How to create systems that work for you
- Anneke Fourie.
No matter how big or how small your business – for an entrepreneur or for management – the same challenge faces all businesses: too much to do, too little time.
The answer to this problem is “Systems”. If a business is faced with a repeated business issue (which all businesses are), this can be addressed by a system. Management and entrepreneurs will always be stretched for time, but a system should be the answer to free up valuable time to be allocated to the right priorities.
One of the systems we don’t even think about as a system is an email system. No (formalised) business can fathom existing without an email system. Other systems are however overlooked by a business and a lot of valuable time is wasted on repeated issues, which could have been invested elsewhere.
As a rule, the bigger or more complex the business, the more need there will be for a system with a wider scope of features.
Smaller businesses can also benefit immensely from good systems, initially with less functionality, but it is wise to ensure that there is the ability to add on features as the business grows. Smaller businesses are able to adapt and change faster than larger concerns, but it is important to remember, whatever the size of the business, that decisions always need to be informed ones, made with information that is accurate and up to date. A system will provide this information. A business is never static, it is either growing or shrinking. A wise entrepreneur will always know the current status of their business.
Why should you invest in a system?
Systems save time. The problem is that the initial setup could require time investment and the benefit of having a system is overlooked.
Systems can grow a business. The right systems save time and free up mental energy giving you the opportunity to grow your business instead of repeating old tasks.
What should you systemise?
Tasks that are performed regularly – invoicing, payroll calculations, depreciation calculations, interest calculations, etc.
Tasks that take a lot of time – sales invoices, cashbook capture, tax preparation etc.
Four main challenges when implementing a system
Too many choices
There is no one size fits all solution, and the challenge is in selecting the right system that is suited for your specific business needs. It is imperative that you understand and define your business processes, then you can start looking at a system that meets these requirements.
2. Technical issues
Set-up a project plan to use as an implementation road map. The project plan sets a timeline for everything, from hardware requirements, resource controls, data conversions and data entry.
3. Data quality
Garbage in, garbage out. It is important to consolidate data from different sources and ensure data quality. It is advised to have someone guide you through the process (vendor etc).
4. Willingness to adapt
Successful implementation of any system depends on the user’s willingness to adapt to the new system and processes. Training is an important step to ensure successful transition as it empowers users to leverage the full benefit of the new system.
Published: 02 August 2021