3 reasons creating great systems in your business is critical

no system image

It’s Friday lunchtime and stress levels in Terry’s company are running high, really high. Earlier in the week a senior team member quit unexpectedly for health reasons. It left a big hole in the company’s ability to deliver work. Work that is due this Friday afternoon, in a few short hours.

Terry, the Boss, has had to roll up his sleeves and get stuck into helping deliver, while thinking in the back of his mind, next week, he would need to spend time finding a replacement. The week afterwards he’d spend most of the week training the new team member and re-shuffling other staff around so the work already on the books got done.

Frustration weighed heavily on Terry, because he had planned to spend that time finding new business. He was feeling like everything was 2 steps forward, 5 steps back. The worst part was that he just finished training someone else, so that they did everything right (but they still seemed to have a lot of questions for him).

Terry felt worn out and more than a little de-motivated. His emotional state made him feel tired and he became a little snappy with staff and even clients. He was over reacting to things and was stressed out.

Terry got the work done, and the client was ultimately happy, but it wasn’t without a personal cost to Terry and to Terry’s family. That weekend he ended up taking some of his frustration out on them by being grumpy and abrupt with them.

Terry’s story is not unique. However it does illustrate how being a hands on leader does not in itself result in a healthy, happy company. Terry’s real issue wasn’t a HR issue. It was a systems issue, and this is just one example of how a lack of systems can have a hugely detrimental effect on a business owner.

Today, we’re going to turn that around. For you. Ready?

1. Systems Level Up Staff
You can show a new team member what to do, where they should store documents, how they should talk to your customers and hold their hand throughout their on-boarding process. Really spend the time making sure they know what they have to do and how they should do it. The reality is however they will then come to you every time they hit a bump in the road. When that staff member isn’t sure about what to do they’ll either need to (if you’re lucky) use their initiative and figure it out themselves, or they’ll pick up the phone and ask you, the business owner.

Neither of these outcomes is ideal.

If you have documented and laid out everything it is they need to do they won’t need to guess and they won’t need to consult you. They’ll have somewhere they can go and see in black and white what it is they are supposed to do.

Now they’ve been empowered to make the right choice every time. To do what is best for the company, without needing their hand held and without taking time out of your day.

2. Systems remove on-boarding hassle
New staff that need training? No problem if you have everything they need to do documented. You just need to point them at the first, index page of where you have documented your systems. If that part of the prep work has been done correctly you will never need to teach your staff how to do anything again.

Think of McDonalds. They have created a system, with documentation for every conceivable task a member of staff will need to do.

3. Great Systems Mean You Get Time Off!
A lot of entrepreneurs are semi work-a-holics, but wouldn’t it be nice to not *have* to work all the time? Great systems are the difference between having to work 80 hours a week and wanting to. They are also the difference between making massive progress during those 60 hours, or possibly just fixing an issue that cropped up that your staff didn’t really know how to deal with.

If this sounds like you, why not learn more about our Systems Training Day commencing in March, 2016.  To find out more click on the link http://www.mcmahonosborne.com.au/events-seminars/upcoming-events-seminars

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