3 Systems You Need In Your Online Business

As you're growing your online business, people are always talking about the systems you need to have in place. If you're wondering what systems are and how to start building systems into your business, you're in the right place.

Let's dive into systems!

What are systems?

Systems are basically a set of tools, processes, and workflows that you put in place to handle all the different aspects of your business. Think of it like having a step-by-step guide for everything that happens in your business in order to keep things organized and running smoothly.

Systems can be performed by you, by a team member, or using automation. A lot of people think that "systems" means automation, and that's just not true. Some systems can definitely be automated, and it's a great way to handle certain routine or manual tasks, but not all systems are or should be automated.

Why should you have systems in your business?

If you're anything like me, you've always got a million thoughts and ideas buzzing around in your head. Systems are like the roadmap that guides you on how to turn those ideas into reality.

Firstly, systems bring order to the chaos. When you have clear processes in place for how things should be done, all your tasks become more manageable. Instead of reinventing the wheel every time you need to tackle a task or solve a problem, systems help you work more efficiently by providing a tried-and-true method to follow. This saves you so much mental energy and ultimately time as well.

Systems also provide consistency. Imagine if every time a client reached out to you, they got a different response or experience. Not great for building trust, right? Systems ensure that every interaction, every project, every transaction follows the same process, which reduces the chance of errors occuring and is key for building a strong brand and loyal customer base.

Lastly, systems give you the space to grow your business. Having solid systems in place allows you to hire team members to take tasks off your plate, which also gives you the opportunity to scale your business without everything spiraling out of control or burning yourself out.

Systems help you stay organized, save time, maintain consistency, and lay the groundwork for future success. You'll thank yourself later for taking the time to put systems in place early on!

What should I systemize?

Short answer - everything in your business should be systemized! While there are numerous different systems that you can implement, here are three essential systems that you need in your business.

 
Standard Operating Procedures

Standard Operating Procedures (SOPs) are what make up your business's operations manual or playbook. SOPs are a step-by-step guide for how to handle all the different tasks and situations in your business. You want to have an SOP for anything from how to respond to customer inquiries, to how to onboard new clients or team members, to how to prepare an invoice. SOPs lay out exactly what needs to be done and how to do it, and they allow you to get your tasks done consistently and efficiently.

Implementing SOPs might sound intimidating, but it's really just about breaking things down into manageable steps.

1. Start by identifying your key processes. Think about the recurring tasks and activities that you do daily, weekly, or for every client.

2. Next, document each process step-by-step. This doesn't have to be a fancy document – a simple checklist or outline will do. You want to be as detailed as possible, including any necessary tools, resources, or other people involved.

3. Once you've got your processes documented, you should test them out. Walk through each one yourself or have a team member try following your SOP. This is your chance to spot anything you missed or areas for improvement or more clarity. Refine your SOP accordingly.

4. Once your SOPs are created, don't forget to maintain them. Test them every six months or annually to make sure nothing has changed.

5. Finally, store all your SOPs in one spot. It could be a physical manual, an online folder, or in a project management tool. Having easy access to your SOPs ensures that they are used and if you have a team, that everyone is on the same page and following the same procedures.

 
Project Management System

Implementing a project management system is essential for any business. Whether you're a solopreneur or you manage a team, staying organized and on track with tasks and deadlines is vital.

There are entrepreneurs out there who use notebooks or other methods of keeping track of to-dos, but digital project management tools like ClickUp, Asana, or Trello make it so easy to manage projects and stay organized.

Your tasks are centralized in one spot, no more random sticky notes all over the place. You can create templates for tasks or projects that you repeat such as a weekly podcast or a launch, so you don't have to think about what needs to be done each and every time. You can collaborate with your team so everyone is on the same page and timeline. These tools allow you to start each day knowing exactly what to work on and prevent you from missing important deadlines.

The key to this system is actually using the system - making sure you add tasks as they come up, putting in deadlines so that the work actually gets done, and remembering to mark items complete.

 
Customer Relationship Management

Every business has customers, that's the nature of business. And as your business grows, keeping track of all your customer interactions can get pretty overwhelming. Customer relationship management (CRM) is a broad term that is essentially anything that relates to building and nurturing relationships with your customers. This can include lead generation and follow ups, email marketing, appointment scheduling, sending contracts and invoices, and customer service.

There are platforms that are specifically designed as CRM tools such as Dubsado or Honeybook that can help you automate many of these tasks. However, these tools aren't necessary for all businesses, especially when you're just starting out.

Think about how you interact with your customers and how you can systemize this process. A simple spreadsheet can keep track of your leads and when you plan to follow up with them. Many website providers allow you to send out automated emails when someone new signs up for your lead magnet. Tools like Calendly and Acuity allow you to automate your appointment scheduling for calls, coaching, or podcast interviews. You can create SOPs for dealing with customer inquiries or complaints so you have a system in place to respond to these requests.

Final thoughts

Setting up systems is not the most glamorous part of having a business, and it does take time and effort to set up your systems, but having systems in place is vital for the growth and success of your business.

Do you have systems set up? My challenge to you is to pick one of these systems and start working on it this week.

Want to build systems but don't know how? Let's work on it together in a Strategy Session.