Six-Step Process To Systematise Your Business

You start a business with the intention of creating your nest egg and doing things you love the most. You always knew you had the motivation, but you are soon consumed by paperwork, managing cash flows, marketing, training new staff – the list is endless. Running a business is like wearing many hats, with lots of different work responsibilities, never enough time to deal with everything and feeling overwhelmed.

Are you having trouble staying on top things in your business?
In this simple six-step process we aim to create a blueprint that will free up some of your time so you can start doing the things you want to be doing - and manage the balancing act of wearing many hats without losing your head!
Our solution: embedding a functionality structure into your business. This will help you create a functionality framework - read it, post it and tweak it to fit your needs - so you can wear many hats in your business – with ease.
Systemising your business can be overwhelming and if you feel you are hitting a brick wall, here is a six-step process you can use to help you to systemise your business.

1. Schedule a Functionality Planning Session

It can be quite difficult to focus on developing effective systems for your business when you and your team are busy with the daily responsibilities of running your business. Schedule a functionality planning day (or half day) for you and your team. The aim is to align everyone’s capabilities and focus on your business goals. It is important to spend this time uninterrupted, so perhaps do this planning on a weekend, or close your business for a few hours to get this important job done.
For a sole practitioner, it can be daunting to leave your business for a day. Take the time to go somewhere you can relax and focus. Remember that every business owner deserves a break, time to breathe some fresh air and rethink the way you do things in your business. You will definitely reap the rewards of planning and implementing effective systems for your business. 

2. Identify Every Task in the Business

Ask your team to identify and make a list of every task they are responsible for. They need to write down ALL the tasks they do.
Often you will discover that some tasks are being covered by more than one person and there will also be tasks that no one is really in charge of. It is easy to see how one task assigned to one person can be dependent on the output of another, thus creating a sequence of tasks.

{insert post-it notes images here}

We often make use of post-it notes to list down all tasks identified. These make it easier for us categorise them later into groups.

3. Group Similar Tasks Together

Once all the tasks have been identified, group together the similar tasks. By grouping these tasks together, you will be able to see a clearer picture of how different sequences work in your business.
Give each group a name in terms of functional areas such as practice administration, marketing, business planning and so on.

{insert chart here with post-it notes images here}

Grouping identified tasks based on functionality.

4. Categorise Each Group Into 3 Main Functional Areas

When you have grouped the tasks together, it will become more evident which task group belongs in each business category. We call these 3 functional areas:

  • Business Management – includes tasks that focus on future $’s
  • Business Operations – includes tasks that focus on present $’s
  • Business Support – includes tasks that have nil $ value, but are essential to your business

5. Document and Design Your Functionality Chart

Before you work on allocating people to specific tasks, you need to put all the data (timelines, task dependencies, duration) into a clear and comprehensive functionality chart. By doing this every member of your team, including future employees, can easily see how your business functions and what tasks they are responsible for.
Documenting your systems and processes is essential to enable you to effectively delegate the identified tasks to your team. Make sure that this is communicated and shared accordingly and is accessible to everyone in your business.

6. Assign People to Each Functional Area

You can now allocate each task and appoint the key and support person who will be responsible for each task in each functional area. If you are a sole practitioner, you may see your name in every area on your functionality chart, but as the business grows and you start employing more people, you will be able to delegate some of these tasks.
Many business owners prefer to have control over every aspect of their business, but this can result in the business becoming completely reliant on the owner. If you have employees in your business, delegate and make them accountable for the tasks assigned to them. Empower your team to ensure that each task is handled efficiently.
Delegating the management responsibilities to your staff will give you more time to focus on growing the business and it will alleviate the burden of always doing everything yourself. You will be surprised how your staff will step up and contribute new ideas when they are given the scope to do so.
Revisit your functionality chart often and refine it if necessary. With the new functionality structure in place, there should always be a team member driving and monitoring the change in the business. Establish reporting protocols as a medium for people to communicate what is going on for them in their work area, clarify issues and identify areas where collaboration may be helpful.

Gain an improved understanding of your business organisational structure and develop a strategy based on your key drivers and the goals you're looking to achieve. Take advantage of our FREE BUSINESS AUDIT today.

Related Blogs

  • Why documenting systems in your business can improve business performance?

    Business systems are a sequence of co-dependent procedures and tasks with the purpose of...

  • Guest Post: 5 Reasons Why Your Business Need Standard Operating Procedures

    Standard operating procedures (or SOPs) are an integral part of any business when it comes to...

  • Why customer feedback is important

    Customer feedback is important as it assists you in understanding what is and isn’t working...