What is a system?
A system is a way of doing things that helps you achieve a specific result.
The diagram above describes what goes into achieving the results you want.
The Input is the resources that are available to your employees.
The Process refers to how these resources are best utilized to achieve your result.
The Result is what is achieved when you combine the resources and the process.
If your goal is slash costs, you must find a way in which to utilize your input in such a way that your goal is achieved more effectively.
Systems have the power to breathe life into your business – or to cripple it. The secret to designing effective systems is to accurately predict the outcome of using them.
How to set up effective systems in your organization
Identify the existing good systems
Look for what people do in your organization that get the results that you want.
Find hidden, unintentional systems
You may have areas where you are not achieving the results you intended, or the results are not what you had hoped. Look for the cause of the undesirable results. Either get rid of the system or modify it until you achieve the expected outcome.
Create procedures for the existing systems that are effective
Find out exactly how your employees are achieving the desired results, and document them. This does not have to all be done at once. Target 3 systems that work a week, until they are all documented.
Create new systems
If you have to do something more than once, create a system for doing it effectively.
Evaluate your systems
Are all your systems achieving your goals?
If you need help in evaluating, setting up, and documenting systems for your organization, please do not hesitate to contact Virtual Productivity Solutions. We would love to assist you!
Any business owner will be able to tell you that a business built on effective systems is far more successful than one that is not.
The Business Directory defines a business system as a methodical procedure or process that is used as a delivery mechanism for providing specific goods or services to customers.
Creating effective business systems can be challenging for small business owners. You may not have the time or inclination to develop systems. However, if you are serious about business growth, you could consider outsourcing this function to someone that is knowledgeable in this area. Alternatively, if you have enough in-house staff, you can delegate it to someone that is detail oriented, analytical, persistent and creative, and who does not have a full-time work load.
What would outsourcing your systems management entail?
- Your key performance indicators will be identified
- Areas of reduced productivity will be identified
- Opportunities for improvement will be suggested
- Your process documentation will be created (checklists, flowcharts, etc) to support the opportunities for improvement
- You as business owner will approve all processes before they are released
- Your staff will have an opportunity to contribute to these systems, and also be trained on how to use these systems once they are approved
- Data will be collected data to monitor your key performance indicators
- You will receive a reporting scorecard each month on how your business measures up to these key performance indicators.
How to keep on top of your systems development and implementation once you outsource it
- There needs to be open communication and trust between you and the person working on your system
- While a lot of the development and detail of creating systems is outsourced, as the business owner you are still responsible and accountable for what happens with regard to systems and processes.
- A weekly status meeting will go a long way in helping you to catch up with what has been achieved, what has gone well, or areas where challenges or issues have developed.
The results of outsourcing systems development and implementation
- You will have more time
- You will increase your competitiveness
- You will reap the financial rewards of the working systems and procedures
- Your staff will be happier because they know what they are supposed to be doing
- Your customers will be more satisfied at your consistent service and output
- Your business continuity is ensured, because anyone can do the urgent tasks according to the set out procedures if a key staff member is ill or on leave.
- You will be able to take your business to the next level because your systems and procedures are working.
Next steps
If you would like to find out more about how to improve your business systems, or if you are interested in outsourcing this function, please contact Virtual Productivity Solutions. We will gladly assist you in this regard.
