Empowering Your Team to Help You Build Systems

Building your business systems is a big job – which is probably why many business owners put it on the back burner. You know it’s essential, and you want to do it, but it just seems like there’s not enough time.

I have good news for you. Yes, it’s a big job, and yes, it will take some time, but you don’t have to do it all yourself.

That’s right! Think about it – you hired a rockstar team for a reason, and it wasn’t just to take the daily tasks off your plate. Yes, they’re great at their individual job descriptions, but chances are, they’re also great at other things. Better yet, they have a vested interest in your success!

Instead of looking at your systems build as a huge project that will happen “someday,” empower your team to help you get your systems built now. By getting your team on board and giving them a solid structure to work with, they can not only build a lot of it for you, but it will likely be better and stronger than you imagined!

Get Your Team to Buy In

I’m pretty sure we’ve all been there: you see an issue in your business that needs to be resolved, so you put time, effort, and lost sleep into creating a system that will solve it. You make sure it’s documented in your systems manual, send out an email to advise your team, and…nothing happens. Whomp whomp.

Frustration builds, communication breaks down, and your stress level multiplies. And the issue itself? It keeps happening. You wonder what the point if building systems is if your team won’t use them.

Believe me, you’re not alone.

A lot of business owners that I talk with have been through this; honestly, I’ve been through it myself. The problem isn’t the system, and it’s not that your team is unwilling to use systems…it’s that you created and implemented the system without getting their buy-in.

The best system in the world won’t do you any good if your team won’t use it.

Getting your team on board isn’t a difficult thing, but you do have to be intentional about it. Do they understand the issue or inefficiency that could be solved by the system? Do they know how to implement it? Do they understand your expectations?

Remember, even if your team works well with you, they are not you. Part of effective management is knowing how to communicate these things in ways that your team can work with!

Empower Your Team

Once your team members are aware of the issue, take steps to include them in building a system that solves it. This can be as simple as sending out an email or bringing it up during a meeting or Zoom call. Ask for ideas – you would be shocked to know how this one simple request can encourage your team to speak up!

Once the ideas are flowing, direct the conversation to keep it focused. As a solution begins to arise, give some structure so that the build stays on track. What are the steps and milestones? Who shall do What by When?

This serves at least two important purposes. First, it gives you an intentional way to get your team on board from the beginning (if they help build the system, they’re more likely to use it). Second, it allows your team members to put their strengths to work, which will result in an even stronger system.

Something that we as owners often forget is that while we see and want to solve the problem, we may not see all the details of it. Allowing the people who will be using the system to help develop and implement it practically guarantees that it will work for you unique business!

Build Out the System

When it comes down the details of the build, your team can help in many ways. Take a moment to think about the personalities and strengths of your team members.

Do you have a team member that finds research fun? Have them put together different options for review. Does anyone enjoy creating checklists and templates? Recording instructional videos? Developing examples that meet your expectations? Recruit them to create the different elements of your system!

Above all, remember to delegate the task up updating your systems manual – this is a great job for your Admin or Executive Assistant.

When the system build is done, you’ll be amazed at how much easier the process was – and how much more willing your team is to use what they’ve created. It might take a little bit longer than if you do it all yourself, but the results are so much better!