“If you cannot describe your work like a process, you do not know what you are doing” – W. Edwards Deming (1900-1993)

What exactly are business systems?

Business systems are documented procedures aiming the way your organisation operates. They’re processes, usually mixing actions taken by individuals and some type of automated application, organised in a way in order to meet confirmed group of business objectives. Such systems can generally occur with no business founder / owner’s direct action, again and again, as efficiently as you possibly can.

Types of processes can include the way your staff should answer the phone, the way they take and spread messages the process for raising, approving, placing and receiving orders the procedure for generating, checking and delivering out client invoices, in addition to receiving payments and following on outstanding bills etc.

Whatever the size or kind of your company, chances are that you have set measures in place covering many functions in your organisation, which employees follow from habit or as directed by their supervisor / manager.

Business systems would be the manual for the business the “know-how” associated with a business that lots of business founders / proprietors usually hold within their mind, and also have not got round to putting onto paper.

Why implement business systems?

Many reasons exist and merely as numerous benefits for getting established and documented systems inside your business, most of which range from the following:

1. They offer a framework for the operations as well as an effective structure to aid your company.

2. They improve consistency: production, delivery, customer support, after-sales care etc.

3. They improve results and/or productivity, because both you and your employees do not have to re-invent the wheel each time.

4. They offer a much better work atmosphere for the employees, as a good system will lead to clarifying roles and responsibilities in addition to supplying staff with a few guidelines to consult.

5. They ensure compliance with legislation, safety rules or other legal requirement specific for your kind of business operations.

6. They provide your company the opportunity to expand plus they facilitate business growth, because they can make your company more appealing to the potential investor or buyer.

What system is most effective?

However, there are similarities across many functions, for example Accounts, Human Sources, Sales, Stores, Logistics etc., regrettably there’s nobody perfect, one-size-fits-all system that actually works for those companies. Any system will have to integrate the business’s business objectives, its people and exactly how it offers its services or products.

You should possess a well-designed system, customised for your kind of operation, and considered by individuals whatsoever levels inside the organisation.

This type of system could be more apt to be adopted by all employees, because they’ve been involved with its design, plus they comprehend the value that getting a method in position gives the caliber of the work they do and also the service they offer to customers.

Some point to bear in mind is the fact that getting great people dealing with poorly designed systems – or no systems – will probably result in an under-performing business. However, great systems without good people will not work either, therefore, the additional advantage of involving employees in designing a method, or just in documenting the processes they’re following.

Equally so, employees who’ve been been trained in your company systems also needs to feel empowered enough so they do not feel they have to consume a given script without needing their mind.

Because of this, you should encourage feedback not only out of your customers, but additionally out of your employees and also to use such comments to examine and also to continuously improve and build up your business systems.

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