The Importance of Having a System in Place

Systems and processes are a must for business owners. No matter the size or type of business that you run, having systems in place sets your business up for short- and long-term success.

Systems are how you do things. They involve processes and procedures that enable you to get things done on a daily basis. Effective business systems can be created for almost any business process, from communication to scheduling to customer service.

The more formalized your systems are, the better. Focusing on the details of how your business operates is invaluable. Taking the time to understand each step of a specific process enables you to highlight what’s working and what isn’t. By pinpointing areas of improvement, you can keep your business on a successful path.

Be aware that systems evolve, sometimes daily. Your business systems should be reviewed and improved upon on a regular basis. What was working a few months ago may not be the most efficient method of business today.

Here are some of the top reasons why your business needs systems and processes in place and why they’re so valuable.

Systems make change easier

Change is something that not a lot of business owners handle well. More often than not, people avoid change because there’s a lack of systems and processes in place. Simply put, systems make a business and its operations predictable.

The fact is that change is a necessary part of running a business. When change comes your way, you can quickly identify which business systems need to be changed in order to maintain operations.

By understanding current work processes, you can implement changes with little to no impact to your business.

Systems bring consistency

Consistency is one of the underpinnings of a successful business. From internal to external operations, everything that your company does needs to be consistent. Business systems enable you to produce the same services and products with a level of consistency.

Once you’ve created your systems and processes, you can share them with employees. This way there is consistency at every level. As time passes, monitor your processes, and improve them when necessary.

As discussed earlier, systems can be implemented for any business operation, from marketing to sales to employee training to customer service. Not only do you benefit internally from having set systems and processes, your customers reap the rewards as well.

When your company is known for providing consistent products and services, you’ll find that your reputation serves you well.

Systems set your workforce up for success

Let’s face it: all tasks come with a set deadline. No matter if you run a construction company or a marketing agency, clients set a date for when they want work to be completed.

The only way to meet customer deadlines is to have set processes and systems for employees to follow. Business processes allow employees with the right skills and abilities to focus on what they do best. Over time, repetitive activities become routine, and in turn you can focus on higher payoff projects.

With the right processes, you’ll see better quality work along with improved efficiencies.

Training new employees is much easier

No matter if you have two employees or 20, all businesses strive to grow their workforce. To have a successful workforce of top-notch people, you need processes in place to quickly integrate new hires.

The best way to do this? A written set of processes and procedures. When employees know exactly what’s expected from them, they’re more likely to be successful in their role.

Having a measurable set of guidelines also makes it easier to measure the effectiveness of each employee. You can easily identify your top achievers and pinpoint those employees who may need a little extra guidance and direction.

Create company-wide value

Effective business systems should be part of your company’s infrastructure. When your business runs like a well-oiled machine, it’s much more attractive in the eyes of investors and business partners.

If your plan is to sell your business one day, having systems and processes in place adds value. Buyers are always drawn to companies that run smooth, consistent operations.

The bottom line is that systems are what enable business to grow, flourish, and endure. The more systems you have in place, the more valuable and competitive your business will be.