Table of Contents
What is SYSTEMology®?
The SYSTEMology® process is the most effective way for you to take an owner-centric-zero-systems business to one which operates like a well-oiled machine.
Within as little as 3 months, SYSTEMology® can document the mission critical systems within your business. This immediately improves your team’s efficiency, increases the value of your business and frees the business owner from the day-to-day operations.
The System For Systemising Your Business.
While every business is different in their make up and stage of growth – the process is the same. When you work with a certified SYSTEMologist you can feel confident they are working from our proven, proprietary 7 step process.
Step 1. Define
The process begins by identifying your Critical Client Flow (CCF). Only by identifying and focusing on the critical steps in your lead generation, conversion and delivery, will you be able to get the quickest traction.
One common misconception about business systemisation is that you will need to document hundreds of systems before seeing results. The truth is, simply documenting and systemising your CCF (which could be anywhere between 10 – 20 systems) will have a marked impact on your business.
Step 2. Assign
Often times the business owner is the worst person to document systems and processes because they can always ‘do it better themselves’. But that attitude doesn’t get you far, so our next step is to identify the core departments within your business. Department Heads are now identified and the responsibly of recording how the business is currently run gets delegated.
At the end of this step, it will be clear what systems need to be created and who will be responsible for them.
Step 3. Extract
In this step, our SYSTEMologist works with your team to capture how the team is currently completing and delivering your product/service. This is often done through online live recording and/or video recordings.
The SYSTEMologist then extracts that valuable information and places it in the supporting documentation. Smart Operating Procedures (SOPs) may include the original video recording, a written process, checklist, flow chart and other supporting material such as scripts, forms, email templates, and so on.
Step 4. Organise
Having great systems is one thing, but keeping them formatted and organised consistently – and easy to find – is another. To solve this problem we have developed our own cloud based software solution called systemHUB.com. Your SYSTEMologist is expertly trained in this software and will setup, customise and provide your team with training on how the platform works.
Because your systems will be in this easy to use, secure, cloud based platform, systemHUB will quickly become the heart of all your systems.
Step 5. Integrate
With great systems now in place, the next step is to integrate it with your team. The goal is to have everyone recognise that this is simply “the way things are done around here”. Fostering a culture of ‘systems thinking’ within your team is almost as vital as the systems themselves.
Your SYSTEMologist will add incredible value in this step because, unless your team follow your system, they will never reach their full potential. SYSTEMologists have numerous strategies at their dispolsal to increase team member “buy in” and continued systems engagement.
Step 6. Scale
In this step, our SYSTEMologist will identify the systems critical for scaling your business – including financial systems, human resource systems and management systems. There will be a specific focus on getting your recruitment, on boarding and training processes right, as these are critical to growth and fostering the systems thinking mindset.
Step 7. Optimise
The final step in the process, once your most important systems and processes are organised and integrated, it’s time to look for obvious improvements to increase efficiency. Using a variety of methods, your SYSTEMologist will work with your team to identify quick and easy opportunities for optimisation.
People often begin the process of optimisation too early, looking to make each step in their processes “perfect” before implementation. A better approach is to first capture what you are already doing and then from there, improve upon it.
Your Secret Weapon
Imagine you wake up one morning and decide to take a month off. You pick up the phone and call your office, fortunately someone other than you answers the phone. You tell them you’re about to go travelling overseas to a remote location and let them know you’ll be uncontactable for the month. They say they’ll inform the rest of the team and wish you well.
While on holiday you fully disconnect feeling confident knowing your business runs like a Swiss watch. In fact, on your return your CEO gives you the report and she tells you that the business has had one of the strongest months on record.
In that moment you realise that you are the true definition of a ‘business owner’- you own a profitable enterprise that works without you. Having your entire business operations documented and followed by your team, is your secret weapon.