How to build the system: one of the keys to scaling
I've mentored 100's of business owners over the last 4 years.
Most of them suck at building systems.
Then they end up working all the time, unable to scale and frustrated with staff performance.
Here's how I build systems for Kilo, our SaaS start-up.
These 7 steps allowed my staff to execute.
It also helped us to grow from 0 to 1000 clients in under 3 years:
1️⃣Identify what dead simple tasks you do on a daily basis.
💲Ex. Locking up for the day, updating metrics sheets, and preparing reports.
💲Write them down in a list.
2️⃣Identify all the questions you get asked over and over again by staff.
💲Ex. How do I add a new subscription to a client account? How do I cancel a membership? Where are the cleaning products?
💲Write down these questions and add them to your list.
3️⃣Identify the shit that is going wrong.
💲What frustrates you on a daily basis? Is the floor not being mopped at the end of the day? Are your new clients not getting the welcome email?
💲Why is this happening?
💲This helps find gaps in the systems you already have set up
4️⃣Set aside time to write/record.
💲You need quiet, focused time to develop these systems.
💲Write and/or record the systems step by step.
💲Get as detailed as you need to but not too detailed that it leave no room for creativity.
5️⃣Organize these in a place that your staff can access.
💲I use Notion but you can use Google Docs or something similar.
💲Make sure these are super easy to access.
💲If they aren't, your staff will never use them.
💲Ask your staff to break these. Tell them the systems are new and you want to empower them with independence using these guides.
💲Ask for feedback.
💲Get them involved in the process. They will often have suggestions to make your life easier.
💲This also increases the likelihood that they will adopt these.
7️⃣Optimize the systems.
💲Add the missing steps you got from feedback.
💲Simplify by cutting out all the crap.
💲Automate where you can.
💲Identify useless processes and get rid of them.
💲Employ people or processes to make the processes and the business more efficient.
🔁Then repeat forever 😂