Examples of Systems and Procedures
First, a Struggle
First, a Struggle
Now I thought I would start with a struggle. I worked with a client some years ago who spent an awful lot of time working at how to make his payroll system work because the lady who was doing it was pregnant and going on leave so we had time and we knew that we’re going to have to do it.
So we put a great deal of time into working out how does the payroll system work. How does everyone get paid? I think they used Quick Books. How does that all interlink and how does it work with the bank accounts and so forth?
Now we were writing it all down and then we brought the owner’s wife in and had her sit down and just using that system pay the whole team on one particular pay cycle and it all worked. We made a couple of minor operations but it all worked and then in due course, the person responsible for that actually did go on leave and we went looking for the system but couldn’t find it; and there’s one of the problems that you can have with systems.
You need a system for storing your systems. So if you’re going to create systems, come up with a way of looking after them. They are the intellectual property of your business. They’re what make your business worth more than just the physical assets and contracts. So think about it. What are you doing with these systems? Where do you store them? How do you look after them?
Systematizing Your Business
This particular business had a high retail operation and employed a lot of people in both the casual and permanent and permanent part-time role.
So there was a lot of different people who were in the business at different times so systems were really important but the owner was time-poor, so there was a very great deal of pressure on how do we get the systems written.
So she actually came up with the idea of let’s offer $100 to anyone who can completely systematize their own job, who can write the systems for their entire job; and I have to tell you, it took less than two weeks and we had every system in the business written and ready to go.
All we had to do was read through them, edit them and the response was fabulous. The work was done. It was done properly. It was done by the people who used the systems so we knew they were right. All we had to do was edit them to improve them and then put them in place and set them running. Give that some thought.