Systems are often the most misunderstood area of business
today. Yet they are easy to implement and make your life and
that of your staff so much easier. Systems will make your
business run smoothly, efficiently, and profitably!
Another way to understand the importance of systems is to ask
yourself this question: Do I work more ON my business than I
work IN my business? Remember, the Action definition of a
successful business is "a commercial, profitable enterprise that
works without you."
Systems allow your business to work without you . If you work
more IN your business than ON it, your business will never
grow and prosper, and it will not reach its full potential.
The basic principle is to "systemize the routine and humanize
the exception." Anything that can't be systemized needs to be
run by people. Always look at putting a system in place rather
than employing more people. A system means that things are
done consistently, irrespective of which team member is
responsible.
Therefore…
• Systems run your business
• People run your systems
• You lead your people
There are five basic steps to systemization:
1. Document your company structure by creating an
organization chart. Then identify the critical areas or functions
for your business to be a success.
2. Next, for each critical area or function flowchart your
processes. Describe with detail and accuracy exactly what
happens in each area. Chart the path that works takes
through each area.
3. Document how it gets done. Involve your team. Have
the team member who is currently doing each job write down
every step in performing a task. Then have a new person do
the task with the draft written steps. If the team member
currently doing the task has to step in and explain anything to
the new person then add steps or clarify. Once completed
start again until any person can do the task without
intervention.
4. Measure using key performance indicators. Typically,
these will be the top measures that show system performance.
Get these measures from the person doing the job. For
example, in sales you can use the number of leads generated,
conversion rates, or average dollars per sale.
5. Allow the system to change and grow with use. Ensure
that the system is self-correcting and can evolve by it self.
Make sure team members keep the system documentation
current.
Some final tips:
• Don't over complicate systems or people won't follow
them.
• Use lots of photos, videos, tapes etc. This may be as
simple as printing a computer screen or videoing someone
doing the task at hand. This will make the systems much
easier to follow.
• Document your system in a "policies and procedures" or
"operations" manual in an easy to access format. And make
sure everyone knows where it's kept!
===============================================
Jim Gragtmans and Sandy Kemp are Action International
Business Coaches helping business owners grow their
business & do more with less effort.
Why are some businesses able to stand out from the crowd
and sell lots of product, very profitably? Because they have a
Unique Selling Proposition (USP).
Click here to learn more
www.actionbusinessdevelopment.com/products.html
================================================
**Attn: eZine editors and Site Owners**
Feel free to post this article in it’s entirety in your ezine or on
your site as long as you leave all links in place and include our
resource box as listed above.
If you need additional articles, check out our Article Archive for
fresh new content you can use on your website for FREE!
www.actionbusinessdevelopment.com/Tools.html
If you do use our articles, please let us know so that we can
have a look. Thanks
Jim & Sandy
mailto:jimgragtmans@action-international.com
mailto:sandykemp@action-international.com
today. Yet they are easy to implement and make your life and
that of your staff so much easier. Systems will make your
business run smoothly, efficiently, and profitably!
Another way to understand the importance of systems is to ask
yourself this question: Do I work more ON my business than I
work IN my business? Remember, the Action definition of a
successful business is "a commercial, profitable enterprise that
works without you."
Systems allow your business to work without you . If you work
more IN your business than ON it, your business will never
grow and prosper, and it will not reach its full potential.
The basic principle is to "systemize the routine and humanize
the exception." Anything that can't be systemized needs to be
run by people. Always look at putting a system in place rather
than employing more people. A system means that things are
done consistently, irrespective of which team member is
responsible.
Therefore…
• Systems run your business
• People run your systems
• You lead your people
There are five basic steps to systemization:
1. Document your company structure by creating an
organization chart. Then identify the critical areas or functions
for your business to be a success.
2. Next, for each critical area or function flowchart your
processes. Describe with detail and accuracy exactly what
happens in each area. Chart the path that works takes
through each area.
3. Document how it gets done. Involve your team. Have
the team member who is currently doing each job write down
every step in performing a task. Then have a new person do
the task with the draft written steps. If the team member
currently doing the task has to step in and explain anything to
the new person then add steps or clarify. Once completed
start again until any person can do the task without
intervention.
4. Measure using key performance indicators. Typically,
these will be the top measures that show system performance.
Get these measures from the person doing the job. For
example, in sales you can use the number of leads generated,
conversion rates, or average dollars per sale.
5. Allow the system to change and grow with use. Ensure
that the system is self-correcting and can evolve by it self.
Make sure team members keep the system documentation
current.
Some final tips:
• Don't over complicate systems or people won't follow
them.
• Use lots of photos, videos, tapes etc. This may be as
simple as printing a computer screen or videoing someone
doing the task at hand. This will make the systems much
easier to follow.
• Document your system in a "policies and procedures" or
"operations" manual in an easy to access format. And make
sure everyone knows where it's kept!
===============================================
Jim Gragtmans and Sandy Kemp are Action International
Business Coaches helping business owners grow their
business & do more with less effort.
Why are some businesses able to stand out from the crowd
and sell lots of product, very profitably? Because they have a
Unique Selling Proposition (USP).
Click here to learn more
www.actionbusinessdevelopment.com/products.html
================================================
**Attn: eZine editors and Site Owners**
Feel free to post this article in it’s entirety in your ezine or on
your site as long as you leave all links in place and include our
resource box as listed above.
If you need additional articles, check out our Article Archive for
fresh new content you can use on your website for FREE!
www.actionbusinessdevelopment.com/Tools.html
If you do use our articles, please let us know so that we can
have a look. Thanks
Jim & Sandy
mailto:jimgragtmans@action-international.com
mailto:sandykemp@action-international.com
Systems -- The Key to Multiplying Profits
| Feel free to use this article |
**Attn: eZine editors
and Site Owners**
Feel free to post this
article in it's entirety in
your ezine or on your
site as long as you
leave all links in place
and include our
resource box as listed.
If you do use our
articles, please let us
know so that we can
have a look.
Thanks
Jim & Sandy
and Site Owners**
Feel free to post this
article in it's entirety in
your ezine or on your
site as long as you
leave all links in place
and include our
resource box as listed.
If you do use our
articles, please let us
know so that we can
have a look.
Thanks
Jim & Sandy