How to Systematize Your Business

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How to Systematize Your Business

Strategic Systemization:


Objectives of Systemization

• Increase the VALUE of your business

• Enhance your COMPETITIVE EDGE

• Increase PROFITS

• Increase PEACE OF MIND for you

• Increase CONFIDENCE from your staff

• KNOWLEDGE Management


Business Building Philosophy

• Systems are the solution to your challenges

• Turn Key Revolution / Franchise

Prototype

• You should build a process dependent business


What is a System?

A System is the way you and your people do what they do in your business. It is the steps or tasks required to getting something done.

Process = System


Process Dependent

Management Strategy = SYSTEMS Strategy

The Franchise Prototype


What Makes a Business Unique? They do things in a proprietary way that

differentiates them from everybody else.

They do not sell things that differentiate them from everybody else.

They are not product dependent or people dependent, they are process dependent.


SystemsIf you don’t have a system, you can not:

1. Teach

2. Manage

3. Trouble Shoot

4. Replicate

5. Scale


The Systemization Challenge1. Never learned how to document2. Time consuming3. Actually following (use) the system4. Updating / changing is difficult5. Training people in the systems6. Creating & using operation manuals7. Aligning all of your business systems


What is System Design?Is your process for: Deciding what result you are trying to

achieve with this system

Documenting the specific steps (tasks) required to reach that desired result

Developing your tools and training to ensure the system is used and produces the desired result


System Design Tools

Work Plans - step-by-step tasks required to do the work; the details

Check Lists - a simple list of actions to be taken with check boxes

Scripts – narrative to guide a conversation

Forms – used to track results of the system


System Design – Work PlansWork Plans have four main components:

1. Title

2. Objective

3. Tasks

4. Standards

Work Plan Template

Title: <Insert title here.> Objective: To <Insert system objective here.>

# Tasks

1

2

3

4

5

6

7

8

9

10

# Expectations

1

2

3

4

5


Work Plans – Title & Objective

Title – a descriptive name

Objective – outcome system should produce

Tip: It is important to choose the “right” title and be clear about the systems objective. Knowing what result you want to produce makes it easier to develop the tasks.

Work Plan Template

Title: <Insert title here.> Objective: To <Insert system objective here.>

# Tasks

1

2

3

4

5

6

7

8

9

10

# Expectations

1

2

3

4

5


Work Plans – Tasks

Tasks – each work step required to reach the objective

Tip: Be as detailed as possible. The work plan is used as a training tool more than an execution tool.


Work Plans – TasksTo help determine tasks, think about:

This process begins with: ________________

This process ends with: _________________

The key steps in between are: ____________


Work Plans – Standards

System Standards – a description of all quantitative, qualitative, and behavioral standards of performance for the system.

Tip: Expectations answer questions like: How many? How well? How fast? How safe? How often?


System Design - ChecklistsChecklist have these main components:

TitleObjectiveChecklist item

Tips: 1. Shorter version of the task description2. A checklist may be all you need for a simple system


System Design - ScriptsScripts have these main components:

Title Objective Prompt Scripting

Tips: 1. Scripts are not supposed to be used word-for-word,

just to prepare you and help guide the conversation.2. Use your “voice” – use your words.


System Design - FormsForms have these main components:

TitleObjectiveData / Information Capture

Tip: Can be your data gathering, measuring, and / or tracking tools. No one format. Tends to be

tables in spreadsheets.


Systemization is a Process

2. QuantificationTracking and Analyzing

3. InnovationImprove as required

1.OrchestrationCreating and Implementing systems


Potential Challenges

Time consuming

Actually following (use) the system

Updating and changing

Training people in the systems

Organizing your systems


Overcoming Challenges Pick one system to design and get it “right”

Work ON your systems as you use them

Teach your team members how to design systems = systems culture

Organize your systems in Operation Manuals


Benefits of Systemization

• Increased VALUE of your company

• Enhance COMPETITIVE EDGE

• Increased PROFITS

• Increased PEACE OF MIND for you

• Increased staff CONFIDENCE

• Knowledge Management


SYSTEMSave

Yourself

Stress

Time

Energy

Money


Contact Information

Kevin Poland

phone: 813-636-9181

email:

[email protected]

www.therenaissancegroup.us

mailto:[email protected]

http://www.therenaissancegroup.us/