Routines exist to make our personal lives easier. They free up our conscious mind to work on other things, while our unconscious mind (also sometimes referred to as the habit brain) goes through the motions. Not sure what I mean? I’ll use an example. Do you remember brushing your teeth this morning? I am not asking if you did, in fact, brush your teeth, but if you actually remember doing it. Do you remember getting out your toothbrush, opening the toothpaste, putting on the toothpaste, closing the toothpaste, wetting your toothbrush etc.?
Unless something unusual happened, you most likely don’t remember brushing your teeth. Your habit brain did it for you; you were on autopilot. And this is a good thing. It allows your conscious brain to focus on something more important, such as mentally preparing for the day.
But here is a potential problem: what if your routine is flawed? Going back to dental hygiene for a moment: what if, out of habit, you more often than not miss your top left molars? It will mean that those teeth will have more plaque, and may even develop cavities or cause gingivitis. This is why it’s important to have regular dental check-ups.
Systems exist to make our business lives easier. Just like routines are important in our daily lives, systems are vital in ensuring that your business runs smoothly. And, in the same vein as your regular dental exam, it is important to ensure that any systems and processes are reviewed and checked regularly.
What is the different between a system and a process?
A system is a methodical, repeatable approach to completing activities that are recurrent. This basically means that you do the same things, in the same way, from one day to the next. A process is the step-by-step actions that build up to a system. Processes help systems run more efficiently.
A system is not a technology, though technology can assist in automating sections of a system, or be the executor of any and all of the process steps.
A successful business is about having the right systems
Systems can and should be implemented across all business functions, including sales and marketing, the entire supply chain, as well as employee management. Having robust processes and, hence, proficient systems in place benefit your clients as follows:
- Expectations: Clients know what to expect, as systems are designed to their expectations
- Consistency: Clients know that they can expect the same result each and every time
The benefits for your employees are:
- Expectations: Each employee knows what is expected from them
- Consistency: Employees know that they can expect the same result/ process/ treatment each and every time
- Empowerment: Systems allow employees to focus on more important tasks
- Productivity and Efficiency: Employees know what they are doing is both productive and efficient; thus their contributions are valued
The benefits for your organisation:
- Costs: Effective systems and processes will enable you to reduce costs and free up resources
- Consistency: Robust systems mean there is a consistent approach and, thus, predictable results
- Empowerment: By having systems in place, staff can focus on exceptions, not routine requirements
- Improvements: Systems and processes that are documented are easier to improve, and these improvements can be implemented faster
- Productivity and Efficiency: Improved productivity and efficiency lead to an improved bottom line
- Automation: Systems that are well entrenched are easier to automate, further freeing up resources for more important tasks
All these benefits also lead to the most important advantage: GROWTH!
Where to start
There are two thoughts on where to start:
- Start with your most important – or costly – systems and processes, such as manufacturing, or
- Start with the most annoying systems or processes, in other words, the ones you like doing the least