Category: Systems



Given all of the things that go into business and all of the pieces that have to come together, typically business owners don’t think about getting their business in order, which is unfortunate because in order to run a successful business, you have to be organized.

For ultimate success, a business should run like a well-oiled machine. There have to be systems and processes in place. It saves time and money, has you making fewer mistakes and keeps you from constantly reinventing the wheel.

Look at the human body. It’s the most magnificent machine there is. It is comprised of a number of automatic systems that support proper function. Each of these systems has a process that and all contribute to the function of the body. The body continues to function properly until one of those processes or systems is disrupted.

The same is true with your business. If you have established systems and processes for every area of your business, it runs like a well-oiled machine. Use of time is maximized and productivity levels are high. If not, things don’t run so smoothly and time is wasted and there are gaps that cause mishaps and poor customer experiences. All of which negatively impact your bottom line.

If your business doesn’t have systems and processes in place, there’s no time like the present to create and implement them. Start by assessing the current situation. Get rid of the things that aren’t working, and then take a close look at what is working and be sure there are solid systems around those things. Next, create the new systems that are missing. Typically you want filing, accounting, client and time management systems.

Each one of these systems is an integral part of running a successful business and coupled with other systems you need specifically for your business they will support you and help increase your productivity and profit. Creating and implementing them isn’t as difficult as it may seem. If you’re a business owner and you don’t have established systems and processes in place, I strongly encourage you to seize the moment and take action now to create the systems that you need to support you in your business efforts.

If you’re one of those people who cringe at the thought of setting up systems or may not know how to go about doing it.  To help you identify the systems you need in place for your business this Key Business Systems Jump Start Package.  This package gives you a template to create 4 basic “must have” systems for your business, a check list to help you identify the additional systems you need and a list of tools & technology that you can use to support your systems.  Get your Key Business Systems Jump Start Kit right here.

 


We’re approaching the time of year when people resolve to do various things: lose weight, quit smoking, get back to the gym and the list goes on.  Of all those things, typically business owners don’t think about getting their business in order, which is unfortunate because in order to run a successful business, you have to be organized.

For ultimate success, a business should run like a well-oiled machine.  There have to be systems and processes in place.  It saves time and money, has you making fewer mistakes and keeps you from constantly reinventing the wheel.

Look at the human body.  It’s the most magnificent machine there is.  It is comprised of a number of automatic systems that support proper function.  Each of these systems has a process that and all contribute to the function of the body.  The body continues to function properly until one of those processes or systems is disrupted.

The same is true with your business.  If you have established systems and processes for every area of your business, it runs like a well-oiled machine.  Use of time is maximized and productivity levels are high.  If not, things don’t run so smoothly and time is wasted and there are gaps that cause mishaps and poor customer experiences.  All of which negatively impact your bottom line.

If your business doesn’t have systems and processes in place, there’s no time like the present to create and implement them.  Start by assessing the current situation.  Get rid of the things that aren’t working, and then take a close look at what is working and be sure there are solid systems around those things. Next, create the new systems that are missing.  Typically you want filing, accounting, client and time management systems.

Each one of these systems is an integral part of running a successful business.  Having them in place can make or break you.  At the beginning of the new year everyone makes resolutions.  It’s a really easy thing to do; almost too easy.  You will find everyone popping up with things that they resolve to do in the year ahead.  If you’re a business owner and you don’t have established systems and processes in place, I strongly encourage you to seize the moment and take action now.

 


If you find it hard to keep up with the paper overload even with a streamlined filing system, you might want to consider filing your paper docs electronically.  Of course it’s easy to scan and and then save them, but if you really want to use a tool that will help you when it comes to your productivity, then consider Neat Desk.

Neat Desk is a high-speed, duplex desktop scanner and digital filing system. It allows you to scan receipts, business cards and documents as the software identifies, extracts and organizes key information that helps when it comes to retrieving your information.

Neat uses Intelligent Text Recognition technology to read and understand key information, then automatically organizes what it sees. Very cool, huh?!  The resulting digital files are useful and usable, not just easy to find and access.  They’re also easy to share.

You can scan in your receipts, business cards, or documents pretty quickly–24 pages per minute and you can scan up to 50 pages at once – single or double sided, color or B&W, single or multi-page. You pick.  Your receipts become digital records with vendors and amounts, business cards become digital contacts, and documents become fully keyword searchable.

With this great tool, you end up with information you can not only find, but that you can use.  Once you’ve scanned your documents, you can create tax or expense reports from your receipt data, or export to MS Excel, Quicken, or even TurboTax. You can also Sync your contacts with Outlook or Address Book. Find what you need with a keyword, and organize it however you like.

So, if you’re finding yourself challenged when it comes to the paper in your office, check out Neat Desk to see if it’s a fit for you.  Watch this quick video to get the big picture.


As a solopreneur or entrepreneur you’re beyond busy, so it’s important that your business learn like a well-oiled machine.  The way to have it running like that is to create systems with processes to help streamline things and to support you.

Within most businesses you’ll find filing, accounting, marketing and  client management systems.  Each of those systems has processes within it that are performed on a regular basis to keep things running.  In addition to the systems that I mentioned, you’ll need others that will support you running your business including a time management system.

Look at the systems that you currently have in place and ask determine what’s working and what’s not working.  Of the things that aren’t working, review the system processes and change them accordingly so that you end up with something that works for you.  You want processes in place that get the job done without extra energy or effort or disruption.  There may be systems that you have to add as well.  Look at the things that you do all the time and create systems around them.  If you don’t have anything in place at all, it’s time to get cracking.  Start with the basic systems that I mentioned above and add other systems that you need.

To give you a couple of practical examples, your filing system should consist of action, reference and archive files.  Action files are files that you use on a regular basis, such as vendor and client files.  Reference files contain information that you use occasionally for information and archives consists of last years’ files and go back as far as necessary.  I would recommend checking with your accountant to see how long you have to keep financial files.  Usually archives are kept in a different location than your other files, but they don’t have to be.

Another example is your time management system.  That system starts with the right time management tool and includes your master task list, daily to-do list and supportive habits like planning, prioritizing, goal setting and even saying “no”.  If technology is a fit for your time management personality, there are other tools that you might incorporate to support you.

As a regular practice, review your systems to see if they’re still supporting you as much as they should.  When things change in your business, it may call for changes to be made to the systems you have in place.

Having effective systems for all areas of your business results in less wasted time and money, fewer mistakes, mishaps and avoids negatively impacting your bottom line.

In my next post I’ll reveal Key #3.


You have the first two keys from the last two posts and it’s time for the final key system.  This is a place where many find themselves challenged and sad to say, for some it just goes right out of the window.  Which isn’t good for business.

As a business owner, you have to manage yourself in a way that has you on top of everything and getting things done, so, yes, you need a system for that too.  If you don’t currently have a time management tool that is working well for you, it might be time to assess why it’s not working for you and determine what tool would be more appropriate for your time management personality.

Once you have the appropriate tool, set it up, learn how to use every feature it affords you and use it to its fullest capacity.  Additionally, set up other components as a part of your time management system.  For example, you want to incorporate the use of a master task list and a daily task list along with the good time management habits of planning and prioritizing to shore you up.  For more info on additional elements of a solid time management system, see my post on Your Time Management Tool Box.

When you put these things into place and use them regularly, you can be rid of the aforementioned scenarios and have control of every aspect of your business.  Even when you’re wearing multiple hats, with these things in place you will be large and in charge, calling all the shots; able to handle your business.

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