Running a small business often requires owners to wear multiple hats and juggle numerous responsibilities. However, as the business grows, it becomes essential to streamline tasks and processes to maximise efficiency and create room for strategic activities that drive business growth.
This blog will delve into the power of business systemisation using tools such as checklists, step-by-step guides, flowcharts, and video documentation.
Let’s explore how this approach can liberate valuable time for you as a business owner, so you can focus on higher-value tasks that contribute directly to the business’s success.
The Power of Systemisation
Systemising everyday jobs is akin to creating a well-oiled machine that operates smoothly and consistently, irrespective of who performs the task or activity. It brings several benefits to the table:
- Consistency: A well-documented and standardised process ensures that tasks are executed consistently, reducing the likelihood of errors and enhancing output quality.
- Efficiency: By breaking down tasks into clearly defined steps, the process becomes more efficient, saving time and resources in the long run.
- Scalability: As your business grows, you can quickly train new employees to follow established processes, enabling seamless scalability.
- Reduced Dependency: Task systemisation reduces reliance on a single individual, minimising disruptions caused by turnover or absences.
- Strategic Freedom: By freeing up time previously spent on routine tasks, business owners can shift their attention towards strategic initiatives that drive business value.
Tools of the Trade
Let’s explore the tools that can help you systemise tasks & activities effectively:
Checklists: A simple yet powerful tool, checklists outline each step of a job clearly and concisely. They act as a visual guide, ensuring that nothing is overlooked and the job is completed accurately.
Step-by-Step Guides: More detailed than checklists, step-by-step guides provide comprehensive instructions for each task or activity. They can include best practices, tips, and troubleshooting advice to ensure smooth execution.
Flowcharts: Flowcharts visually represent the sequence of steps in a process, making complex tasks easier to understand. They are handy for jobs with decision points or multiple pathways.
Video Documentation: Recording task & activity demonstrations via video allows you to capture nuances that might be difficult to convey through written documentation alone. Videos are beneficial for many business activities, including hands-on processes that involve physical manipulation.
Implementing Systemisation
Systemising critical tasks and activities in your small business can significantly enhance efficiency, reduce dependency on the owner, and create room for higher-value activities. By following these steps, you can effectively delegate minor tasks, categorise and systemise critical tasks, and ensure a smooth transition to the new processes:
Step 1: Task Identification and Segregation
Create a Task Inventory: List all the tasks and activities you currently perform in operating your business. Categorise them into “Critical” and “Minor” based on their impact on profitability and operations.
Delegate Minor Tasks: Review the list of minor tasks and identify suitable individuals within your team to delegate these tasks to. Ensure clear communication and proper training during the delegation process.
Bingo … you’ve now released a load of jobs off your desk and more time for higher-value work!
If these are everyday/regular tasks, your employees can systemise them by following the steps below.
But the process isn’t over; there’s still more time to find for you …
Categorise Critical Tasks: Now it’s time to assess the remaining ” critical ” tasks by categorising them as “Common” or “Rare” based on their frequency of occurrence. Keeping the “critical & rare” jobs on your desk would be best, but there is an opportunity to release the “critical & common” ones from your duty.
Step 2: Systemisation of Common Tasks
Break Down Tasks: Let’s start with the most time-consuming “critical & common” job and break it down into individual steps. Use tools like checklists, step-by-step guides, and flowcharts to document each step comprehensively.
Create Video Demonstrations: You could also record video demonstrations of these tasks & activities that would benefit from visual guidance, such as hands-on procedures or complex processes. Explain each step, provide context, and share insights or decision-making points.
Centralize Documentation: Store all systemised documentation, including checklists, guides, flowcharts, and videos, in a centralised location. This can be a shared drive, a project management tool, or dedicated software accessible to relevant team members.
Training and Testing: Once you are satisfied that the “critical & common” jobs have been adequately captured & documented (systemised), train employees you trust to execute these jobs for you in the future. Conduct hands-on training sessions and ensure employees understand the benefits and how to use the documentation effectively.
Initial Testing: Have employees execute the systemised process and gather feedback. Use this feedback to make necessary refinements and adjustments to the documentation.
Bingo #2! … you have now released more time for yourself to undertake higher-value or more enjoyable work.
Step 3: Iteration and Continuous Improvement
Regular Review: Set a schedule for periodic review of the systemised processes. Aim for at least quarterly reviews to ensure the accuracy and relevance of the documentation.
Feedback Integration: Incorporate feedback from employees who are executing the systemised tasks. Address any challenges or suggestions and update the documentation accordingly.
Adapt to Changing Needs: As your business evolves, processes may change. Continuously assess the critical tasks and adjust the systemisation documentation to align with the evolving business requirements.
Expand Systemisation: Repeat the process for other tasks in this category once you have successfully systemised a “Common” critical task. Gradually, you’ll create a library of streamlined processes that allow you to focus predominantly on activities that add value to the business and provide joy and fulfilment to you.
Liberating Time for Strategic Focus
By systematically tackling routine tasks through systemisation, you can reclaim precious time and redirect your efforts toward activities that significantly impact business growth, such as:
- Innovation and Strategy: With more time at your disposal, you can focus on developing innovative strategies, exploring new markets, and nurturing partnerships that drive the business forward.
- Customer Relationships: Devoting more attention to customers through improved support or personalised interactions can lead to higher customer satisfaction and loyalty.
- Business Development: Systemisation frees you to explore new business opportunities, expand product or service offerings, and forge alliances that contribute to revenue growth.
- Leadership and Culture: You can be more active in shaping the company’s culture, mentoring employees, and fostering a positive work environment.
Conclusion
Systemisation empowers small business owners to transform their operations into well-organised, efficient, and scalable entities.
By employing tools like checklists, step-by-step guides, flowcharts, and video documentation, you can delegate routine tasks while spending more time and focus on high-value activities that drive business success. This shift in focus not only enhances business productivity but also paves the way for strategic growth and innovation.
Embrace the power of systemisation and unlock the full potential of your small business.
The information contained in this article is general in nature and is not legal, tax or financial advice. Contact a lawyer or a tax or financial professional for information regarding your particular situation. The information in this newsletter is provided with the understanding that it does not render legal, accounting, tax or financial advice. Clients should consult their legal, accounting, tax or financial professional in specific cases. This article is not intended to give advice or represent our firm as qualified to advise on all areas of professional services. Master Planning is a discipline that typically requires the collaboration of multiple professional advisors. To the extent that our firm does not have the expertise required on a particular matter, we will always work closely with you to help you gain access to the resources and professional advice you need.
Any examples provided are for illustrative purposes only. Examples may include fictitious names and may not represent any particular person or entity.
