As a business coach, I meet many people with successful businesses who are looking to take the next step towards growth: hiring team members.
At this point, I always ask the same question: have you systemised your processes first?
See, when you first start your own business, you’re learning, you’re exploring your options and slowly building. There is no rulebook to follow – you’re experimenting with your model and discovering what works best.
This is fine at the start, but when it comes time to start expanding by hiring staff, you need to make sure that your business is somewhat systemised. If not, you’re going to make it a whole lot harder for yourself and your new team to be productive as you both struggle to make sense of every workday.
Here’s how to avoid that trap and accelerate your business growth.
Why is it so important to systemise your business before hiring?
In a highly competitive business environment, systemising your business creates a strong flow. These standard operating procedures guide your team to help them perform more efficiently and effectively.
Unfortunately, I still see too many businesses hiring new team members without first systemising their processes. This inevitably leads to confusion, frustration and lack of autonomy, which can cause your business to suffer.
That’s why it’s so important to take the time to systemise your core processes before looking to hire and grow. That way, new employees can follow your tried and tested flow, rather than guessing their way through.
Why do some business owners struggle to systemise?
There’s a common misconception that systemising your business will lead to rigid operations, leaving no room for spontaneity and agility.
In reality, however, systemising actually streamlines your operations and allows more room for experimentation and play. A clear system can also allow you, the business owner, to take time away from your business with peace of mind, knowing that it can continue to run without you.
Plus, if you ever plan on selling your business, a robust set of Standard Operating Procedures and systems will make this process much easier when the time comes.
For more on this, check out my article on Preparing Your Business For Sale.
9 steps to help you systemise your business
Over the years, I’ve developed a list of practical steps that I use to help business owners systemise and streamline their organisations so they’re always ready to hire.
These are:
- Develop a vision statement
The first crucial step is to develop a vision statement. This defines your business and outlines the value and the solution that you provide to your customers.
- Create a mission statement
A mission statement explains how you plan to achieve your vision. It should answer the Who, What, How and Why of your business.
Share your mission statement with your team to make everyone aware of the common goal.
- Define a culture statement
As an all-encompassing statement that defines your mission, values and code of conduct, a culture statement is designed to guide the actions of your team as well as their priorities and decision-making processes.
- Map out your goals
Define SMART goals to create focus and direction. SMART goals should be Specific, Measurable, Achievable, Relevant and Time-Bound.
To learn more, read How to Effectively Design Goals and Plans for Your Business.
- Build an organisational chart
Now you have your goals, you need an organisational chart to provide structure. This will allow you to delegate tasks and define clear roles for each member of your team.
- Establish clear job descriptions
Before hiring new staff, you need to define a clear job description for each new role.
This will save you from the pain and cost of hiring an unfit candidate in the future.
- Outline Key Performance Indicators (KPIs).
To measure your business success, you need business-specific KPIs to help assess your team members and ensure they are meeting the targets you have set for them.
- Document your how-to systems
In simple terms, this is the guide for every single task in your business. It sounds tedious, but it’s worth it.
Make a record of every task and list the steps required to perform each one correctly. This can be done on paper or digitally, so long as it’s done.
- Construct your management systems
Your management systems are the policies, processes and procedures used by your organisation to ensure that each required task is fulfilled, and fulfilled well.
This is also the point where you define your own role within the business.
For more information, check out the Three Roles Played by Every Business Owner.
With these simple steps, you can build a systemised business that’s ready to take on new team members effectively and grow together as you strive to achieve your goals.
Do you need help with systemising your business?
Contrary to popular belief, systemising your business isn’t as hard as you think. Rather than trying to do it alone, it should be a team effort, based around collation, organisation and creation.
As a Business Coach and Mentor, I work with business owners like you to help you systemise your business for success.
I can help you to devise a plan to get your business systemised over the next six months and put you on the path towards profitable growth.
Simply schedule an initial discovery call today with me.
Stephen O’Sullivan
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