In the online space, you have probably heard the word “systems” and thought one of a few things:
1) What the heck are systems?
2) Systems don’t apply to me.
3) I don’t need systems in my business,
4) I know I need systems and I need to find time to implement them.
The truth is, every business (and family) can benefit from having solid systems and workflows in place. Before we dive deeper into how to implement systems, let’s first define them. I have found that when we more accurately define something, we have a better chance of implementing it into our lives, because we better grasp how it impacts us.
Merriam Webster defines systems as a regularly interacting or interdependent group of items forming a unified whole. Systems are essentially the best steps it will take to create your most desired outcome. Systems are automatic, they outline a process or routine, they solve an issue, or create an experience. Systems move business owners from being reactive to proactive. They help you use your time in the best possible way, which most often leads to greater business growth and more time to focus on other areas, whether in your life or business.
The benefits of my PRQ model: productivity, revenue, and quality of life
When working with my coaching clients who are seeking to put systems in place, we follow my PRQ model. It is my belief that having solid systems in place increases your productivity (hello, more free time!), increases your revenue (cha-ching!), and affords you the opportunity for a better quality of life (#whatmattersmost). PRQ represents the benefits of having systems and workflows in place and improves your workplace efficiency.
Systems are typically the last thing most business owners focus on. As they’re not flashing red priorities that have a deadline attached to them, businesses will often run their operations on the fly for years. But, the fact of the matter is, we all face the age-old challenge of “too much to do, too little time.” Systems are the very tool that allows business owners to “work smarter, not harder.”
Let’s explore setting up systems and the PRQ model a bit more in-depth. By writing down all of the steps that make up the functions and tasks in your business or project, you are essentially setting the foundation for creating a system and workflow. The next step is to use a CRM such as HoneyBook to assign tasks and monitor the progress through the workflow. By creating the system, everyone on your team knows exactly where a project or client is in the workflow. If you’re using HoneyBook, they make it possible to create templates for repetitive tasks so you don’t have to reinvent the wheel (hello, productivity!).
Naturally, when we are making the most use of our time and team members, we become more profitable and productive. Keeping up with tasks and workflows and assigning appropriate team members to them also means you have more opportunities to focus on revenue generating and specialty tasks within the workflow. Take a look at your current systems and determine if there are steps you need to add or tasks you may be able to outsource. Lastly, by having systems and workflows in place, you not only level up your productivity and increase your revenue, you also carve out more time to focus on what matters most.
How to get started with systems
What systems do you need to put in place in your business and home? What can you outsource or delegate to your team or family member? What will you do with the time you save by putting systems in place?
In order to start prioritizing your systems and workflows, follow the tip below:
Quick-start tip: Block 2-3 hours off on your calendar to begin working on your systems and workflows. Pop open a spreadsheet and write out every single task from A to Z that takes place within your business or even a repetitive task or chore at home. Assign a team member or yourself to each task that you have written out. Make a note of the resources and templates that are linked to each task. Once you have your draft in place, pop open HoneyBook and upload the workflows. Lastly, work with a coach on automating and streamlining your processes and systems to eliminate redundancy, increase your work efficiency, and improve your productivity, revenue and quality of life.
Want to learn more about work efficiency, systems, & workflow?
Get our Ultimate Guide to Work Efficiency, Business Systems, and Automation here.
Plus, 5 more posts you might like:
- Work More Efficiently: Advice from a “Workflow Guru”
- Systems Made Simple: How to Maximize Your Time & Increase Your Efficiency
- How Automation and Working Efficiently Can Lead to a Better Client Experience
- Top 3 Tools I Use to Streamline My Company and Work Efficiently
- How to Create Efficiency in Your Workflows While Remaining Personal