List of Terms For Writing Business Systems: New Official Asset
Why Business Systems Matter
Business Systems allow businesses to run smoothly and for good people to easily manage the tasks associated with their position. This is vital to most business goals of developing a company which is profitable and stable. Writing business systems requires an understanding of how systems work in a company and the terms and components of items that make us a “System”.
In this article we will discuss:
- Where Business Systems Play a Pivotal Role in Any Business.
- A List of Terms for Writing Business Systems
- The Stages of Writing Business Systems, and
- How to Plan Out Your Business Systems.
Systems are made up of policies, procedures, checklists, examples, templates, scripts, diagrams, illustrations, workflows and more. Together, these items allow team members with different learning styles to quickly ascertain the intent of the project and learn the “how-to” elements so they can do a great job.
Systems on a more macro level also provide a framework for the company to meet (or exceed) their business objectives. By developing good business systems in every aspect of the business functions, business owners are able to grow with confidence.
Here are few business functions where systems play a huge part.
Onboarding Success
When onboarding a new employee, having a clear General Systems Manual evens the playing field for all employees. It provides uniformity for everything from file naming and organization to how we handle calendaring and communications
We also want a systems manual that relates to that person’s position or department to give them clarity on exactly what they should be doing.
Productivity and Profitability
When team members on clear on how to do the task, they are able to work faster and with more confidence. This not only creates a higher level of contentment for the team member, it also makes them more productive.
More productivity means more profitability.
Systems provide the workflows and processes for the team to hone their skills in handling their tasks well. They also give clarity to anyone covering the position.
Effective business processes are the foundation of all business systems. From Admin business requirements documentation to product fulfillment procedures, all areas of a business can improve productivity with systems.
Managing Problems
Systems also give you a framework within which address problems. When a problem arises, rather than yell at a person or berate them, it becomes a simple question of “Where did the system break?”. This redirects the discussion to identifying the objective element that did not work as planned. Was it a procedure that was less than clear? Was it a template that needs refinement? or was it someone not following the system?
These are all great questions to help address the problem and shift toward creating a solution so it doesn’t happen again. This is also how you build a team that thrives on continuous improvements.
List of Terms for Writing Business Systems
The following elements comprise your business systems.
Policy
A policy is high-level plan embracing the goal of the project. In many cases it is a statement of intent of the project objective or what you are trying to accomplish. The policy should explain to the reader why the process is important to the company and to the reader.
Often the words “so that” are located within the text to trigger to the reader “what’s in it for them”. One to two sentences of policy can make all the difference in helping a person understand the context of why something is important and how it will help them.
Procedure
Procedures are often considered the foundation of business systems.
A procedure is a series of steps on how to accomplish a task in a set order. The step-by-step instructions should describe the process in a natural language that is easy to follow. Procedures often will commence with the words Step One, Step Two, etc.
Each sentence should include clarity on WHO shall do WHAT by WHEN. In this way, it identifies the person responsible for the task, what the task is, and the time limitation on the task.
A procedure is also about establishing the technical requirements for completing the task.
Checklist
Checklist are an abbreviated version of the procedure. Essentially checklists are core verbiage to describe each step of overall process. These checklists allow a team member to quickly confirm that all necessary steps have been completed.
A checklist reduces mental energy and increases the efficiency of a team. It reduces the average time spent on the series of tasks because it provides a framework and ensures steps are not forgotten, or worse, done in the wrong order.
Examples
An example is a way of helping someone to understand the end product by showing them how it will look.
Examples provide the viewer with a finished product. It illustrates what a great outcome would look like.
Whether it’s an example document, an example diagram, spreadsheet, script or other illustration, the ability to assist the viewer in understanding what the end product should look like saves time and energy.
Template
A Template is the framework or model for arranging information to comply with technical requirements. For instance, a template legal document is a starting point in which individual facts related to a matter can easily be inserted into a predefined pattern best optimized to gain a result.
A template saves valuable time and resources and increases efficiency of the team. Effective business processes will contain template letters, emails, and other regularly used documents so as to reduce the average time to create those items. This in turn helps reduce production costs.
In a word document, template language that is always to be utilized might be formatted as regular text. In contrast, potential language that may may or may not be used depending on circumstance, might be shown in italics. These techniques allow the drafter to quickly review if the language is needed or delete it out if not. Additionally, template language might contain many technical terms or may simply delineate natural language to be used.
Scripts
A script is written copy for someone to use in a conversation, like a phone call or meeting. It provides of framework for how to keep the conversation moving forward to reach the desired outcome or project objective.
A script shortens the learning time and increases confidence in the doer. This can save lots of time from a learn as you go environment.
Diagram
A diagram is a drawing or visual depiction of the process to explain the parts or operation overall.
Diagrams provide visual learners a fast indication of the overall concept of the process. Diagrams can utilize boxes, pictures, illustrations and text to provide clarity on what is to be accomplished.
Workflow
A workflow is the sequence of steps involved in moving from the beginning to the end of a project.
Workflows are often seen as a series of boxes to illustrate how one task is connected or dependent on the next. A workflow should have both the high-level 10,000 foot view of the bigger categories or stages and then break down the steps beneath it. Each of those steps would then be broken down further into individual tasks that would coincide with the actual procedures.
Workload
A workload is the amount of time expected to complete a task.
When each person on the team is clear on what they are supposed to do and how long it should take, it is easier to drive the results desired. It is also a great tool for understanding current production costs.
Workloads can be established for just a single phase of a project or can be mapped from beginning to end.
Workloads can also be established for every department in a company which can assist in forecasting future operating costs as a business grows.
Video
A video can give both a visual and auditory explanation of the process in a 2 to 3 minute window videos can quickly show a person how to do the task and give them visual identifiers to reaffirm if they’re doing it correctly Tip: videos should be avoided and instead the process should link to several short videos
Stages of Writing Business Systems
There are many different stages in developing your business systems. The following assist with creating a workable framework.
#1: Draft the Procedure
Drafting usually starts with 1-2 people helping identify what you would like to accomplish and commencing with documenting how you want it done. Smart business owners use templates so that the average time to draft from scratch is reduced.
During the draft stage it is often beneficial to use the track changes and get feedback from a few select people to curate a concise version before sharing it with the team
#2: Implementation/ Rollout Phase
Implementation is the process in which we share the draft version with the team and ask them to review it and utilize it for 30 consecutive days to test whether any portions need to be revised.
This gives the team an opportunity to test whether the theory outlined in the procedure is valid or if in reality there are additional steps or different processes used.
The implementation phases is also extremely important in getting team buy-in and allowing them the opportunity to refine the process and take ownership of the correct way to handle it.
#3: Testing Phase
During the testing phase, it is important that members of the team use the draft procedure and identify missing elements or flaws. This generally goes on for 3-4 weeks.
During this phase team members can include markup language so that at the end of the time period you can review for possible changes. It may be identifying complex terms or technical terms that need more clarity. It may be a re-work of the steps or timing to reduce the average time to complete the task. Or it could be suggestions to refine the process to provide a more consistent experience. All of these are great additions to.
#4: Revisions Phase
Once the testing phase is complete, the team, or a subset of the team can take the various suggestions and refine the language to create effective business processes that work for the entire team.
#5: Final Procedure
A Final Procedure is a version which is completely finalized and all members agree to abide by the business process as written. This is important. The team shall abide by that version until a subsequent formal amendment or change has been issued. Well, others on the team can submit their suggestions for revisions. Those revisions are not to be utilized until a formal change has been made. (Tip: this protects from some people on the team using the old version and some using the suggested version and situations where product is turned out differently.
Planning Out Your Business Systems
Goals and a Framework
Business owners who seek to create consistent experiences through the use of systems should outline their goals. From there, one can set a timeline to create effective business processes over the course of a year..
Every department cannot be changed overnight and it is imperative to make a plan and roll it out to your team in a planned manner if you want to create effective business processes.
By setting goals and providing a framework for tackling two systems every 10-12 weeks you will create improvements which will last.
Inventory Your Business Systems
We have found that a Systems Mini-Audit provides a great format for a systems business analysis. An outside set of eyes, like our Systems Coaches, can help you inventory what you have and what you need, saving you lots of time.
An inventory gauges where you are in building your systems. From there, quarterly reviews of the business processes gives business owners and admins objective evidence on the improvements. This is especially important for giving feedback to the team who should be continuously working to improve the systems.
If you want help building your business systems (General Systems, Admin Systems, Financial Systems, Sales Systems, Marketing Systems, etc) or even just taking inventory of your systems, we can help.
Like this Content? Here are More Posts We Think You’ll Love!
Optimizing Workflows – A Blueprint for Small Business Success
For a small business, establishing strong workflows is not just a matter of improving efficiency; it’s about creating a foundation that can support growth and innovation. Not only will clear workflows help you streamline processes and reduce overhead, they’ll also help you enhance productivity and employee satisfaction – and as we’ve all learned over the past few years, all of these are vital to our success.
General Systems Manual Must Haves to Empower Your Business
Successful Business Owners, COOs, Administrators, and Human Resources Recruiters all know that a key to turning a new hire into a productive team member means building out the business policies and operations manuals so everyone is on a level playing field. This article is dedicated to sharing the General Systems Manual must haves to empower your business.
List of Terms For Writing Business Systems: New Official Asset
Business Systems allow businesses to run smoothly and for good people to easily manage and handle the tasks associated for their position. This is vital to most business goals of developing a company which is profitable and stable. Writing business systems requires an understanding of how systems work in a company and the terms and components of items that make us a “System”.