Have you ever arrived at a familiar destination and then realized you were barely aware of how you got there?
That’s what happens when you know the way so well.
You don’t have to think about keeping yourself on the right course. There’s no stress or confusion about which way to go.
Well, effective business systems serve exactly the same purpose—they spare you the burden of having to think about how something needs to be done.
“Systems” are just sequences of tasks that take you from point A to point B.
Ineffective systems cause you to drive around in circles. They’re exhausting and confusing. Sometimes they prevent you from getting to your endpoint. If you do manage to get there, it’s from different sides and in different amounts of time.
Here are 5 Awesome Shortcuts to Save You
Time and Energy
The few extra minutes you spend creating them will increase your proficiency and leave you feeling empowered!
1. Create a Video
For repetitive tasks that you do on your computer—uploading and formatting blog posts, scheduling social media updates or filling out online standard non-confidential forms—record your screen as you do it. Narrate the steps. Demonstrate what you do as if you were explaining someone how to do it.
To record your screen you might use software like Jing, Camtasia or ScreenFlow. To take it one step further, have the video transcribed and turned into a more comprehensive set of instructions. Save it in Google Docs to be easily accessible and editable.
Yes, you need to do this even if you’re not yet delegating. When you haven’t done something in a while and forget some key steps, all you’ll have to do is click a button and see exactly what to do! This is a major timesaver!
2. Record an Audio
For other repetitive tasks that don’t require visual directions—the steps for what to do when a new client signs up, how to put together a gift basket for a client or what needs to happen when someone places an order —record audio instructions. Use Google Play, Audacity or GarageBand to record your voice. Then turn it into a checklist.
Even if you’re not delegating at this time, having this list will keep you on track and eliminate time-consuming guesswork.
3. Role-Play
You can capture and create systems around activities that require your soft skills—holding introductory sessions with clients, handling phone inquiries or closing sales—role-play with someone to show how it needs to be handled. Note the questions you ask and the process. Record the audio and have it transcribed.
These kinds of activities are the most difficult to capture. For most of my clients, these activities are ones they rarely have to think about. The problem is that you can easily get overwhelmed because all your knowledge is stored in your head and no one can help you until you create a step-by-step manual.
4. Act Like You’re the Boss!
If you’re ready to delegate, don’t let the absence of systems in those areas hold you back.
Use your new assistant to your advantage by having her help you create systems. Explain how things need to be done and have your new hire take the notes!
Check the notes and create a process out of them. Save this process in Google Docs or any other database you use as your communication hub with your team member(s). Have it easily accessible. Encourage your team to make suggestions if they come up with a better/faster way to accomplish that task.
5. Uniformity is Key
It’s okay if you’re not ready to create full-blown systems out of your processes.
Just streamlining a single part of one of your processes—a questionnaire, template e-mail or standard opener for your instructional videos—is great.
Make sure you save this information in a folder dedicated to your systems and create a uniform labeling system so that you can slowly build up your very own business operations manual.
Back To You
Starting next week, we’ll be engaging in a step-by-step examination of systems that are vital for all businesses. But before that, I invite you to look at the above strategies and apply one of them. Report your progress in the comments below.
