It’s GREAT that you’re a successful entrepreneur who knows how to make a living in the digital world. Your company has a positive environment and a dedicated team of workers that share your enthusiasm for coming in each day. When you’re on hand, everything goes off without a hitch. You’ve done an excellent job of communicating expectations to your staff, and they’ve risen to the challenge.
But, what if you’re not there?
You might face problems with invoicing, responding to customer service questions, and shipping and delivery. The issue is not with your staff, to be clear. They share your dedication to the success of your business and share the same end objective as you.
The issue is that there are no processes in place, such as written Standard Operating Procedures (SOPs) that detail what must be done, when it must be done, and how it must be done. Without them, it would be difficult to expand your business in a repeatable manner.
However, worry not, we will teach you how to use Google Docs to streamline your company’s operations and boost productivity. But let’s first understand why it is essential to systemize your business processes.
Why Does Your Company Need Systemization?
Let’s understand why you need to automate business processes even if you have a strong and powerful team to complete and manage your business tasks.
1. The Hiring And Onboarding Process
Your onboarding program should be designed to sustain the enthusiasm of your new hires. In reality, retention and productivity both increase when new workers have a positive onboarding experience. It’s in everyone’s best interest for new recruits to hit the ground running. After all, that’s the best way to make use of your newly hired employees to their full potential.
An organized onboarding procedure is necessary to achieve this goal. Onboarding is typically superficial and ends on the first day of employment when managers just provide new hires with pieces of information. However, once you systematize the process, onboarding becomes an ongoing procedure that lasts as long as it takes for the new hire to become fully productive. There are safeguards in place to guarantee that every dollar spent yields a productive, enthusiastic worker.
2. Managing Projects
At a certain level, project management might seem like a lot of repetition. However, in fact, it varies depending on the project manager, the client’s expectations, and the business deliverables. Without a framework in place, this leads to wasteful variation and inconsistency that drives up prices, delays projects, and disappoints customers. Systematized projects are handled in a repeatable, measurable fashion that guarantees costs are understood, expectations are clear from the outset, and any concerns are resolved quickly. As a result, your project teams will save money and produce more.
3. Eliminating Paper-based System
Where processes have been recorded, it is common practice for them to be stored in a digital file cabinet that is only opened when a severe problem arises or an audit is scheduled. The worst part is that many of these processes’ routines exist only on paper, in spreadsheets, or in people’s thoughts. This action is difficult to control, quantify, or optimize. That’s why it’s so common to systematize and hence integrate processes.
4. Systemizing Internal Communication
When a company hasn’t completely planned out its operations or established clear team and role responsibilities, internal communication tends to suffer. The level of communication between departments may be modest till a problem arises, at which point it may increase dramatically. These highs and lows have a significant effect on how well your organization operates.
When this happens, there is often a lot of wasted time spent in meetings and emails discussing the problems without any real progress being made toward implementing solutions. Because of this, many workers get stressed out and lose interest in the company’s goals. Incorporating change and growth in the future is an important component of systemization, as is involving the workforce in the process. This should be more inspiring and encouraging than a raise in pay.
5. Interactions with Clients
Those who pay for something should get that thing. Problems might arise right from the get if the product’s description or the method by which it will be provided is not apparent to both the client and the company. The expenses associated with customer management and satisfaction might be substantial before systemization. That’s because it’s often believed that a boost in personnel or resources would automatically result in enhanced performance.
However, a far more effective strategy for customer success is to define and manage customer expectations across the board. Everything from welcoming new customers to reviewing existing ones to handling complaints. After the scope of a project is established, it becomes much simpler to build a CRM (customer relationship management) system or other tools for ensuring consistent project delivery.
6. Financial Accounting
A company’s growth might stall if its cash flow is cut off. Every company must make sure that customers make payments in a timely manner. The books may be accessed and checked at any time. Financial goals are met via business operations. There is information at hand for use in making choices. All of these financial procedures are essential to keeping a company functioning smoothly. Once your financial procedures are standardized, you can automate all of these tasks.
Steps to Systematise Your Business
Without automation, it would be time-consuming to execute those business operations that can be done in a short time with systemization. Tools like Bitcoin 360 AI can automate your trading business processes and carry out your trades in a very short time. Here we’ll put the spotlight on a few steps to automate your business processes.
1. Determine Which Core Procedures Should Be Automated
Identifying the most important processes that need to be streamlined is the first step.
Critical procedures should be prioritized first since they are required for the company to function. Depending on your company’s goals, the procedures you deem most important may vary. Your social media marketing, new employee orientation, meeting scheduling, and content creation might all need some rethinking. Obviously, it’s important to streamline as many of these processes as possible, but it’s also important to determine which ones are most pressing for you.
Once you’ve identified problem areas, you may begin evaluating each task by its length, complexity, and number of employees participating in the business process.
In this approach, you may choose where to begin simplifying processes for optimum efficiency. Next, rank each component from most important to least important to help prioritize the tasks that need to be automated.
2. Chunk Up Complex Projects
Once you’ve zeroed in on the most important processes that require standardization, you may divide them down into more manageable chunks. Content creation and scheduling post-publication are two examples of the many tasks that make up social media marketing. It’s a lot simpler to handle the systemization process if you break it down into smaller, more manageable pieces. It also lets you fine-tune the performance of each individual step.
3. Schedule A Series Of E-Mails
One that immediately comes to mind is email marketing. Every email provider out there has automated features. You may schedule a series of emails to be sent out at regular intervals or in response to a user’s actions. With Zapier, you can automate the process of adding consumers to the correct email list by integrating your shopping cart platform with your email service provider.
By eliminating the need to do these duties manually, automation and outsourcing provide you more time to concentrate on what really matters. If you’re too busy, or if social media management is beyond your expertise, you may always hire someone else to handle it for you.
4. Learn How To Use Such Systems As A Team
You’ve put in the time and effort to make your company more streamlined. It’s time to unify your team under a common goal. Equally responsible and aligned. In that manner, contradictions and assumptions will be eliminated. And no matter who performs the work, it gets done in the same manner every time. You can keep tabs on who has learned what and administer checks for comprehension without ever leaving the program.
When your company is well-organized, you can make more informed decisions. This has positive effects on every facet of your company. To begin with, it streamlines the process of setting your teams on autopilot. Systematization may take care of your teams’ productivity so you can concentrate on other activities you can do as a company owner.
Systematization facilitates the introduction of automation. This allows you to guarantee the timely and effective completion of routine processes. Having a recorded record of all of your marketing efforts is another perk of systemizing your firm. Having a cohesive campaign across all of your social media channels can make lead-generating much simpler for you.