How To Build Business Processes & Systems

Summary

In this insightful session, CEO Claire and systems expert Dave from Success Wise delve into the art of systematizing a business. Dave introduces 'Systemology', emphasizing the importance of documenting steps for consistent outcomes. They discuss identifying key systems, evolving processes, and the crucial role of a 'systems champion'. Claire shares her journey, transitioning from manual operations to a streamlined system using tools like Google Docs and Asana. The talk illustrates how businesses can scale effectively by leveraging systems to empower teams and ensure consistent delivery of services.

Takeaways

• 📚 The importance of systems in a business is emphasized as a series of steps that produce consistent outcomes when followed by team members.
• 💡 Systems are documented through various means like videos, checklists, or step-by-step guides to ensure consistency and reproducibility of processes.
• 🔍 The goal is to have the business operate as a system, independent from the owner, with key departments like sales, marketing, operations, HR, and finance functioning efficiently.
• 🔑 Identifying the top 20% of systems that deliver 80% of the results is crucial for business success and efficiency.
• 🛠 The process of extracting and systemizing existing processes is key to improving and scaling business operations.
• 🌐 Systems should be simple at first, capturing the most probable path for a task, and evolving over time to include variations and exceptions.
• 👥 The role of a 'systems champion' is pivotal in driving the initiative forward, documenting, and organizing systems within the business.
• 🔗 The use of project management tools like Asana is recommended for organizing and assigning tasks related to system creation and documentation.
• 📈 The 'critical client flow' is a method to map the journey of a lead and business to identify key systems that need to be systemized.
• 📝 Documenting systems not only helps in training new team members but also in maintaining a consistent standard of work across the team.
• 🚀 The cumulative effect of systemizing many tasks leads to significant time savings, increased productivity, and business scalability.

Q & A

Who is the CEO of Success Wise and what is her role in the company's system development?

Claire is the CEO of Success Wise. She is responsible for overseeing the development and implementation of systems within the company, working closely with Dave Jennings, a systems expert, to establish and evolve the company's operational processes.

What is the book 'Systemology' and how does it relate to Success Wise?

'Systemology' is a book written by Dave Jennings, a systems expert and friend of Success Wise. The book provides guidance on setting up systems and is recommended by Success Wise to their clients for help in establishing their own systems.

What is the definition of a system according to Dave Jennings?

According to Dave Jennings, a system is a series of steps that, when followed, produce a consistent outcome. It can be documented in various forms such as a video, checklist, or step-by-step process, and is meant to be followed by team members to ensure consistency.

What is the goal of having a business as a system according to the script?

The goal of having a business as a system is to have the business operate as a series of independent systems working without reliance on a single individual. This allows the business owner to be outside of the day-to-day operations, enabling scalability and efficiency.

What is the concept of 'Key person dependency' and why is it important to remove it?

Key person dependency refers to a situation where a business is overly reliant on a single individual to perform critical tasks. Removing this dependency is important because it allows the business to scale and operate smoothly even when key individuals are absent, by having documented systems in place that others can follow.

How does Success Wise identify the key systems that drive the majority of the results for the business?

Success Wise identifies the key systems by focusing on the 20% of systems that deliver 80% of the results for the business. They evaluate different departments and their processes to determine which systems are most critical to the company's success.

What is the purpose of the 'critical client flow' and how does it help in systematizing a business?

The critical client flow is a tool used to map the linear journey that a lead and the business go through to deliver a product or service. It helps in systematizing a business by identifying the key steps and processes involved in serving the client, which can then be documented and standardized to improve efficiency and consistency.

How does Success Wise ensure that their systems are well-documented and accessible to the team?

Success Wise ensures their systems are well-documented by using tools like Google Docs and System Hub, which allow for collaboration and updating of documents. They also use a system champion to help extract, document, and organize processes, making sure they are easily accessible and up-to-date for the team.

What is the role of a 'systems champion' in a business?

A systems champion is a team member who drives the initiative of systematizing the business. They have the capacity and interest in systems and processes, and are responsible for extracting, documenting, and organizing systems to ensure they are clear, consistent, and easily accessible to other team members.

How does Success Wise handle the evolution of their systems over time?

Success Wise allows their systems to evolve over time by starting with a simple system and then gradually adding more detail as needed. They encourage team members to update the systems with new information and best practices, ensuring that the systems remain relevant and efficient.

What is the benefit of using a project management platform like Asana for documenting and managing systems?

Using a project management platform like Asana allows Success Wise to organize, assign, and track the progress of system documentation and implementation. It provides a central location for all system-related tasks, making it easier for team members to find information, assign responsibilities, and ensure that processes are followed correctly.