Have you ever been in that position where you have finally got some time to take a break and within a few hours you have one of your staff on the phone wanting to know how to do this or that?
Or your partner has gone off to play golf and you urgently need to know how to do something, but it is all in his or her head?
We have all been in that position and it is frustrating for you, and it puts off customers and clients if they can’t have their needs met promptly.
The solution is a system that allows the business to run in your absence.
Systematising your procedures enables you to do things efficiently the same way every time.
So how do we put a system in place?
First there are some important requirements to develop a good system.
Firstly, work out what it is that you want done – for example you might want to set up a Cash Handling system. Think through the steps that you want you and your staff to go through to complete a particular task.
Next test it out, first on yourself and make any alterations you need. Then train your staff and test it on them. Incorporate their feedback. Then make the ultimate test – test it on someone who doesn’t know your business. If they can follow it you know you have an effective system.
Next run the system for a while and see how well it works. Make any improvements and test it again. Encourage staff to provide feedback and incorporate useful changes. Then file it in your Operations Manual. Your Operations Manual is the bible everyone refers to when they want to find out “How we do things around here”. But make it accessible. Make sure everyone knows where they can find the Operations Manual. It won’t be much use if it is locked in a cupboard.
Finally enforce the rules.
It may take a bit of time to put written procedures for each part of your business in place but once you have done it you are on the road to paradise!
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