Do you run an organization that runs like a well-oiled machine when you are available but things suddenly go for a toss when you are away? Do you have a team of reliable and experienced employees who enjoy a positive work culture and are as passionate as you when you are around but the moment you are away, client requests suddenly aren’t completed on time?
What can be the likely problem? Let’s be clear and straightforward. It isn’t your employees as they are equally committed to the objectives of your organization. The likely problem is that your organization doesn’t have documented Standard Operating Procedures (SOPs) in place.
SOPs help organizations operate smoothly and stay organized. For instance, training-related SOPs standardize the otherwise complicated processes of orientation and training. Standard Operating Procedures can also help take the guesswork out of day-to-day operations. They also ensure that every employee understands the policies, processes, and procedures associated with their designation.
Let’s find out how your organization can make the most out of the systematization process.
#1 Take inventory of every repetitive task
To get started, you need to identify and take inventory of all the processes and tasks you have in place. This includes everything from setting appointments and strategies for lead generation to any re-engagement and follow-up. For instance, you can create a spreadsheet with different columns (inventory, manual, hybrid, automated, status, and time process will save).
#2 Delegate confidently
To put it simply, your organization cannot scale if you keep doing all the work by yourself. It is often seen that most business owners aren’t comfortable with delegation. While this might appear to be a choice in the short term, it can cost you seriously big as you aren’t spending what the work is actually worth. This means you end up putting more pressing priorities (that could have made more money for the organization) off in the process.
#3 Position your organization to scale big
One of the most successful mantras behind the success and scalability of every profit-driven organization is to get the founder out of the way. Once the founders are spending less time on the decision-making processes and daily operations, employees rely more on established systems.
#4 Get your team involved
Documenting your entire business will undoubtedly take a lot of time, effort, and resources upfront. However, you don’t have to do everything on your own. Like every other business aspect, documenting and systematizing are team initiatives. To get started, you will have to get your top players off the bench and document systems together. It is important to note that whatever you document will serve as the culmination of the best moves of all your top players, and not just yours.
#5 Train your team on those systems
Once you’ve put in the efforts to systematize your business, the next step is to get your teams on the same page. This ensures there is no scope for inconsistencies or guesswork. It also ensures that tasks are always executed and performed in the same way, irrespective of who does them.
#6 Monitor, Track, & Optimize Your Business Systems
The best and easiest way to determine whether your systems are working (or not working as per expectations) is to build in key reporting features and metrics. Moreover, you should continuously monitor, track, and optimize your systems to know what is working, what is not working, and how things can be improved. Over time, these efforts will lead to greater sales, efficiency, and profits.
Remember, “A bad system will beat a good person every time.” Therefore, it does make sense for your systems to undergo ongoing, constant improvement. Start now. Take action.
Discover how your organization can implement a profitable systematization process. Contact us at Dana Sacco now!
I’m Dana, a small business systems GENIE! As a mom of 5 kids, a wife, and a grandmother, I am someone who has worked from home in multiple businesses for the last 30 years, and I get it. We are tired and need systems in place in order to make it all work and achieve some semblance of balance! I love order and chaos all at once and when I see a problem, I map it out in my head to make it work.
I’m an avid reader and learner as well as a woman who needs color coding in her life to make it work. If you haven’t guessed yet, my favorite color is purple and family is life.