How to Write Business Systems

Victoria Canham • 20 April 2022 • 4 min read

Processes and Procedures Increase the Value of your Business

Do you ever feel like your business is out of control? Like there are too many things that need to be done, and it’s all falling on your shoulders? If this sounds like you, it might be time to write some business systems.

Systems are processes or procedures that help you organise your work and make sure everything gets done in a timely manner. In this blog post, we will discuss how to write effective systems for your business. We’ll cover the basics of system design, and give you some tips on how to make sure your systems are efficient and effective.

When you’re building systems there are three questions you need to think about:

✳️ Who is going to do the tasks outlined in the system?

✳️ What tasks are they going to do?

✳️ When are they going to do the tasks, and in what order?

Systems let you automate repetitive tasks, which will create free time for you and your team, to work on other important tasks. Systems are what help you scale and grow your business.

How to document systems

There is no hard and fast rule, this is your business, so you can decide if you want to use documents with screenshots and images or videos or both. You can even create instructional content that you can host on a course platform. Do not let the format question derail you before you have even begun. You have to do what works for you and that could be a combination of all of the above.

Should you find you have more resources down the line to help you, you can change the delivery method as you see fit. Nothing has to be cast in permanent stone, especially not processes and systems. Your business changes over time and so do the systems and processes you utilise. You do need to consider the technology available to your teams and whether or not they will be able to access the content you have provided, e.g. has their computer got an enabled sound card. If you want a template, feel free to and drop me some love and I'll send you one.

That’s the how, now let’s map out the process.

STEP 1: Map out the process

Name the process and then write down all the steps to successful completion of the process, in any order. Capture everything you can think of. This is what I call my whiteboard exercise.

For example, the process might be “Write a weekly blog”, to write my blog I need – imagery, a cover, to update my Linktree, provide a link to my team, post to socials, SEO, ensure headers are in place, add links, add call to action, add contact details and backlinks, write and publish the article.

As you can see, I wrote down all those items out of order and have still managed to cover all the things I need to do to get my blog live. Now I need to review it and make sure that I create a gold standard, that works well for me and the team.

STEP 2: Document It

Now create the official, branded guide. Whether that’s video, full training content or a guide, put together the end-to-end process so that anyone in your organisation can come in and pick up the task.

This is the point of having these systems in place. Whether it’s you filling in for someone else or them filling in for you, systems create consistency, and consistency is the key to success. Systems work for writing blogs all the way to automating your billing process.

STEP 3: Implement

Ensure that the people in your business are familiar and comfortable with the systems and the documentation supporting them. And then, ensure that they use them, no exceptions. This will make it easier for you as a growing team down the line. Start as you mean to go on and it will be less messy than trying to go back and fix it later.

STEP 4: This is a living document, treat it as such

As soon as you find a better, easier, cheaper, or more efficient way of doing things, update your systems and processes. Then, communicate the changes to your team.

Conclusion

By far the best way to create cohesion in the business is to let your team create the system from scratch. Obviously, as the business owner, you would provide guidance, and reviews and suggest revisions where necessary. But when the team is involved in writing the processes and systems they will be delivering, they feel invested and as if their input matters, plus they will have great ideas on how to improve the processes.

As a former project manager from Financial Services, this is my bread and butter work, I live, breathe and sleep it. I can definitely help you systemise your business and your processes. Book a call now to discuss your requirements.

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Victoria Canham - Your Performance Partner

Victoria is an ICF-accredited certified professional coach, who offers personalised performance coaching. With a background in change management and countless hours of professional coaching training and experience, I made the big switch to full-time coaching in 2020. I know what it is like to suddenly have the rug pulled out from under you while you're busy making other plans, as a result, I now help people like you to bounce back from adversity and major setbacks to emerge stronger and better than ever before. Our clients have transformed from feeling overwhelmed by life's challenges to confident, goal-driven individuals who navigate life's obstacles with ease. They've achieved their personal and professional objectives and embodied peak performance in all aspects of life. You too can experience this transformation. This is your moment. Your chance to take control, to choose growth over stagnation, achievement over inaction. This is your opportunity to prove to yourself that you're not defined by your challenges—you're defined by how you rise above them. Are you ready to transform your life and achieve peak performance?