You’ve heard all about systems and seen people rave about how much time they’ve saved and how they couldn’t have grown their business without their systems. But how do you get started with systems when you don’t have any time?!
You’re already overloaded with client work, and marketing, and operations and…
I get that. When I was a lawyer and first started delegating work down to my junior lawyers I resisted it. After all I could do that work quicker myself, except that meant staying at the office later and later. It did take some extra time to train up my staff but it was less than I thought and the benefits were fantastic!
So how do we do the same for your systems?
Step One: Break that big job into smaller pieces
Many of my clients are nervous about how to get started with systems because the task of getting their business organised feels so BIG. So our first step is to break that job into smaller pieces. Once thats done you’ll have a much better idea of what you need to create and what you already have.
Step Two: Make a list of the systems you have
Take half an hour to make a list of all of the systems you already have. To make your life easier I’ve created a Systems Audit freebie for you that has a list of many of the common systems that small businesses have in place. You just need to tick the box for the systems you already have.
Step Three: Make a list of where you’d love to have a system
As you make a list of what you do have, you’ll be reminded of what you’d love to have. There is space on the Systems Audit for you to make a note of this.
Think of the repetitive tasks that take you ages to do and those that you don’t like doing. This could be editing your podcast interviews or scheduling your social media. This list is the starting point for outsourcing those tasks in the future.
Step Four: Make a list of the templates you use or would like to create
Using templates, checklists and forms in your business can save you a lot of time. These are some examples of the templates you can create:
Emails e.g. reply to inquiry to be a guest on your podcast, reply to inquiry to have you design a logo, sending out your contract for signature
Images e.g blog post graphics, social media graphics
Creating image templates for your blog posts, podcasts and social media is great for showcasing a consistent brand AND they’re also perfect for working more efficiently.
The image for this blog post was created using one of my blog post graphic templates. I have four images set up with the white box, text, and footer in Canva. Creating an image takes about 30 seconds because all I need to do is type in the title of the blog post, download the graphic and I’m done. Because I’m a fan of batching I’ll do a number of images in one sitting.
Make a note of the templates that you use and would like to create.
One point I wanted to make clear about using templates (and systems for that matter) is that we’re not trying to remove you from the business. We still want your emails etc to convey your personality. My aim with my templates is to save myself time by not having to type the same emails over and over again. That saved time means that I have more energy to interact with my clients and create lasting relationships.
Step Five: Make a list of the checklists and forms you use or would like to create
Checklists are a handy tool to have so that you don’t forget the various steps you need to take. Are you always forgetting to press record when you interview someone for your podcast? Add that task to your checklist. Do you want to make sure that your website design client has all of the information you need BEFORE you get started? Add that information to a form that your client must complete before you start the work.
Step Six: Hire me
Cheeky right? Yet hiring me will allow you get your systems in place faster and save you time as well.
In our sessions we’ll do an in depth review of the system you have in place and the improvements you’d like. I’ll also suggest systems, templates, checklists and forms that will streamline your business. You’ll end our first call knowing which systems are your priorities.
We’ll then move onto setting up those systems for you. We’ll talk over your first system then I go away and write up that system for you. That’s right, while you’re sipping coffee and chatting with your clients, I’ll be creating your standard operating procedures, checklists and forms for you.
If you’d like to take a weight off your shoulders and get started with systems then book in for your complimentary virtual coffee today.