Can your people do it the same way you do?
Systems are your way of empowering your team to do large parts of your job just as if you were doing it personally. They are simply the documentation of ‘the way it’s done’, and done that way every time. They can reduce your hours and stress by getting average people to do a great job…sounds fantastic? Well it is easy once you know a few simple methods….here’s four ‘Tricks of the Trade’ for creating systems
- Work until it becomes simple If the system is complex then keep working! When you really understand something, and present it well, it will become simple. For example, written procedures can often be clarified by presenting them as checklists or tables.
- Only write systems that make money (or reduce a big risk) We are not the government and not in the business of creating manuals so only create a system if it simplifies a task, improves quality, or speeds up a service. This will keep you focused. Forget your big company or corporate experience of many volumes that mainly gather dust. Rather, the trick is to start small and let it grow with time.
- Makes sure your precious systems are being used As you create systems, build into them monitoring systems, so that at a glance you can see if they are being used. Changing the culture of your company takes time and there will be failures. Even when the culture has changed, it needs to be maintained; your monitoring systems will do of this for you.
- Makes sure your team members knows the positions they play Unfortunately, it is normal for most team members to disagree on what needs to be done while at the same time believing everyone knows their job roles. Clear written and agreed roles will remove the need for 75% of systems. So start here.
By now you truly understand the best systems look very unimpressive… the genius is getting them to look that way. Here’s a few simple ways in which you can present your systems that will make them effective and easy to use… Tear off pads, laminated cards, Job or Quote Pads, Position Contracts, Standard letters, Meeting minutes, Quick Contact lists, Procedure manual using photographs, Procedure manual using videos and as Wall Signs & Instruction labels.
Have a great week,