Business Process Systematization

Why Business Systematize?

Systematizing is the process of making typical operating procedures or policies that are custom made for your business, to ensure buttery-smooth operations, uniformity, and production. You get to grasp upon your business’s strengths and find continuous growth by replicating those actions that work best.

It synchronizes your operations

It allows you to record a frame by frame process for accomplishment and aligns the various aspects of your work to create an easy flow. As every facet of your business subsidizes to the overall success, you can create a kind of clockwork relationship between the different components and then observe the performance of each part.

It gives you quality control

Systematizing gives your business excellence and steadiness as you’re rested down procedures build a routine for employees to replicate the same quality service by repeating the same actions. You don’t have to worry about a drop in the quality of service delivery, which leads to client dissatisfaction.

It empowers your employees

It sounds at first like systematizing is turning your staff into cogs in a machine, but the opposite is actually true. When done right, it allocates power to your employees, as it shows them exactly what to do and how to do it right, without a manager lording over their every move or signing off on every task. It saves them the distress of having to ask questions that make them look and feel useless and prevents them from relying on uncertainties to make decisions. When employees perform documented procedures over time, they get familiar with them and their skills are honed, making them experts on the job.

How to Systematize for Success

Systemization means, constructing and formalizing systems that work. The process syndicates interlocking procedures that together guide your day-to-day actions from start to finish.

1. Outline existing systems that work

If you run a business that has been around for some time, you already have some standard actions to get it running. But all the actions go in vain. Business, but rather, makes either old or new procedures work as best they can, without fail. While your entire operation may not be giving you your desired results, there is a decent chance that you have things that do work well for you. You need to maximize their full potential.

Start this process by making a list of all your systems.

2. Identify repetitive tasks and the best way(s) to execute them

What are the tasks that you and your employees perform to get the job done? Before you go through this process, I would bet there are some you don’t even know about—the connective tissue that holds everything together, but that you never really formalized. That means it’s possible you haven’t taken note of some of the little-but-important tasks that fine-tune your operations, hence, leaving them out every now and then to the detriment of your business.

To wrap your head around all of these details, instruct your employees to keep a record of their daily individual and team activities, for about a week or thereabouts. At the end of this period, their records will give you clear sense of what each employee performs and contributes to.

3. Create a sequence

This may seem basic but sometimes, employees juggle procedures up, without realizing the effect it has on the final outcome. Working without an arranged flow of procedures creates disorderliness in your operations, and makes things difficult.

Identify primary tasks that must be done before the secondary ones, to achieve good results. It is important to note that for things to be perfect, every task counts. The primary tasks must be accurately executed; otherwise, they will affect the quality of the secondary ones due to their wobbly foundation.

4. Record your procedures

Now that you know the different systems, eliminated repetitive tasks and determined the sequence, you need to put everything down in writing.

The idea is for you to give your employees a step-by-step guide of what to do and how to do it, in your absence. You need to create an instructional document that an employee can understand and interpret with little or no supervision, from the get-go.

5. Test your systems

Try out your procedures by assigning tasks to employees to execute a few times. Monitor their progress as they work. If, in the end, results achieved at the different trials don’t tally, it means they haven’t gotten the hang of things, and from your observation, you can tell where the mix-up came from. Go over the procedures with them again and guide them through the steps until they are able to perfect it.

Do You Want to Systematize and Scale Your Business?

When it comes to the big questions of how to scale your business, systematization has a lot of the answers. If nothing else, going through a process like this helps you get the full picture of what exactly it is you’re doing on a daily basis. But it ultimately enables you to take yourself out of every single process happening in your shop. If the components of your business can’t work on their own, you’re still basically running a one-person operation, with a bunch of other people sort of hanging out on the clock.

If you decide to go down this path, Aristocrat Branding, which specializes in helping business owners create such systems.

Put these principles to work to give your business a more systematized structure, wash out all those dirt’s, fulfill your clients, and craft the conditions for evolution that draw investors.

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