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Systemise Your Business By Documenting Routine Tasks and Activities
 

Systemise Your Business By Documenting Routine Tasks and Activities

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In this article, I am going to share with you some of the key things you should strongly consider including when you are documenting your routine tasks and activities, and I’ll explain how using ...

In this article, I am going to share with you some of the key things you should strongly consider including when you are documenting your routine tasks and activities, and I’ll explain how using these key structures as I like to call them, will greatly affect your ability to systemise your business quicker, easier, and more successfully.

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    Systemise Your Business By Documenting Routine Tasks and Activities Systemise Your Business By Documenting Routine Tasks and Activities Document Transcript

    • Entrepreneur Systems Tips, Strategies and Advice by Kim Morris, Systems Expert and Chief Efficiency Optimiser Documenting routine tasks and activities to systemise your businessDocumenting routine tasks and activities to systemise your business can be acomplete nightmare if you don’t know where to start, what to do first, how to write aprocedure, what to put into a procedure so others will be able to follow it – how muchis to little, how much is to much.In this article, I am going to share with you some of the key things you shouldstrongly consider including when you are documenting your routine tasks andactivities, and I’ll explain how using these key structures as I like to call them, willgreatly affect your ability to systemise your business quicker, easier, and moresuccessfully.The first “key structure” for your procedure is to name your procedurecorrectly. Since the nature of a procedure is a step by step sequence of events thatwill lead you from point A to point B, and describes “how to do something”, youabsolutely must name it correctly. Therefore your procedure should be titled “HowTo …………” For example “How To Prepare A Quote”, “How To Follow Up On AnInitial Customer Enquiry”, “How To Sign Up A New Client”, etc. A name that doesn’treflect what the procedure is about, is not helpful to you or the person performing itand will only cause confusion.The second “key structure” is to include in the top of the procedure adescription of what the procedure is. This just needs to be brief. One sentencewould do so the person performing it can read the description immediatelyunderstand what it is they are doing. Without a clear description, the person may notfully grasp the overall context of the procedure.Closely related to the description, is the third key structure, the “expectedoutcome”. This is something that is like leading the person performing theprocedure to the treasure at the end of it, because you are telling them what the endresult should be after they have completed all steps in the sequence outlined.Including the expected outcome is telling them if they didn’t get that expected result,then something is not right, either the procedure is not right, or they have not done itright.Either way, the expected outcome is your standard for what you expect at the end ofthe procedure, but on the flipside, you also need to include enough detail in yourprocedure to be able to lead the person performing the procedure to the pot of goldat the end.The fourth “key structure” is a procedure template. Whether it’s just you, or ifyou have other people in your business that can help you write procedures, start outwith the same consistent template and you will be well on your way to building yourcompany’s Operations Manual. 1 An Entrepreneur Systems Resource | 2012 | www.entrepreneursystems.com
    • Entrepreneur Systems Tips, Strategies and Advice by Kim Morris, Systems Expert and Chief Efficiency OptimiserEnsuring that you write down procedures consistently from the outset will ensure thatyou are building up the intellectual property of your business and increasing thevalue of it, not to mention the amount of time you will save because you now have abusiness that is being run by systems and procedures.If you have people working for you, they will not only be doing the right things(because you are now clear on what the right things are) they will be doing themright (because they are written down) each time, every time. Kim Morris is a Systems Expert and Business Efficiency Optimiser. Kim provides simple systems and solutions for service based business owners to help them systemise and streamline so they have more time and more fun in their business. For you FREE Systems Development Blueprint with bonus templates and action plan visit http://entrepreneursystems.com 2 An Entrepreneur Systems Resource | 2012 | www.entrepreneursystems.com