If the mere mention of “systems” has you ready to run for hills, wait up! I promise this blog isn’t your typical snooze-fest business advice.
Today, i am sharing six easy ways to upgrade your systems, streamline your operations, and make scaling your business feel less stressful – more like sipping your favourite coffee in a cozy cafe coner.
From demystifying meaningful metrics to jumping on the SOP bandwagon, i have got you covered. Get ready to streamline like a boss while injecting your unique flair into every part of your business. Let’s get this systems party started!
Identify the systems that already exist in your business
When most entrepreneurs especially the creative and inspired ones hear the word ‘systems’, they want to run! The idea of confronting to someone else’s way of doing thing sounds dreadful.
The good news? The best systems don’t force you into anybody’s box. Even if you think of yourself as disorganised, chaotic, neurodivergent, or just a hot mess, and you’ve never intentionally created them, your business already has system and processes.
Just look for how you get things done. That’s it!
Here are some examples of systems in your business:
- Marketing System
- Sales System
- Client Management System
- Onboarding/offboarding System
- Service Delivery System
- Operating System
Start with this list and add any other that comes to your mind. Make a note how you handle each part of your business under these categories.
Next, jot down how you run these systems. Most entrepreneurs have some level of consistent inconsistency in their systems; that’s okay! You’re just looking to identify what you already do so you can evaluate.
Look for small ways to make big improvements. How can you simplify your processes? What could be automated or outsourced?
Stop Tracking Vanity Metrics and Do this Instead
Vanity metrics like Instagram followers and likes can be distracting and misleading. Instead, focus on meaningful metrics that provide valuable insights into your business’s health and operations. Track metrics such as:
- Number of leads and their sources
- Sales call bookings and no-shows
- Sales and conversion rates
- Email open and click-through rates
- Revenue
To determine if a metric is worth tracking, ask yourself fit helps you make business decisions, if you can influence it, and if to drive desired results. This approach will help you make data-driven decision and plan for growth more effectively.
Get on the SOP Bandwagon
As an OBM, I am thrilled to invite you to hop on the SOP Bandwagon! With Standard Operating Procedures in your business, you’ll be able to:
- Onboard and train new team members easily.
- Delegate work and start to ‘replace’ yourself in your business.
- Simplify your audit process.
- Create consistency and efficiency to manage your time more effectively.
A quality SOP has three key components: it’s recorded, readable and repeatable. It should answer the classic question: who? What? Where? When? Why? How? These answers should be clear enough that someone other than the creator can repeat the process without help.
You can keep your SOP in a well-organised google drive folder, but tools like Click up or Tangomight be worthwhile upgrades as your team grows.
Bonus Tip: With tools like Loom, you can create impactful SOPs on the fly – no writing or spreadsheets required!
Automate your client’s communication
If you’ve been in business for a while, you know the importance of building your email list, scheduling social media content, and using automation for client follow-ups. However, you might worry that automation lacks a personal touch and authenticity.
I get it! Instead of tech details, here are four ways to keep your automations genuine:
- Personalize your automation: Use reciepient’s name in email and test thoroughly to avoid errors.
- Infuse template with your brand voice: Make templates engaging and true to your brand’s style.
- Screen record tutorials: Use tools like Loom to create personalised screen-share videos with voiceover.
- Use videos with your face: Create informal, face-to-face videos to make interactions feel like a chat with a friend.
Hire experts, not unicorns
When you’re growning your business by hiring new team members, it’s crucial to focus on specialists rather than trying to find someone who can do it all. Look for experts who excel in specific roles:
- Implementers: These are the hands-on doers like
- Copywriters
- Graphic designers
- Admin support.
- Managers: Think OBMs, project managers, and customer service managers who can keep things running smoothly.
- Strategists: You’ll need marketing and branding wizards who can guide your business to the next level.
- Visionaries: As the CEO, you’re the visionary; consider coaches or mentors who can support your big- picture thinking.
It’s important to pay these specialists appropriately for the value they bring. Investing in skilled professionals who proactive and aligned with your business goals will not save time and money but also reduce stress significantly.
Plan your holidays like a CEO
Planning your holidays like a CEO is all about creating a streamlined ans systemized business for more flow and freedom! Here is a simple guide to letting your regular clients know when you’ll be away:
- Taking 1 business day off? Give them a heads-up about a week beforehand.
- Planning for 2-5 business days off? Notify them six weeks ahead.
- Taking 6-14 business days off? Let them know six to eight weeks in advance.
- Going away for more than 14 days? Plan to inform them eight to twelve weeks beforehand.
For longer breaks, it’s also a good idea to send reminder about two weeks before and again the week before your time off. This way, everyone stays informed and your business rubs smoothly while you enjoy your well deserved break!
Now, don’t just read and move on. Take a moment to jot down at least three ideas from this blog that you can put into action this week!
