Systemizing Your Business: Key Steps and Concepts

Overview

• Purpose: Systemizing a business is about creating processes and procedures to save time and reduce workload.
• Goal: Build systems without sacrificing speed or increasing bureaucracy.

Initial Steps

1. Mapping:

   • Create a comprehensive chart or list of all business activities.
   • Break down tasks by person currently responsible.

2. Documenting Processes:

   • Use detailed templates (e.g., 12-page template) to record business procedures.
   • Utilize process recording software ($99/user/month).

Step 1: Define What You Do

• Objective: Identify and list every action and responsibility in your business.
• Methods:
  • Create a list or chart outlining all activities.
  • Example: Managing a YouTube Channel - categorize into producing, editing, and publishing videos.
• FAQs:
  • You must document everything eventually, but it doesn't need to happen all at once.
  • Start with high-level categories and add details over time.

Step 2: Determine When

• Cadence: Define the frequency of each task (e.g., weekly, daily).
• Tools: Use task managers like ClickUp or SmartSuite to organize tasks and set schedules.
• FAQs:
  • For non-repeating tasks, record the turnaround time (e.g., one week for order fulfillment).

Step 3: Establish How

• Record the Process:
  • Use process maps for initial brainstorming.
  • Develop "process equipment" such as checklists, SOPs, templates, and decision trees.
• FAQs:
  • Determine the level of detail necessary based on what makes tasks easier and more efficient.
  • Centralize documentation in a task management tool for easy access.

Step 4: Assign Who

• Responsibilities: Assign tasks to individuals or roles.
• Use Tools: Task management systems for assigning and tracking responsibilities.
• FAQs:
  • Solopreneurs: Document roles to prepare for potential delegation.
  • Funded businesses might prioritize hiring the right "who" first.

Step 5: Continuous Improvement

• Improvement Strategies:
  • Track ideas and feedback for potential enhancements.
  • Use metrics to identify trends and areas for improvement.
  • Log errors and use them as learning opportunities.
• FAQs:
  • Consider both internal ideas and external consultant advice.
  • Effective process improvement relies on real problems rather than hypotheses.

Final Thoughts

• Consistency: Treat business systems like fitness; they require regular maintenance and improvement.
• Foundation: Establishing a strong baseline makes ongoing improvement manageable.
• Resources: Consider programs or additional training, like ProcessDriven Foundations, for guidance.

Tools and Recommendations

• Utilize Google Docs, process recording software, and task management tools.
• ProcessDriven offers templates and a structured program for systemization.

Conclusion

• The ultimate goal is to make business systems relaxed and predictable, enhancing efficiency without stifling speed.
• Norman's Reminder: Enjoy the process!