Many business owners know they need to implement some type of process, but the very thought just overwhelms them. It doesn’t have to be a huge undertaking and in reality, you already utilize processes every single day, but in a different application. A perfect example is your morning routine before starting a work day- showering, getting dressed, eating breakfast, brushing your teeth, maybe checking email. Think about the order in which you do those activities. More than likely, it’s the same every morning. Why do you do those things in that order? Because you know what needs to be accomplished, the progression makes sense to you and it’s probably the most efficient use of your time. That is a perfect example of a process or system.
Take the same elements of your morning ritual and apply it to a repetitive business task, such as client onboarding. The goal is to sign on a new client, generate excitement around their purchase and make it a pleasant experience so they become repeat customers and also great referral sources. Next, think about the timeline and the natural progression of
bringing on a new client. This can vary for different business models but for service providers, the basics are collecting payment, signing a contract/agreement, scheduling sessions and collecting client’s information. As for timeline, this sequence of events should ideally happen in a about a week.
Now that you know what needs to happen and how long it should take, the fun part is deciding how this process will be carried out. This is where your personality and preferences should be taken into account. There are so many online tools and programs that can make your life easier so if you’re open to the idea of using technology, this is where you can make the most efficient use of your time- but also where you can waste the most time. Once you find a solution you like, stick with it. Don’t waste time looking for something better.
If you’re not as comfortable with technology and prefer to use pen & paper, just make sure you’re organized. Use different folders for each client, a systematic filing system and don’t make it too difficult where you can’t be consistent. For me, this means not using file folder labels. They make files look nice and neat, but it takes too much time and effort to pull up the template, edit, load the printer and then apply. This makes me sound incredibly lazy, because in reality it would only take a couple minutes, but it’s just enough of an inconvenience to make me procrastinate on the task and then eventually get behind. Plus it’s a distraction from what the main objective is.
Try this approach with something in your business this week; a task that seems time-consuming, one that you procrastinate or one that you seem to be doing a lot. It takes a little planning, and likely some tweaking as you go, but in the end you will have an organized, systematic approach that will become second nature. As you systemize more tasks, take it a step further and delegate it to a virtual assistant. With the process already in place, it will be easy to train the VA and communicate your expectations. Regardless, should you choose to outsource or continue on your own, establishing processes will ultimately save you time and energy as you start to scale and grow your business.
Tell me, what’s something in your business you’d like to systemize?
Until next time,
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