Why systems are so important for your business growth and success
Hello and welcome to the Success Club Podcast, my name is Kaz Johnson and I am your host today, this is episode 113 and today I am talking about Why systems are so important for your business growth and success.
Before you even think about creating your team, you need to have a good robust system in place. This means as you set up your business, you need to have some kind of systems operation procedures in place. As you create a task, you need to record each step you take, either by video and or some kind of documentation that lays out all the tasks you do, in a way that is easy to access and implement.
By the time you are ready to take on the first member of your team, onboarding will be a breeze. Thus saving time and money and a whole lot of stress for both of you.
Think about all the jobs you do on an everyday basis, from checking your emails, collecting your stats, creating content to dealing with your customer service and your accounts.
Not only that, even if you are a one-person business, having systems in place will help you to make sure that your business is running smoothly and efficiently and as automatically as possible. Think of the three ‘d’s’ – delegate, delete or dump… then keep on refine your processes till it’s all running like clockwork.
Now that you have all your sytems in place, it’s a good idea to create a daily, weekly, monthly and annual checklist to make sure nothing gets missed. Think like a pilot, who will have flown many times before, but will still go through a series of checks from a checklist even before take-off.
So now you have your systems operations procedures document and checklist all completed, before you hand any of it over to your first team member, just go through it yourself and make sure that is nothing missing, as this can be so frustrating for your team member/s if they hit a roadblock.
Your systems operations procedure (SOP) is a working document, so make sure you review it on a regular basis to fine-tune it. For example, you might change your social media content management software for a better one, so you will need to update your SOP. It might be that you no longer need to outsource a task as you have found a new tool that will do this automatically for you. Think of any task that does not need human intervention, like automating your social media tasks with a tool like Co-schedule.
Using a tool like Asana, will also help you manage your tasks and teams and you can even set up recurring tasks that need to be done too! Personally I set up a working SOP with links to all the tasks for my team in Asana.
I also use a mind mapping tool when I first set up a new procedure, this helps me to ‘see’ the whole procedure at a glance – I use Mindmiester.
When writing your SOP’s for new hires, make sure that you include the training steps, this could be in the form of videos, for example, you can record the screen using a tool like Camtasia explaining each step of the way. You could link these videos to a flowchart, so that they can see easily the steps to take with each step linked to a training video.
Here is what to include in your SOP:-
This page can include:
- The title of the procedure
- An SOP identification number
- A publication date or revision date
- The name of the role, organisation, division, or agency that the SOP applies to
- Names and signatures of those who prepared and approved the procedures outlined in the SOP
Table of contents
You only need a table of contents if the document is very large with many pages. The table of contents allows easy access to specific areas of the document.
The specific procedures
This is the bulk of the document and includes the specific step-by-step procedures that need to be followed in order to successfully comply with company standards and safety regulations.
This section could also include:
- A description of the scope and purpose of the SOP, its limits, and how it’s used. You can include standards, regulatory requirements, roles and responsibilities, and inputs and outputs.
- Necessary and additional details that are needed to complete each step. Discuss decisions that need to be made, possible blockers, safety considerations, and any other “what if” scenarios that may arise.
- Clarification of terminology, including acronyms and phrases that may not be familiar to your audience.
- Health and safety warnings. These warnings should be listed in a separate section, and they should accompany applicable steps within the process.
- A complete list of all equipment and supplies that are needed, where to find them, and when each will be needed.
- A troubleshooting section to cover things that can go wrong, what types of things the reader should look for, and what may interfere with the final outcome.
Now you have your SOP completed, don’t forget as I said before to make sure you review this working document on a regular basis.
Now that your business has an SOP, you will find your business will start to grow, as each of the new hire’s onboarding will be consistent, they will feel less stressed and the time you save by having it all documented, will help you not only to streamline your business, but it will save you money and will give you the time and energy to help you focus on growing your business.
This podcast is sponsored by the Success Club, an online membership that will help you plan, build and grow a successful business online with monthly master classes, quick wins, a monthly Q and A session as well as a whole host of resources too!
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Thank you for joining me this week whilst I talk about Why systems are so important for your business growth and success