5 Tips for Creating Effective Business Systems

by | Jul 3, 2022 | Systems | 0 comments

Do you ever feel like your business is a little bit all over the place? Like you’re working hard, but not really making progress? That’s probably because you don’t have any effective business systems in place. The term “business systems” can be a bit stuffy and intimidating for freelancers or solopreneurs. But these aren’t just some corporate phrases; they’re an essential part of any business!

Whether you have intentionally created them or not, processes already exist. There are undoubtedly tasks that you perform on a regular basis that feature the exact same steps each time. You see, the activities and procedures that we go through every day are all part of a system – but if they’re not serving the purpose for which they were designed then it’s time to make some changes!

In this post, I’m going to share five tips for creating effective business systems that will help you organise and streamline your work. Read on to learn more!


What Are Business Systems?

A business system is a procedure that you undertake in order to make your business run. It is as simple as that. You will likely have systems for all the important things you do, dictating how you do things for your individual company.

For example, for a social media post, your system might be:

  • Check social media schedule to see which networks need content next (Insta, Twitter, Facebook etc.)
  • Check social media planner to see what kind of content to create next (behind the scenes content, sharing an article from a thought leader, fun question to create engagement etc.)
  • Research content
  • Create graphic on Canva
  • Download graphic
  • Open Buffer
  • Write copy
  • Look up relevant hashtags and add to post
  • Schedule
  • Mark as ‘Scheduled’ in your productivity tool

Having a system ensures you do the same thing in the same way every time. But, that doesn’t necessarily mean it is the right way. You see, there are effective business systems and ineffective business systems.

In the social post example, there are steps you can eliminate to make it more efficient. For example, you can schedule or post content directly to social networks through Canva. Or, you can integrate Canva and Buffer so you can share content and take advantage of the better scheduling functionality of Buffer. There are also automations and solutions to research content and keywords and to create social schedules and plans. See if you can cut this business system down any more!

So, you know what a business system is. Now, let’s look at how we reduce your workload by making them effective!


Effective Business Systems Tips

  • Think about what systems you already have

You already have business systems. You just don’t realise it yet. So take a step back and think about the major elements of your business and how you make them happen.

Note down what you do every day, such as order stock, read through emails, write blogs, make sales calls and write down your current process for each. Chances are you don’t really think about it any more, you just do it.

Are you being as efficient as you can be? Be honest with yourself. Think about how you can cut down waste. Do you need to answer every single customer email? Can you set up an auto response for common questions? That would save time that you could use elsewhere in your business.

But don’t just look over matters yourself. Get a trusted third party to help. They might be able to spot other efficiency savings that you might miss. Sometimes you can be too close to your processes to be as critical as you need to be.

  • Think about your goals

Before you make any big changes to your business, you need to know why you are doing it and what you want to achieve. Think about your ideal outcome for your new, improved business systems. How will it improve things?

You might want to free up time to work on bringing in more clients. It could be that you want extra time to spend with your family. You might want to cut your costs. In fact, it could be all three!

With creating social media posts, your aim might be to improve your reach and engagement. This should be achievable, as creating posts more efficiently would help you create more posts in the same amount of time and the more you post, usually the more people see you and engage with you.

  • Consider easy wins

Some business systems might be as lean as they can be. But that doesn’t mean they’re an effective use of your time. The more time you spend carrying out easy and dull tasks, the less time you spend getting out there and building your empire. So stop doing them! Okay, they are actually essential, so they do need to be done. But stop doing them manually!

For example, keeping track of your expenses and business receipts is non-negotiable. What is negotiable is whether it needs to be stressful and take up time, effort and space. Rather than collecting receipts and then typing out all the information into a spreadsheet and then filing them away, simply automate. Get a receipt scanning app, preferably one that connects to your accountancy platform, take a picture and let the automated workflow do the rest.

Another way to win is to delegate repetitive tasks to a virtual assistant or freelancer. For a small fee, you free up your time for other work or to improve your work/life balance.

  • Document your systems

Having created new systems or refined old ones, you need to make sure these are written down and documented. It is fine having things in your head, up until your business becomes more complicated and there is too much to remember, you take on staff who need to know how the systems work, you outsource some tasks and want them completed in a certain way and so on. You see what I mean? It’s best to have everything written down.

  • Test and refine

Simply creating your business systems isn’t the end of the story. Some will work. Some might not. That’s how it goes. For those that don’t work, look into what went wrong, adjust them and try again.

Are they achieving what you wanted them too? Some might actually end up costing more time and even more money. In that case, keeping an eye on your systems and testing them rather than just letting them run can prevent problems further down the line.


Next Steps

Your next step is to understand that this is a massive task to take on alone. I know that solopreneurs and small business owners are used to doing things by themselves, but this is the backbone of your business. Your systems can make or break you.

I have experience of running small businesses and implementing business systems that free up my time and save me money. This means I can provide insightful and tailored one-to-one advice and support for your business that will take tasks off your plate and improve your workflows.

Want to know more about how I help you develop effective business systems? Book a free discovery call with me today. It could change your life.


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