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The What
As entrepreneurs, our schedules are loaded. Most often this is because we are the end all-be all component of our business. Simply put, we play the roles of operations manager, administrative assistant, accountant, marketing manager, sales manager, business development liaison, etc….
Well, here is a point that I really want you to take to heart:
If you are the end all- be all, you will end all before you will ever be all.
Trying to do everything by yourself is a recipe for burn out and disaster. That is why it is important to begin creating systems from the very beginning.
In his book, "The eMyth Revisited," Michael Gerber poses (5) questions to help you figure out if you are working on your business or in it.
Those questions are:
1) Can I get my business to work, but without me?
2) Can I get my people to work, but without my constant interference?
3) Can I systematize my businessin such a way that it could be replicated 5,000 times, so the 5,000th unit will run as smoothly as the first?
4) Can I own my business, and still be free of it?
5) Can I spend my time doing the work I love to do rather than the work thatI have to do?
The answers to each of those questions points back to the creation of systems.
So what is a system?
A system is a written, step by step process that anyone can follow in order to complete a particular task.
It's sort of like creating an instruction manual that is comprised of the most basic tasks -like answering incoming calls- to most complex tasks -like putting a man on the moon.
The privileges of having written systems are:
* You get specific results.
* Anyone can duplicate your efforts by simply following your instructions.
* They are measureable; usually in profit. So if you do not get profitable results, you can always revise the system.
The Why
If your business is going to be successful, then you need to everything that you can to spend most of your time focusing on your highest value contributions. These contributions are the activities that generate the most revenue, profit, and market share.
This is where the money is; everything else should be delegated or outsourced. As you continue to grow and create systems, even these activities will be delegated. Then your main function will be to hold others accountable, and make sure that your product or service is delivered on time, according to spec and that payment is promptly received.
Further, you did not become an entrepreneur to gain freedom from the rat race, only to be enslaved by a vision of entrepreneurial success.
The How
Step One
Start by writing down the key components that your business must have in order to function.
Examples are:
* Product or Service Development (PD)
* Relationship Building (RB)
* Traffic Generation (TG)
* List Building (LB)
* Affiliate Promotions (AP)
* Accounting (A)
* Organizing (O)
* Planning (P)
* Etc.
Then create a list of all of the tasks that you do on a daily basis; starting with the tasks that must be completed today. At the end of each task, write the name of the category under which the task falls.
For instance:
1) Make coffee (Break)
2) Create a blog post (RB)
3) Send out a mass email to my subscribers to tell them about an upcoming sale (AP)
4) Video Shoot (TG)
5) Plan for tomorrow (P)
The list above serves as a view of the "big picture" for today's events.
Step Two
From this list of tasks, pick one task and create instructions on how to perform that task.
Let's use making coffee as an example.
1) Make coffee
a. Clean the coffee pot.
b. Fill another container with water.
c. Put a filter into its proper location on the coffee machine.
d. Add 1 level scoop of coffee for each cup you plan on making (i.e. if you are making 4 cups, add 4 level scoops).
e. Now add one cup of water for every cup of coffee that you want to make. The number of cups of water that you add should be equal to the number of scoops of coffee that you add.
Notice that this is a more detailed list.
I don't leave anything to chance; nor assume that it is common sense.
I record each and every step required to make coffee the way that I like it.
Now, you have created a system for making coffee, and anybody can do it by following the instructions that you have laid out.
Now go back to your list, and create systems for all other components on your list.
Do this each week until you've created systems for everything in your business – from how to perform keyword research, to what sites to use when syndicating your blog posts and articles.
Step Three
Create a folder, and place all of your systems within it.
Be sure to order them according to how you want them performed. This folder can now serve as new employee handbook. Or, you can give a digital copy to your outsourced staff.
Step Four
Once you have thoroughly reviewed the info within the folder with your new employee, then you can provide a practice task to ensure taht they fully understand the instructions contained within your systems folder. That is why it's important to provide every minute detail; especially when outsourcing to people in other countries. There is no real way to "hand hold" in virtual situations.
Of course you may be able to skip this step when hiring experienced workers…..
But maybe not.
It's a good idea to give this information to everyone who works with you, because it creates consistency within your organiztaion.
That's what systems are all about. Everyone, doing the same thing, in the same fashion.
Step Five
Because you have given the employee the systems folder once, does not mean it is over. You must continue to train, teach, and mentor employees so that they can continue to develop.
You must also from time to time test them on the most basic tasks. These basic tasks form into collective tasks, and the collective tasks form into systems. Once you put all of your different systems in place, you have created a profitable business system.
Step Six
Monitor the system. Point blank, systems should be profitable. Otherwise, they are useless.
Therefore you should periodically monitor the system to make sure that the system is working in conjunction with all of the other systems, to collectively turn a profit.
Don't be afraid to get feedback and implement suggestions from your employees on how well the system is working.
So far we have covered the what, the why, and the how regarding business systems.
In the next segment, we'll discuss the where; as in where you can find awesome tools to add to your systems.
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Hey LaTonya:
This is an excellent post! I am working on a new non-IM niche site and it has been more time consuming than I thought. I am working on the system as I go along but I am sure I will refine it several times before I get it down. I would like to outsource the majority of this work but I feel I need to get the system down before I teach others.
Even if I do not outsource the work, having a written system to follow will make it easier for me for the next niche site I work on. This should make me more productive be using a written plan instead of trying to remember what I did.
Take care,
- Rick
Rick Byrd´s last blog ..Niche Marketing – Let the Adventure Begin
Okay, so I, as an SEO, do a lot of things to spend my time doing stuff I earn the most from in the end. I simply outsource the content to someone and handle all the other stuff such as the link building myself. Turns out to be working great!
Besides, entreprenuers never have time.
/Kimmo, from Sweden (excuse my English)
Hi Rick,
I’m so glad to see that you’re still plugging along, because so many people have quit;-).
It is a good idea to go through all of the steps yourself before outsourcing, just to make sure that everything works as intended.
You may also want to consider buying instructions, and tweeking them as needed. You can Google it, yet here is a resource that I’ve used in the past: http://replacemyself.com.
Good luck dear friend, and God bless.
You’ve got the idea Kimmo! I have one recommendation though. Take a look at http://linkpushing.net. This site will allow you to automate your link building as well.
God Bless.
Hey La Tonya
You sure have gone in to great detail here. I am with you on this one
If there is one thing i have learnt during my time online, it's that no one can do all the tasks needed alone. It's only since i have started networking with others and outsourcing some of my workload, i have actually been making money online, instead of going round and round in circles
Kerry Russell
Kerry,
Please pardon the delayed response. I actually responded via Blackberry shortly after your comment; yet I’m going to stop relying on that crap because it’s not posting my comments.
Nevertheless, thank you dearly for your comment! Outsourcing is the way to go when building your business because you can accomplish so much more!
God bless;-)
LaTonya
LaTonya,
I really like how you lay out the process of outsourcing.
I am going to start documenting how to do everything I do.
I can not afford to pay someone else at this point but have been going to have my kids help me. The problem is I don’t have any good way to tell them what I want done.
This will be great. Thank you
Dee Ann Rice
Dee Ann Rice@Affiliate Marketing Basics´s last blog ..Where Is My Home Page Tab
Hi Dee Ann-
Thank you so much for the compliment!
Boy, you can’t beat free labor (LOL).
As soon as Madison is old enough to type, I’m putting her to work as well!
God bless.
Any way you can invest in improving productivity is a good investment. The more productive your employees are individually the more productive the company will be as a whole.
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