Getting Started with Systems

I’ve been wondering… have you considered holding your child back from kindergarten if they don’t yet have a grad school picked out? I’m guessing you think that idea is crazy. Yet every day I hear from entrepreneurs who haven’t began a calendaring system because they don’t have their full time team, office suite and trademarks in place.

Systems don’t have to be all or nothing, and you can get started with systems today, in 10 minutes or less, and start the process. Why do we have this all or nothing mentality and how can you get started now?

So many entrepreneurs are overwhelmed, and thinking about creating an operations manual or even a procedures book seems like too much work on top of everything else that needs to be done.

Instead, consider that each system you create along the way will make the path easier. For example, I recommend all entrepreneurs need a schedule that they can update and automate with regular tasks like marketing, sales and other appointments within the business. You don’t have to wait until you have an assistant, a full schedule of clients or meetings with investors.

Another reason why so many entrepreneurs don’t create systems is that they mentally envision a dusty, heavy, black binder stuffed with papers that never gets cracked open. While that may be true of many corporate structures my clients often keep their systems in Google Drive, Evernote, or Basecamp. These systems are simple checklists, short videos for some projects and automated reminders.

Just like the school example, you wouldn’t avoid learning addition and subtraction because the quadratic equation is too complex. You have to trust that you’ll learn and build on what you know over time.

Systems don’t have to be complex to work and support you. Here are 3 ways to start with a few systems that can save you time and energy this week:

1. New Client Systems – whatever you sell, you probably have a process for new clients to ensure they get what was ordered. Take 3 minutes to write down what you do and the next time you have a new client you’ll save time.

2. Billing Systems – do you often forget to bill clients on time or have trouble collecting payments? Write down upcoming and past due payments in one place (such as an online calendar or physical list) and your process for sending invoices and following up with payment.

3. Follow up Systems – if a lead responds with “maybe” and not a clear yes or no then it’s your responsibility to follow up and nurture the lead. You can decide if this means every 5 days, once every few weeks, and what you’re going to say or write. Putting some time in to think about this now will make these sales conversations easier later.

When it comes to getting started with systems, start with something basic and simple that will make an immediate difference and start slow.