Systems are a great way to streamline your business, from all those little everyday tasks to onboarding new staff. However, starting from scratch can feel overwhelming. There are so many different methods, apps and conflicting advice out there!
Don’t worry, take a deep breath and focus on one thing at a time. We’ll take you through how to get started, and some tips to set you up for success. We also highly recommend checking out Heather Smith’s Community Chat where our CEO, Katrina Aarsman, spoke about the importance of systemising your business.
Start sooner rather than later
Creating systems is about building solid foundations for your business. When things get busy or life gets messy, systems are the fuel that will keep your business running. That’s why you need to get started right away. The more time you spend on it now, the less of a headache you’ll have later.
Getting started on systemising may sound like a monster of a task but it’s simpler than you think. What are you working on right now? How do you do that task? Great, now break it down and turn it into a checklist. That’s it. Just start documenting your work. Anything you do regularly can be systematised.
Another great way to get started is thinking about programs. Sometimes a lack of systems is a tragedy of indecision. So often we waste time and energy fretting rather than implementing. Remember! If it doesn’t work, you can change it.
Tip: Set yourself a deadline for decisions. If you don’t know what app or program to use, give yourself two weeks to research, ask around and ponder. The important thing is to make a decision and commit to it.
Act like you already have staff
Even if you think you’ll never be in a place to bring in staff, give yourself the opportunity and space to scale. You’re doing a great job and the time will come where you need an extra pair of hands.
That’s why we say act like you already have staff! This means documenting how you do your work, creating checklists and notes on clients as if you are compiling handover notes. Not only will this save time when you onboard staff, you save time having to remember details.
If you have staff already, get them involved in the process. If everybody is on top of their notes and checklists then it will be easier for you or an employee to take time off.
Tip: If you are working on a client make sure to take notes on details and changes as you go. That way you won’t have to struggle to remember later on. If you use a template, staff will know exactly where to look for information and what information they need to record.
Keep working on it
Nothing is perfect on the first go. When you keep chipping away at your systems you will find better ways to do things. Your business will also grow. The system you use for your business now may not suit what your business will be in five years, and that’s ok.
Be aware of the changes in your business, the market, the needs of the clients and the way you work. As your business scales, you may offer other services or even take on a different role. So it is important to dedicate time to adjusting your systems and looking at what else can be systemised.
Tip: Conduct regular check-ups on your systems. Ask yourself how they benefit you and your clients. Then you can see where you need to improve and what is working for you.
In summary, the key is to not let yourself get overwhelmed, start small and keep chipping away at your systems. Act like you are creating handover notes and get your staff involved in the documenting process. Remember, systemising is a long-term project and there will always be ways to improve.
Are you ready to get systemised?
Based on more than 40 years of bookkeeping experience, Pure Bookkeeping has developed industry-leading checklists and systems you need to ensure your business is a success. If you’d like to know more or get a sneak peek at what it’s like to be a Pure Bookkeeping licensee, you can book a call with us.
Article by Debbie Roberts
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