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Business systems are the key to consistency

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Business systems, like billings and balance sheets, may seem the dullest subject you’ll encounter as a business owner. But they are also the single most crucial aspect of building business foundations. Without business systems, the day-to-day operations of your business will never maintain consistency and you will never be able to extricate yourself from them.

Translation – boring means successful

“The truth is that systemisation is anything but boring. Systems are boring only if profits are boring,” says Alex Alexander, founder of the Full Spectrum Business Development program.

“If consistent quality, efficiency, predictability and dependability are boring, if success is boring, if greater freedom, less chaos and more opportunity are boring, and if getting the best from your workers all the time, every time, is boring, you can bore me that way any time!”

Essentially, the goal is to create a manual of all business operations. This will act as a skeletal foundation for your processes and from these, you can springboard your business to greater heights. Remember, the devil is in the details. And business systems are the details to a T.

Creating your business systems

To create a comprehensive manual of all business systems, first divide all business operations into suitable categories, such as finance, sales, marketing and administration (there may be overlap but ensure each business area has a definitive set of business systems for its operations).

Next, list all tasks performed under that operational category. For instance, under the administrative wing of your business, you may list business systems from ordering a courier to printing labels.

Now for the fun part – writing each system!

Lesley-Ann Grimoldby, managing director of Switzer Business Coaching, says there are clear guidelines for a system:

  1. Set out the steps clearly.
  2. Define the standards – quality, quantity, correctness, courtesy.
  3. Show who is accountable for each step.
  4. List the resources required.
  5. Test it.
  6. Develop a training process to introduce it and put it in place.

See? There’s even a system for creating a system!  

Business systems save time

Don’t delay writing your business systems. If you feel you don’t have time, think of how much time you’ll have for strategic and entrepreneurial tasks once you can delegate rote tasks to your employees. Try allocating half an hour daily to creating these systems for your business.

Remember, if you want change, growth and efficiency tomorrow, use today to perfect your business systems.

So, if you’re looking to work on your business rather than being stuck in it, book in for a complimentary business assessment today with Switzer Business Coaching

Important information: This content has been prepared without taking account of the objectives, financial situation or needs of any particular individual. It does not constitute formal advice. For this reason, any individual should, before acting, consider the appropriateness of the information, having regard to the individual’s objectives, financial situation and needs and, if necessary, seek appropriate professional advice.

Published on: Tuesday, August 31, 2010

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