How to Systematize your Business to Free up Your Time

The struggle is real when running a business, and entrepreneurs like you couldn’t help but agree.

It doesn’t matter how long you’ve been doing it; the challenge of covering all the bases in so little time is always there. You dream of waking up one day with your operations going ever so efficiently and smoothly, but it’s easier said than done.

Many factors must be considered for you to come up with a more organized approach to how you run things.

But arguably, the most critical one is systematizing your business. Aside from improved efficiency and profitability, you also free up your time when you systematize your business.

What’s Systemization?

Systemization does more to your business than you think. Generally, it is the formulation of standard operating procedures to increase an organization’s efficiency and productivity.

The focus is to be consistent in business operations, to the point of making each task as well-timed as possible.

Systemization can also be a way of documenting essential business functions that allow it to run.

Moreover, systemization helps businesses create standardized systems for better operations management and improved processes.

It takes effort, dedication, and time to systematize a business, but it’s necessary if you need to free up your time to do more things or become more productive.

Why Do You Need to Systematize?

If you’re new to the “business ownership” landscape, perhaps you’ve realized by now that running a business needs more work than working for someone.

You’re boss, and there’s a sense of pride in it.

In reality, you have a lot on your plate compared to when you were an employee; it’s your job to deal with clients, employees, suppliers, government regulators, and even competitors.

The expectations are high, which means the usual time spent on leisure and vacations is no longer there.

The first few years of running a business, no matter how small, are the most difficult in time management.

It seems like you’re always short of it. But there’s a way to change all that: systematize your business.

You find a way to handle various tasks using a structure that makes the most out of everyone’s time.

Once you can do more in lesser time, you get to spend some of it to focus on business growth and sustainability.

Are There Other Benefits?

Systematizing your business frees up your time, but it’s not the only perk.

1. Reduced Operation Costs – Creating an improved flow of your business operation means delegating various tasks to your employees and supervisors. It creates a domino effect throughout the structure, thereby reducing costs associated with inefficiency.
2. Improved Efficiency – Running your business using a systematized structure means getting rid of needless steps. Instead of going through three stages to complete a task, why not do it in one?
3. Better Correspondence – With laid out and standardized procedures in place, you and your staff reduce the likelihood of arguments and miscommunications.

How to Do It Right

There isn’t a one-size-fits-all approach to systematize a business, but you can take inspiration from these:

1 – List all your most recurring functions or tasks.

The list must include how frequent those functions must be performed. Be specific – whether it is daily, weekly, fortnight, or monthly. Be sure to list all the individuals tasked to perform those functions, the time it takes to complete them, and if there’s a possibility to delegate.

2 – Organize the functions according to priority level.

Start by determining which department or group is responsible for a specific function. Identify the importance of each function to come up with hierarchical order. Put the most critical functions on top – those that must be performed at all costs and regardless of condition to keep the company running. Wrap it up by creating mandatory policies that guarantee the performance of every function.

3 – Embrace a consistent documentation process.

Documenting operations with utmost consistency will take your business to a whole new level. Consider even the most minor details. If it sounds too complicated, the best approach is to put yourself in the shoes of the individual tasked to perform a function for the first time.

You can be as detailed as possible by using tutorial videos and screenshots. Seek help from someone in your staff to create a training manual – this will prepare you once you open up to new employees.

4 – Carry out the changes.

Do a “test run” by performing the functions based on the processes you documented. It’s your responsibility to figure out if it works and if it makes sense.

This test run determines the areas that must be modified or removed. See to it that you do another run every single time you change something. Remember, the test run doesn’t have to be a one-person job.

5 – Allow room for improvement.

Though you already have your SOPs in place at this point, it’s far from being the perfect solution to systematize your business. Be open-minded so that you can make improvements along the way. Your business grows, and so are everyone’s responsibilities. Motivate your employees to hand out suggestions on how to improve the system.

Final Thoughts

Systematizing a business is often underrated since most businesspeople are preoccupied with running a highly inefficient system.

If you ignore its value, you’ll never see consistent growth because you’re stuck with the same unproductive business operation.

It takes commitment and sweat to systematize your business, but it’ll open many opportunities to improve.