With only 24 hours in a day, it seems like you need 8 arms. Make the most of your hectic day as a business owner by having key activities running in the background while you focus on building the business.

Do you drive the same way to and from work every day? Most of us probably go the same route every day because it’s the easiest, quickest, most efficient way.

But once we’ve memorized that route what are we doing as we’re driving the car? We’re not thinking about clicking the blinker and putting out foot on the pedal because it’s already second nature to us.

This gives us time to think about other things on the drive such as what we’re going to eat, what we have to do today, and whatever command our thoughts at the moment.

Essentially, we’re multitasking.

We’re planning and thinking while driving to our destination our business should run the same.

While we’re planning and guiding the business toward its vision, the business should run systems in the background.

How Do Systems Improve My Business

Processes and procedures are part of a larger system, and if you don’t have the steps memorialized and reinforced throughout your business, the systems will break down.

If your systems are missing critical input and lack comprehensive review, the very foundation of your organization is on shaky ground. If all the measures, steps, and knowledge are locked in your mind alone and aren’t spread throughout your team, they wouldn’t be able to run the systems that ultimately deliver at a high level to your customers.

That means you improved all the work you did to ensure you have the right team and everything you did to ensure your delivery and distribution will be wasted.

“Systematize the routine, humanize the exception.”

What Systems Should I implement in my business?

Establishing systems means the business begins to operate more methodically. Routine tasks are systemized to ensure that best practices are leveraged for faster production, less rework, and a better use of resources. Some common systems that can be put in place include

Daily office operation systems 
  • Answering the telephone
  • Receiving and opening the mail
  • Purchasing and maintaining office supplies and equipment
  • Faxing and emailing
  • Dealing with incoming/outgoing delivery needs
  • Backing up and archiving data

Product development systems 

  • Developing a product and protecting it legally
  • Developing packaging and collateral material (eg catalogs)
  • Developing manufacturing methods and procedures
  • Developing manufacturing costing and bidding process

Manufacturing and inventory systems  

  • Selecting vendors
  • Determining product or service warranties offered
  • Establish product or service pricing (retail and wholesale)
  • Establishing reorder process for inventory production
  • Receiving and storing product inventory
  • Reconciling physical inventory with accounting records

Order processing and tracking systems

  • Taking orders and recording the orders by mail, fax, phone or online
  • Fulfilling and packaging the orders
  • Confirming details before service or product delivery
  • Sending the orders
  • Management system for freight, couriers and vehicles

Order tracking systems

  • Invoicing and Accounts Receivable Systems
  • Invoicing customers for the orders
  • Receiving payments for the orders and crediting customers for payment (whether cash, check, or credit card)
  • Monitoring credit control and age of accounts
  • Starting the collection process for outstanding receivables on a timely basis

Customer Service Systems          

  • Returns procedure for inventory receiving and customer payment return
  • Responding to customer complaints
  • Replacing defective products or performing other warranty services
  • Measure quality and professionalism of service delivery

Accounts Payable Systems         

  • Purchasing procedures and approvals required
  • The payment process for supplies and inventory
  • Petty cash

Sales and Marketing Systems    

  • Create an overall marketing plan
  • Designing and producing promotional materials
  • Developing general leads and prospects
  • Creating an advertising plan

Would you like to harness the expertise of your team, maximize the power of your business data, and leverage your processes to make your business more profitable? Contact one of our business coaches today for a deep dive into your business’s health and next steps to creating a business that works without you.