Source: https://www.bizscalers.com/5-steps-to-creating-systems/
Timestamp: 2019-04-25 16:05:20+00:00

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When you hear someone talk about creating systems, do you tend to cringe or get excited?
They probably seem too constraining/confining.
They probably seem too boring.
They probably seem like vampires upon your soul (i.e. like “soul suckers”).
I get that. However, there is another way to think about systems and that’s that they’re freedom granters.
You see, until you get what you and your business do into documentable and effective systems, you’re held captive to your business (i.e. you’re enslaved to it). However, when you build a more scalable business (one that’s built on systems), you create freedom for yourself where you have all kinds of options (and having more options is always good).
So, if you’d like to build a more scalable business and get your life back (i.e. experience the kind of freedom you envisioned when you started your business), you’ll want to keep reading this post on the five steps to creating systems that actually help you scale your business.
The first step in creating any system is for you to do a data dump—either from your own experience of doing that task or from your own research about how to do that task. For example, since you’re reading this as a blog post, let’s pretend that you’ve been writing the blog posts for your company’s website for the past few years and you’re ready to have someone else take over that task.
Using the principle of this first step, you’d simply do a data dump of what you’ve been doing over the past few years to create a step-by-step procedural guide for how someone could post a new blog post on your website. Seems simple enough. And it is, until you get to step two.
Once you get version 1.0 completed (your data dump), the next step is to test your first version—and there are the two tests you’ll want to run.
In other words, before you pass your system on to someone else, you should first sit down and try to complete that task using the procedures you just laid out in v. 1.0.
If you’re a normal human being, chances are you’ll discover that you’ve missed a few steps. Why? Because once you know something it’s difficult to remember what it’s like to not know that thing.
In our example, you might notice that you start with something obvious like “Click on ‘Add new post.’” However, since you’re trying to think like someone who doesn’t do this task regularly, it might dawn on you that you might need to start by explaining how to actually log into your WordPress dashboard (or whatever platform you’re using) and show where to click to add a new post.
In other words, before you roll out a system, you need to watch another person try to accomplish the task you’re systematizing WITHOUT you telling them how to do that task. This way you’ll actually discover if your directions really are complete or not.
Version 1.1 is the system you’ll use to complete the “Normal Person Test.” Once you observe another human being trying to use your system, you’ll probably need to revise your system to create v. 1.2.
In our blog post example, you may notice that when this person tries to create subheads they try to use a larger font size (something that works in the short-term but will be a problem in the future if you ever change your theme or headings in WordPress). So, in v. 1.2 you might revise your system by adding the statement, “When creating subheads, select the text for the subhead and then click on Headings 2 from the drop down box labeled ‘paragraph.’” Simple. Easy. Done.
Your goal shouldn’t be to create the perfect system right off the bat. Your goal should be to get this task systematized as soon as possible and handed off to someone else.
Once you’ve designed, tested and revised your first version of your solution, the next step is critical, you have to train people in how to use it effectively. One of the most common mistakes in creating systems is thinking that once a task is systematized your work is done. However, that’s far from correct. Just because a system is codified in a procedure manual or a checklist or a video etc. doesn’t mean that it’ll be executed correctly.
For example, let’s say the system you’re working on is a sales presentation. Just because you’ve written out or video taped how to present your sales pitch doesn’t mean that Joe or Mary or Malik will execute it flawlessly. There are issues related to nonverbals and intonation, mindset and confidence that can’t be translated fully on paper. Or just because someone has read through a presentation system doesn’t mean they can do it flawlessly in front of a prospect—which is why training is critical to creating great systems.
In our example here, you might write a post and have them watch you post it. Then you might write a post and have them post it while you watch. Then you might have them write a post that you check before they post it. Then you might have them write and prepare a post without you watching (but wait until you preview it before hitting publish). And then you might have them do it all on their own.
This last part is my favorite—and one of the reasons why you shouldn’t be afraid of creating systems. Why? Because systems aren’t designed to be static, they’re meant to be improved and optimized. They’re not meant to be lifeless but living, breathing ecosystems.
So, once you have version 1.2 out in service, the next step is for the owner of that system (which hopefully won’t be you) to design some tests to improve that system. They should regularly be tweaking all of the systems under their control because rarely is anything ever optimized. Remember, in creating version 1.2 you weren’t trying to create the perfect system; you were simply trying to get a “good enough” version out the door.
It’s now the owner of that system whose job should then be to work on v. 1.3 through v. 2.0 through v. 3.0 etc.
In other words, systems shouldn’t be static, they should be dynamic.
That said, there’s only one last question left to ask, “What’s the next system you need to create for your business (or ‘What’s the next thing you need to get off your plate’)”?
Whatever that one thing is, do it. You’ll be glad you did.

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