Using Systems to Save Time in Your Business

I know,  I post a lot about saving time and following systems in your business. That’s because I know from personal experience, that if you let your business run you instead of you running your business, it’s not going to be a fun experience.

So today, I’m going to walk you through the 3 steps for creating a system. I know that if you can set up a system for all of the tasks you do on a regular basis for  your business, you are going to see a dramatic change in your business. And don’t think that a system has to be this huge involved project, because it can be as simple as just a checklist.

Ok, the 3 steps for creating a system:

Step 1 – What am I doing? Figure out what you need or want to create systems for. Usually if stuff is falling through the cracks, you need a system. Start with one thing that you know is a mess, it just isn’t working for you right now.

Step 2 – Where am I going? Now figure out what outcome you are looking for. Your end destination, so you know when you’ve arrived. Focus on one task at a time. Don’t try to multi-task, you’ll just feel overwhelmed and probably give up. Take one task at a time. Some examples of outcomes – to book a sales meeting, to close the deal, to get an email address.

Step 3 – Create the steps to get there. There are so many ways you can actually handle this part. Find one that works for you.You can use a flow chart. A checklist. Mind mapping – on paper or using software on your computer.

So now I’ll walk you through an example of the above process. Let’s say you decide you want to set up a system for sales calls, so your assistant can take them over if you’re out. That’s “what am I doing?”  And your desired outcome is to set a meeting – “where am I going?”

Now create the steps. Get 2 colors of sticky notes. With the first color, write down each step on it’s own sticky note. So if step 1 is – convey the 3 most important things about my program – then write that down and write the 3 points down also. Then stick the note on the wall.  Say the 2nd step is that you check availability of appointments on the calendar. Write that on the 2nd sticky note and stick it on the wall. Continue until you have all of the steps on the wall.

Now using the 2nd color of sticky notes, turn those on the side to make a diamond. These are now your “decision diamonds.” Forks in the road. So if a person answers the phone or you get an answer machine, for example. So if a step is “make the call” the first diamond would be “Do they answer?” If yes, one set of notes will say – go through 3 points, book meeting, put in calendar, etc.. If no, another set of notes might say – leave message, make note in calendar to call back, send an email, etc.

Once you have it all laid out in front of you, turn it into a system that your assistant or anyone else can easily follow. Because obviously you can’t just have all of your systems up on the wall.

Then do this again for each task you perform in your business. Take it one at a time, and before you know it you’ll have a complete operations manual. And you’ll no longer be the one who has to handle every little detail of your business. Freedom!