Can Your People Do It The Same Way You Do?

Can your people do it the same way you do?
by Ormond Rankin

Four ‘Tricks of the Trade’ for Creating Systems
1. Work until it becomes simple. If the system is complex, then keep working! When you really understand something, and present it well, it will become simple. For example, written procedures can often be clarified by presenting them as checklists or tables.
2. Only write systems that make money (or reduce a big risk). We are not the government and not in the business of creating manuals, so only create a system if it simplifies a task, improves quality, or speeds up a service. This will keep you focused. Forget your big company or corporate experience of many volumes that mainly gather dust. Rather, the trick is to start small and let it grow with time.
3. Make sure your precious systems are being used. As you create systems, build into them monitoring systems, so that at a glance you can see if they are being used. Changing the culture of your company takes time and there will be failures. Even when the culture has changed, it needs to be maintained; your monitoring systems will do of this for you.
4. Make sure your team members know the positions they play. Unfortunately, it is normal for most team members to disagree on what needs to be done while at the same time believing everyone knows their job roles. Clear written and agreed upon roles will remove the need for 75% of systems. So start here.
By now you understand the best systems look unimpressive… the genius is getting them to look that way.

Here is the coach’s official cheat list of popular systems:
• Checklist – tear off pad
• Checklist – laminated cards
• Checklists -numbered in sequence
• Checklists – memorize with acronym
• Quick contact lists
• Job or quote pads
• Position contracts
• Standard letters
• Team ‘Code of Honor’
• Performance standards
• Meeting minutes
• Procedure manual using photographs
• Procedure manual using videos
• Weekly or job budgets
• Wall signs & Instruction labels
• Test & measure sheets
• Survey your competitors for ideas
If you aren’t familar with some of these, ask me for details.

When you can run your business working a three-day week and your team can create systems for you…then you really understand this topic.


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