How To Build Systems In Your Business

Summary

This video script outlines a structured approach to building and implementing systems in a business, emphasizing the importance of mapping, capturing, documenting, and testing processes. It introduces a five-step methodology and five critical questions to guide each step, ensuring clarity, efficiency, and effectiveness. The script also addresses the importance of a go-live checklist and a continuous improvement system to maintain optimal performance and adapt to changing market conditions.

Takeaways

• 📝 Building systems in a business requires a structured approach with clear steps and questions to ensure efficiency and effectiveness.
• 🗺️ Step one involves mapping the system, which is crucial at the outset to understand the business's processes and their interconnections.
• 🔍 Step two is capturing the processes, which involves recording the steps taken to complete a workflow, using various methods like video recordings or written logs.
• 📑 The third step is documentation, where the processes and workflows are detailed in a table, flowcharts, and step-by-step guides for clarity and reference.
• 🛠️ SOPs (Standard Operating Procedures) are detailed in the fourth step, providing clear, step-by-step instructions on how to perform each task within the workflow.
• 📋 A checklist for quality control is introduced to verify the completion and quality of the tasks, ensuring the intended results are achieved.
• 🔬 The fifth step is testing the system with someone unfamiliar with the process to ensure it can be followed correctly and consistently by others.
• 🔄 Continuous improvement is emphasized through a cycle of testing and refining the system to eliminate ambiguity, complexity, and inefficiencies.
• 🚀 Before going live with the system, a go-live checklist is essential to ensure all necessary steps are taken, such as document upload, notification, and access provision.
• 🔄 A continuous improvement system is vital post-launch to measure, track, and optimize the system based on feedback and changing market conditions.
• ❓ Throughout the entire process, it's important to ask the five key questions: What, Why, When, Who, and How, to maintain focus on the system's purpose and efficiency.

Q & A

What are the five clear steps for building systems in a business according to the video?

The five clear steps are: 1) Mapping your system, 2) Capturing the processes, 3) Documenting the workflows and processes, 4) Testing the system with someone not involved in the creation process, and 5) Improving the system based on feedback and testing.

Why is mapping your system considered the first and most important step?

Mapping your system is the first and most important step because it sets the foundation for understanding the overall structure and function of the business processes, which is crucial for effective system building and implementation.

What does the term 'SOPs' stand for and why are they important in the system building process?

SOPs stands for Standard Operating Procedures. They are important because they provide detailed, step-by-step instructions on how to perform specific tasks within a process, ensuring consistency, quality, and efficiency.

How can capturing processes be done effectively according to the video?

Capturing processes can be done effectively by recording the steps taken to complete a workflow, using methods such as Loom videos, screen shares, or written logs. The goal is to capture the process in a way that it can be reviewed and understood repeatedly.

What is the purpose of documenting the workflows and processes?

The purpose of documenting workflows and processes is to create a clear, accessible reference for how tasks should be performed. This helps in training new team members, maintaining consistency, and providing a basis for improvement.

Why is it recommended to have someone unfamiliar with the process test the system during the implementation phase?

Having someone unfamiliar with the process test the system ensures that the documentation is clear and comprehensive enough for anyone to follow, reducing dependency on specific individuals and promoting consistency in execution.

What are the five questions that should be asked at every step of the system building process?

The five questions are: What needs to happen? Why are we doing this? When does this happen? Who is responsible? And, How do things get done?

What is the significance of having a 'go live' checklist when implementing a new system?

A 'go live' checklist ensures that all necessary steps are completed before the system is activated, such as uploading documents, notifying relevant parties, and ensuring access to tools and login details. This prevents delays and confusion during the launch.

Why is continuous improvement important after going live with a new system?

Continuous improvement is important because it allows the business to adapt to changing conditions, optimize processes, and maintain efficiency and effectiveness over time. It involves measuring performance, gathering feedback, and making necessary adjustments.

How can a business ensure that its systems are not overly complex and remain user-friendly?

A business can ensure its systems are not overly complex by focusing on simplification during the improvement phase. This involves eliminating ambiguity, reducing unnecessary complexity, and ensuring that the system can be easily understood and followed by all users.

What role do checklists play in the quality control process during system documentation?

Checklists play a crucial role in quality control by providing a clear set of criteria to verify that all necessary steps have been completed, the intended results have been achieved, and the quality standards are met.