A simple guide to creating systems in your business

Systems do not have to be difficult, they require time. They're the catalyst for your freedom-filled days and support the operations of your business without you feeling tied down to every task.

First and foremost, systems aren’t digital tools.

But we’ll get to that in a minute. I want to talk about data for a second.

I’m currently doing research at the moment for the re-launch of my online course, Simplify Your Systems and research surveys are flippin' gold.

95% of survey responses from business owners showed struggles with the same three things.

1. The systems they described are digital tools and they lack time to consistently learn or set up these tools to fully work within their business.

2. Every single one of them wants to be more organized in the backend of their business, but systems get pushed down the priority list.

3. The results they want in their business (freedom, organization, feeling in control and calm, streamlined work, more $$, etc.) all stem from systems. They just don't have the correct ones set up....yet!

Systems are the key to your freedom.

Setting up efficient systems is crucial for streamlining operations, aka getting your time back from doing everything from scratch and eliminating manual work. Whether you run an online business or provide services or products, implementing effective systems can be life-changing!

Let’s dig in.

The non-negotiable importance of systems.

When you can automate repetitive tasks, reduce errors, and free up time to focus on strategic aspects of your business, magical things happen. Your business is fun again. You have time for your brain to breathe, to start that new project that’s been on the back burner for three years, and so on.

Systems allow for better efficiency and scalability in the long run - meaning, when you don’t have to be a part of every aspect of your business to keep it running, you can create better services, products and experiences for more people.

If you can’t get out from the day-to-day of your business, you aren’t a business owner, you’re an employee. And that’s not what any of us want. Systems help you eliminate employee work and generate more freedom with your time to enjoy it how you want.

Types of systems.

Different types of businesses require different systems. Online businesses, for example, can benefit from systems such as customer relationship management (CRM) systems, e-commerce platforms, and automated marketing systems.

On the other hand, service-based businesses may focus on systems for scheduling, project management, and client communication. Understanding the specific needs of your business is essential for designing and implementing the right systems.

I like to create systems based on the area of business AND their priority.

To define this for yourself, ask:

• Where do I spend most of my time?

• Does it make my business money?

• What area of my business needs to be prioritized for my future goals to be achieved?

Once you have defined the area of business where you spend most of your time, you want to implement a system that can eliminate as much of your manual work as possible.

Breaking down the elements of a system.

If you're trying to set time aside for your systems this year, here's the MOST IMPORTANT THING TO REMEMBER:

Systems do not equal digital tools.

Systems are made up of:

• People - who are involved in making this system run?

• Tools - what tools are involved in making this system operational and automated?

• Processes - what are the processes involved in making this system produce our intended results?

• Documentation - what standard operation procedures (SOPs) are documented to automate and streamline the work inside this system?

Here's an example:

System: Email marketing system:

• People (who could be involved or just you) - email marketer, copywriter, graphic designer, admin assistant, you, etc.

• Processes - delivering automated email sequences to your subscribers based on their interests and actions

• Tools - Canva or Photoshop, ConvertKit (email service provider), Google Docs to write email drafts, Zapier to run deeper automations, Notion to plan your email campaigns and sequences, Miro to visually map out sequence workflows, ChatGPT to find better headlines, etc.

• Documentation (SOPs) - How to set up an automated email sequence in Converkit, how to create tags, how to report on an email sequence, etc.

Don’t make them harder than they are.

Systems do not have to be difficult, they just require time. They're the catalyst for your freedom-filled days and support the operations of your business without you feeling tied down to every task. You need them to survive in business.

If systems aren’t your thing, find someone (like me) who does know to help you integrate them.

I’m curious, what systems are you working on this year?

Need my help with your systems?

There are a few ways I can help business owners wrangle their systems:

I’m relaunching my online course Simplify Your Systems in 2024 - you can sign up for the waitlist here.

I have 1-on-1 Momentum Sessions which are 90-minute intensives that go hard on removing one roadblock in your business and we map out the solution together. You can schedule your session here.

Fractional Systems & Operations Consulting - These are 3-6 month long projects for business owners who need hands-on support to roll out a new project - whether that be new or refined systems, launching a new course or offer, creating a new training program for your team, or building out your email and content marketing. Book in a free 15-min chat below to discuss your options.

Project Management Builds - Struggling to understand how to use Asana or Notion or other pm tools for your business? I offer customized project management builds in Asana and Notion.

If you’re interested in working with me, book in a free 15-minute chat below: