Business Systems: How To Create A High Growth Business Without Burning Out

So now we’re going to cover the best practices for writing a business system. I’ve built systems in all of my businesses. These are companies I eventually exited for a tidy profit so I like to think I’m qualified to share my expertise. 

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

1. Who is going to do it? 

2. What are they going to do? 

3. When are they going to do it? 

Some processes will be handled by people, for example outreach to journalists, podcasts, responding to LinkedIn connections, website maintenance, writing emails, how to order equipment, etc. Some will be handled by technology and automation, so a CRM will send an automated series of emails, Google Analytics will track website visitors and opt-ins

Knowing this early on is important because it influences the processes you create and how you write your business systems. 

But before I get into writing your business processes or standard operating procedure, I want to focus on how you can document your systems.

• You can use 

  text and imagery

  . For instance, you can use a Google or Word document to list the various steps that someone needs to follow. I like to add screengrabs to illustrate my point. So if I am writing a best practice document for 

  writing a LinkedIn post

  , I’ll take screengrabs of some of my top-performing posts. This graphically shows what emojis to include, how to write a question that draws attention, the position of hashtags, etc.

• You can use

  audio

  (where appropriate). 

• Or you can document your system with an

  instructional video

  . I particularly like using a screen-sharing program like Loom to explain how to do something. I just hit record and can walk through the process step-by-step. 

Now that you know how to document your business systems, it’s time to map out your process or workflow. And really, there are four stages to writing a standard operating procedure. 

Here is what I like to do.

Step 1: Come up with a process.

My team and I will get together, and we will try to define what the best method is. So what is the gold standard? During this brainstorming session, we want to identify who does what. Who is going to compile the data? Who will design the document? Who will film an instructional video? That sort of thing.

Step 2: Document It.

For instance, my copywriter will note down in a document exactly how to pitch media on Haro or SourceBottle. She’ll write the process, taking screen grabs of each step. Then my designer might create visuals to illustrate each step. And my marketing assistant will take all of this information and compile it into a branded SOP document.

STEP 3: Implement It.

Let’s say my copywriter leaves, and I hire a new copywriter. They can take the media pitching business system, read it, and hit the ground running. I can also share it with my 1:1 clients, and they can implement the same process into their organization, so that becomes very powerful.

Step 4: Adjust when necessary.

So sometimes we find, “Hang on, there is a better way of doing it,” and then we adjust and course correct. 

For best results, show your employees and clients how to put a business system together, then let them do it. Make sure you watch them and provide guidance when needed. 

Virtually everything in your business can and should be documented in a business process.

You might think that as a solopreneur you don’t need to build systems. You’d be wrong. I show you how to start systemizing as a one person business.