When I ask most entrepreneurs if they have time-saving business systems, one of two things usually happens. Either:
One: They say ‘Yes‘ immediately (even though they’ve never been shown how to create efficient systems for their business).
OR
Two: Their eyes glaze over with a look of uncertainty or straight-up confusion (if that’s you, it’s not your fault).
If you can relate to any of the above, no worries. No judgment here. Let’s just get you on track by first clearing up the most common misconceptions that may be adding to the confusion.
Business systems misconception #1
Confusing a schedule with a system
Many entrepreneurs think a schedule = a system. It does not.
4 common examples of entrepreneurial schedules:
- A daily schedule (you do X at Y time of day, then you do this, then this).
- A content marketing schedule (you post 3 reels on IG daily and 2 posts on FB, etc.).
- A product launch schedule (you need to finish formatting the product by this date, then start pre-launch activities on this date, etc.)
- A client onboarding schedule (you need to send X to your new client, then Y, then schedule a call, etc.)
These are schedules. They are not systems. Here’s why…
First, you must understand what creates an efficient system.
My Joyful Systems framework that helps you save time and energy is threefold:
1. Documenting processes & creating tools to speed up the process (you’ve got to get things out of your head and recorded so you can free up brain space. It also lets you create tools that help you work faster)
2. Streamlining the processes to align with you (once you’ve documented, you can then streamline your steps so you have a clear, repeatable path for efficiency, trim, delegate, automate)
3. Creating feedback loops, monitoring, and assessing for interconnectedness (this helps you improve how your business functions and how you make decisions on a micro and macro level, and understand where processes fit into your larger ecosystems for business and lifestyle goals)
When you create a schedule, you don’t do any of these three.
→ As you create the schedule, you’re not documenting your steps and creating tools to speed up the process (such as checklists, templates, Standard Operating Procedures, and workflows).
→ When creating a schedule, your goal is to get all the steps scheduled. You’re not focusing on streamlining and optimizing to make sure you’re not wasting time. It’s a different mindset and approach than systemizing.
→ The process of creating a schedule doesn’t include input and output analysis, feedback loops, or understanding the interconnectedness of steps—and the process—to your overall business ecosystem.
Sorry to break it to you, but it’s just a schedule. Now, schedules have their place but they cannot substitute for an efficient system.
Okay, so now we’re on the right foot about what a system is —and what a system isn’t— before you get excited and start systemizing, here are 2 more misconceptions to avoid.
Business systems misconception #2
You have to create one massive system all at once
Please do not attempt this. As I mentioned in How to Create Business Systems Step by Step, doing this is like trying to deep clean every room of your house by yourself on a Saturday afternoon. You’ll end up surrounded by things and beating yourself up. (Ever been there? I have).
This is a recipe for disaster and frustration. Instead, start with one process at a time. Also, choose a simpler process, maybe something like publishing an article or client off-boarding (as opposed to client onboarding. If you’re like most of us and your onboarding is a more complex process than offboarding, for example, choose the simpler of the two).
Don’t think about creating some massive SOP (Standard Operating Procedure) manual or a tome. Think about it, instead, in chunks. You’re tackling the project in pieces so that it’s more manageable and doesn’t add overwhelm or stress. Focus just on one process at a time. Approach system creation as a step-by-step journey. Break it up into chunks. Don’t try to complete everything in one sitting.
Also, for the documenting steps, do them whilst you’re working. Let’s say you choose to document the process of article publishing. Document the process while you’re doing it.
So instead of trying to think of all the steps from the top of your head, choose a day when you’ll be working on an article and document as you go along with the publishing process (the things you do before, during, and after.
Business systems misconception #3
Writing is the only/best way to document
You need to record steps, conditions, and dependencies, yes. But that doesn’t mean you have to write. There are other ways to capture your process. Not a writer? Record your processes on video using screen capture. Or audio record the steps.
Use what you prefer and use what’s best for the specific process. Some processes are highly visual so a video works better than text.
Remember, you’re documenting (visually or with text) steps of the process so that you’ll:
- See gaps, issues, bottlenecks, redundancies, and opportunities for delegation and/or automation
- Have a repeatable step-by-step process you can follow each time for the best outcome
- Create documentation you can hand off to someone so they can follow the steps without you having to do a ton of repetitive training
Even if you’re a solo entrepreneur with no staff, try to imagine handing over the documentation/video/audio to someone who’ll be performing the tasks. What format would be best for them to quickly understand the steps and implement them in the same way every time? Oftentimes, a video works even better than text. It’s important to do this now (before you’re ready to hire) because being prepared puts you in a positive mindset and gets you ready logistically.
As mentioned in Harvard Business Review, productivity is about systems. Creating and maintaining efficient time-saving systems helps you avoid feeling overwhelmed and overworked.
The goal is to get things done faster so you can log off earlier and enjoy life beyond your laptop!
