One of the best things that you can do for your business is create and use systems. Systems are the processes that you follow to ensure an organized, streamlined way of doing things in every aspect of the business. From bookkeeping to scheduling and everything in between, systems allow for smooth operations. They can help you identify weak areas and to improve upon the way things are done, and ultimately, they can increase profitability. Whether you’re well established or just getting your company off the ground, finding processes that work will lead you to staying organized, focused, and on track to meet your goals. Here’s why systems are so powerful, and how you can go about using them:
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You already have systems
Even if you don’t realize it, you’ve already got systems in place. It’s the way that you do things day in and day out, and the way that you run a project from start to finish. It could be as simple as jotting down an estimate on a piece of paper, then sticking it in a pile on your desk.
What’s important to realize is that your current process may not be serving you well at all, and it could be holding you back from taking your company and your success to that next level. Are stacking papers with scribbled estimates really an organized and helpful way of producing and tracking estimates? The answer is, probably not. What you need are specific, efficient systems that will allow you to see the numbers you need to know in order to understand the health of your business.
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Systems give you a visual
Systems are so powerful because they provide essential optics. They give you a visual that you can rely on and turn to in order to track and understand your progress. When you know your numbers, you’ll be able to keep pushing ahead towards profitability. You’ll be able to identify the weak spots in your business and to see exactly where real, significant changes need to be made. Each system that you put in place and utilize will be one visual piece of the entire picture that you have to see and understand in order to run a more successful operation.
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Fear of systems
One of the biggest reasons that business owners avoid new systems is simply: fear. They fear committing to creating and testing out new processes, and they fear that the changes they can bring may be too painful. Fear could be what’s holding you back, and you may find all sorts of excuses for not making any changes to the status quo. It’s easy to convince yourself that you just don’t have the time, energy, or the money to commit to something new and different.
Remaining set in your ways, even if they aren’t proving to be very organized or effective, can hold your company back from making real progress, and it can stifle or halt growth. Do not let fear stop you from implementing a system that can transform your business for the better.
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Take it for a test drive
In order to discover if a new system will be effective, you have to take it for a test drive. The key is to fully commit to allowing it to play out, and you need to follow through from start to finish. It likely will be a big commitment of time, energy, and effort on your part, as well as on the part of your team. Your team will be looking to you to answer questions and address their concerns, and you have to make the time for them. Ask for their feedback, too. It’s important to note that you should only implement one new system at a time.
Make that decision to test out a process, and focus all of your energy on it in the following days and weeks. Choose your timeline for how long to let it run, whether it’s 3 weeks, 30 days, or the length of your next project. Be prepared to eat, sleep, and breathe the system in order to see the experiment through to its completion. Chances are that at the end of it, you’ll have turned it into a series of new habits you’ll find easy to adhere to. A fresh, clear-eyed way of seeing and running the business will have emerged as a success for both you and your team.
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Helping your team adjust
When you introduce a new system, your team is likely to be skeptical. They may see it as a correctional tool that you’ll use to discipline them, or worse, to eventually let them go. As the one in charge, it’s up to you to reassure your employees and help them understand why you’re doing what you’re doing. Explain to them that you aren’t looking to fire people, but rather you’re seeking to improve the way that things are done for everyone’s benefit. People are naturally resistant to change, so expect some pushback and skepticism. Be there to answer their questions and address their concerns.
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Get feedback from your team
Your team is out in the field, making the calls, and working directly with your clients on job sites every day. They are the people that you should turn to for ideas and insights on potential improvements to the business operations. Ask them for their ideas, and let them know that you want and need their feedback as often as they’re willing to give it. They may come across the same issues on every job, and they could have ideas on how to tackle them, but are too afraid to speak up and share their thoughts with you. Their input is invaluable as you go about building a new process.
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It’s time to get started
If you’re ready to make some serious changes for the better and test out systems, start by making a list of the problems that you want to solve. Then, take the most pressing issue, and commit to trying out a new process. Do it today, and don’t make any excuses. Putting systems into place can transform your business, making it more efficient, and ultimately more profitable.