In my last blog post we talked about evaluating your current business systems and asking yourself a few questions that will help identify what you and your business needs in order to operate smoothly. If you missed that post, you can read it here.
As we go on in our Savvy Systems series we are going to take our identified systems and work through documenting the key processes. With these standard operating procedures in place, we can be sure that everyone knows what they’re doing and how to do it.
What happens without Standard Operating Procedures (SOP)?
I love going to the circus, but I certainly don’t want to live the circus especially in my business!
Imagine for a second that you are watching a circus show and under the Big top, the lights, amid the dazzling costumes you the show begins.
Here’s what can happen without systems in place *que the music!*
The Tight Rope Walkers: Imagine your team trying to walk a tightrope without any guidance or support. They’re wobbling back and forth, unsure of where to go or what to do next. That’s what it’s like when there are no SOPs to guide them. It’s a recipe for disaster.
The Clown Car: Without savvy systems, your team is likely to pile into a clown car and hope for the best. They’ll be bouncing around, bumping into each other, and struggling to find their way. But with SOPs in place, everyone knows their role and can work together seamlessly, like a well-choreographed clown routine.
The Fire-Eater: When your team is operating without SOPs, it’s like they’re trying to eat fire without any protective gear. They’re bound to get burned. But with systems, they have a clear roadmap to follow, and they can avoid those painful mishaps.
Sure, if you were running a circus, this wouldn’t be a problem at all, (actually, it would! That show sounds terrible!).
Thankfully you, and I are running a business, now we know the importance of having documented systems in our business.
Here are some tips to help you begin documenting your systems:
- Identify Your Processes: Check! We have already gone through the first step of identifying all the processes and procedures that make up your business operations. We have made a list of everything from sales and marketing to customer service and accounting. Break down each process into smaller steps, so that you can create detailed (standard operating procedures) SOPs for each one.
- Involve Your Team: Your team members are the ones who are most familiar with the day-to-day operations of your business. So, involve them in the process of creating SOPs. Ask for their input and feedback to ensure that the procedures you document are accurate and effective.
- Create Templates: To make the process of documenting SOPs easier and more consistent, create templates that can be used for each process. This will help to ensure that each SOP follows the same format and includes all the necessary information.
- Use Visual Aids: Sometimes, it can be easier to understand a process or procedure with a visual aid. Consider using flowcharts, diagrams, or videos to help explain the steps involved in each process.
- Keep It Simple: Remember that the goal of creating SOPs is to make your business operations more efficient and effective. Keep your SOPs simple and easy to follow, so that they can be used by everyone in your organization.
- Review and Update Regularly: Your business operations will change over time, so it’s important to review and update your SOPs regularly. Make sure that they remain accurate and relevant, and that everyone in your organization is aware of any changes.
So, there you have it! Don’t let your business become a circus act. Get your systems in order and watch as your team becomes a well-oiled machine. With your systems sorted out and SOPs in place, you can sit back, relax, and enjoy the show, knowing that everything is well on its way to running smoothly.
Stay tuned for next month, we will put it all together and start implementing!
