How To Create Business Systems And Get More Done With Your Work Day
Learn how to identify common threads to your tasks and create the business systems that’ll have you working smarter and more efficiently.
There’s so much to do. There’s no way you can possibly get it all done today, or likely not even this week.
And your boss is hounding you to get your quarterly profit and loss statements turned in. How can you get those done when you haven’t even closed out last month’s receipts? If you could only clone yourself, then you might be able to get it all done.
If this sounds familiar then you need to set up some business systems to get your repetitive and regular projects done quickly and without much effort. Unfortunately, because you only do them once a month or once a quarter, you spend an hour trying to remember what the first step is.
Don’t worry, if you’re starting to feel panicky at the idea of creating systems and getting more done. We’ve got your back, this won’t be hard.
Keep reading for simple ideas to create simple systems that really will give you more hours back in your day, without researching how to clone yourself.
What Are Business Systems?
A system is an organized method, or way, to get something done. You likely already have systems in many areas of your life.
You might start your day with a cup of coffee from the same coffee shop, go to work, and check email. Then you start on your most pressing project. This is a system and a way to tell yourself it’s time to start your day and get to work.
In your business, you need systems for everything you do. If you want to increase your efficiency so you can get more done without needing to work more hours, then you need systems.
There are likely dozens of regular projects you do to keep your business running. Start brainstorming each task or project that needs to happen in your business. From weekly email newsletters to annual reports, you need a system for each one.
Now that you have your list, don’t despair at how long it is. We will tackle each one, one at a time. You can’t take them all on at once.
Step 1: Start With One
The first step is to pick one process you do regularly. Whether it’s run invoices at the end of the month or count inventory at the end of the year. Choose one process that you do at regular intervals and that follows a set routine each time.
Step 2: Write It All Down
The second step is to write down all the steps involved in your system. Do you usually start your project and rely on memory? Does the same person do the task every time, or would it be more beneficial if you could assign these tasks to someone else?
Without documented systems, you can’t delegate these tasks to someone on your team. Take the time now to write down all the steps in your chosen process so that you can save time later on down the road.
Step 3: Work The Plan
Now that you’ve written down all the steps you can think of, it’s time to work your plan. Without putting the process into action, it remains a theory on paper.
So, the next time you need to run your monthly invoices, break out the plan you wrote down, and then get started. Inevitably, the first time you do this, you will notice a missed step. Or possibly a few steps will be listed out of order.
This is important to make note of and make changes to your system.
Step 4: Make Changes As Needed
Your plan is a fluid process. It isn’t written in stone. So as you’re working your plan, make changes as you see the need and when you see a more efficient solution.
Be constantly tweaking and improving your systems so your final product is one of efficiency and simplicity. Your goal isn’t to follow every step to the letter. Your goal is continual improvement.
These systems were meant to improve your workday and not dictate inefficient systems. Be fluid and continually improve and update.
Choose The Right Software
As you work through this process of creating systems for each important and repetitive project and task in your business, things might start to get disorganized. You can’t house these systems on sticky notes or scraps of paper.
In fact, you don’t want them on paper at all. Instead of a paper system standard operating manual, look into an electronic project management tool.
Likewise, don’t try to keep all the documents needed for your systems in your office or solely on your computer. You will need proper document generation software to track all your vital forms, templates, and other documents necessary.
As your company grows, you will need to be able to delegate these systems to others on your team. Get your documents out of their silo repository and get them where everyone can access them easily. Housing your systems and documents in the proper software system will allow you to easily share these with your team members.
You Can Get It All Done
You want to get more done each day, without working more hours. To do this, you need to streamline your processes.
And systems are the solution to efficiency and increased productivity. They will also allow you to delegate your processes without worry that a step will be missed or a document has been lost. Everything is housed in your project and document management system in an organized manner.
If you want to scale your business to the next level, you need business systems. You start with one project, and once you have the system completely created, tested, and tweaked to ensure it is fully optimized, then you move on to the next project.
Eventually, you will have your entire business mapped out in strategic systems that improve your efficiency and even allow you to clone yourself through delegation.
For more great articles on productivity and other topics, check out the rest of our blog.