Making systems work for you
In my blog ‘ You’ve Got Systems’, I explained exactly what systems are and the benefits of implementing them.
If you read my blog, then you will know that I stressed the fact that all entrepreneurs need systems in order to have more freedom to do the things that you love, to alleviate stress and reduce the chances of you feeling burnt out. On top of that, you need systems to grow your business and to increase your revenue.
In this blog, I wanted to address how systems can work for you.
Now I love a good ole system and could talk about them all day. I love working with small business owners, implementing effective systems and processes within their businesses.
Whether you are just starting out or trying to scale your business., you need to think about how you get things done in your business. I probably would be accurate in saying that you currently have a self-generated business which means you will be spending all or most of your time doing everything within your business yourself. You are focussing most of your time and energy on non- revenue generating activities. But, not all these activities have to be done by you.
But guess what?
When you put proper systems in place, you won't have to do any of those tasks that aren’t increasing your revenue. You can outsource those tasks instead.
But first of all, you need to dissect your business by looking at its different parts such as:
Onboarding and managing clients
This is only a small example of systems that you need in place.
You want your business to operate as smoothly as possible, so look at what’s working well and what is falling through the cracks. If your business was to work without you, how would it happen? Of course, not everything will go like clockwork, but at least then you can adapt your systems so that it works more effectively.
Generally, when you create a system and it is working well, you will not need to focus on it again. You can eventually remove yourself from this area of your business and allow it to operate without you. You can delegate your tasks as well as use tools that enable you to automate some of your systems.
Here’s an example of one of my systems, ‘onboarding clients’. i have broken this system down into a process that provides a seamless experience for my clients as well as preventing me from feeling overwhelmed, stressed and saving me a lot of time in the long term.
My Client Onboarding Process:
Firstly, I will send my new client an email directing them to the ‘client welcome pack’ which contains a questionnaire as well as information/resources that they can use when working with me that will enable their projects to run more smoothly. It will also contain a link to my calendar so that we arrange an onboarding call.
We will have then have our scheduled onboarding phone call or a video call where we can set and manage expectations. It provides a great opportunity for us to get to know each other better and establish a trusting relationship. We will discuss their responses to their questionnaire , go over the details of the project/s and address any lingering questions.
We set up a start date for the project\s that need to be completed.
After having our call, I will send my client their invoice along with their contract.
I get my clients set up on a project management tool. This is used to layout all the projects that I need to compete for them. I am able to use this tool to outline all the processes/tasks by creating workflows as well using it to cut down on the use of emails and avoid any miscommunication.
And there you have. This is an example of a system that works for me and my clients. I am able to automate areas of this system to save me a whole heap of time. Time that I can better spend working within my zone of genius.
Each time I introduce a new service within my business, I am able to write out the process step by step to ensure that it is executed effectively.