Business systemization means automating aspects of your business so that they can run without you. This means looking at your workflow as a series of systems and then seeing how those systems can be “upgraded” to positively influence your profits and save you time.It's hard to find concrete strategies you can use to systemize your workflow, so to get you here are some that you can use right away.
Flow Charts or Process Maps
A flow chart or as I like to call it Process map is a diagram that basically says, “if this happens then do this”. This is perfect for diagnostics, for dealing with problems that arise and for making sure the precise same approach is used in similar situations in different contexts. Give your employees flow charts/Process Maps and you will receive far fewer questions regarding how something is supposed to go.
Check lists are lists that ensure nothing is being overlooked when carrying out a process. They can avoid mistakes and they reduce questions and “communication overhead”. I recommend a couple of tools you can use. One is Process.St. Their whole system is checklist that can be ran over and over again. I also personally use in my business ClickUp for my checklist management.
Many programs can automate and systemize aspects of your business. You can use something like IFTTT for instance to have e-mails added to a to-do list on Google Drive or you can use Zapier to save time with tasks like bookkeeping.
One thing to remember is always have a plan when it comes to using software. Don’t just get any and everything out there. Have a goal and plan for it. Use only what you need.
Project management means approaching a project in the most efficient way possible to avoid complications and to prepare for any contingencies. I treat each automation in my business and my clients business as a project. You must manage a project. You cannot just set it and forget it. You must make sure things are going as planned and you are getting the results you want.
Removing Communication Overhead
Use systems to remove all the unnecessary communications that bog down workflow and slow you down. Especially when it comes to emails and unnecessary meetings.
Training & Team Building
Develop your team enough and show them how to deal with a crisis and eventually you can remove the need for your input in most cases. Your objective is to have your business run profitably even if you are not there.