Step 1 – Start by Knowing your Outcome Begin with the end in mind, the big picture. Visualize map out in detail how you want the business to look. This is the success that you want your business to achieve. Your systems and processes will assist you with the consistency and direction to make this happen.
Step 2 – Organizational Structure From your ‘Big Picture’ develop an organizational/corporate structure and identify the Key Functional Areas of your business. It is critical to design structure based on requirements of the business (key functional areas), NOT around who is on the team. Key Functional Areas may include: Marketing, Sales, Service / Product delivery, Operations, Human Resources, Administration, Finance, etc.
Step 3 – List the Task Run through each Key Functional Areas and list each of the tasks / processes /outcomes that support those key functional areas. Include day-to-day tasks as well. Prioritize the order in which the systems need to be developed. What systems, and where it has the most significant impact right now?
Step 4 – Key Performance Indicators (KPI’s) Identify the KPI’s for each functional area of accountability and how you will track and measure them.
Step 5 – Job/Position Descriptions Develop position/job descriptions for every key role in the business assigning key outcomes, results, and processes to each role.
Step 6 – Develop the Procedure Begin to write down in detail, as step by step guide on how to implement each individual process. Consider you are writing a new recipe. You will need ingredients (tools) and a method (process). The procedure manual needs to be the businesses ‘recipe book’. A recipe book for consistent, reliable, great outcomes.
Step 7 – Implementation Provide the best training possible to ensure your team knows who, how, what, when, where, and why for each system. That means leading them through the relevant systems as you would a brand new cook working on your special recipe. Not by simply handing them the manual with the expectation that they will understand or implement it. Leave no room for assumptions.
Step 8 – Inspection Once the systems have been developed and implemented, keep testing and inspecting the systems until they are right for the business. Keep the processes live and as an active resource in the business.
Step 9 – Operations Manual Incorporate all documents into a Business Operations Manual.
Step 10 – Review Check in to review whether your “recipes” are being followed every 6 – 12 months, by you, and your team. If a system was altered. Before you get frustrated, check in on the changes with an open mind, as the person involved in the day to day operations, there may be a reason why, and it may be an improvement!