Document Your Systems to Save Time and Money

If you find that you constantly have to call employee meetings to remind everyone how business should be conducted within your company, you may have a bigger problem than you think. document systemsSure, there are some employees who will find it impossible to get with the program, but if confusion reigns throughout, you’ll have to ask yourself just how well, if at all, your systems have been documented. After all, how can you expect your employees to have a clear idea of expectations if there isn’t anything to reference? Here are 5 easy steps that will help you clearly document your systems and save you both time and money over the long haul.

Document Your Systems

  1. Identify your systems – This step is the most important because it lays the foundation for the remaining steps. Start by identifying the key systems within each of your business units or departments. You can ask employees to help you since they’re most likely familiar with the systems and can provide insight into redundant functionality.
  2. Map them out – Once all the elements have been identified, you need to create a diagram that shows their relationship to key functions in your business. Typically you’ll have systems that manage your lead generation, development, conversion, fulfillment and relationship management. After you map out what you have, you’ll want to map out the systems that you’ll need for the future. This step requires a little bit of forward thinking as it’s important to include elements that you know are coming as your business expands.
  3. Prioritize – There is a pretty good chance that you are going to have a rather substantial list of systems to organize, and that all begins by figuring out which are the most crucial to the success of your business. When possible, try to identify where you have systems that have similar functionality so that you can reduce a redundant system. Eliminating a system is a decision that shouldn’t be made lightly, as you may find that certain systems are dependent on others. Prioritizing means knowing which are the most important systems and which should be considered for elimination.
  4. Assign accountability – If you have multiple systems, you’ll want to assign accountability to others so that you don’t get caught up managing systems instead of your business. Chances are that the employees you chose to help identify required systems are the ones that you trust the most. Delegate some of the system curation, implementation and management responsibilities to them.
  5. Document processes – The final step is to document all of the systems in a way that everyone can see and follow. Every employee should have access to the documentation so that they can familiarize themselves with the process and steps required.

Once you’ve documented all of your business systems and have removed redundancies, you’ll need to train employees and provide reference information. This way they’ll know exactly what is required of them without having to ask or be reminded.

If you’d like some help with your system audit, let me know. I can help you set up systems that will increase efficiency and save you time and money. Contact me today.

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