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Business Systems

A solid system can be the difference between struggling through the day-to-day operations of your business and thriving through them. Systems aren’t always sexy but they are always necessary and if you’re ready to scale up to create more wealth and change, then this one’s for you. 

Today I’m talking about the difference between a system and a tool and the top 4 systems every business owner needs to have in place. Ready? Let’s get started.

In this episode:

  • The role of tools within a system
  • Why you don’t want a single tool to do all the work
  • The 4 systems you need to run a successful business

Listen to the episode here:

4 Systems Every Business Owner Needs

Hello, hello! 

In my former life as an Online Business Manager, systems were my jam. I’m not sure if it was the teacher in me but I love, love, love bringing order to the chaos. But one of the most common misconceptions I ran into with my clients (and I know y’all are still out here thinking this) is that systems are things like ClickUp and Trello and Dubsado and Ontraport and Leadpages.

These aren’t systems. These are tools. And, yes, sometimes your system needs a good tool to run most efficiently but it doesn’t always need a tool. And sometimes—or maybe oftentimes—your quest for the perfect tool to handle every step of your system’s process causes more problems than it solves.

Because tools are great, but any tool that tries to do it all is going to end up lacking in some area or not doing any of it well. While you want to maximize your tools and use them to their fullest extent it doesn’t mean you can or should do every single thing in one system or process with a single tool.

Because tools are great, but any tool that tries to do it all is going to end up lacking in some area or not doing any of it well. Click To Tweet

But, I’m getting off track, this episode is about systems, not tools. So if a system isn’t a tool like ClickUp, what is it? A system is simply a step-by-step process you follow to complete a task. And because you’re a human who learns to do things through repetition, you are probably using dozens of systems in your business already without even knowing it.

You probably have a system for checking your email, starting your day, communicating with your team, etc. If you have a routine for something, congrats! You have a system!

So let’s cover the four systems that I think are MOST important for every business owner to have set up for their business.

First up, marketing and sales. You have to have a system for getting clients in the door and then selling them your shit. And this system encompasses everything from writing and posting your everyday social media content to creating sales pages and setting up order forms so that people can actually give you their money.

If you don’t have a documented system for marketing, sit down and think about how you write content. Are you the one who writes it? Does someone else? What happens after it’s written? Do you create the graphics yourself or does someone else do it? Are you scheduling the content or posting it manually? What tool do you use for scheduling? Are there rules or parameters around when and how content is scheduled? All of those questions have answers that help you identify, define, or create your marketing system.

And the process is similar for sales. When do you sell your products and services? How long is your launch runway? What content gets created for launches? Who schedules that? And on and on. 

Next up are your client onboarding and offboarding systems. Once you’ve marketed yourself to the world and sold people stuff, you need to have a good, repeatable system for onboarding and then offboarding your clients.  And this is true for anyone no matter what you’re selling, whether it’s a product, a membership, a 1:1 service. Whatever it is.

If your client has a bad experience right after a sale, it’s hard to earn back their trust and confidence. This is where your system can lean heavily on tools. Make sure the delivery of your product or service is clean, easy to follow, provides them all of the necessary information they need to get started, and walks them through their next steps. And then continues to deliver the information they need for as long as they are working with you.

If your client has a bad experience right after a sale, it’s hard to earn back their trust and confidence. Click To Tweet

Conversely, you want to make sure that your offboarding system is just as smooth. If you’re working with 1:1 clients make sure they have all their deliverables, that everything is paid up, that they don’t need anything else from you. If you have a membership make sure they aren’t going to be charged again and that they don’t have access to their materials anymore. And then everyone should be collecting feedback and testimonials as part of their offboarding system. Everyone!

Then we’ve got metrics. If you are not collecting metrics in your business then you are missing out on valuable data that tells you whether or not the things that you are trying to grow and scale your business and serve your clients are working or not. If you don’t know if they’re working or not then you have no idea what you need to tweak to get a better result and so you end up trying a bunch of shit, hoping something works, and then wondering which piece was the winner.

Turn your metrics tracking into a system by doing it on a consistent basis, tracking the same data week to week, month to month, quarter to quarter, year to year, launch to launch, and figuring out where to find that data so that you can write it down in a spreadsheet for easy comparison. And then, of course, use that data to inform your marketing and sales systems that we already talked about.

If you are not collecting metrics in your business then you are missing out on valuable data that tells you whether or not the things that you are trying to grow and scale your business and serve your clients are working or not. Click To Tweet

And last but certainly not least, we have your hiring and team onboarding systems. So many of my clients come to me with zero system for sourcing, interviewing, and hiring team members. Before working with me, most of them toss up a post or two on Facebook, ask a couple friends to share it or send recommendations, lament about the lack of qualified, aligned leads, suffer through an interview and hire someone who’s fine for now but ultimately not a fit.

And that’s fucking exhausting. A good hiring system looks like: knowing what to include in your job description to attract the right people, where to post it, how you vet the candidates that apply, questions to ask during the interview, red flags to watch out for, and how to onboard those amazing team members once you find them. Things like, what do they need to know about your company to start off on the right foot? Who’s contract do you sign? What systems do they need access to?

A good hiring system brings people into your business that can help you shore up or create all the other systems in your business, too. If you want some more information on how to audit your systems then check out the interview I did with Veronica Yanhs about that and if you want help with creating your hiring system and identifying your next 2-3 hires, then visit my website at inspiredsolutionsco.com to book a call with me to see how I can support you.

Alright, that’s it for me today, bye y’all.

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