Page 22 - Australasian Paint & Panel Magazine Sep-Oct 2020
P. 22

                BUSINESS & TECHNOLOGY
                   22
PAINT&PANEL SEPTEMBER / OCTOBER 2020
22 BUSINESS MATTERS • 24 DEVELOPING APPRENTICES • 25 AMBRA
   EFFECTIVE SYSTEMS CAN SAVE YOU AND YOUR TEAM BOTH TIME AND MONEY SAYS BUSINESS COACH BEN FEWTRELL
SYSTEMISE
MEASURE PERFORMANCE – Tasks that are systemised are easier to measure. This give you the ability to set KPI’s (Key Performance Indicators) and hold your
team accountable.
SCALABILITY – Growing your business is
easier once you have developed good systems.
SALE VALUE – A business with well devel- oped and documented processes will usu- ally attract a higher sale price.
FOUR STEPS TO SYSTEMISATION
          YOUR BUSINESS
Once you have identified a task you would like to systemise, there are four steps to create your system.
1FLOWCHART YOUR PROCESSES
It may be helpful to first video record someone carrying out the task or have some- one observe the task being completed and take notes of each step. From this you can now start creating a flow chart of each step. It’s a good idea to use software such as Lucid Chart for this or if you prefer using pen and paper, try post it notes so you can move each step around as you develop it keeping your system design fluid.
2
ask someone to test your process, prefer- ably someone with little knowledge of the job using the specified steps. If they need anything explained to complete the task, then create another step or a check- list to assist them and add this into the documented process. Once done ask a different person to complete the task as previously done to see if the docu-
                                    A
                 GREAT WAY TO THINK ABOUT
the importance of systems
is to use this acronym. S.Y.S.T.E.M (Saving Your
Self Time Energy & Money) When it comes to systems, the key is to ‘Optimise the routine, humanise the
exception’.
The best way to optimise your busi-
ness is to create systems, processes, and procedures for routine tasks. Anything that cannot be systemised needs to be run by people. Always look at putting a system in place rather than employing more people. A system means that things are done consistently, without re- lying on a specific person. It also means that your team can focus on your clients instead of the processes.
• Important to remember...
• Systems run your business... • People run your systems...
• You lead your people...
WHY CREATE SYSTEMS?
There are many benefits to creating sys- tems in your business.
CONSISTENCY - Tasks and process can be carried out by anyone in your business with consistency. Having the ability to be able to follow a set process will en- sure that no critical steps are missed. Customers and team members enjoy the predictability that systems create. EFFICIENCY – One of the keys to a successful business is efficient operations. Stream- lined processes and procedures ensure that tasks are being completed efficiently.
EASY TO TRAIN – You will have the ability to quickly train new team members and cross train existing team members. REDUCE CONFUSION AND MISTAKES – Your team will be better equipped to make deci- sions at critical times. Confusion and guess work lead to mistakes that can be costly and unsafe in your business. Good systems will guide your team when it matters most.
DOCUMENT HOW IT GETS DONE
Once your flow chart is documented
           































































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