Business Systems: How to Create a Business that Works For You

We have devised a simple eight-step process for business system mapping and modeling. To utilize this guide properly, you may want some form of screen recording software, such as Vimeo or Loom.

Let’s get started!

Mục Lục

Step 1: Process Mapping

The first step of the process, and the most vital for those who want successful systems, is identifying every activity your business is currently performing.

Everything from email to outgoing sales calls, client outreach, and so on.

After listing all of your organization’s performed tasks, start identifying the “format” they are performed in (such as manual, automated, or hybrid), how much time is typically spent on them, and how they impact revenue.

This part is especially important:

Try to understand which activities are most reliant on key team members.

Once you’ve completed this step, you’ll be able to identify which processes would benefit the most from systemizing.

Tasks that heavily rely on a few key individuals and directly correlate with revenue (and are currently performed manually) are your best options here.

Step 2: Record the Process

Here’s where the screen recording software mentioned earlier comes into play…

Start recording yourself (or whoever typically performs the task being systemized) completing the task.

This walkthrough should be easy enough to follow that anyone who watches it can complete the task.

This recording will serve as the baseline of what the actual task entails.

Step 3: Send Process Recording to an Assistant

Now that you have a recording of the task you’ve chosen to create a business system for, share the recording with an assistant, secretary, or employee.

Remember, this walkthrough should be simple enough (or supplemented with enough helpful information) that anyone with a baseline of skill can complete the task.

Step 4: Establish Goals and Critical Factors

When designing a business process management system, it’s important to understand the results that need to be achieved. Establishing goals and knowing what success should look like for you (AKA Critical Success Factors) are paramount for keeping a system running smoothly.

Working with your team, brainstorm ways you can measure the performance of your system.

For instance, if your business process is an automated mailing service, examine your click through and open rates. There are hundreds of key performance indicators that could be studied to check progress and let you know if the systems to be implemented are working as they should be.

Don’t be afraid to think outside the box!

Step 5: Review and Finalize

Before you put your newly created business process management system into place, it’s a good idea to double-check to ensure there are no loose ends or unproductive side effects that could be created by the new system.

Be careful setting your goals in Step 4. Smart managers understand that aiming too high can lead to stress, lower productivity, and encourage unethical practice by employees.

Step 6: Delegate to Employees

Now that the major legwork has been completed, you can start testing your system in action.

Let your employees try their hand at the new business process.

Ask for their first impressions, and really listen to the feedback they provide.

Keep in mind that these will be the individuals performing the task day in and day out, so accessibility and ease are of the utmost importance.

If they fight the process, it will never become a successful business system.

Step 7: Review Task and Metrics

Fast forward a bit from Step 6…

You’ve implemented the new business process management system and your employees are successfully using it. Consider the goals and critical success factors you set in Step 4…