“Systemise your business.”
It’s advice you’ve likely heard countless times, and for good reason. Systemisation is the backbone of a business that runs smoothly, grows sustainably, and can operate without constant oversight. But the challenge isn’t hearing the advice—it’s knowing where to start.
In this blog, we’ll break down what it means to systemise your business, identify the common traps that derail business owners, and share a step-by-step framework for success. By the end, you’ll have a clear roadmap to transform your business from a chaotic operation into a streamlined, well-oiled machine.
\\Why Systemise Your Business?
At its core, systemisation is about creating repeatable processes that allow your business to deliver consistent results. It’s the difference between a business that depends on you showing up every day and one that can operate—and even thrive—without you.
The Benefits of Systemisation
- Increased Efficiency: Eliminate wasted time and resources with streamlined workflows.
- Scalability: Grow your business without scaling your stress. Systems handle the complexity.
- Consistency: Deliver predictable outcomes, delighting customers and building trust.
- Valuation Boost: Buyers love systemised businesses—they’re worth more and sell faster.
The Biggest Traps in Systemisation
Before diving into the “how-to,” it’s important to recognise the common pitfalls that can derail your efforts:
1. Overcomplicating the Process
Many owners believe that sophisticated systems mean complex systems. The truth? Simple, clear systems are the most effective.
2. Skipping Documentation
A system that lives in someone’s head isn’t a system at all. Without documentation, you can’t replicate or improve processes.
3. Failing to Involve Your Team
Employees are the ones executing your systems daily. If they’re not involved in creating them, resistance is almost guaranteed.
4. Overlooking Key Workflows
Systemisation doesn’t mean documenting everything at once. Focus on workflows that drive the most value or reduce the most chaos.
5. Trying to Perfect Everything at Once
Perfection is the enemy of progress. Start with good enough and refine as you go.
5 Tips to Get Started
If systemising feels overwhelming, don’t worry—you’re not alone. The key is to break it down into manageable steps. Here’s how to get started:
1. Audit Your Current Processes
Start by observing and documenting what’s currently happening in your business. Forget what you think is happening and focus on what actually takes place.
- Walk through every step of key processes with your team.
- Capture pain points, inefficiencies, and inconsistencies.
- Use this information as your baseline.
2. Start Small, Scale Up
Focus on one high-impact area to systemise first. This could be the process that creates the most friction or the one with the most immediate ROI.
3. Involve Your Team
Systemisation isn’t a solo activity. Your employees know the nuances of their roles better than anyone.
- Hold workshops or brainstorming sessions.
- Get feedback on what works and what doesn’t.
- Assign team members to help document and refine processes.
4. Make It Visual
Flowcharts, diagrams, and checklists make processes easier to understand and follow. Use tools like Lucidchart, Miro, or even PowerPoint to visually map workflows.
5. Iterate and Improve
Systems aren’t static. As your business evolves, so should your processes. Schedule regular reviews to refine and optimise.
The 4 Workflows to Systemise First
Systemising your entire business can feel like an impossible task. That’s why it’s crucial to prioritise. Here are the four workflows I recommend starting with:
1. The Primary Workflow
This is the backbone of your business. It starts with the trigger that initiates a sales conversation and ends with invoicing the client.
- Why It Matters: This workflow directly impacts your revenue. If it’s disorganised or inefficient, your business will feel the effects immediately.
- Steps to Systemise:
- Map every stage of the customer journey.
- Document the tools, team members, and timelines involved.
- Identify bottlenecks and opportunities for automation (e.g., invoicing software).
2. The Marketing Machine
This workflow captures how you reach potential leads through each of your marketing channels and ends with an identified lead.
- Why It Matters: A predictable flow of leads is essential for growth. Without it, you’re left chasing customers instead of attracting them.
- Steps to Systemise:
- Break down each marketing channel (e.g., social media, email campaigns, referrals).
- Document the steps required to execute campaigns and track results.
- Use tools like HubSpot or Trello to manage and automate marketing tasks.
3. The Talent Machine
This workflow handles the entire lifecycle of your team, from recruitment to succession planning.
- Why It Matters: Great businesses are built by great teams. Systemising how you hire, onboard, and develop employees ensures consistency.
- Steps to Systemise:
- Create templates for job descriptions, interview questions, and onboarding plans.
- Define performance metrics and career progression paths.
- Implement software to track employee development and succession plans.
4. The Agile Management System
This is the framework your leadership team uses to keep the business aligned with its vision and goals. It starts with the vision and ends with the agenda for weekly accountability meetings.
- Why It Matters: Without this system, leaders can lose focus, and the business drifts off course.
- Steps to Systemise:
- Define your company vision, mission, and strategic objectives.
- Create a standardised agenda for leadership meetings.
- Use tools like Asana or Monday.com to track progress against goals.
5. The Monitoring System
This workflow provides everyone with a scorecard to stay on track with their targets. It starts with lead and lag measures for each business function and ends with a dashboard tracking progress over three months.
- Why It Matters: Clear metrics drive accountability and performance. Without them, you’re flying blind.
- Steps to Systemise:
- Identify the key performance indicators (KPIs) for each function.
- Assign ownership of each KPI to a specific role.
- Use tools like Tableau or Google Data Studio to create real-time dashboards.
Systemisation is a Journey, Not a Destination
Systemising your business isn’t a one-and-done task. It’s an ongoing process that evolves as your business grows and changes. By starting with the foundational workflows outlined above, you’ll build a strong framework for scaling, improving efficiency, and ultimately, increasing your business’s value.
Remember, the best systems are simple, documented, and designed with your team in mind. Begin today, and take the first step towards transforming your business into a self-sustaining machine.
