Dale Beaumont | Building Better Systems with Tools

Time is money and wasting time doing tasks that could be automated or repeatedly training people over and over again, essentially reduces productivity, efficiency and money! Follow Dale Beaumont’s ‘7 Steps to Creating New Systems’.

This document outlines a process and 7 tools to systemise and automate core functions within your business.

By utilising these tools you will be able to create effective workflows that allow you to delegate/outsource repetitive tasks, employ marketing automation and free up your time.

Podcast link: https://www.systemhub.com/pe3-building-better-systems-with-tools/

Smart operating procedure

7 Essential Tools To Systemise Your Business

Tool 1: Mindmap your business departments.

  • Use mind-mapping software like XMindMindManager, or MindView to get the systems you’re currently using in your business out of your head.
  • Start with 4 main departments:
  • Marketing – how do you generate leads within your business?
  • Sales – how do you turn a lead into a customer?
  • Delivery – the “doing” part of your business.
  • Admin – anything else that your business does, that doesn’t fall into the categories above.

Suggestion! Use different icons and colour codes to prioritise the tasks within these departments.

  • Use these as a framework for your business systems.

Tool 2: Build and store your systems online.

  • Use a cloud-based solution like systemHUB.
  • Store text, checklists, images, and screen captures and embed instructional videos.
  • Understand the difference between project management tools and systems documentation tools – click here to watch a video.

Tool 3: Create videos using screen capture software to delegate work and create systems/processes.

  • Use a screen recording tool like SnagIt (alternatives are JingSharexCamtasia) to record and share videos with feedback or instructions.
  • Use it to record your processes and turn them into systems.

Tool 4: Develop flowcharts to take your most used systems to the next level.

  • Lucid Chart is used for creating flowcharts (alternatives are Google DrawioLibreOffice Draw).
  • Use flowcharts as the next level of a system to summarise an entire process into one page.
  • Use flowcharts to build in checks and measures. This ensures things are checked off at the appropriate time.
  • Use flowcharts for important systems that involve money or safety or sensitive information.
  • Embed the flowcharts in your online system software.

Tool 5: Use task management software to track “who is doing what by when”.

  • Use TeamWork (alternatives are TrelloBasecampZohoProjectsAsana) to manage internal tasks and to-dos.
  • Take the repetitive tasks and workflows and turn them into templates in the task management software.
  • As a manager, you’ll be able to see what team members are working on and the time they’re spending on tasks.

Tool 6: Use a quality modern CRM (Customer Relationship Management) system and add marketing automation to your business.

Example: Use a CRM to create sign-up forms, set autoresponders, email marketing with split testing, track open rates and click rates.

Tool 7: Hire Virtual Assistants to help with repetitive tasks that aren’t the best use of your time.

  • Outsource tasks that don’t require people to be physically in your office.

Example: Updating price lists, keyword research, article writing.