Systems are like Habits.
Perfect them once and they will work for you a long time.
No matter what stage you are in your business, you need systems.
Like Habits, systems and automation in your business lead to consistency.
Example: You don’t need the motivation to send a sales email to your list. Your email autoresponder does that for you.
Your online business or blog should be a steady companion who works for you when you sleep.
If you are spending way too much time on doing repetitive tasks, manually doing things you don’t enjoy, not leaving enough time or energy for the parts of your business you truly enjoy, it is time to switch things up.
Below I list down the 5 tips to help you create business systems and workflows that enable growth in your business.
1. Audit your current systems
Like daily routines, everyone has some systems in their business. The best way to prepare your business for new systems is to audit your current systems.
By auditing, I mean identifying what’s not working and what’s missing.
For example, imagine I am in the process of switching to healthy eating.
After a week of following a routine, I sit down to audit my current “system”.
When I go through the routine I follow, I realise that something is not working. By digging deeper I realise that I need to create a system that helps me control my junk food cravings during the evening hours.
So you see, by auditing my current system, and identifying what’s not working, I was able to easily make the necessary changes and build a better system.
2. Automate repetitive tasks
What repetitive tasks are you spending time on daily?
What if you could just spend a little more time on these tasks once, to automate them, and then you’d need to come back to them only when you wanted to improve on something?
Tasks like client call scheduling, client onboarding, email marketing are all repetitive tasks that can be easily automated using the right tools.
Here are the steps you can follow to identify tasks that you can automate in your business:
Track all the tasks you perform in your business everyday, for a week
Once you have this list, rank the tasks in the descending order of time spent, so basically if you are spending most of your time during the week on client calls or content creation, then that task will be ranked as number 1 on the list.
Go through the list and identify the tasks that are in your top 10, but can be automated
Take some time to identify the tools that are best suited for these tasks, for your business and start using them to slowly automate those tasks.
It might take some time for you to get a hang of it, but once you slowly start automating the different repetitive tasks in your business, you will be able to spend more time on tasks that need your creativity.
3. Delegate or Detonate
There’s always going to be too much to do in your business. As an entrepreneur, you have to decide your priorities and try to spend your time on tasks that give you the highest return on your time investment.
For example, the perfect way of building a brand would be to be visible on all social media platforms, every single day. But this is not really doable, especially if you have limited hours in a day to spend on your business.
The best way to do this would be to choose one platform and go all in. You either want to delegate content creation on other platforms or just leave them out for now, and come back to them later; after you have built a good following on the one platform you are focusing on.
Sometimes, as solopreneurs, we do need to everything ourselves; from marketing to operations to finances and more. But more often than not, we DO NOT NEED to.
Delegate all activities that do not get you sales, or grow your audience, and you don’t have the money to hire, burn those activities for now, and come back to them when the time is right.
4. Repurpose, Schedule and Batch Content creation
If you think about it, content is the backbone of your business. Writing a blog post, filming a video, social media posts, paid masterclasses, ebooks – all of this is some form of content. So it is imperative that you spend a major part of your business hours on creating content.
If you don’t have a system to create content in your business, you will end up feeling overwhelmed and time constrained.
The best way to overcome this is to have a repository of content ideas and content themes based on the day of the week. I use coggle.it to create a content ideas mind-map that helps me come up with great content ideas in a relatively short period of time.
The next step is to batch create content. What that means is, when you are doing keyword research, do the keyword research for not one, but 5 blog posts at once. Since you are not switching tasks, this will help you save time, as well as become more efficient.
Once you have done the keyword research for 5 blog posts, next, you can batch create headlines for the 5 posts, and so on.
The last step in creating a system for your content would be to repurpose the content you have already created.
For example, if Youtube or Facebook lives are the main way you create content, you can get your videos transcribed and convert it into a blog post.
You can also use the audio and convert it into a podcast.
You can use the certain tips or tricks you shared in your video as images or captions on Instagram.
There are tons of ways you can repurpose your content, and I talk about this more in detail in my course Systemize. Automate. Scale.
5. Create workflows for bigger tasks
If Blogging or creating Youtube videos is one task you perform every week in your business, you might want to break it down into smaller manageable tasks, and convert the entire process into a workflow.
This will ensure that you have a list of everything that goes into completing that big task, so that you don’t miss anything. This also means that you have a list of small to-dos that you can do in shorter time slots in order to get the bigger task done.
Over time, after you have gone through this process several times, you would know approximately how much time it takes to get each task done. Based on that, you can allot time slots in your week, to each of the tasks, in order to better utilize your time, and create a system that repeats itself every week.
For example, my workflow for creating a blog post looks like this:
Now, since I have gone through this workflow a ton of times, I know that Keyword Research takes me about 15 minutes. Similarly, I can calculate the time needed to complete other tasks and put them on my schedule for the week.
This is one of the easiest ways to create a system and workflow for repeatable processes in your business.
Do you have a system you follow? Let me know in the comments below.
Found this post helpful? Pin the below image to your Business Workflows or Automations Board