By ShaChena Gibbs
When we talk about a business system, what do we mean? A system is essentially a procedure, process, method, or course of action designed to achieve a specific result. In the business world, we create systems that grant us the freedom to focus on other tasks by ensuring efficiency and consistency. These systems can be replicated, allowing you to delegate tasks or hire additional resources as needed. The right systems in place are crucial for building a thriving business, whether it’s a small startup or a large corporation.
Creating systems that foster growth is a strategy that all successful companies employ. Have you ever noticed that every McDonald’s you walk into greets you the same way? “Hello, welcome to McDonald’s, Can I take your order?” This is followed by specific questions based on your order and an upsell to “Supersize” your meal. This uniformity is their order system at work.
I used to work as a receptionist at H&R Block, and something as simple as a smile when greeting customers or answering the phone is a part of their customer service system. Systems like these exist in every successful business. It’s never too late to start creating systems for your own business, even if it’s a home-based operation. In fact, now is the perfect time to start implementing systems into your daily routine.
Where to Start Creating Business Systems
Begin by examining how you start your business day. Grab a notebook and jot down your daily routine. Review your process and decide if you want to make adjustments or keep things as they are. Practice this routine intentionally for a week. After seven days, evaluate whether these systems are working or if they need tweaking.
Once you’ve settled on your systems, document them in a Company Operational Manual. This manual can be handed out to current or future team members.
Here are some areas to consider:
- Phone Etiquette: How do you answer the phone?
- Prospect Interaction: How do you talk to prospects?
- Sales Process: How do you open and close deals?
- Content Management: How do you add content to your website?
- Social Media Marketing: How do you set up and manage your social media?
- Event Planning: How do you plan events?
- Partnerships: How do you form partnerships?
- Client Acquisition: How do you gain new clients?
- Onboarding: What is your client’s onboarding process?
- Retention: What are your client retention procedures?
Leveraging Technology for System Creation
One of the best aspects of creating systems today is the ability to outsource tasks to professionals or use digital software and applications. A popular phrase you’ll often hear is, “There’s an app for that,” and it’s true in most cases. Start creating your systems and implementing them with the help of modern technology.
Here are some tools I recommend:
- RingCentral, Netiva, and Evoice: For a dedicated company phone number.
- Regus, Davinci, or Servcorp: Business Virtual Address.
- Google Forms: For collecting information.
- Dropbox or Google Docs: For file sharing.
- 17Hats or HoneyBook: For signing important documents and creating workflows.
- Trello: For project management.
- Zoom: for virtual team meetings, conference calls, and webinars.
- Aweber or Keap: For email marketing.
- Hootsuite, Canva, or Buffer: For social media scheduling (or use Facebook’s in-app scheduling feature).
- Keap or Calendly: For appointment setting.
- HostGator, Bluehost, Hostinger, or GoDaddy: For website hosting and domain management.
By establishing and refining these systems, you’ll set your business up for consistent growth and success. Start today and watch your business thrive!
Keep Rising!
ShaChena Gibbs,
CEO and Business Strategist
Real Sisters Rising
Women Business Association
www.realsistersrising.com
Meet ShaChena Gibbs, CEO and Founder of the Real Sisters Rising Women Business Association. ShaChena is an award-winning entrepreneur, educator, and association leader who has dedicated her efforts to helping businesses achieve their goals. She has over a decade of experience and is well-versed in the home-based business industry and the difficulties that businesses face on a daily basis. Her expertise spans market research, financial analysis, strategy formulation, and product development. She is a natural problem solver and leader with the ability to build strong relationships. ShaChena assists businesses in growing and is driven to make an impact in the world. www.realsistersrising.com