Definitions

What is System Management Software?

Systems management software is an all-in-one systemization tool that is designed to work alongside your existing project management platform, CRM, and Accounting software. This is your "How" data that is meant to be very simplistic and intuitive so that is always up to date and organized. When the systems and processes are housed in this fashion, they can be shared with employees at just the right time... when they aren't sure what to do next. Let me help you choose the right one for your team.

Benefits include:

Each process has its own playbook which can be
Users are required to acknowledge that they read and understand their relevant processes.
Cross-training is very reliable and those covering will complete the new tasks with success.
The material can be referenced from any digital platform or printed out.
You will always be operating with the most relevant and up-to-date process.

A few great options I recommend:

Trainual: Trainual Info Average cost for 10 users = $1,200/yr
Whale IO: Whale SOP info Average cost for 10 users = $1,200/yr
SystemHUB systemHUB Info Average cost for 10 users = $600/yr

I have too many processes, where should I start?

Take direction from old Mr. Pareto and understand that most of what your team does can be documented later. Start with the critical flow of work that satisfies your best client. Dial in these most important areas while getting your employees used to documenting in a consistent manner. Then momentum will build as your journey progresses. Think of it like weight lifting... you aren't going to be Arnold Schwarzenegger overnight but you have to start hitting the gym.

Ready to download a free cheatsheet? CLICK HERE and then call me to get started!

80% of your leads come from 20% of your advertising
80% of your sales come from 20% of your sales team
80% of sick days are taken by 20% of your staff
Your small business could take an 80% hit if 20% of your key staff left

What are Marginal Gains?

Everyone has heard the term "Low hanging fruit". This is the obvious place to save money. The elephant in the room. A quick win. More often than not though, the real way to propel your company ahead is to simultaneously improve the hidden gems lurking under the surface of your business's daily life.

MARGINAL /märjənl/ Adjective. Describes an event or cost which is perceived to be not important or nominal in size. mar·gin·al GAIN /ɡān/ Verb. The act or process of acquiring something. To gain or increase in size or efficiency.

Combine these words and you unleash an endless supply of improvement ideas. Each on its own may not mean much but when combined together or gathered in high volume, adds up to a lot of "found" profit. Most people don't work in this realm and therefore leave a lot of money on the table. Investing in a qualified advisor who has fresh eyes to view your situation will yield a large improvement. Remember, you are not in business for a week you are in it for the long haul and need solutions that will pay off exponentially over time.

I'm looking to sell my business ASAP.

Is it too late to start documenting what I do?

Absolutely not. I have worked with numerous owners and business brokers to "extract" an owner using a very efficient program I call Systems Success. Want to learn more? Here is a great podcast based in Washington DC, where I was the guest speaker talking about the benefits of preparing for a business sale.

What format should I use for my Procedures?

There is no right or wrong way to write an SOP. However, your company probably has a number of SOPs you can refer to for formatting guidelines, outlining how they prefer it done. If that's the case, use the pre-existing SOPs as a template. If not, you have a few options:

A simple steps format. This is for routine procedures that are short, have few possible outcomes, and are fair to the point. Apart from the necessary documentation and safety guidelines, it's really just a bullet list of simple sentences telling the reader what to do.
A hierarchical steps format. This is usually for long procedures -- ones with more than ten steps, involving a few decisions to make, clarification, and terminology. This is usually a list of main steps all with sub-steps in a very particular order.
A flowchart format. If the procedure is more like a map with an almost infinite number of possible outcomes, a flowchart may be your best bet. This is the format you should opt for when results aren't always predictable. Typically, when I build out a systems model for a company, this is the last thing that is done. It is best to know clearly why and how each step is being done before creating a flowchart.

How to get ready to record a system being performed

Preparing your team to start recording their work can be intimidating. Many people will feel self-conscious or concerned about making a mistake. It is important to really explain the full scope of why and how you are going about the systems documentation so that they relax and are comfortable to freely talk while working AND make mistakes! If the key person made a mistake, then a new employee will likely do the same thing so let them get messy and follow these tips:

Usually, if you have a job that has been problematic to work on, this is a good win
Role-play the task a few times to verify the process and streamline it
Remember that this first draft is a rough copy and will not be optimized - just get something recorded
Have them describe every detail and use the observer to ask questions: with who, why, for what reason?
Don’t start/stop the recording – just let them talk
If a mistake is made, let them explain why and keep recording. You can edit it out or use it as a mousetrap to look out for when a new person training
Get comfortable with things not being perfect!

What types of WASTE exist in Small businesses?

You think waste may only exist when someone makes a mistake and "costs" the business money. This way of thinking is short-sighted as it is only viewing the concept at the most obvious source. Waste is everywhere and it leaks profit out of your company every day, Here are a few hidden areas to look at:

Inventory: You likely paid for it already which means it's already a liability on your books. How long will you be holding on to it? Do you really need it in your possession? Reducing the inventory of unneeded items and increasing the turnover rate of your saleable items translates into profit.
Motion: Walking to a copier. Moving parts from one machine to another. Storing regularly used items in the back room. All of these samples translate into time being wasted by your employees when they could have been doing what they do best. It's critical to look at this type of waste and reduce it as much as possible. Some is small, some is large, it all adds up.
Waiting: In today's, nobody likes to wait. When it comes to business, waiting isn't just annoying, it's costly. When your employees are waiting for a customer, waiting for a meeting to start, waiting for parts to arrive, well, you get it. Lost time = lost profits. We help you locate areas to improve and ways to maintain your new level of efficiency.
Overproduction: If you are in a manufacturing or production-type business, you know you need to sell what you make. If you make too much of an item or sub-component and it does not sell, it may sit on a shelf as wasted inventory or need to be thrown out. Neither of these options helps your bottom line.
Defects: Whether you are selling sandwiches, bicycles, or services, if you don't do it right, there is a consequence. Doing it over. Everyone knows it's better to measure twice and cut once but mistakes happen. If you can mitigate the opportunity through simplification and standardization for your employees, you will reduce defects.

What is EOS?

The Entrepreneurial Operating System (EOS) is a business management framework developed by Gino Wickman. It is designed to help businesses achieve their vision by providing a comprehensive and practical approach to organizational management. EOS consists of several key components, each addressing different aspects of business organization.

This comprehensive set of tools and methods within the Entrepreneurial Operating System aims to bring clarity, alignment, and traction to businesses, helping them realize their vision and achieve sustainable success. Ask me what parts of this framework might be helpful for your business.

What is SYSTEMology?

We all want our business to run with the precision of a Swiss watch, and we know systems are the key. The trouble is, all too often business owners get stuck in the day-to-day operations. They think they need to be the ones to create the systems themselves, but they’re too busy working in their business to find the time.

What ends up happening is they get stuck in a loop of not having time to create systems, but they know the right systems would create more time. SYSTEMology is an Australian method of addressing this issue via process documentation. If you’re like most business owners, this probably sounds familiar:

You love the idea of systemizing your business but don’t know where to start and how to turn that into an actionable plan.
You've tried to build business systems before but your team doesn’t follow them, so you’ve given up on the idea.
Your business has a few systems but they’re scattered all over the place, and your tools make it hard to train new staff.
You struggle to stay on top of the endless list of tasks you need to handle, and you’re not enjoying running your business.