Systematising Business Processes
In Action, we say that SYSTEMS are all about Saving Yourself Stress, Time, Energy and Money. Although systemising your business can take a considerable amount of time and effort, the impact could be hugely beneficial.
There are numerous benefits to having good business systems and processes, e.g :
- Your team are always clear about what they need to do, and can cover each other’s roles if needed;
- Your clients get a consistent product and level of service;
- You can reallocate tasks to lower paid staff, allowing you to focus on the things that will actually make a difference in your business.
In reviewing your processes you can also identify bottlenecks and duplication of effort which, once eradicated, will make your business function more efficiently.
The basic rule for systemising is ‘Systemise the routine – humanise the exception’ – meaning that anything that can’t be systemised needs to be run by people. Having a system means that things are done consistently, regardless of the team member doing them. We would always advocate using a computerised system (such as an accounts package or stock control system) over a manual system to save time and effort, and obviously proper training on these systems is essential.
Systems can cover any area of your business and you need to prioritise the processes that have the most impact on your business results. Here are just a few areas you could look at:
- Office operations, such as post opening and answering the phones;
- Order processing;
- Credit control;
- Dealing with customer complaints;
- Measuring sales team conversion rates;
- Staff recruitment and induction;
- Monitoring budgets and cashflow.
There are four basic steps to systemisation…
- Flow charting your processes
- Documenting how tasks get done
- Measuring the results using Key Performance Indicators
- Allowing the systems to change/grow as your business changes and grows.
If you’d like any help with this, please contact us.