Tag Archive: business systems



If you’re a business owner you have to be on top of things and handle your business.  Doing so means being organized and having systems set up within your business that support you.  Do any of these scenarios sound familiar?

  • You waste time looking for things because your paperwork isn’t organized
  • Your tax returns aren’t filed on time because you can’t find all of your receipts
  • You incur late fees due to bills not being paid on time
  • You miss connecting or following up with prospective and current clients
  • At times you feel overwhelmed
  • You’re working plenty of hours but nothing’s getting done

Unfortunately, these things happen quite often and are a way of life for a lot of women in business.  It’s easy to  get caught up and lost in wearing multiple hats and as a result, have your business suffer.  Because you wear multiple hats and because life moves at the speed of sound, you have to create systems that support you in running your business.

First things first, tame that paper tiger!  Paper is the number one culprit when it comes to a disorganized office and it’s the first things that you need to get under control.  Set up a solid filing system so that every piece of paper has a home.  Your paper filing system should have three categories: reference, action and archive.  Determine which files fit each category and set up your system accordingly.  If your paper has a home, you’ll spend a lot less time looking for it and more time getting things done.  Chances are that if your paper files aren’t orderly, your computer files aren’t either.  Your electronic filing system should look just like your paper system.  One other key thing to do is to name your documents so that you know what they are just by looking at the name instead of having to open them to see what they are.  Set regular times to purge and archive your paper and computer files so that your cabinets and your hard drive don’t get cluttered.  Usually once a year works very well.  Don’t forget to purge your archives as well.  Purging and archiving are part of your filing system, so don’t neglect to do it!

My next post will continue and give you the next key system for business success.


Of all the people in business, many of them are running things by the seat of their pants.  Things are done at the last minute, deadlines are barely met or missed and with no support systems in place, eventually things start to fall through the cracks.  To be in business and to really mean business you have to be on top of things and handle your business.

Doing so means being organized and having systems set up within your business that support you.  Do any of these scenarios sound familiar?

  • You waste time looking for things because your paperwork isn’t organized
  • Your tax returns aren’t filed on time because you can’t find all of your receipts
  • You incur late fees due to bills not being paid on time
  • You miss connecting or following up with prospective and current clients
  • At times you feel overwhelmed
  • You’re working plenty of hours but nothing’s getting done

Unfortunately, these things happen quite often and are a way of life for a lot of people in business.  Typically business owners get caught up and lost in wearing multiple hats and as a result, their business suffers.  Because you wear multiple hats and because life moves at the speed of sound, you have to create systems that support you in running your business.

So, what do you need and where do you begin?  My next couple of posts will get you there.  First we’ll look at eliminating the #1 culprit–paper.


Every business  should run like a well-oiled machine and one thing that helps keep them that way are systems and processes for all areas of business.  Typical systems are filing, accounting, contact management, sales, inventory, payroll, customer service.

Having systems in place with processes inside of them lead to less wasted time from the owner of the company on down, decrease in expenses, fewer mistakes or mishaps and overall, a positive impact on your bottom line.  The absence of systems within a company can cost it greatly.

Look to see what systems you have and which you need to add then establish those systems for  your business and create a step by step processes for each one.  Once they’re created, it’s time to create new habits and begin using them and sticking to the process so that things run like a well-oiled machine.  Doing so allows each system to carry out its related processes in contribution to your office and company running smoothly.  Having them in place and using them maximizes everyone’s time and leads to high productivity levels.

What systems have you got in place?  What’s working and more importantly, what’s not working?  If it’s not working, then it’s got to be addressed.  For example, if you always have trouble finding things, then it’s time to create a solid filing system.  By the way, it’s typical for people to waste 1.5-2.0 hours each day just looking for things.  It gets pretty scary when you start to do the math.  If you’re constantly looking for contact information then it’s time for a better way to manage your contacts, because after all, if you can’t connect with your clients or prospects, you’re going to have issues.  Not much work is getting done when you’re spending time looking for things that could be easily retrieved in 30 seconds or less with efficient systems in place.


Once you have your list of what systems are working and which aren’t working, you can refine those that can work with a few changes and create the new systems that are missing.

Typically, a business needs systems for customer sales, whether you sell products or services; an inventory system, payroll system, and as previously mentioned, an accounting system.  Think about the essence of what you do and how you do it as well as your intentions as you begin to create the systems that your business needs.  For example, when creating your customer system, think about the experience you want them to have and the tools and processes that need to be in place for that experience to be possible.

A good filing system has action, reference and archived files as well as a process for reviewing, purging and archiving files.  That maintenance is what will keep you from wasting the typical 1.5 to 2 hours each day that most people spend looking for things when you should be working.

Your business should have a payroll system even if you are only paying yourself, and let’s not forget a system and process for your exit from your business.  What should happen when you retire?  Are you selling the business, shutting it down or passing it on to a child or other family member?  Remember, even the human body has a process for shutting down when it’s time for transition.

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.  It’s time to get your business in gear for the New Year and have all systems GO!

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