Systems, processes, and standard operating procedures are vital for all businesses. It is something I tell my clients time and time again. Bulletproof systems are the key to growing your business. After all, as your business grows, there is no way you can be around to supervise everything that goes on. There are simply not enough hours in the day!

There are many examples of well-systemised businesses that you encounter on a daily basis but perhaps you’ve never given it a thought. Fast-food chains are a great example. After all, no matter which Mcdonald’s you go to, you know what to expect. The fries always look and taste the same, the burgers are built in the same way and the process of using the drive-through is a well-rehearsed and foolproof system. The same goes for coffee shop chains like Starbucks and Costa.

Michael Gerber, author of The E-Myth Revisited dives into the importance of systems for any business and it is a book I highly recommend for any business owner or someone looking to start a business.

If you have well-written systems then the pressure of having a member of staff off sick, on holiday, on maternity leave, etc is greatly reduced. Ultimately, anyone could pick up the absentee’s workload even if they have never done it before.

You can be sure that your customers are receiving the excellent level of service you strive to deliver every time, regardless of who is delivering it.

They can also be a great way to train new starters.

So how do you begin?

Make it as easy as possible for yourself. Start by documenting the recurring tasks. The tasks you do routinely. If it is a computer-based activity then screen record while you do it. I recommend Loom ( ). Use voice notes to accompany the system if you feel that would better get the instructions across. Write easy-to-follow steps. Make them foolproof and easy to understand. I would have the steps written out and accompanied with a video of those steps being completed. Some people work better with written instructions, some work better with visual aids so cover all bases.

Take photos and videos while undertaking tasks on-site then document them when you get back to the office. Get all staff to do the same. If it is a task you rarely do, but it may need to be done again, then document it. Include links to resources and contact details of people involved.

Ultimately, over time you will end up with a system for everything. And it will take time but what you will end up with is a business that runs like a well-oiled machine.

I recommend using Notion ( to document your systems. If you have not come across it before, it is a blank canvas that enables you to build a database in whatever way you choose. You can create yourself a company dashboard with all resources in one place. Here’s a little introductory video to give you an idea.

If you would like help getting started with Notion, I have created a skeleton dashboard for any business. If that is something you would be interested in, do get in touch and we can discuss it further.

Trello is another example of software designed to make running a business easier but there are plenty to choose from.

This may seem like a mammoth task to get started but I promise, you will not regret it!

If you would like to discuss this information any further, please don’t hesitate to contact us.

01273 569088
0114 400 0119

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