Every prospective entrepreneur must make business system development a primary task. Business systems aren’t mechanical or electrical; they’re more about people. Developing an efficient system will help you build a prosperous business and create smooth-running processes to help your business reach its full potential. So read further to get details on how to create efficient business systems.
What Is A Business System
First, you must understand what a business system is before you create one for your company. A business system is a method, process, procedure, or course of action designed to achieve a particular and desired outcome. Just like a recipe, all its steps combine to reach a goal.
It’s crucial to develop efficient business systems to achieve outcomes that are measurable and consistent. These systems are essential to generate profit and benefit your clients. A business can entail one or more systems.
What Are Some Examples Of Systems?
You can build a wide range of business systems. Below are some common examples:
- Accounting systems: Collaborate with an accountant or a bookkeeper to efficiently process receivables and payables.
- Cleaning systems: Ensure you develop a routine that enables you or a third-party service to clean your office space.
- Scheduling systems: Create a system that makes it easy for people to find free periods on your calendar. Not only will this make it easier to schedule a meeting with you, but it will help to avoid confusion in your schedule.
- Email systems: Prepare a schedule for checking, writing, and filing emails.
- Hiring systems: Ensure you stick to a consistent method for searching, screening, hiring, and onboarding prospective employees.
- Meeting systems: Create a plan for note-taking and designing actionable steps during the meeting.
- Wardrobe systems: If you’re looking to increase efficiency in every area of your life, try making the daily task of selecting what to wear a little less tedious.
How To Build An Efficient Business System
1. Determine the Current Position of Your Business
The first step in building an efficient system is to define where your business currently stands in the scheme of things. Pause and take some time with your team to examine specific aspects of your business that may be underperforming. Don’t worry about coming up with potential solutions just yet. Instead, focus on discussing the current situation with your team. The aim is to let it all out (the good, the bad, and the ugly side of your business). Venting out your frustrations will make you feel better.
2. Present Possible Solutions.
After you identify the current challenges in your business, it’s time to brainstorm and suggest possible solutions. Ensure your team is involved in this step. Be a leader that accepts every idea and recommendation, whether it’s good, just okay, or even “dumb.” Do some research and ask questions.
3. Systemize Your Solution.
The first essential thing in this phase is to narrow down your set of solutions. Below are some questions to help you do it:
- What solution (or group of solutions) is easy to explain to people?
- Which solution (or combination of solutions) will work best?
- What solution (or set of solutions) is will cost less to implement?
After you have identified the best potential solutions, it’s time for the big step. This stage requires patience and creativity. Your goal is to turn one (or more) of your solutions into a precise and repetitive system.
4. Test your System and Get Feedback
There are many ways to test a new business system to get feedback. We’ll discuss two methods.
Role-play. Let’s say you have a new system for tracking leads who walk into your office. You can play this interaction out with your team during a meeting. This role play will help you see how well your system will play out with prospective clients. And it also helps to get your team’s response before trying out the method on real clients.
Test partial roll-out before complete implementation. Suppose you have a new system for dealing with customers who want to cancel out their membership. It can be a delicate conversation, so you must get it right. So ask a few employees to try the system out for a short period before implementing it with all your clients.
Regardless of what method you choose, testing your system will help refine it before implementation.
5. Train Everyone On The New System.
Your team will have to dedicate several hours to learn a new system. So train everyone to the point where they are 100% confident. Then train them some more! According to renowned author Malcolm Gladwell, it usually takes about 10,000 hours of practice to attain mastery in any field. So make sure you’re patient with your team no matter how simple the system may seem.
6. Review. Refine. Repeat.
Once you implement all the five steps mentioned above, review, refine, and repeat the system. This stage is the last. Business systems are similar to fine wine- they perform better with age.
What Are The Benefits Of Systems?
The system facilitates the growth of your business.
It’s a fact that implementing a sound system will make your business grow. Rather than reacting to challenges, look for proactive ways to solve your company’s growth issues. Utilizing the appropriate systems will allow you to have mental freedom and more time. No one can deny that time and abundant mental energy can help any business owner grow their business.
It saves time.
Creating and implementing efficient business systems can save you hundreds of hours yearly.
Systems help to avoid problems.
If you don’t handle small problems as soon as they arise, they can develop into bigger ones. Implementing the right system helps deal with small challenges before they become significant problems.
Systems boost productivity.
Productivity in business isn’t just about saving time. It involves using the time you have to your advantage. Putting the right system in place will no doubt improve the productivity of your company.
Systems are useful in marketing.
If you want to create unique products or services, you need to utilize an effective marketing campaign to promote them.
Efficient systems and methods are essential to any business. They aim to efficiently find and retain clients, eliminate inefficiency or waste, and make your company stand apart amongst other competitors.