Back to Basics: 5 Systems You Need in Your Business
No matter what you offer through your business, what industry you work in, or how big your team is, you need one thing to operate smoothly and grow in the future. Systems.
A system is, simply put, a process that you use to complete a specific task. As a business owner, you have a lot of tasks on your to-do list…so how do you know which systems you need in your business first?
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Why you need systems for your business
We’ll talk about the five systems you need in your business in a moment, but first, let’s discuss the reasons you need systems in the first place. There are five reasons, actually. (That’s easy to remember, right?)
Reason #1: Repeatability. A system ensures that you get the same results every time you complete your task. All you have to do is follow your standard operating procedure, or SOP, the written instructions for your system.
This goes hand in hand with Reason #2: Reliability. Systems also ensure that you get the same results no matter who completes the task! Reliability is essential for growing your team or fulfilling your other duties as CEO, founder, or owner.
Reason #3: Efficiency. Systems and their SOPs take all the guesswork out of your processes. No wasting time wondering what’ll happen next. And that efficiency leads to my favorite reason,
Reason #4: Freedom. With less time spent stressing, second-guessing, or making mistakes, you have more time to devote to the parts of your business that need your attention most.
Last but not least, there’s Reason #5: Stability. Systems are your foundation during busy seasons or chaotic moments in your business. Think of them as an anchor to help you and your team focus and stay on task.
We can all agree that systems are essential. Now, which systems should you implement in your business first?
Finances
Having a solid financial system for your business is crucial, so we’re covering this one first!
With a financial system in place, you’ll be able to consistently understand how much money you’re making, how much you’re spending, whether you’re prepared for big changes or the unexpected, and much, much more. You’ll be able to take this information and make decisions with confidence.
To start setting up a financial system, I highly recommend you separate your personal and business finances. Bank accounts, PayPal accounts, credit cards — separate them all. You can more easily track your business numbers this way.
There are smaller systems that fall under the umbrella of finances, like payroll, invoicing, and paying bills. You’ll want to find the right software and tools to set up systems for these as well. When you do, you’ll save time and create a stable financial foundation for your business.
Not so sure about handling your finances on your own? I encourage you to hire a great bookkeeper when it’s within your budget so you can have trusted financial data to work with.
Project management
Running your own business means you have a lot on your plate. If you don’t have a system to keep your tasks, priorities, and deadlines in order, all that juggling can be challenging, not to mention draining.
Even if you’re a solopreneur and your business has just launched, I still recommend using a project management tool. Why?
- You may grow your team in the future. Goodbye solopreneurship, hello entrepreneurship. You want any new team members to get up to speed quickly. A project management tool can assist with onboarding.
- You can manage multiple clients more easily. If you do any kind of work that repeats from one client to the other, a project management tool can map out your process and keep your work organized for each project.
- You can collaborate with others. Not just team members, but clients, too. Depending on your work, you can invite your client into your project management space, assigning them tasks and keeping feedback in one place.
The efficiency and accountability of project management tools keep your projects moving forward and ensures that everyone is on the same page.
As for which project management tool you should use, it depends on your business and your preferences. Asana, Trello, Clickup, and Monday.com are popular options. You might sign up for the free version of each and test them before choosing a paid version.
Scheduling
Project management tools will help you manage your work, team, and deadlines. But what about your schedule? Do you have a system for making appointments with clients? How about booking phone calls? Can existing clients and potential new clients request a meeting with you easily?
You can see the need for a separate scheduling system in the above questions! Appointment scheduling software like Calendly and Acuity are popular tools that sync with your calendar and keep all your bookings organized. You also avoid back-and-forth emails trying to nail down a date and time for meetings. Clients can simply pick a date and time that works for them.
I also love Google Calendar for its ease of use, ease of access, and built-in reminders. The ability to sync calendars with other Google users is extremely helpful, too.
File storage
You might be thinking that you already use Google Drive or Dropbox, so there’s no need for a file storage system. They do all the heavy lifting for you, right? So many people use these tools, so it’s easy to store and share files with your team members or clients.
I hate to break it to you, but storing all your files and documents in a program doesn’t mean you have a sustainable filing system.
Do you have a known file naming system and/or format? Can team members or collaborators easily find a file or document in your Drive? Can you?
You might not need a system when your business first launches, but you certainly will need it as time goes on and the more your Drive grows. In fact, it’s best to establish a file storage system before your business scales, things get out of control, and you run out of time (and patience).
If you’re already past that point and you know you need help organizing your digital files, I can help! I can create a customized system specific to your needs and business model — and I’ll do all the renaming and reorganizing for you.
Other systems you might need
Depending on your business, you might realize that you need other basic, additional systems for your operations to run smoothly.
If you sell physical products, for example, you’ll need a system for managing, fulfilling, and shipping orders. If your team is expanding rapidly, a separate human resources system can help you take better care of your people and your business.
Identify which tasks or processes are too frustrating or time-consuming for you. These pain points may signal that you need to implement a new system.
One of the most important things to remember when building out systems and processes in your business? There won’t be a specific point where you can say “all of my systems are now complete!” Implementing systems isn’t a one-and-done task. Keep in mind that you’ll keep circling back to different processes — optimizing and tweaking existing ones or adding new ones — as your business grows and changes.
Need help getting your systems in place?
Finances, project management, scheduling, and file storage are essential basic systems for your business, but remember that every business is unique. Which systems you need, how you implement them, and what tools you use to do so is completely up to you.
Take your preferences and needs into account when designing your systems. There’s no one “right” way to implement systems you need in your business; there’s just the right way for you.
If you need help figuring out what kinds of systems could benefit your business, or you don’t have the time to pick apart and restructure your current business operations, let me step in. Check out my services page to see how I can lend a hand.
