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One question we get frequently asked at ProcessDriven is, how do I know when it’s the right time to systemize my business? And for some, they may mean, what software should I buy and set up? But a successful system is much more than a single tool. By definition, a system is a set of principles or procedures for how something is done.
Watch the quick video to get Layla’s take on when the timing is right! Not a video person? Here’s what you need to know.
What is Systemization?
Businesses need systems for quality control and to ensure efficient operations. Systemization creates a set of standards and provides a model for people to replicate. When we talk about systemizing a business, we mean creating workflows combining different parts to achieve a common goal. Work management software is invaluable for creating and managing these vital systems.
If you look at a typical corporate onboarding process, this system includes multiple departments, like human resources, training and development, management, IT, and operations. The challenge becomes finding ways for these teams to collaborate rather than creating information silos and roadblocks. Systems create the right environments, or ecosystems, for your teams and company to thrive.
Too Early to Create Systems?
Is there such as thing as setting up a system too early? Yes! Systemizing before your business is ready will cost more and waste valuable resources on unnecessary work.
Here are three questions to ask yourself before systemizing your business:
Question #1: Do I know my goal? (timestamp 02:15)
Before creating a system, you must clearly define what you want to achieve. For example, the process of creating the perfect salad is significantly different from cooking the ideal french fry. Defining and refining a business can take years, and we don’t want to add systemic rigidity until we understand exactly what we’re building.
Pro Tip: Use the productivity tool TextExpander to capture your company’s mission, value propositions, elevator pitch, etc., as you write them and quickly post these “snippets” anywhere you need them, such as business plans, presentations, emails, and more.
Question #2: Do I know what is important? (timestamp 05:40)
If you see an apparent roadblock impeding your business growth, that’s a good indicator that you’ll benefit from systemization. It could be your sales process, marketing, or IT; if it feels chaotic and messy or is causing problems with internal teams or clients, a system is needed. When you can identify the main areas that will save time and money and fundamentally change how your business operates, it’s time to systemize.
Do you need help defining the processes in your business? View our webinar!
Question #3: Do I want to slow down now to speed up later? (timestamp 07:40)
Most industries have busy and slow seasons. Systemization takes time, so it’s essential to identify when the process will be least disruptive. Systems provide more value over time, so once you’re ready, sooner is better. However, there are always pros and cons to timing. Be sure to ask yourself, will systemizing now help me meet my goals more successfully later?
Systems are a crucial part of healthy growth, guiding and supporting development. They also offer security, allowing the company to scale with mitigated risk. Should something unexpected happen, it’s much easier to recover lost ground with systems in place.
📌 Pro Tip: If you’re using productivity software, templates, SOPs, and other standardization tools, like our sponsor TextExpander, in your business already, it may be time to systemize!
If you’re looking to systemize your operations, define your processes with action-oriented exercises, and equip them with SOPs, automations, delegation, and more — check out our FREE strategy training, The Blueprint, to learn more.
Layla is the Creator and CEO at ProcessDriven, where she helps small teams turn chaos into process inside our signature training programs. Since 2018, Layla has been combining software, operations, and storytelling to guide 1,200+ teams to “Enjoy the Process!” while building a scalable foundation of business systems. The rest of the time? She's focused on creating value over on our YouTube Channel and free Facebook Group.