Do you breed consistency with process documentation in your business?

Do you know that consistency is the backbone of any successful business?Click To Tweet

When you look (or think about) big businesses, think Banks, Law Firms, Accountant Firms, Retail outlets etc., you know that to ensure consistent messaging and client/customer service – the need for the set-up of processes and automation (where possible) is a must!

Why?

Because they take into account the size of their business, their staff, their clients/customers to determine what their consistent processes are and how they are going to be handled in a uniform way to ensure the best outcomes for their employees, suppliers, clients/customers.

The business process can not be left to an individual team member (or team or store) as that will create problems with inconsistent messaging and performance – which would have a detrimental effect on the business itself.

These businesses understand the importance of setting up bespoke systems that will work well within their business, communicate it internally and deliver the best outcomes for everyone involved.

Their systems could be:

  • Banks: a workflow for asking customers certain banking questions or filling out specific forms for applications for new accounts, loans and approval processes etc.
  • Law and Accountant Firms: a library of precedents, template documents, timesheet and billing processes, supplier agreements, file creation and archiving procedures etc.
  • Retail outlets: store set-up, sale procedures, return policies and procedures etc.

Although yes, big business equals big money spent on sophisticated systems, it doesn’t mean you can’t do the same style of set-up for your own business; it just takes research, strategic planning and implementation to pull it off. Also, money doesn’t necessarily need to be a factor.

All you need to do is map out the tools you use in your business, the steps (or repeatable manual steps) you do and set-up the way you can document and automate it (where possible).

Here are some ideas to help you be (automatically) consistent in your business, saving you time AND money:

  • Client onboarding: set-up of templates (proposals, contracts, welcome kits) so that you can easily send out your quotes and automate the process from quotes to contract to invoice without having to manually do each step.
  • Documenting tasks: set-up of Standard Operating Procedures (SOPs) for each task in your business so you’ll have at hand the details, not only for yourself but also any team members. It also helps you when you want to go on holidays or unexpectedly sick, you know that the team are aware of each process and can follow to a ‘t’.
  • Subscriber list: seeing as your email list is very important, automatically have your new clients set-up as subscribers when you entered their details into your accounting software (e.g. Wave, Freshbooks, Quickbooks, Xero); have the new subscribers to a specific workflow list automatically added to your main newsletter list etc.
  • Bookings: have a link to an online booking system so that prospects, clients and others can quickly and easily book time with you (e.g. Calendly, Bookafy etc.) – super simple! You can then have automatically set-up for the new appointment makers to be added to your mailing list/CRM and even your accounting system as a new contact record.
  • Track time?: have your time keeping program (e.g. Toggl, Clockify) to automatically create an entry to your calendar and/or add to your accounting software.
  • Email templates: writing the same emails over and over? Save time and set them up as a template (in Outlook, G-Suite) and then add some flavour for personalisation (if need be).
  • Email list: set-up an email workflow on the back to your new subscribers, people who have downloaded/or bought one of your products, signed up to one of your events etc.
  • Marketing: well what can I say – this is a topic on its own and then some but in the first instance, automate posting of your blog posts for a year (evergreen) so you don’t have to think about it and will reach different people at different times.

The above is just an overview of some examples but if you think about it, imagine what you can do in your own business…..the possibilities are endless and your business performance can soar. Here’s how:

Number 1: It saves you time.

Well, okay – it will take time at the start (to be expected), but once it’s done, you just need a little maintenance mode every now and then. Plus when you introduce a new process/set-up down the track, it will be easy peasy.

Number 2: It will save you money.

Think about it, time is money, right? So if you are spending so much time constantly doing manual tasks in your business, then you are losing out on money. How much is your time worth? Calculate it and realise how much money you are sending down the drain. Also, think about the money you are losing in sales because you’ve shifted your attention away from focusing on that, to manually do other non-revenue generating tasks in your business.

Number 3: You will shine.

You will come across as much more organised and professional, and who doesn’t want that? It will ensure you are keeping up consistency without having to constantly think about it.

Tony Robbins extraordinaire says:

It’s not what we do once in a while that shapes our lives. It’s what we do consistently.

My recommendation is to apply consistency to your business life – and who knows, maybe it will help flow into your personal life too.

By the way, Tony also says:

If you do what you’ve always done, you’ll get what you’ve always gotten.

In a nutshell, if you make no positive changes to better perform in your business – you’re not allowing growth, you are stunting your availability of time and really limiting your revenue potential.

Get the back-end of your business humming and I promise it will make such a difference, you will wonder why you didn’t do it sooner!

Have you got any questions? Reach out to me via social links or natalie@theassistant.com.au I’ll be happy to help!