If you are a service provider drowning in excess work, it may be time to learn how to systemize your business. Your role as an online service provider can often be chaotic. There are lots of people to help, and only one of you!
Discovering how to systemize your business will help you organize your workload so that you can help more people and earn more money in the long run.
Why Is Learning How To Systemize Your Business Important?
Researching how to systemize your business is a great use of your time now, in order to save you a bunch more time down the road. Systems refer to any consistent procedures or ways of doing things that minimizes your workload and saves you energy.
Consider the following advantages to systemizing your work.
You’ll Wow Your Customers With Consistency
It is easy to tell an organized person from a disorganized one. Which one do you prefer to work with? Of course, customers are drawn to consistency, as it demonstrates that no stone is being left unturned.
If you want to know how to systemize your business, you must start with creating consistent and helpful working habits. For example, how unsettling would it be if your morning coffee barista sometimes left your beverage on the left counter and other times on the right counter? What if your coffee sometimes had milk added and other times you had to mix it in yourself?
Slight variations in your work routines are a sign that you are disorganized. Take the time to plan how you want things done regularly—even write it out! Then start practicing right away.
You’ll Improve Performance In Your Business
Systemizing your business makes it easier for you and your team to rehearse excellence every day. When systems work to perfect your performance, you can then increase your standards. Customers will want to work with you based on your improvements!
You Can Easily Delegate To Your Team
Systemized thinking transforms the members of your staff into specific roles. Incorporating your team members into participants of the grander “system” ensures that they are working on and refining every single responsibility.
This type of focus allows your employees to become experts faster. You won’t have to waste time wondering which team member can handle any given task, because their specialties will be clearly defined as you’re unpacking how to systemize your business.
When You Learn How To Systemize Your Business, You’ll Actually Make More Money
Think about it: the coffee barista who consistently places orders on the left counter, and allows customers to add their own milk, can serve many more customers in a day than if they handle it themselves. Your systemized business will inevitably pull in more money once you iron out the wrinkles!
Even focusing on your own personal routine—wake up, check email, check answering machine—guarantees that no steps are missed and more customers are addressed.
Expanding that robotic, methodical thinking to your entire staff and business platforms ensures that much more work is getting done than without it.
How To Systemize Your Business
Even if you are a naturally disorganized person, learning how to systemize your business is easier than you think. Consider these priceless tips as you embark on your journey to clean up and buckle down on systems in your business.
Identify Your Recurring Tasks
For starters, you should make note of tasks that happen repeatedly inside your business. Even if the tasks in question don’t repeat every single day, but recur throughout the weeks and months of business operations then they qualify for some sort of system.
Often, the tasks we do repeatedly are also the easiest to forget. It is a good idea to delegate repeated, simpler jobs so that they don’t go overlooked when larger projects fall onto your plate.
You can use business metrics and tracking systems to uncover which areas of your business draw the most attention and best opportunities to make money! Be sure those areas aren’t forgotten.
Start Tracking How You Complete Those Recurring Tasks
It’s time to hone in on the recurring tasks that you’ve discovered.
If you want to effectively delegate repeated jobs, you must first take careful notes about how you want them done.
It may seem like a small, tedious job in itself. However, you can’t assume that everyone on your staff will perform these jobs in the same way! That’s why creating SOPs is important.
Consider this: just pitching your business correspondence to other members of your team means that they have creative license over the language they use. If you still want your business to sound like you, then you need to clearly articulate your expectations with a template and monitoring system.
Organize Everything As Much As Possible
Your adventure to learn how to systemize your business will eventually land you face-to-face with your computer files and procedures. You must comb through all of them to make sure they exist in the most helpful, accessible locations.
Additionally, the shared digital procedures that exist for your business need to be clearly and concisely communicated. This helps to make sure that any team member, old or new, can follow along with your systems without trouble.
Pro tip: review SOPs and all other procedures during the onboarding process. This will ensure everyone is on the page right from the start!
When you are confident that you have explained the way you want things done both clearly and concisely, you are ready to officially delegate away. Keep a careful eye and considerate ear on your team as they take on the responsibilities that were once yours.
Have an open mind when members of your team come to you with questions or feedback, as what might have made sense to you could be confusing to them! Work together in the beginning. Before you know it, your business will be running smoothly with far less on your desk.
Once You Learn How To Systemize Your Business, Strategically Improve Over Time
The longer you explore how to systemize your business, the smoother it will become. New systems might seem awkward at first. If you can resist the urge to throw in the towel, you will see how truly beneficial it is to create systems.
On the other hand, giving yourself plenty of time to try a business system might reveal that it’s not exactly right. You might have to tweak some guidelines or move your team around to help things flow better. The more time you give yourself to adjust and refine, the better the outcome.
You won’t regret taking the time to learn how to systemize your business. Expansion is a beautiful thing, but it requires that you systemize how you do things so that others can help! Begin the process of pulling your routines, repeated tasks, and preferences together so that others can follow your lead.
Once you create those systems, make sure you evaluate your metrics for every area of your business! Not sure where to start? Snag our Most Important KPIs resource to get started.
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