Better Systems. Better Efficiency. Better Profit.

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Am I the only one who stands in a queue at Home Affairs or the Licencing Department shaking my head and thinking of ways to streamline what is so clearly an inefficient process?

No one knows where to go, what forms to fill in, what documents to bring with them, or how long it is going to take. Staff morale is low resulting in bad attitudes, poor service and a generally unpleasant experience. The process relies on these demotivated civil servants to manually document items, fill in forms over and over and over again, and run (or saunter) back and forth to collect documents.

How is it that we can drive up to a window and get a perfectly cooked burger on a fresh roll with all the trimmings within 2 minutes but it takes 30 minutes for staff to find a Home Affairs document that has taken 8 weeks to produce?

It’s about systems and processes. McDonald’s gets it. Home Affairs doesn’t. Is your business a McDonald’s or another Home Affairs Department?

By investing time and money in systems, you will increase your efficiencies in the business. When you spend less time on repetitive tasks, it increases your capacity to take on more business. And more business means more profit.

Systemising your business also results in fewer mistakes and room for error. It means you do things properly the first time, resulting in less wastage. And less wastage means more profit.

Proper systems and processes provide a smoother and better experience for the customer who will be impressed by the professional nature with which they are dealt with. It gives the impression of a well-oiled machine that provides service that the customer is justified in recommending to others. And more customers means more profit.

There is no doubt in my mind that good systems and processes are the backbones of a high-performance team. If you want happy, satisfied and proud employees with high morale, give them systems and processes to follow that make their lives easier and their days more productive. And more productivity means more profit.

Having systems in place unchains the business owner and frees you up to work ON the business, rather than IN it. Systems help you gain control of the business because you have a tried and tested way of doing things that don’t require your constant attention. And more time to work on the business means more profit.

Systems are about working smarter, not harder.

  • Create templates for documents/emails/scripts/proposals or anything you need to produce again and again. Reinventing the wheel every time is one of the biggest time gobblers in most businesses.
  • Automate what you can. Any task that can be implemented on autopilot will make your business more efficient.
  • Document every major task for every role in the business so there is a clear process for the way things are done.
  • Use technology. In the age of internet banking, I am amazed to still find businesses that deposit a cheque into my bank account!
  • Create checklists to ensure things don’t fall through the cracks.
  • Use electronic platforms for admin upfront to eliminate the need for data capture.
  • Remove unnecessary red tape. Make it as easy as possible for customers to do business with you.

This is one of the key areas we focus on in our business coaching programmes. If you don’t have systems and processes in place, there’s a huge opportunity for your business to increase productivity and therefore increase profit – and your increased profits mean business coaching will pay for itself! I’m available… let’s chat!

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