The 8 Steps to Systematizing Your Business to Improve Productivity

1.) Create a Vision Statement – it sets the direction for your business planning and is the overall inspiration for your firm.

• What words would best describe your business?
• What qualities do you see in your business?
• What qualities would you like to see in your business?
• What are the qualitites that set your business apart from others?

Microsoft Vision Statement
Create experiences that combine the magic of software with the power of Internet services across a world of devices.

2.) Have a Mission Statement – overall purpose for the company, it’s goals and direction

• Who are You?
• What Business are You in?
• Who are Your Customers?
• What Makes You Different?

We’ve been asked by a lot of people how we’ve grown so quickly, and the answer is actually really simple… We’ve aligned the entire organization around one mission: to provide the best customer service possible. Internally, we call this our WOW philosophy. Zappos.com

3.) Culture Statement - is an organization’s definition of what it wants to be known for….i.e. a great place to work where people are inspired to be the best they can be, where they work as a team and have a work-life balance etc.

4.) S.M.A.R.T Goals- Plan out your business for the next 90 Days creat goals that are S.M.A.R.T - specific, measurable, attainable, realistic and timely.

5.) Organization Chart – Create an organizational chart for your company, then create an org chart for where you see the company in the next 5 years.   Most likely where you see yourself in 5 years will include more boxes on the org chart than you have people. 

Inevitably, at the molment some employees must occupy two or more positions at once.  As you grow you will have to hire additional employees to fit your needs.

For example, your administrative assistant may currently assist with human resource needs, office management, paying the bills while at the same time completing administrative duties.  Once you expand you may look to hire an office manager, accountant and a human resource manager to take on those responsibilities.

6.) Create Positional Contracts – Position Contracts are very different from a job description because they are binding contracts. A Position Contract is a formal agreement, signed by the parties that clearly sets out the outcomes, actions and activities required for the position. The employee contracts to the results, work and behaviours relating to the role. The manager contracts to manage the employee in a certain way using certain mechanisms and corrective action. Positional Contracts define management and employee performance expectations. 

7.) Utilize Key Performance Indicators- Key Performance Indicators otherwise known as KPI’s are a set of quantifiable performance measurements used to define success factors and measure progress toward the achievement of business goals.

Depending on your business KPI’s are just as important as your financials. 

An example of a KPI: What is your conversion rate from lead to client on a month by month basis?  This is something that can be quantified and measured – knowing the conversion rate number will help you to see how well you are doing converting prospects to customers.

8.) Have How-To Manuals - A How To Manual is a written step by step process of  procedures.  Having a documented process on day to day functions of each position is extremely valuable.  If for some reason an employee should resign without providing notice, or should you have to terminate an employee quickly you have a manual which can provide assistance with new hire training.

Are you looking for ways to improve productivity?  Would you like to leverage systems to help you take your business to the next level?  Our business coaches can show you how to approach your business systemattically to get results.