Mcdonalds is often held up as the holy grail of systems in business. They have a manual for every process. From how to greet a customer to how much salt to shake on the fries. The “have a nice day” and “Would you like fries with that?” may get on your nerves, but no matter where you are in the world, Mcdonalds is the same.
But it’s not just big corporates that love systems. If you’ve ever looked at another entrepreneur and wondered how she manages to get it all done, the answer might surprise you.
She’s got good systems.
It’s true. The most productive people all have one thing in common: they don’t reinvent the wheel every day. Instead, they’ve figured out the best, most efficient way to do every task, and they create a system to do just that.
No matter what business you’re in and what projects you find yourself tackling, a systemised approach will help you:
- Work faster and produce more
- Produce higher quality results with fewer mistakes
- Easily outsource the tasks you don’t like to do
The most basic of systems are templates and checklists. Two of my bestselling products are packs of templates for marketing and packs of checklists for marketing platforms!
How do I manage to write 14 different high-quality blog posts in a day when someone can manage one a week? Templates. Why type the same thing many times when you answer email from potential clients when you can use a template and adapt? What about responding to customer queries? Template. Or mailing your JV partners about an upcoming launch? Template.
All of these tasks and more become effortless when you create fill-in-the-blank templates that can be repurposed for specific cases/people. Templates can be as simple as a “canned response” in your email client or help desk, or you can use software such as Text Expander (for Mac) or Phrase Express (for Windows). You might even create a template document in Dropbox or Google Drive to house all your templates for easier access. When I create training programs I often share my templates in the program so the person can get up and running as quickly as possible.
While templates will undoubtedly save you time, the real beauty is that once they’re created, you can easily outsource things like email and even sales. Simply train your virtual assistant on the proper use of your templates, and you’ll be free to do other, more important things.
Checklists Prevent Mistakes
It might seem counterintuitive, but when you perform the same tasks over and over again, it’s easy to miss a critical step. You might think you paid your affiliates this month—you might even remember doing it—only to look back and see it was never completed.
But when you implement checklists, it’s suddenly much harder to miss an important task.
You can easily create checklists for all your common tasks and projects using nothing more than a text document. If you’re managing a team, checklists in your project management system allow you to see exactly what tasks are complete, and which are still outstanding.
Templates and checklists turn smart business owners into productivity superstars, and it’s easy to get started.
- The next time you answer an email you’ve answered before, save your response.
- The next time you set up a new product in your shopping cart or create a new opt-in page, take the time to record the steps.
These documents and videos will make future projects easier and faster to complete, and best of all, you can hand them off to your assistant to do whilst you live the life of your dreams.
So in answer to my question “Should you systemise everything in your business” the answer is a resounding yes!
Would you like to know more about creating the systems that will grow your business? Book in a call here:
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If you already have systems in your business you might find it worth doing a systems check to make sure they’re all working correctly and profitably for you.
Do you use checklists and templates in your business?