3 Most Important Things to Include in Setting Up Your Business Systems

Photo by Christina Morillo

Having proper business systems isn’t just for big corporations – even if you’re just starting out, they’re essential. Let’s discuss the 3 must-haves when you’re setting up or refining your business systems.

Marshall Goldsmith, a business coach and educator said, “We don’t get better without structure.” 

In all aspects of our lives, this is absolutely true!

While others believe that having rules or structures restrict creativity and freedom, it actually does the exact opposite. 

Well, honestly maybe at first, we’ll feel restricted. But overtime, as these systems are documented, and refined, it actually helps you create a life of freedom.

Freedom from worrying the most minute matter about your life or business, because your system is so seamless that nothing falls into the cracks.

But first, let’s understand what systems is.

As defined by David Jenyns,  a system is “a series of steps when taken… can produce a consistent outcome… Whether you’re conscious of these systems or not; you’re still affected by the result.”

So basically, everything that happens around us has a system – a pattern that they follow, that’s why we are seeing results or consequences. 

Now, let’s take that into the concept of business. 

Running a business without solid systems in place is like trying to build a house without a foundation. 

It might work for a bit, but things will start getting wobbly, eventually crumbling sooner or later. 

That’s why you need to have good systems – to help streamline your operations, improve efficiency, and, most importantly, help you grow without constantly putting out fires.

3 Essential Components for Building Effective Business Systems

If you’ve been running a business for over a year now and are not seeing your desired results, chances are there must be something to revamp in your business systems set up. 

However, if you’re a startup business, this is a good time for you to think about your systems and get them right early on.

As David Jenyns discussed in his TedTalk a few years ago, there are three stages or components a person must set for a good system to take place:

• Be aware of the system
• Improve it
• Move out of its bounds

So, what are the must-have components when setting up your business systems? Let’s break it down.

Number 1: Have Clear Goals

Photo by Markus Winkler

First things first, you’ve got to know where you’re going, so you’ll become aware of the system you need to build in your business. 

Without clear goals, you’re just spinning your wheels, eventually running out of fuel, and then you’ll find yourself quite lost in the middle of the road.

So, the first component for a successful business system starts with knowing exactly what you want to achieve.

Make sure that you plot it in a year, in 5 years, and so on. 

Having these goals will serve as a roadmap – the direction and help you need to figure out what steps you need to take to get there.

When you’re setting goals, remember to keep them SMART – Specific, Measurable, Achievable, Relevant, and Time-bound. 

With a compass, you are now aware of the direction and possible steps to take.

The clearer your goals, the easier it’ll be to create processes that work and, ultimately, grow your business.

Number 2: Get Your Processes Defined and Documented

Photo by Startup Stock Photos

Next up is defining and documenting the actual processes. It might sound a bit boring, but trust me, this is where the magic happens. 

Once you know your goals, it’s time to figure out how things are going to get done. 

The first part of this means creating consistent workflows and properly document them for everyday tasks, so everything runs like a well-oiled machine.

Once you’ve documented your process, you will be able to test, re-test, adjust, and refine it, until you find the right process recipe.

And eventually, you can share this documented process with your team to ensure that you’re all in the same page!

You don’t want everyone doing things differently, right?  That’s how things fall through the cracks, so make sure you improve your system.

By mapping out your processes (using flowcharts, checklists, or whatever works for you), you can make sure everything is done properly and efficiently. 

Plus, when the time comes to scale, you’ll already have everything in place.

The Grow With the Flow 2.0 – Systemology Service

That’s what our Grow With the Flow 2.0 – or Systemology Service is all about. 

Let me share with you the behind the scenes of our Grow With the Flow session with one of our clients, Sid.

Sid has an awesome new Property Management agency he’s launched.

Now, he wants to systemise it from the start so he can build a scalable business that also allows him the freedom he wants.

He’s no newbie to this space, having sold his PM business in New Zealand a few years ago.

So he knows how to run a PM agency and how to scale it – with the right systems and a superstar team.

So here we are, having determined the workflow for New Landlords and New Tenants, we’re extracting what processes need to be created for each ‘department’.

(Yes, there’s only one of him for now, but he’ll be building a team with departments)

From here, he’ll create a video for each process which we, the TGH team will automagically turn into step-by-step SOPs (standard operating procedures).

During these sessions we’re also identifying where we can optimise his systems through automating things like, creating a handover form from his referrals into his CRM for example.

We are so excited to see all his processes documented and refined, so he can press the “Go” button and create that freedom he aims for!

That’s the lesson: If you want freedom, you CREATE it. 

Want to get down with your SOPs? Book in a time to speak to our Growth Specialist today!

Number 3: Set Performance Metrics to Measure Success and Adjust as Needed

Photo by Lukas

Finally, let’s talk about measuring success. 

Having a system is great, but how do you know it’s actually working? 

That’s where performance metrics, or KPIs (Key Performance Indicators), come in. 

Based on your goals, setting these metrics helps you track how well things are going, and if something’s off, they give you the insight to tweak your processes before things go sideways.

Then you go to the second component, re-test the process, document it, and the cycle goes on. This is how you seek to improve your process ans systems within the business, and scale up!

By regularly checking your KPIs, you can spot bottlenecks, make improvements, and ensure your business keeps running smoothly.

Bringing It All Together for Long-Term Success

Photo by Gerd Altmann

So you see, these three components – Clear goals, defined processes, and performance metrics – the three essentials for setting up solid business systems work hand-in-hand. 

Whether you’re just starting or looking to level up, these are the building blocks, when properly put into place, will help you streamline your operations and grow without all the stress.

Here’s the real skill as a business owner: Be able to identify the inefficient systems in your business, and change them for the better. 

If you feel like your business is getting out of hand, it’s time you take a deeper look into HOW you’re implementing things. 

Most of the time, you’ll be surprised by how huge the cracks are. Especially if you don’t properly document your processes.

It’s all about continuous improvement – making sure your systems evolve as your business grows.

Here’s what we found out: Systems give you a high level of control. 

So take control! You don’t get derailed when you stick to your systems.

Take the time to set up these systems now. Speak with our Growth Strategist to learn more about our Systemology Service today!