Tips on Creating Systems in Your Business

to-do-listThese days one of the biggest challenges I hear from people is how to get all this stuff done?

From content marketing, social media, networking, sales, and all the other things that take up time… Really, how do you get all this stuff done when you have a job, clients, a business to run, or live a busy life with family and friends?

While there’s no magic formula that works for everybody I’ve had success by following 3 steps I outline below:

Step 1 – Decide What You Are Trying to Accomplish

This is critical, here you need to decide why you are doing these daily activities. Are they increasing  your business?

Are you getting results for you efforts or do you expect results? If you expect results, how do you know this– did someone tell you or are you mimicking what others are doing?

Just a few questions to make sure your focused on results. Here are some specific examples:

If you’re a small business with regional or local based customers is the content your creating and engagement of social media driving sales or retaining customers?

If you are a real estate agent, is creating local content for your city going to get you more listings, more leads, and more buyers?

If you’re in a home based business, is this going to provide more prospects, more people purchasing your funded proposal, and more opportunities?

Step 2 – Document Your Steps

Yes, I know more work. I hate this step. In fact, I hate it so much it used to be the last thing I did. I’ve since turned the corner on this and learned that this is the key to building successful business and the key to the next step.

When you document your process you immediately start seeing ways to improve. When I documented how I create free training for instance, I figured out the true order I should be creating things. This made me much more proficient when I sat down and actually created our free training. See the process below:

Description

The procedures for releasing free training on You Brand.

Resources Required

  • Finished TRAINING CONTENT (video, text, or documents)
  • S3 Account
  • Domain.com
  • Base Training post Template
  • Base Email Template
  • Aweber

Directions

  1. Upload TRAINING CONTENT to S3, under FREE.
    1. Create or choose the appropriate bucket for training to be located (example: if the training is on facebook, put the training in FREE/TRAINING-SUBNAME/NEW BUCKET NAME)
  2. Edit ACL, to Everyone, READ, apply to subfolders
  3. Open up Base Post template, CREATE and RELEASE post on DOMAIN.
    1. Category (Free-Training)
    2. Tag (items supplied)
    3. Test VIDEO and any supporting LINKS and DOCUMENTS for TRAINING CONTENT
  4. Open up base email template, create email message
  5. Proof read email message
  6. Go to Aweber 1, schedule Email in appropriate campaigns for TRAINING
  7. Put in CONTENT Re-Purpose Schedule
  8. Notify Creator of Content

Another tip here, document everything you do. This will help you decide what is critical that you take do and what you can move to Step 3.

Step 3 – Give to Someone Else

Yes, I’m talking about outsourcing. You are the one with the vision, your time is valuable.

Your end goal is here. You want to create an effective process and document it so someone can begin doing these things for you.

You’re goal should be to get to this step as fast as possible. When you get here the things you can accomplish become greater.

Without Step 1 and Step 2 you cannot outsource, otherwise you will waste money, time, and become frustrated.

I’ve been outsourcing for a number of years and I am looking to expand even more.

Here are places I’ve had success finding good people for outsourcing:

Even if you hire someone local without documentation you end up creating another job for yourself when you hire.

This post could easily go on and on about how to outsource but I’ll leave you with these tips:

  • Start slow (if I didn’t have experience in outsourcing I’d start with JUST the above procedure)
  • Focus on results
  • If it doesn’t feel right with the person you are outsourcing too, stop immediately, figure out why you aren’t comfortable and find someone else based on what you’ve learned.
  • As a good start get the book 4 Hour Work Week from Tim Ferris (this changed my thoughts years ago)

Feel free to contact me if you have questions about outsourcing.

If You ARE or Aren’t Outsourcing Leave a COMMENT below on WHY…

Image by koalazymonkey

About 

Is chief doer at You Brand, Inc. and also master curator at the WordPress content curation platform Curation Suite.

Scott Scanlon

Is chief doer at You Brand, Inc. and also master curator at the WordPress content curation platform Curation Suite.

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5 Responses

  1. Randy Carey says:

    Before I launched my web studio I was “director of information strategies.” I outsourced the maintenance of our servers, network, and help desk to a local company. These services are virutally commodities these days — cost competitive and dealing with competencies that were incidental to the company’s business. By outsourcing those services, my team was able to focus on the business side of our information systems — competencies we needed to nurture in-house and which could not be outsourced.

  2. That is a good point, really figuring out what the highest value is for you or your team. It’s amazing how fast some things we thought should be “in house” actually have become more of a commodity.
    .-= Scott Scanlon´s last blog ..One Source for Top Headlines =-.

  3. Karen Clark says:

    Thank you, this is so timely as it is an idea I’ve been struggling with as I begin to grow my fairly new business. Tonight I heard Christine Comaford (Mighty Ventures) talk about how one of the biggest mistakes business owners make that keeps them from a 7 figure income is feeling they need to do it all, control it all. This almost always blocks you from your true potential.

    I think I am ready to outsource, thanks for the links. I do struggle with the ethical part of things – do you inform the client that their job is going to someone else and if so how do you explain it? So far my company has only been “me” and I believe they will be disappointed to hear I am passing on some work to others. Just curious how you handle this?

    Thanks!
    Karen

  4. Karen, I agree with Christine 100%, I used to want to do it all because I have a pretty well rounded skill set.

    Your last point. Don’t make a big deal out of it, it’s important to make your clients aware of your process. If I was your client I just want feel that you have the right systems and a level of service in place that I expect and that you promised. The key is for you to maintain quality control and deliver the level of service that your customers expect. They are expecting a level of service from you and as long as the team you build to provide that service delivers to your standards your clients should be happy.

    The outsourcing I’ve been successful with contains per project and ongoing engagement from a team that essentially works on one set of websites I have. It’s also critical to know what you can outsource and what you can’t. The challenge is typically you only learn this by doing it. Also, some stuff you simply can’t outsource overseas and takes a person on your team, these are usually specialized and business critical tasks.

    Does that help?
    .-= Scott Scanlon´s last blog ..One Source for Top Headlines =-.

  5. Timely find for me. I am not even sure where to begin when it comes to outsourcing. I’d really like to outsource the paperwork on my desk to keep my physical space immaculate. But that is not the type of outsourcing I think we are referring to. I think everybody is referring to online & offshore outsourcing. Which means outsourcing primarily marketing and SEO.

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