<img height="1" width="1" style="display:none" src="https://www.facebook.com/tr?id=349935452247528&amp;ev=PageView&amp;noscript=1">
Search
word-map-thumb

The Alternative Board Blog

Effective Leadership Tips to Systematize Your Business

May. 29, 2017 | Posted by The Alternative Board
bigstock--125640185

At some point, every business must impose a systematic structure on its operations or risk losing untold amounts of time and money on inefficiency and lapses in productivity. Having systems in place not only guards against these negative factors, it helps businesses expand with fewer difficulties because everyone in the organization understands how things get done and who the ultimate customer or end-user is.

"Anything performed in your company at least twice needs a proven system," notes efficiency expert Nancy Gaines. "Anything performed three times or more should be automated."

Low-level business systems that get repeated (and should therefore be automated) range from lead generation and social media marketing to client onboarding, employee recruiting and inventory management. High-level areas that cry out for more detailed systematizing, Gaines says, include sales, marketing, HR functions and front- and back-office activities.

How should you as CEO or business owner get the systematizing process rolling?

Identify and evaluate all existing systems.

Instruct a key team leader to compile a list of all existing business operations with the goal of asking fundamental questions about each one:

  • Why does this system exist?
  • What specific purpose does it serve?
  • What challenges does the system overcome?
  • How does it contribute to the growth of the business?

Get your employees involved.

For many, if not most, business operations, your employees are the ones who know "how things work." As part of the systematizing (or mapping) process, involve them in identifying issues that prevent a smooth running of the business, such as paperwork bottlenecks or procedural roadblocks. This information is crucial for improving business systems.

Ask employees to identify and record daily, repetitive tasks for one week. A compilation of all employee records of their week's activities should give you a clear idea of where they all fit into the bigger picture.

Want additional insight? Read 10 Tricks to Make the Most of your Time now

DOWNLOAD

Pinpoint customers and end-users for all systems.

No matter what the process or system is, there should always be an end-user in mind--customers (internal or external) or vendor. A system that has no such end-user is a good candidate for elimination. It follows, therefore, that individual employees or a team should know precisely what that end-user wants (quality of product/service, turnaround or delivery time, etc.), in order to provide better service.

Identify which systems aren't operating efficiently.

In most businesses, certain processes consume the most time, money and employee effort. When these systems are dysfunctional, this consumption is far out of proportion to the return on investment. (This is especially true if the business owner or CEO is continually called upon to intervene and "repair" the situation.) Any such broken system is a good place to start the comprehensive systematizing process.

Document high-end systems.

Some attempts at systematization get bogged down in the effort to document all systems within the company. Generally speaking, this isn't necessary for low-level operations and automated functions. Instead, focus on thoroughly documenting your high-end systems (sales, employee recruiting, inventory management, etc.), so that everyone involved understands the most efficient way to achieve objectives in these areas.

You'll find this particularly helpful when introducing new employees to the process. Detailed documentation removes the time-wasting component wherein people keep asking questions about process and procedure, instead of actually getting the work done. With documented procedures, the learning curve is much quicker.

Businesses that systematize their operations and eliminate "broken" ways of doing things are better positioned for growth than their less-organized competitors. And they'll likely outperform in key areas such as product quality and consistent customer service.

Want more advice on systematizing your business or sales and marketing or general advice from other business owners like you? Find out if a TAB Board is right for you!

Read our 19 Reasons You Need a Business Owner Advisory Board

DOWNLOAD

Written by The Alternative Board

Related posts

Ways to Handle Supply Chain Shortages
May. 17, 2022 | Posted by The Alternative Board TAB
You don’t need a crystal ball to see that supply chain disruptions are likely to continue for some time to come. As we are all becoming painfully aware, supply chain disruption “is a major factor ...
How to Achieve Business Success by Knowing Your Strengths and Weaknesses
May. 10, 2022 | Posted by Phil Spensieri
Over my years as a business coach, I’ve heard hundreds of stories about how and why my clients got into business. Each story differs, but one thing remains common: every one of them got into business...
Inflation Busters: 15 PAINLESS ways to Reduce Your Business Expenses
May. 5, 2022 | Posted by Joe Zente, TAB Austin
Inflation Busters: 15 PAINLESS ways to Reduce Your Business Expenses April 20th, 2022 “Frugality drives innovation, just like other constraints.  One of the only ways to get out of a tight box is to...
Clamoring for Talent: 3 Ways To Improve Employee Retention
Apr. 29, 2022 | Posted by The Alternative Board
It is still a tough labor market out there. The Great Resignation and the dearth of eager job candidates are keeping business owners shorthanded and clamoring for new talent. In many cases, this...
The Importance of a Leadership Development Plan
Mar. 15, 2022 | Posted by Phil Spensieri
As a business owner have you ever given any thought as to who will replace one of your senior staff if they were to resign today? It’s a hard question, and the truth is no one really knows when...
Protecting Your Business in a Time of COVID
Feb. 4, 2022 | Posted by The Alternative Board
If anything demonstrates the role of uncertainty in today’s business landscape, it must be the nagging persistence of COVID-19 around the world. Only last year, it appeared the pandemic might be...
5 Ways To Manage A Remote Sales Team
Nov. 5, 2021 | Posted by The Alternative Board
Sales leaders have struggled with managing remote sales teams even before the pandemic. Today, with an increasing number of organizations moving partially or fully remote, the need to put practices...
Why Your Business Needs Standard Operating Procedures
Aug. 26, 2021 | Posted by The Alternative Board
Running a business is a costly, time-intensive process. Costs and time can grow exponentially if an organization lacks a system whereby products are made, or services rendered in a consistent manner....
6 Tips on Making a Family Business Partnership Work
Apr. 20, 2021 | Posted by The Alternative Board
We often hear stories about the difficulties of making a family business partnership successful. Yes, there are unique hurdles that differ from other types of business models, but with the right...
Time-Saving Tips for Hyper-Busy Business Leaders
Apr. 13, 2021 | Posted by The Alternative Board
There may be only 24 hours in a day, but with effective time management, business leaders can get a lot done within that limited timeframe. The key is taking steps to eliminate clutter and...