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What are systems?

What are systems? As a solopreneur (an independent business owner), you may not have discovered what systems are and why they are necessary for your business. Sooner or later, you will uncover just why your business needs systems. So, what are systems and why do they matter for you, your business, and your clients?

Systems are an organized way to manage your business. Systems outline what should happen in order, step by step. It is never too early or too late to systemize your business. It is the “secret sauce” to crush chaos and guard yourself against being overwhelmed.

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An easy way to start building systems

Here are some questions to consider as you develop or revamp your business systems:

  • Are you currently satisfied with how your business runs without your involvement?
  • What does your customer journey look like?
  • How do you currently feel about the flow of your business?
  • Is your business flowing or do you have significant kinks to iron out?
  • What is the step-by-step process for doing business with you?

Start with the first ‘touch point’ of your business – how can prospective clients contact you? For instance, is a lead form or booking page the first step? What happens next? A follow-up email or confirmation email? 

Next, what is the turnaround time for contacting each prospective client? Your business system should be organized to automatically confirm and follow up with prospective clients.

Start with a system for prospective clients

To continue organizing this process, outline the next step that should take place. Each step is called your workflow. Organizing your systems should be accompanied by a workflow to help your business systems run automatically. 

So, here is where you start. Grab a pen and sheet of paper or pull up a blank document on your device. 

  1. List the steps prospective clients go through to schedule a consultation
  2. Remove or add any steps 

NOTE: Avoid having too many steps in this part of your system because you do not want to make it difficult to do business with you.

Consider the next phase of your business. Perhaps it’s the consultation? What happens at this stage in your business?

  1. Confirm the consultation 
  2. Send consultation reminder
  3. Host consultation
  4. Send consultation to follow up
  5. Send quote and contract

Again, outline your process. This is what creates systems and organization for your business. As you consider your businexss systems what’s working? What needs improving? Share below.


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