BUILDING SYSTEMS IN

YOUR BUSINESS BY
AMAIHIAN AUGUSTA

EDS 511
 OVERVIEW OF BUILDING SYSTEMS
• Every single process or activity in your business needs to turn to a system.
• A system is defined as a set of processes, tools, people, and strategies that all work together to
solve a problem or achieve a goal.
• A system is a series of very well documented steps and process that needs to be excuted for the
goal to be achieved. A system helps to make no employees irreplaceable.
• A system must contain the following;
• Actors: are those who need to get the system working
• Tools: all instrument need to get the system running
• Steps: process that need to be done for the goal to be reached
• Results; goal of each activivyt being turned to a system.
 WHY BUILD SYSTEMS IN YOUR BUSINESS
• Predictability: It helps you to be sure of achieveing certain results you desire in your
business.
• Efficiency: result coming out exactly as you want
• Leaverage; puts you at a better advantage as the owner.
• It put your employees on a growth pedastal.
• It helps to reduce waste time
 WHEN TO CREATE SYSTEMS

• The following questions are the questions you need to ask to know when to create a
system in your business and if the answer to most of them is yes then you need to create
a system and the questions are as follows:
• 1. Does the activity in your business takes more than 5minutes?
• Is this task or activity something you dislike or your employess should be doing?
• Is this a task or activity that needs to be done more than once?
• Is this activity challenging?
CASE STUDIES OF COMPANIES WITH GREAT
SYSTEMS
• McDonald’s—the hundred billion dollar company that’s responsible for systematizing the fast
food industry. The McDonald’s franchise works in a way that anyone can go in and implement
their exact proven system, and they’ll have a high chance of succeeding. They can also hire almost
anyone to work in any McDonald’s kitchen and following a systematic set of procedures, that
person can produce the same food every time.
EXAMPLES OF BUSINESS ACTIVITES THAT
LEADS TO SYSTEMS
Lead generation Customer service purchasing
hiring Inventory management

Sales conversion training shipping

website accounting Information systems
pricing payroll safety
operations collections custodial
Order fufillment Collections
 HOW TO GET A SYSTEM RUNNING IN YOUR
BUSINESS
• 1: Capture a system: this can be done by either creating a new system for your business
from afresh or you adopt a system of any business close to your kind of business and
make some adjustments where necessary.
• 2. document the activity process in the system: this helps to have a high level process
map of the activity in the system.
• 3. organize your systems: have a place where you store the documents of each of the
system of each of your units.
HOW TO DECIDE WHAT AREA TO BUILD
SYSTEMS IN YOUR BUSINESS

• Identitfy What makes you money? What are task in the business that helps
your business to generate money i.e marketing, sales and fufillment etc
• What needs to get done in order to make money?
• Who is contacting you that is on your team daily? Ensure you fix all your
team is asking for so your business can operate without you?
ASPECTS OF YOUR BUSINESS THAT NEEDS
SYSTEMS

• SALES
• Marketing
• Fufillment
• Back office operations
ACCRONYMN FOR BUSINESS

• S-save
• Yourself
• Time
• Effort
• Money
• How do you solve problem in your business forever
TOOLS YOU NEED TO CREATE SYSTEMS

• Templates i.e email templates, website templates.

• Google docs
• Playbooks: contains the systems for each of the units. It can contain checklist
or reference documents for each of the units, team agenda, etc
 TYPES OF SYSTEMS

• HARD SYSTEMS: are what something looks like” unfirorm, logo, design, decoration
• Soft systems: are the kind of system that shows how you carry out activites in your
company like i.e how you attend to customers, how you sell, how you attend to
customers, how do you give bonus in your business, how you deal with complaints,
how you follow up wth customers etc.
HOW TO CREATE SYSTEMS
IN YOUR BUSINESS THAT
WILL YIELD RESULTS
STEP1: IDENTIFY YOUR BUSINESS
ACTIVITIES
• Systems come in all shapes and forms so take this opportunity to document the activities you do to run your
business.It could be activities you do regularly a single activity that you have to do in your business often. Ensure to
divide your business activities into the following unit:
• 01. Operations: Operational activities are what you do on the backend of your business. Examples are business
planning and goal-setting, project management, email management, conducting meetings, website maintenance, etc.
• 02. Sales and Marketing : Sales and marketing activities are what you do to attract and convert customers.
Examples are content marketing, email marketing, automated sales funnels, affiliate partnerships, advertising,
product launches, etc.
• 03. Finance : Financial activities cover what you do with your money. Examples are bookkeeping, filing taxes,
payroll, affiliate payouts, etc.
•
04: Fufillment:
STEP2: BREAK DOWN EACH ACTIVITY

• After identifying a list of activities your business needs to function with

maximally, categorise each activity according to the process, tools, people,
and strategies needed to complete it from start to finish.
• Process - the step-by-step sequence of actions
• Tools - the required devices, apps, or software
• People - the person/s in charge of each step of the process
• Strategies - the tactics, tips, or techniques you use
STEP 3: IDENTIFY WAYS TO IMPROVE THE SYSTEM

• System is a way to solve a problem or complete a process? Now, imagine the outcomes or results you want and answer:

• 01. Delete: this addresses any part that can be eliminated from the system as a result of the fact that the tasks, tools,
people, or strategies either time-consuming, unnecessary, redundant, no longer relevant, or no longer productive?
• 02. Defer: Which aspects of the system could be helpful but don’t really need to be part of the system right now? (Ex. up-
sells for a product launch, graphics for emails, hiring a Facebook ads manager, etc.)
• 03. Automate: What tasks can you automate using software, apps, or other tools? Is it time to upgrade from free tools to
paid tools so you can access more features? Do you have two tools completing tasks that can be done by one tool instead?
• 04. Delegate: What tasks are not the best use of your time, energy, skills, or expertise? What tasks frustrate you? What
tasks do you dislike doing? These are often the tasks that you should be delegating or outsourcing to others.
• 05. Consolidate: Given all the tasks left, is it possible to consolidate or batch them so you can knock them out one after
the other, faster? (Ex. replying to comments, answering emails, writing blog posts, scheduling social media posts, etc.)
STEP 4: TRACK AND TEST
• In step4 you test all the activities made in step 3 and ensure you track important
factors relating to the before, during, and after—what you started with, what you did,
and what kind of impact it made. Be sure the steps in 3 above answers the following:
• Was more profit earned?
• Did your sales volume increase with less profit?
• The process and activity take a longer time than normal to complete?
• Did you notice any bottlenecks, glitches, or hiccups?
• How did your customers react to the activivty? How about your employees?
STEP 5: EVALUATE AND IMPROVE

• After tracking and testing your activities of step3, take time to analyse your system. You
either decide to analyse the system as a whole or each of the four components (process,
tools, people, and strategies) separately.
• In this section your system should minimally answer the following questions:
• Did your systems actually solve a problem or reach a goal?
• Which of the change made the improvement possible?
• Can you duplicate with no glitches?
• What is the level of improvement you identified exactly?
• If no improvement what was responsible for it ? How can the present situation be
improved ? How can the present situation be taken back to the way things were
previously?
 CONCLUSION

• Creating business systems allows your business to run as streamlined, efficient, and
effective as possible. It might take some time and trial and error to get your systems
up and running the way you want it to, but the rewards of doing it will be well worth
it after.