"What are SYSTEMS and why do I need them in my business?
So, maybe I’m a dork, but I get excited about systems. I might even say they’re… magical. SO, what ARE systems, exactly?
Systems are the processes, tools and technology, resources, goals, plans and reporting you need to run your business.
Systems include:
- Processes are how you get things done that happen on a recurring basis. They should be defined, repeatable, and documented. You may hear the term SOP – Standard Operating Procedure – and it refers to documenting processes so they can be executed consistently.
- Policies are your guidelines or code of conduct related to specific processes or situations. It’s important to make sure you have well-defined policies when you are working with a team, especially in areas like customer service, legal or finance that may involve risk and reputation.
- Resources include documents, references, best practices, templates, checklists, policies, manuals, scripts, graphics, branding kits. These should be organized, cataloged and accessible to the right people
- Tools and technology enable the processes and coordination within your business. Examples: CRM that holds your customer information, your email management system, your web builder, project management app or accounting software. It also includes how those tools are set up to support you – the settings and workflows customized to your business.
- Planning is your system for creating, communicating, and executing on your goals, providing the direction for your business.
- Reporting and KPI help you measure how you’re doing against your goals and make adjustments.
Do you need systems?
We all have systems in place to run our business, even if they’re just sticky notes. But when you hear someone say “I need systems,” what they mean is “I need OPTIMIZED systems.”
Optimizing systems can reduce or eliminate manual work, confusion, inconsistency, miscommunication, unnecessary expenses, and more.
So, what does it mean to optimize systems?
- Documenting existing systems through Standard Operating Procedures (SOPs).
- Creating templates, checklists, policies, and other resources.
- Creating a repository for your SOPs and business resources that is organized and easy to use.
- Designing new systems to support your business.
- Implementing new tools and technology that is less expensive or more functional.
- Streamlining your operations by eliminating unnecessary work.
- Integrating processes, tools & tech to eliminate effort and cost
- Automating processes, tools & tech to make parts of your business run hands-free.
- Creating goal-setting and planning processes.
- Creating communication, meeting and planning processes within a team.
- Creating dashboards and implementing regular reviews of goals, reporting and KPIs.
bringing it all together
Optimizing systems is not just about saving time and money. It’s about supporting your vision, values, goals, and strategy.
Clarity + Alignment = FEELING GOOD in your business.
Or to put it another way…
A clear strategy + aligned, optimized systems = FEELING GOOD in your business.
Signs it might be time to take a look at your systems
- Things are falling through the cracks and there’s an atmosphere of chaos.
- You want to free up your time by delegating more to others, but that means trusting someone else to do it right and right now how you do it is all in your own head.
- You have challenges or imbalances in your business. Maybe you’re spending too much time on manual work or working out the kinks in your tech set up.
- You want to fine-tune for profit and efficiency or maybe just simplicity.
- You want to reinvent or level up your business, which means re-creating your systems.
ok, But how?
Having optimized systems is sounding pretty good, right? But HOW to do it when you’ve got your hands full already running your business day-to-day? It’s like adding a whole new job, just to start documenting, researching, evaluating, deciding and implementing new systems. Not to mention that it can be hard to see clearly when you’ve been in the middle of your business for so long. And do you want to spin your wheels on this when you could be going deeper in your core mission instead?
bringing in help
This is where an OBM comes in, bringing a fresh set of eyes and systems expertise. As an OBM, I can offload the work of designing systems and help you make decisions about your tool stack. I can also help you view systems through the lens of your strategy and goals.
If you’re looking for an OBM, I’d love to chat with you and talk about what you need in a free Discovery Call. If you’re interested in working with me, please reach out, I’d love to chat.