How to Build Systems (so your business runs without you)

Summary

In this video, a process consultant with over seven years of experience shares a simpler, more efficient way to systemize a small business's operations. The traditional approach to process mapping and creating detailed work instructions is contrasted with a six-step method that focuses on identifying priority pain points, breaking them down into manageable tasks, and delegating responsibility for long-term improvement. The method promises to systemize a business in 35 minutes or less, saving time and increasing efficiency, ultimately leading to more streamlined operations and business growth.

Takeaways

• 😀 Traditional business system approaches are time-consuming and complex, taking hours to implement.
• 😀 The key to systemizing your business quickly is focusing on one area at a time, in just 35 minutes or less.
• 😀 Start by identifying a 'needy area' in your business that is valuable but painful to manage.
• 😀 Once you've picked a needy area, break it down into the key activities that drive that system.
• 😀 Clarify specific tasks (What, When, Who) within each activity to understand the steps needed.
• 😀 Delegating ownership is critical. Assign someone to be responsible for the system's success and improvements.
• 😀 The true benefit of systemizing comes when you delegate responsibilities and let others manage the processes.
• 😀 Simplify your process documentation. Instead of lengthy documents, focus on capturing your method and tools.
• 😀 The traditional method of process mapping and lengthy documentation is often impractical for small businesses.
• 😀 Small business owners can save time and reinvest that saved time into improving other areas of their business.
• 😀 By systemizing step by step, businesses will see improvement in efficiency over time, making the process scalable.

Q & A

What is the main difference between traditional business system approaches and the approach presented in this video?

The main difference is that the traditional approach involves creating complex diagrams, mapping every process in detail, and writing extensive work instructions, which can take hours or even days. In contrast, the approach in this video simplifies the process into six steps, focusing on prioritization and systemizing one area of the business at a time in 35 minutes or less.

Why does the speaker criticize traditional business system consultants?

The speaker criticizes traditional consultants because their methods, such as value stream mapping and lengthy work instructions, are complex, time-consuming, and often impractical for small businesses. They argue that these methods are more suitable for large corporations, not small businesses that need quicker, more efficient solutions.

What are the first two steps of the simplified approach for systemizing a business?

The first two steps are: 1) Pick a 'needy area' in your business, which is a part that generates value but also causes significant pain or inefficiency. 2) Identify the specific activities within that area that are crucial for its success and focus on improving the most painful but valuable ones.

How does the speaker suggest prioritizing which parts of the business to systemize first?

The speaker suggests prioritizing areas that are valuable to the business but currently causing the most pain or inefficiency. These are the 'needy areas' that will benefit the most from improvement.

What does the speaker mean by 'delegating ownership' of systems?

Delegating ownership involves assigning responsibility for specific systems or activities to someone on your team. This ensures that the system runs smoothly without you being involved in every detail, allowing you to focus on other aspects of the business.

What is the importance of 'capturing the method' in the business system?

Capturing the method refers to documenting how the tasks within a system are carried out. This includes creating standard operating procedures (SOPs), templates, and work instructions. It ensures that even if the responsible person leaves or is unavailable, others can maintain or improve the system.

Why does the speaker emphasize the need to make business systems clear and easy to follow?

The speaker emphasizes that business systems should be so clear that even a child could follow them. This ensures that systems are easy to delegate and scale. If the instructions are too complicated, they won't be effective, especially for new team members or when systems need to be handed over.

How can systemizing a business save time, according to the speaker?

Systemizing a business saves time by streamlining processes, reducing inefficiencies, and allowing tasks to be handled by others. Once systems are in place, repetitive tasks become faster, and the time saved can be reinvested into improving other processes or focusing on business growth.

What role does delegation play in creating a business that runs without the owner?

Delegation plays a critical role by allowing the owner to assign responsibilities to others on the team. This ensures that systems continue to run efficiently even in the owner’s absence. Without delegation, the owner remains the bottleneck, and the business cannot function independently.

How does the speaker's approach to systemizing differ from traditional methods in terms of time investment?

The speaker’s approach significantly reduces the time investment required to systemize a business. Unlike traditional methods, which can take hours or even days, the speaker’s approach can systemize one area of the business in 35 minutes or less, making it more practical and accessible for small business owners.