects of your business need attention, consider addressing those aspects before diving into systems.
Systems address the challenges encountered when a business starts to gain traction. While external successes like positive cash flow or referrals might be visible, the internal reality will usually reveal the owner’s constant stress & turmoil.
The underlying issue is that most small business owners feel chained to their venture. The business relies so heavily on them that stepping away seems impossible.
However, there’s a bridge every business owner must cross. The path involves replicating their skills, ensuring the business thrives without any single individual being indispensable. This transformation, from being a business worker to a genuine business owner, is where systems become invaluable.
Systemising a Small Business
You might have read about conventional approaches like Six Sigma, the Lean methodology, or ISO accreditation and come to the conclusion that these are unsuitable for your smaller business.
And you would be right. They set small businesses up to fail right from the start because these methodologies simply weren’t designed for their size. The are complicated, costly, time-consuming, and the team doesn’t follow them anyway.
Small business is a different beast. There is little margin for error and no room for doing activities that don’t dramatically impact the bottom line.
Examples of Systems for Small Business
You’re going to need systems for customer service, production, accounting, hiring, recruiting, sales, and marketing. Here are some examples to get you started.
Process: The Flow of Tasks
First and foremost, the foundation of any successful system is a well-thought-out process. It’s the flow of tasks and actions that lead to a desired outcome. If your processes are haphazard, scaling will be an uphill battle. Hence, documenting and refining your business processes should be a priority.
Standard Operating Procedures (SOPs): The Heart of Scaling
By documenting your processes into Standard Operating Procedures (or SOPs), you create a roadmap for your team to follow. They are detailed, step-by-step instructions on how to complete a specific task. When creating SOPs, the aim is consistency and predictability. With SOPs in place, you can onboard new team members quickly, ensuring they perform tasks exactly as you want them to.
Checklists: Keeping Things in Check
Checklists are essential. Think of them as the mini-SOPs. They help ensure that important steps aren’t missed. Especially for complex processes, checklists can be a lifesaver, providing a quick reference guide for your team.
Scripts: Your Vocal Guide
For areas of your business that require verbal communication, such as sales or customer service, scripts are invaluable. They ensure your team communicates a consistent message, which enhances your brand’s reliability.
Database Management: The Backbone of Information
Every growing business needs a robust database system. This ensures you have instant access to customer information, sales figures, inventory levels, and more. The right database system keeps everything organized and accessible, making decision-making more streamlined.
Policies: The Do’s and Don’ts in Your Organisation.
Policies set boundaries, ensure compliance, and provide clarity. It’s essential to document and communicate your policies to all staff members. This promotes a consistent company culture, especially when scaling.
Forms and Guidelines: Your Business’ Blueprint
Forms provide a structured way to collect information, and guidelines help ensure tasks are done within set standards. Both tools serve to eliminate ambiguity in your operations.
‘How-Tos’: Easy Training
To support your team, create a library of how-tos. These are tutorials and guides on various tasks and functions within your business. Whether it’s a video showing how to use a piece of software or a document explaining a company process, how-tos can significantly reduce training time.
Leveraging Software and Apps
Finally, in this digital age, it’s impossible to discuss scaling without mentioning the plethora of software and apps available. From project management tools like Trello or Asana to CRM systems like Active Campaign, and bookkeeping systems like QuickBooks, the right software can skyrocket your efficiency.
By diligently applying the mentioned tools and practices—process, SOPs, checklists, scripts, database management, policies, forms, guidelines, and leveraging the right software and apps—you’ll be well on your way to scaling success.
Caution: Patience is Your Ally
Systematising your business might not offer immediate, tangible results. Unlike an ad campaign’s swift feedback, systems work silently, refining processes bit by bit. The real transformation emerges over time, with accumulated efficiency gains from various systems.
Cultivating a systems-driven culture demands patience and a long-term perspective. Yet, when the pieces fall into place, the outcomes – in saved time, increased efficiency, and enhanced scalability – are truly rewarding.
Conclusion: Unshackle Your Potential
At its core, systematising aims to eliminate the most significant constraint in your business – the owner’s overwhelming involvement. As clichéd as it may sound, time remains an invaluable asset. With the right systems, you not only regain time but also foster a scalable and profitable venture. Stay the course with patience and foresight and watch your business soar.
If you’d like some support systematising your business, let’s talk about coaching. You can book a call here: TimeWithShane.com
