This week we’ve been discussing the organizational structure of your business. Businesses in the wedding industry are usually made up of one self-employed owner and maybe a staff person or two (or a few). So how do we manage all the responsibilities of being a business owner? On Tuesday, we charted out your business responsibilities and yesterday, we put all those pieces together to create an organizational chart.
Creating a system for each position
Today, we are going to create systems or processes for these positions. A system (or process) is the step-by-step approach for accomplishing a particular responsibility. Each position on your org chart will have a set of responsibilities. Each one of these responsibilities will have a process or system.
I like to make my systems into checklists. This is something I learned from one of my favorite books, The E-Myth Revisited. In the book author Michael Gerber talks about “systemizing” your business. This may sound robotic to you. (I remember thinking that my business would lose its soul if I made everything standardized and systematic. McDonald’s came to mind.) But, in reality, systemizing your business ensures:
- that you’ll give the client a consistent experience.
- can hire and train additional personnel.
- efficiency. When you can work through a list of procedures, you don’t have to recreate the wheel ever time you sit down to work on a project.
How to create a system or process
We covered this a few months ago in a series we did on Client Management. You will want to revisit the post on documenting systems here. Here are some of the tips I shared:
- Start at the very beginning: what is the very first thing you do in this specific process? (In my example of assembly, the assembler is responsible for ensuring that they have all inventory and supplies in place.)
- Then walk through ever single step of that specific process and identify a task.
- Do not worry about other processes. Focus solely on ONE process.
- Don’t over-explain or over-document. You want to give enough detail where anyone following will be able to do it. But don’t over-complicate things.
- Keep your checklist to a page if you can. It’s nearly impossible (nor is it fun) when you have to go thru a checklist that is 8 pages long. If it’s getting too long you may have to split the process into some additional separate processes.
You’ll also want to check out some of the management tools (including software) that I love for keeping my systems organized.
Have you created systems or processes for your business? How did you do it?
On a less serious note… I found this procrastination flow chart. Just think… you can even systemize your “Procrastination Process”!