How to Create Systems That Save You Time and Money

Filed Under Pet Business Tips |

You’ve probably heard the saying, time is money, right?  If it takes an hour to make one sale when a more efficient way might have taken five minutes, you’d aim for the more efficient process because it means more money, right?

Systems are procedures you put into place for your business to make it run more efficiently. 

An example of some systems you might have in place or may want to create include:

·        Customer service

·        Marketing

·        Hiring

·        Scheduling

·        Performing Services

·        Answering the phone

·        Producing a newsletter

·        Billing and getting paid

Now you probably have unconscious systems for many of your business processes already.  You sit down to perform the task and you’ve established a routine so that’s a system, right?  Not exactly.  The purpose of having a system is so that anyone can step into the task and perform it.  Your business is going to grow and eventually you’ll hire out or outsource some of your current tasks, if you haven’t already.  Having the systems established and documented will make it easy to convey what is expected and how to perform the responsibility.  It makes life easier for you and your employee!

Documenting your system, or your step by step process, will also help you analyze the process to see where you can be more efficient.  Let’s take a look at an example.

A simple customer service system would potentially consist of the following tasks or responsibilities:

·        What happens when a client calls in?

·        What happens if they email?  Fax?

·        Are there common reasons they contact you?  If so, what are they?

·        Billing issues? What do you do?

·        Technical support? What do you do?

·        Product questions? What do you do?

·        Appointment scheduling? What do you do?

To get started creating systems for your business document what responsibilities or tasks consume the majority of your days.  What processes do you go through for each responsibility?  One method that works quite well for creating a system is a flow chart – this gives you the ability to see how your systems work together and are dependent upon each other.  For example if someone has billing issues that might relate directly to your invoicing and billing system. 

Creating systems will help you structure your business in the most efficient manner.  Knowing what systems are working and what systems need improving will save you time and ultimately create a streamlined, productive and profitable business. 

Another great advantage of systems is that they allow you to delegate tasks that you don’t enjoy, or are not the best use of your time, to others. This is called outsourcing. Once your systems are documented you can outsource tasks to an assistant, a virtual assistant, employees, or contractors.  Systems will also add value to your business if ever you plan to sell it, and will be essential if you plan to franchise your business.  

Take some time this week to think of two business tasks that you do regularly that would benefit from being systemized.  As you next perform each task, write down the steps you take as you do them. Once you have the steps on paper – you have your system documented. Creating systems doesn’t have to be difficult – but they can save you a lot of time and money!  

If you want help creating a total marketing system for your business that attracts a consistant stream of new clients get my free 5 step e-course today at http://www.marketingyourpetbusiness.com



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