Business owners worldwide put off building business systems and instead attempt to grow their companies using elbow grease and brute force.
Often, this leads to:
- Overwork and burnout
- Inefficiencies
- Frustration
- Inability to delegate
With such clear consequences, one may wonder why a CEO or entrepreneur puts off process documentation. Here are five common reasons business owners have shared for putting off building systems.
- No time
- Not sure how to do it
- Feels overwhelming
- Tried building processes in the past, and they never got implemented
- The process is not yet perfect
These are all understandable reasons. However, building processes can solve a lot of these issues. However, they can feel like a chicken and egg situation. Processes should come first, but you need time to build processes, but you need to build processes to gain time… it’s a vicious cycle.
Fortunately, you are not alone! Other business owners who have encountered similar challenges have successfully built business processes. This article provides solutions you can use right now to start building processes.
Are You Putting Off Building Business Systems? Here’s How to Get Started
In a recent interview, Adi Klevit and Jon LoDuca discussed the many issues that entrepreneurs run into, along with various strategies to get them started with building and implementing effective processes. This interview shared more information that we can include in this article, so be sure to listen to the entire discussion here.
Here are three strategies that they shared:
1. Reframe the system-building project.
Many business owners consider building processes and procedures a one-time, massive project. Looking at it that way, you likely will never get it done. In fact, Adi shared that one of her clients had process building on his “to-dos” for twenty years.
Reframe your system-building project as a business function. This reframe can help you include action items in your workday.
Here is an example.
Let’s say your “must dos” for the day include:
- Sales calls.
- Writing the proposal for __ client.
- The next step on the __ project.
- Weekly review of company-wide metrics
All of these actions are likely daily or weekly tasks. They are on your “must-dos” because you have to do them to ensure your business continues to function.
Processes are part of your everyday functions as well. A few “system building to-dos” could look like this:
- Set up a process meeting.
- Record a mock interview about the sales process.
- Assign video editing responsibilities to ___.
- Set calendar reminders to block out 30 mins daily for process building.
When you add system building into your everyday to-dos, it gets done. When you approach it like a one-time project that needs a massive amount of time and resources dedicated to you, it may stay on your “to-do” list for an indefinite time.
2. Document the process you want to improve
No process is perfect, but improving a process that hasn’t been documented is extremely difficult. If you want to perfect a system before documenting it, try documenting it first and then examining it for pain points. This provides three benefits.
First, you have a placeholder process that at least works - even if it’s not perfect.
Second, you can review the existing process and reimagine it. Because you and your team already use the process, you can collaborate to test the reimagined process for paint points and see what aspects genuinely need an update.
Third, when you have a process in place, you can track metrics to see if it’s working, if the reimagined process worked better, and can make changes based on hard data.
3. Start by systematizing the areas that are most commonly in trouble.
Many business owners say they don’t have enough time to document processes and procedures because they spend half the week putting out fires. If this sounds like you, congratulations; you now know exactly where to start when documenting processes.
Build processes in the areas that are constantly “on fire” so that you can begin to put out those fires for good.
Here are three common reasons for a department to consistently attract trouble:
1. Lack of stability.
2. Understaffed.
3. Inconsistency in management or task execution.
These factors can be solved by creating processes and procedures and ensuring the team uses them. Even if you have to start by operating in the department and using the systems yourself, minimally, the processes will cut down the time you spend “putting out fires.” Then, as the systems improve and your business grows, you can staff up the area and use the processes to train the new employees to run the department just as you would.
Following these three strategies will not only get you and your team building effective processes, but they can also make process-building part of your everyday. Doing so will create stability and make it easier for you to find more time for new projects, family, vacations, and more.
Are you ready to begin building systems in your company? Connect with the Business Success Consulting Group team today.
