When a business is systemized, it operates smoothly, efficiently, and predictably, allowing you to focus on growth and strategy rather than daily operations. Below are the 9 steps to systemization, how many do you have in place?

 1. Vision Statement 

Every business needs a clear vision statement that serves as its guiding light. Your vision defines where you want the business to go in the long run. It’s not just about making money, but about the bigger picture. The purpose of the Vision is to inspire your team and it serves as a common goal that unites the team. 

Example – Our Vision statement at ActionCOACH Ignite is to be the most recommended and respected business coaching practice in KZN.

2. Define Your Purpose 

A clear sense of purpose answers the “why” behind your business. Why do you exist? Your purpose is why you do what you do. Your purpose is what gets you out of bed on a rainy, cold day when you don’t feel like it. 

Example – Our Purpose at ActionCOACH Ignite is to make a meaningful difference in the businesses and lives of our clients.

 3. Set Your Values

 Your company values shape the culture and guide the decision-making in your business. These are the core principles that guide how you do business and how your team interacts with each other, clients, and suppliers. These are in essence the rules of the game in your business and everyone that works there must live and abide by these values.

 4. Build an Organogram 

An organogram (or organizational chart) visually represents the structure of your business, showing who is responsible for what. This clarity prevents overlap in roles, reduces confusion, and ensures that each team member knows their responsibilities and who they report to.

 5. Set SMART Goals

 To achieve your vision, you need clear and actionable goals. SMART goals are Specific, Measurable, Achievable, Relevant, and Time-bound. They provide direction, motivate your team, and allow you to track progress. We suggest you have 5-year, 3-year and 1-year goals broken down and planned quarter by quarter. 

6. Update Job Descriptions

 Job descriptions should not be static. As your business evolves, so too will the roles and responsibilities of your team. Up-to-date job descriptions ensure that each team member knows what is expected of them and what success looks like in their role.

 7. Implement KPIs (Key Performance Indicators) 

If a job description is a list of everything employees need to do, then KPIs are what they need to do to keep their jobs. The KPIs are really important and must be measurable. We suggest a maximum of 5 – 6 KPIs per employee. Ensure these KPIs are assessed when it comes to performance appraisals, annual bonuses and salary increases.

 8. Create How-To Manuals

Systemizing your business means that processes should not rely solely on individuals. A good system can be replicated by anyone, and that’s where how-to manuals come in. These documents outline step-by-step instructions for key business tasks and processes. We teach our clients a simple 5 step process to complete these.

 9. Implement Management Systems

 Management systems would include things like your meeting structure in the business and management dashboards. Every department should have a dashboard laying out the key metrics in a month-on-month format.

 Businesses are run by systems, systems are run by people. You need the above in place in order to have a truly systemized business. We help business owners build systemized businesses.

 Reach out to us by return email (darrynlegrange@actioncoach.com) to discuss your business and how we can help.

 www.actioncoachignite.co.za