Getting More Done with Systems in Your Business
We all want more time in the day, right? Time to get more tasks done, time to spend with your family or friends, time to perform that much-needed self-care and reflection. Add all this into the mix of running your own business or leading an organization, and I’m sure you’ve thought “Where has the day gone?!?”
But here’s a well-known secret….we all only have 24 hours in a day. It’s how we use those hours that is the difference. Que systems!
You might hear the word systems and cringe. Or think “I’m just starting out in my business, I don’t need systems yet.” Or maybe you’re thinking, “Systems?! That’s definitely something that would help my business run smoother, but let me just go find more time in my day to create those while I juggle all the other tasks.” Or maybe, just maybe you’re like me, who absolutely loves systems, creating efficiency, and streamlined processes!
When leading a business, having systems in place not only saves you time, but it allows your business to be more efficient, for you to step away and focus on other goals, and to continue growing! While it’s great to implement systems early on in your business, it’s never too late to start and you’ll see the difference.
What are Systems?
Systems are really at the base an organized, step-wise process that interconnects different pieces to achieve a goal. By systemizing a task or project you are ultimately organizing it in a way that saves time through streamlining the steps efficiently (maybe even with the help of automation!)
To get an idea of what a system could look like, let’s step into my morning routine on a busy day for a second. I wake up, open my blinds, walk to the kitchen, start the electric kettle for my morning coffee, and head to the bathroom. From here, I brush my teeth, do my skincare, and other bathroom necessities. Then I head back into the kitchen where the kettle is boiling and I finish making my fresh cup of coffee.
You probably read that and thought, “Okay, Katie, what does your morning routine have to do with anything?” Well that’s exactly it. My morning routine is just that. A system! I have strategized the steps to save myself time and create streamlined efficiency in my morning. If I had waited to start the kettle until after heading to the bathroom, I would have been waiting around for the water to even start boiling. (And you thought I was kidding when I said I love systems!)
While this example may seem a stretch, it was really meant to show you at a basic level that systems are all around us. They are a strategized step-wise workflow that saves you time and often brainpower because the steps are laid out (and sometimes automated) for you. By having systems in place, businesses can ensure that tasks are completed in a consistent and efficient manner!
Why are systems important in business?
There are many reasons to implement systems in business, including:
- Increase Efficiency:
Systems can help to streamline the operations and processes of your business, leading to increased efficiency and productivity. Systems eliminate waste in your business including wasted time and energy and can free up more time in your schedule to focus on the big picture goals of your business.
- Save Money:
Systems can save your business money through having a streamlined process in place. This means your team can focus on other areas of business, saving you money and effort!
- Improved Service:
Having systems in place can allow your business to provide improved service to your clients because the customer journey is streamlined! Steps are clearly laid out and the client understands the expectations. Team members can provide high quality service because the process is clear and client support is easy to maintain strengthening client experience.
- Increased Accuracy:
When you have systems in place, such as SOPs or other systems, the risk of error is decreased because the process is clear. Benefitting your business and your clients!
- Sustainability:
Having systems in place in your business helps create a sustainable business model. When processes are clear and expectations are consistently met, you can focus on growing and scaling your business knowing that you have systems in place to run behind the scenes and successfully complete tasks while you work toward future goals.
First Steps to Implement Systems in your Business
If you’re just getting started with implementing systems, here are a few tips to get you started:
- Determine the Area for Improvement:
Analyze your business to determine where you could use more efficient processes. What isn’t working or what is taking up more time than it should? Once you clearly identify your problem area, you can start developing a plan of action to systemize.
- Strategically Design your Systems:
Remember these systems are for your business, so they should be easily understood by your team to follow clearly. Don’t try to do everything at once. Focus on the problem area and how you can effectively save hassle and time. Keep in mind that systems can (and should) be adapted. Having systems that are flexible means when change in your business occurs you can easily improve of what you already have in place.
- Slow and Steady:
I’ll say it again, don’t try to do everything at once. Start off small with one or two systems. Test the systems out, adapt them, and ensure they are maintainable for the long term. Then start on another and continue growing.
- Monitor Systems you Implement:
Systems shouldn’t be one and done type endeavors. After setting them up, you should be keeping an eye on them to evaluate what is working and what isn’t and make the needed adjustments for optimal success.
Remember the best system is the one you use! You could have the greatest systems in the world setup, but if they don’t work for your business then they aren’t that great after all. By accessing your business’s needs, starting small, implementing strategic systems that work for you, and continuing to monitor and adapt as time goes on, you can create streamlined systems in your business that save you time, money, and effort. These systems can allow you to continue to sustain and scale your business, while allowing you to focus on growing your business!