Whenever I talk to people about creating systems or processes in their businesses, it is not always immediately clear to them what the benefits are to doing this. After all, there is a time and potentially a financial investment required in order to get the right systems and processes in place.
Some businesses will benefit in ways others don’t, but there are 4 key benefits every business can tap into, even with just a little bit of progress in this direction.
1 – Lowering the skill Level you need to hire at
2 – Delegate more of what you do
3 – Better control of the business
4 – Rid your business of 2-minute tasks
Lowering the skill level you need to hire at
This is not meant as a slight against the people you have working for you. In fact, it allows you to hire better people in the long-run.
If you look at any of the high profile companies, who master systems and processes, you’ll notice that in certain areas in the business, they don’t need to hire the most skilled people.
Take Starbucks for instance.
They don’t need to hire highly trained baristas to work in their shops. If they did, they would have found it hard to grow the way they did.
Instead, they are able to hire for the people skills, and then train through their training systems.
Once you have the basic required training, you then do your job, following the detailed processes and systems they have in place.
This means they can hire the right people for the company, and then train them to the level of skill required, instead of needing to hire already highly qualified staff.
This has an added bonus of lowering the initial wage bill for a new starter to your company too.
Delegate more of what you do
If you are like most business owners, you’ll find yourself constantly doing things you believe only you can do. Or you are constantly interrupted because someone isn’t sure about how to do something.
With the correct processes and systems in place, you’ll be able to free yourself from these tasks and interruptions, as everyone will have clear instructions as to what the correct way of doing things are.
I’ll use an example from my own business.
We have a process, fully documented, for getting these articles onto the website and shared across social media. I write all the articles, but I don’t do the rest.
Last week, Emilia, who takes care of this for me, followed the process, but hit an issue. It would seem that Jean made a change to our website, which meant the process documents was missing a step.
Instead of me needing to get involved in uploading and sharing blogs, all I did was forward the message from Emilia to Jean. Jean added the step to the process document and Emilia could carry on what she needed to do.
This took seconds of my time, and everything else still got done.
In this way, I am actually delegating to the system, instead of an individual. The process document is detailed enough, so that you, the reader, could actually perform this task, without needing to ask me about it.
Better control of the business
You are the business owner. You need to be in control, but this does not mean you need to micromanage every little thing.
With the right systems in place, you’ll be able to “leave it up to the team”, but with the right checks and balances in place, so you know when something’s not right.
You only need to manage the situations where either something’s gone wrong, or it truly is a special instance you’re not prepared for. (By the way, that is then a perfect opportunity to update your process, so “special” is not special next time.
This also means you have mapped out and actively CREATED the customer journey in your business. You are in control of the customer experience, without needing to do everything and have every conversation.
Rid your business of 2-minute tasks
This is for me, by far, the biggest day-to-day advantage of systems and processes.
Every business is filled with 2-minute tasks. You know, those things you say to yourself, “It only takes 2 minutes, I’ll do it myself.”
It never takes 2 minutes though does it?
It is like a cancer in every business, and it is slowly draining the life out of what you are trying to achieve.
Yes, these things need to be done, but that doesn’t mean you need to do them, or anyone else on your team for that matter.
There are many software platforms available, that can automate or eliminate so many of these 2-minute tasks, for less that you are spending on coffee and newspapers.
As an example, if you identified a single 2-minute tasks, which is done 10 times per day by 10 members of staff, you are spending 200 minutes PER DAY getting this one thing done.
If your business is trading 50 weeks of the year, that’s 50,000 minutes per year, on a single task. (833 hours or 104 8-hour days.)
At minimum wage, at the time of writing, you are spending around £6,000 per year just getting this task done. (If you don’t have a team of 10, you’ll easily identify 10 tasks done repeatedly every day.)
Now, seeing as you can get software to automate so many of these things for between £100 and £250 per month, why are you still paying staff, the biggest overhead in your business, to do these things.
Rid your staff and your business from these tasks, and free them up to do real meaningful work in service of your customers.
Author: Pieter K de Villiers
Pieter K de Villiers is slightly obsessed with systems. The systems and process automation he builds for small businesses are transformative, to say the least. Pieter is a Co-Founder of Barefoot Digital and the Amazon best-selling author of “Barefoot Business: 3 key systems to attract more leads, win more sales and delight more customers without your business killing you”.