How To Build Systems In Your Business

in this video I'm gonna share how to build systems in your business so certain parts of your business can run efficiently and without you you ready let's go what's good everybody Greg came in here with system Liat system ly and if you are looking for the right systems strategies tools to systematize and scale your business you are in the right place so you better subscribe to that channel and hit that notification below so you don't miss an episode because they come out every single Tuesday alright so in this video I'm gonna share three steps to actually create a system in your business but first we need to talk about why systems and when you should create a system first let's talk about why you should be creating systems in your business the first reason you want to create systems in your business is because of predictability now when I say predictability I mean that's essentially what all of us want in our business right we want to be certain that it's going to grow we want to be confident that when we go on vacation that things will continue to run that things actually continue to grow and that each and every piece and person within the company doesn't need to come back to me as the owner or you as the owner in order for things to get done so if you want more predictability in your business you need to start looking for opportunities to create systems in each and every department of your business and there are really four core areas of your business right we have the marketing division of your business right how you connect with leads connect with prospects in your marketplace then you have the sales division which is how you convert those prospects into clients then you have fulfilment which is the third core pillar of your business which is delivering on what you just sold those clients and four is really like the back-office operations admin where a lot of opportunity exists for you to scale your business if you want more predictability in those four areas it's really important to start thinking about how you can create systems in each of those areas where you're the bottleneck the second reason to create systems in your business is efficiency right first we're looking for predictability so that we know that we're gonna achieve specific results and outcomes every single time but we also want to do it with the least amount of waste right there's a lot of things that you're probably doing right now in your business that you probably shouldn't be doing that you can delete that you can defer or you can delegate to somebody else in order for you to delegate something to somebody else so that it actually gets done in the predictable way we need systems right and if someone can take a system that you hand them and show them the process for the results come out exactly how you want without you having to do it the third reason you want systems in your business is because it creates leverage for you the owner right so we have predictability we have efficiency and as we're able to hand systems off and kind of show our team what systems exist in our business and what it actually looks like to have things get done we're able to start stepping out of each of those tasks and activities so we can focus on where we should be focused on growing our business spending our time in our zone of genius maybe for you that's working with clients maybe for you that's on the marketing side but creating the vision of your business and making sure that you're leading your team to that destination now the last reason you want systems in your business is because it really sets your team up for growth potential right if you have say an assistant in your business and they've been with you for a few years and they want to you know grow within your company and you want to promote them they've probably learned a few things that they're the new assistant is going to need to know how to do in order for your assistant to go get promoted to whatever the next role is your assistant needs to be able to clearly communicate and train the new assistant that's coming in to replace that role what better way to do that than creating systems for how that assistant is supposed to operate and achieve the results and outcomes that is desired for that role in our business and I know a lot of our clients businesses if someone on the team wants to get promoted they need to be able to train and on board someone to replace them in their role which means they need systems to be able to handoff a process a playbook which we're going to be talking about in a minute so that they can teach someone else to be them in their role so they can move up to the next one two books that have been really impactful for me our team around building systems are a myth revisited and work the system I put a link up here if you click the box up here to take you to another video we did breaking down our top books and why we love them all around how to systemize your business so when you're done watching this video be sure to check that one out alright so now we know why we want systems in our business the benefits of having systems in our business but let's talk about when to create systems because here's where I see a lot of people go wrong they try to create a system for everything in their business and documentation SOPs all over the place we were guilty of this too to be honest in the beginning we had thousands of documents that we never really looked at because we wanted to have everything that we did in our business documented and systematized in some form of procedure but the reality is you really need to systemize key areas of your business I want to share three questions that you should ask to understand when you should actually create a system in your business and I want to give a shout out to re myself mentor of mine over at les doing he shared these three questions so the three questions you need to ask to determine if you need to build a system are number one does this task or activity take more than five minutes if it's something that takes more than five minutes likely you're gonna want to create a system for it question number two is is this a task or activity I'm going to have to do more than once again if you're gonna be doing this thing over and over again and it always takes more than five minutes kind of a sign that we're gonna need to create a system and question number three to ask yourself is is this task or activity something that I personally don't like doing or that I know somebody else in the organization could and even should be doing now if the answer to any one of those three questions is a yes you're gonna want to create a system alright so ask yourself those three questions if you go through a task in your in your day or an activity in your day stop and say hey does this take me more than five minutes is this something I'm gonna do again or more than once and is this something I don't like doing or someone else should be doing any one of those if they get a yes you're creating a system alright so let's talk about how to build a system in your business I'm going to talk about three stages or steps rather that you should move through when creating a system in your business so if we just said yes to any one of those things we have we're sitting in front of an activity that we know is more than five minutes we do more than once and we don't like doing all right so how do we create a system the first part as the owner or if this is someone else in your organization the person who was doing the thing that we need to create a system for we want them to capture it see a lot of people think that you know we create systems out of thin air when the reality is systems are most likely already in your head so we just need to get them out of your head and captured so how do you capture them we love the tool called loom all right so you can check that out I'll link it up below in the comment section or in this in the description and it allows us to record our screen on our computer while talking through what we're doing so as the person who's doing the task I can record myself share my screen then I can hand that video off to somebody else to have them put a document and a process map together so step one is to capture the system now I'm going to say one a is if you don't actually have the system in your head the next best thing to do is to adopt a system right so maybe a mentor or a fellow peer of yours that has a similar business maybe they have a system for the thing you're trying to do so I would learn what their system is adopt that system emulate it and then innovate it once you guys start using it enough all right step number two is to then document that so I just recorded it there's a video hand it off to the person on the team that's going to be doing it right have them watch through the video while doing it and while they're doing it they could be taking some screenshots and documenting the process so there's at least a high level process map of how to get the outcome of that actual task or activity and of the system that we're creating so step one is to capture right and again if you don't have the system already in your head adopted from somebody else step two is to document it now step three is the thing that I think a lot of people actually and a key part of you as the owner being able to remove yourself from a lot of these systems and it's to organize your systems right so in our business we have a playbook it's basically a place we store all of our systems and procedures and documentation that needs to be referenced or used over and over and over again we have play books for each division of our business we have a playbook for the the marketing the sales the delivery and the operations right so if you're in any one of those departments you have a place to go where there are play books of the systems that we actually have plays for so think of it like if you ever played sports your coach has a playbook you learn the plays and they say hey it's time to go execute on this play in say the fulfillment or delivery part of your business you might have new client onboarding well if every client comes into your door world the same way every time which they should then you can have a system documented for how to onboard new clients it documents the outcome it shows what results look like and it gives a step by step procedure on how anyone who's a part of the fulfillment team should be onboarding a new client so organizing your systems across those divisions is really important so we create plays that go in the play books which are within each division of our business now within the playbook we have a couple different things one we actually have the play right so that's the system it's the new client onboarding experience right but sometimes within that system there needs to be a checklist or just a reference document as an example we have a weekly team meeting and we have an agenda for that meeting and we have a reference document that throughout the week if anybody has anything that they want to talk about on the weekly meeting they jump into that reference document and jot it down so the reference document might not be necessarily part of a specific system or procedure but it's a document that we all use and reference so our team meeting agenda would be a reference document right so we have a place for the plays within each of the four divisions we have a place for reference documents like our team agenda our product suite description pricing and offering and things like that now lastly we've created a lot of templates right so if we deploy a specific type of marketing campaign we might have built a template for how we would execute that campaign or maybe it's an email template or something like that or a website template or a promotional marketing material template those are all things that we have a baseline for that we store in the templates section of this organizational structure we use a tool called Train Yule I'll link that up below but before we started using that we just use Google Docs and a lot of our clients actually still to this day use Google Docs and it's a great way to get started so within Google Docs there's a few folders where we organize all of the plays within each division we organize all of our reference documents and we organize all of our templates so those three steps again one capture the system right use a tool like loom hand that off to somebody else that's actually doing the tasks have them go through the video while doing the task to see if you've captured it correctly while they're doing that they're going to create the documentation here's the bonus part of that real fast is now they become the owner of that system right because you're not going to be the one to do it again you captured it you did it the first time now they get to optimize it so versions two three four and five of you continually optimizing that system is the responsibility of the person that is now in that role responsible for that play all right so we capture the system - as we document it right now the person doing it is the one that documents it and that is going to be an iteration each and every time they continue to optimize and make that process more efficient number three is organize those systems the plays within your playbook and all of the references and templates that you might be using on a day-to-day month-to-month cadence of operating your business so I hope this was helpful to get you started with creating systems in your business you know why when and how to get started creating systems in your business don't go crazy trying to create systems for everything look at what you do on the day to day basis and ask yourself those three questions to make sure that it's a system that should be created if so just follow those three steps now what I want you to do first is to comment down below which of the these tips was the most helpful for you when it comes to thinking about how and when to create systems in your business - if you liked this video and you haven't already subscribed go do that now click the subscribe button click the notification bell and we'll see you back here next time or check out some of the other videos on our channel right now all about how to systematize and scale your business and lastly if you're in a position where you're stuck and you can't scale your service business whether it's an agency or consultancy and you want a new scalable stream of Revenue you want to end scope creep and kill those proposals let's chat I'll put a link below this video in the description where you can schedule a call to speak with myself or someone on our team about how we could potentially help you scale your business there's also a free training down there as well breaking down our method for systematically removing you as the bottleneck of each part of your business so I hope this was helpful chat soon take care

Channel: Greg Hickman

Views: 99,001

Keywords: business processes, build systems, business automation, importance of systems, systems in your business, how to systemize your business, business systems, how to build systems, how to build systems in your business, how to create systems in your business

Id: _SbwZWnEaJ8

Length: 14min 19sec (859 seconds)

Published: Tue Sep 25 2018