Why Are Business Systems Important?

Business systems (aka quality systems, business processes or procedures) have developed a reputation for being a burden – extra work that has to be completed on top of running your business.

When implemented well, this couldn’t be further from the truth. Quality systems are about improving your business, minimising errors and creating a consistent and appropriate experience for your client.

If implementing a quality system seems daunting, a good place to start is by looking at the following four key areas, and the benefits that having a quality system could provide.

Procedures and forms

Every business has processes that could benefit from the structure provided by forms, checklists or written procedures. These sorts of manuals become vitally important when your business expands from ‘I’ to ‘we’.

When developing your documents, write for the end-user, make sure that your documents are accessible, welcome improvement suggestions and ensure documents continue to accurately reflect your process.

Induction

Congratulations! Your business is booming and you are about to bring on an employee. Make their induction count. Most organisations focus on their regulatory requirements, such as workplace health and safety, then it’s straight down to business.

No matter what position they’ve been hired to fill, seize the opportunity to spend some time with your new employee, and educate them about:

• the business, key people and its history
• product or service lines
• in-house vs. outsourced business activities
• market
• major clients
• business goals and what their contribution is to these

Give them the big picture. Make them as excited about your business as you are. Employees who are emotionally invested in a business invest more of themselves and are more productive.

Training

The way in which training is delivered has a large impact on its success. If you are trying to work from a checklist in your head, your approach to training may be a little haphazard.

If you have a written checklist you will have greater direction and focus. When planning your training, consider whether the trainee needs to be able to understand it, do it, manage it or maybe all three and adapt your delivery accordingly.

Goal setting and monitoring

Setting goals and targets is important, but the real benefit comes from monitoring your actual performance against these goals on a regular basis.

If you have a team, involve them in the process of setting targets and recording progress. Make it visible, use a board and share your progress.

Read the full article at Flying Solo – The ‘best of’ business systems.