5 Steps to Creating a Business System that Works

Most small business owners feel overwhelmed by juggling daily tasks. The problem is, without systems, tasks pile up, things get missed, and growth feels impossible. This blog will show you step-by-step how to create systems for your business to save time, reduce stress, and scale effectively.

What is a System?

Systems are organization in motion. They are fluid and adaptive, with enough structure that steps and processes can be implemented and replicated. This saves time on tasks and provides documentation (in case you need to go back and make changes). Systems must work in harmony with a company's strategy and resources. A system is only as good as it works and helps you meet your business goals. It is easy to create a system, but if it doesn’t meet your needs, it either creates more problems or wastes resources and time.

Standard Operating Procedures (SOPs) are a key component of a system - they outline the processes in place to reach a goal. Businesses have multiple systems, from large to small, intending to create efficiencies, simplicity, repeatability and cost savings in time and money. They will ensure important tasks are not missed or duplicated.

Systems Tell a Story

They tell a story about the steps that will be taken to achieve a desired result. 

Patterns emerge from results and tell a story. They show a starting point and a finishing point. You can measure them AND see what is working or not. Here is an example: if you notice you sit at your desk every morning and don’t know where to start, post-it notes everywhere, and feel like you are behind and overwhelmed, you have unconsciously created a system, not one that is working, but a system nonetheless. 

You Can Choose to Change the Story

You can then choose to notice the pattern of results. As in the example above, you aren’t getting the results you wanted - completing your workload confidently. You can then go ahead to make changes to the system so it works better for you. If you don’t know how you repeatedly get the same results, it makes it more difficult to make positive changes. 

Here is how you change your existing (albeit frustrating) system of starting your workday:

Do a 5-minute tidy of your desk and write a to-do list for next day’s priority tasks. That is a mini productivity system that solves frustration, stress and wasted time in your workday. You can apply this example to any of your tasks - looking at the steps you take to get where you are, assess it and choose a different way of doing the work. Implement it, make changes if needed.

Obviously, systems can be highly complex in organizations, but to get started, we begin simply. This example has given you an idea of how to think through your workload from a systems perspective.

Now, let’s move it up a notch and give you a step-by-step foundation to assist you in creating systems in your small business.

5 Steps to Creating a Business System

Step 1: Identify Your Repetitive Tasks

Look at your routine tasks and make a list. These probably include client onboarding, email replies, scheduling, content posting, marketing outreach, paying bills, invoicing and filing receipts.

Choose one task and ask:

• How are these tasks currently being done?

• What do you do over and over again?

• Do you feel like you are recreating the wheel every time you start a regular task?

• Do you forget how to do a task that doesn’t occur often and wing it, only to realize you forgot crucial components of a task? 

This can matter significantly when delivering a project to a client, sending invoices, paying bills, and corresponding with customers. If you have a team that assists you in completing a project for a client, it becomes even more important because you are not in control of every step and need to be able to trust that your team has a way of getting the work done well. If tasks are done differently every time, confusion and delays occur, and the quality of work is reduced.

Step 2: Map Out Your Processes

There are numerous ways you can outline your processes. Having a visual diagram, not just a jotted-down list, helps you see your workflow in a new, more holistic way. You can see clustered tasks on the workflow map, and scattered tasks with loose ends, too many dependencies at one junction of the workflow. A visual helps you see the system as a whole.

Here is what I recommend:

• If you are in a hurry and just need to get ideas down on paper, start with a simple list - digital or paper format.

• If you are more visual, use a large whiteboard with markers, a mind mapping app on a laptop projecting to a larger screen, or a simple flip chart with markers. 

This makes it easier for a team or small business owner to look at systems and processes together and make changes. You will see the gaps, inefficiencies, and bottlenecks to correct.

Step 3: Choose the Right Tools and Platforms

There are a number of different tools you can use to not only create an updated workflow map, but to implement the system. The most important point is not to start implementing or subscribing to tools randomly (even the enticing free trials).

Tools can become costly over time, both financially and in human resources. There is a learning curve with tools, and they can take more time to implement than initially thought. The tools you use must work for your business to integrate with other tools you choose to use. If the tools are not suitable, the system will get complicated and frustrating for everyone involved. Start with one tool at a time.

There are countless tools on the market, and more are appearing daily. Those listed below are popular ones, but don’t forget how easy it is to test out workflow using a simple spreadsheet software you already have. You can always add a new tool later, and remember to be very purposeful as to why you need the tool, what your company budget is, and what functions you actually need for your business.

Popular digital tools include:

• Project management software (Trello, Asana) 

• CRMs, automation apps (Zapier, Calendly)

• Software with spreadsheets and graphics (Google, Microsoft 365 and Canva)
  

Step 4: Document Your Systems

This is where SOPs (Standard Operating Procedures) come into play. You have your new system ready to go, and being able to repeat the steps every time allows you to accurately see the system in action, while not forgetting any steps. SOPs help in training new hires, designing KPIs (Key Performance Indicators), delegating tasks to staff, and ensuring the work is completed. It is also helpful to solopreneurs who manage multiple tasks on their own, to remember how to do all the tasks they need to do. It is a checklist and confidence booster.

Here are a couple of examples where SOPs are valuable

• Customers ordering a product. Each time they purchase from you, they know what to expect and what kind of service they are going to receive every step of the way - from your website, to how to pay, to shipping, tracking orders and receiving. 

• A checklist for publishing a blog. There are multiple mini steps in posting a blog on a website. Writing and editing, formatting, adding graphics, links, SEO and meta descriptions, and checking if they are mobile and desktop friendly. The checklist will remind you if you have missed anything. 

TIP: Create and store your SOPs in Google Drive, Notion, Scribe, or Microsoft OneDrive. There are many options on the market; choose one that works for you and your company.

Step 5: Test, Refine, and Improve

Systems aren’t “set it and forget it.” I encourage small business owners to test and adjust, make improvements. While you are working in a system and you have ideas for how to improve, make a note. Have a regular review time scheduled and update any changes made.

TIP: Having a feedback loop where you ask team members or clients where frustrations or problems occur in your system gives you valuable intel from the users. Not only will this be useful for improving your systems, but it will also help your business grow. Strong systems that are adaptive allow businesses to scale and adapt to changes in the marketplace.

Conclusion 

Designing systems that suit your business is transformative in saving time and resources. Systems can be adapted and replicated, can be simple or complex, depending on the purpose they are serving. In this blog, we’ve looked at 5 key steps to building a system from the ground up. Identify repetitive tasks, map your existing process, choose your digital tools, write SOPs and evaluate your system regularly. This will give you the functionality and efficiency you need to eliminate hassles in your business. Start small and see how much easier running your small business can be.

Ready to simplify your business? Start with one system this week, even if it’s just documenting how you send invoices.

If you’d like support in building small business systems and processes that work, click the link HERE and book a FREE 20-minute consultation with me to get started.