Systems and processes are a bunch of logical steps to follow to make sure a job gets done correctly. Anything that is done repeatedly or by more than one person in the business should be documented to help make operations run smoothly. As a business grows, it is even more crucial to record how things are done. In the end, it’ll make everybody’s working day more manageable.
When you document the processes in your business, you’ll get a clear view which enables you to define the standards of the products and services you offer. It also allows you to analyse performance, and if your employees follow different processes, you can compare the outcomes and select best practice.
Don’t worry. Writing out the instructions for your processes doesn’t need to be onerous. Start by outlining the necessary steps at a high level, then add the detail each time you run through the instructions. This process allows you to improve things each time you use them – and eventually, there won’t be anything new to add.
You can always update the instructions if the process changes, for instance, if you start working with a new supplier. Nothing is set in stone, and you can finetune where needed, but if you don’t record it, you don’t own it.
So how do you do it? We want to suggest for you to outline the process as if you’re thinking about making a cup of tea.
Those of you who are detail-oriented will notice that a few elements are missing here. If you’re teaching someone who might miss the details and gets it wrong, you’ll need to add the extra detail. Some people prefer to leave the teabag in, and some poor the milk before they add the boiling water. Some people prefer loose tea or brew it in a pot. There are options and differences. Details! However, for most people, this basic outline will do the job. It’s a good start anyway, and things can be refined along the way.
A system is defined as “a set of principles or procedures according to which something is to be done”. A system is a bunch of procedures put together. If you outline all the steps needed to complete a given job, you may have two or more methods that are required sequentially - they make up your system.
Well, that is easy. If you follow the system, and it is documented well, it should contain all the steps to complete a task. If a single step is missed (i.e. the system or procedure isn’t followed), then this can lead to failure.
When I was working at McDonald’s early on in my early career, I learnt quickly that not following the system could easily lead to failure. But there’s also more than one way to do a job. Systems need to be put in place to safeguard quality, safety and productivity. It is so important when you are growing your business.
Along with culture, leadership, communication and other factors, the processes and systems you have in place will pave the way for your business to grow and succeed. If you’re not sure where to start or if you’d like some guidance along the way, Bravesight is here to assist. Contact us anytime.
If you want to see your business grow, it is vital to get the right people, processes, systems, and positioning in place. At Bravesight, we work with businesses of all shapes and sizes, and our knowledgeable team would love to help your business reach the next level. To book in a 30-minute coffee catch up with me, Arron Edwards, call 0800 288 867.