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Episode 75: How To Set Up Systems For Your Business

This episode is all about setting up systems for your business.

Creating systems to help you run your business is a really important part but it’s usually one of those things that are left to the end, so once you’ve done everything and you’ve achieved a few things, you create systems or only when it’s really absolutely crucial, such as when you’re hiring somebody. 

I always suggest, especially if you’re just in the first year or two of business, to start running your systems and setting them up now because it’s so much easier rather than having to write systems for every single thing you do. 

If you do it as you go: perhaps you’re starting a new blogpost or you’re starting a new podcast or YouTube channel, or whatever it is that you’re doing, creating a system as you go is so important and is going to save you a lot of time.

Why have systems?

First of all, I want you to think about, why have systems?  There’s a couple of reasons why we would have systems in place.  The first thing is it just makes things simpler, you’re not having to think of everything that you do every single time that you go to do it and usually, we only create systems once someone is employed with us or maybe we get a contractor or a VA or something like that. 

However, having systems just for yourself is important to see the process and also where you can cut back:

Are you duplicating things too often? 

Can you streamline things? 

Is there elements that you could automate? 

It makes you really thing about all of the things that you’re doing in business.

One of the main complaints I hear with people when they’re starting out is, I’m just so busy, I’m working twelve hours a day and it’s crazy.  But quite often, they’re just doing things in the wrong order or they’re duplicating a lot of tasks that are unnecessary, so, creating systems is important to really fine-tune your whole process.

Who is using your systems?

The second thing I want you to think about is, who is actually going to be using them?  For your systems, it’s important to know who is using them so you know what you need to be including in the systems. 

Have you got a VA that’s going to be using them? 

Have you got someone in-house that’s going to be using your systems and doing particular tasks? 

Is it going to be outsourced just whenever you’ve got the money or whenever you haven’t got the time to do them? 

Is it ad hoc and it’s just going to be something that needs to be super-super explained because you’re not going to be around to explain any of it for that person? 

Working out who’s going to be using them is really important.

What tasks do you do all of the time?

You really need to think about all of the tasks that you do all of the time, so this is a really good place to start.  You do want to have systems for any tasks that you do in your business, but this is a great place to start, writing a list of what tasks you do all of the time. 

I’m sure that you’re doing social media quite frequently:

how do you do it? 

Do you use a camera phone to create an image? 

Do you use a particular template? 

When do you post? 

Where do you get your quotes from or where do you get your content from? 

Are you just making it up? 

Are you sharing it? 

Are there particular pages that you follow and that give you inspiration and do you share their content? 

Do you have a particular schedule? 

All of those kind of things need to be in your system, so thinking of those tasks, I’m going to give you a really clear example.

This particular podcast episode doesn’t happen by chance!  There is a whole system involved and I’ve actually written it all down and I’m going to share it with you, and this is kind of my whole content process.

My Content Creation System

I always create my podcasts in blocks of four episodes because I like to be a month ahead because if one of the kids are sick or something comes up or clients have a lot of work that I need to be helping them with. Then having a month in advance is really helpful and it gives me a bit of leeway. 

  1. I write all of the content for each of those blogposts,
  2. I record the blogposts,
  3. I edit it and load it into Blueberry, which is the podcast hosting app,
  4. I send these four podcast episodes out to get transcribed. 
  5. I use those transcripts to create four blogposts using them and adding the podcast episode into it. 
  6. I create featured image and add that to the blogpost.  I may create a gif or some kind of other additional image for the post. 
  7. I create two animated images for each episode and I use those for social media.
  8. I create an opt-in for most episodes and then I set up the opt-in pages and email sequences; usually this is all duplicated so I’m not having to create everything from scratch
  9. I set up a link to the opt-in in each of the blogposts.
  10. I write my emails and schedule those and I also add in a weekly challenge which we chat about in my free Facebook group
  11. I create the slide content for my Facebook Live episodes which come out every week, each week that an episode on my podcast comes out, which comes out on a Monday, the Facebook Live is on the Wednesday, which is where I go through in-depth and more tutorial style and that is then shared in my Facebook group but it’s hosted on my Facebook page and then finally I add the Facebook Live into my blogpost.

Now, that sounds like a ton of work, right?  But I have a process and I dedicate particular time every week in order to get this created.  It’s a really important key block for my business, so this is something that must be done and I do actually have some key people that do parts of that process, which is why I need to have a system in place so that each person knows what needs to be done, where they’re going to find the information that they need to complete their section and so it’s really important that this is all done.

How to Set Up Your Systems

Now, one of the ways I implement all of my systems or record all of my systems is I use a Google site which is password protected and I create a new user for anyone who is part of my team.  When I create a new user, they can access particular elements that they need to be able to access on my Google site.  Now, my Google site has financial goals; it has my business plan, it has client records, it has all of my systems for particular tasks.  In there, when someone new enters my team or even if it’s a contractor or a VA I give them a user name and a log-in and they can access a particular part of that Google site, which is really, really important.

Finally, there are a couple of elements to my system and for me it’s very simple and it’s going to be easier when you see it in the Facebook Live tutorial because I can show you how it all works in together.

I also use Asana.  Asana is a project management tool and I can dedicate particular…each of my processes for each thing that I do is written down.  Again, it’s just duplicated for each episode, it’s duplicated; it’s very simple.  It has the person who is required to complete that task, it has the due date, it has links to Dropbox folders where information can be found; it’s very, very simple.

The final thing I do is I actually record a video for most of the tasks that need to be completed so that people can see how everything is done: adding a blogpost to my website; there’s a video for that.  How to edit using Canva and using my templates that are set up; again, there’s a video for that, so this is quite in-depth.  It took me probably a whole year to really create all of the systems for my business and now I just add them as I go and I also go back, maybe once a year and refine them; it doesn’t have to be refined every week or month or whatever, but if something significant shifts, then I do update the systems as well.

I hope this gives you a little bit of insight about why have a system.  For me, it makes it much easier if I want someone to start transcribing something or if I want someone to start loading the blogposts, I can literally just set up a log-in and every single particular task is there, exactly how I like it done and the video is there for clarify.

Don’t forget to come and join me on Facebook to watch my Facebook Live Video training where I go into depth about todays topic.

Links:

Asana

Google Sites

Canva

Every Wednesday I run a full tutorial on my Facebook page through a live video. This is based on the content shared here in the podcast. Be sure to check out my Facebook Page for past Facebook Live tutorials where I go deeper and share useful demonstrations on how to implement this into your business.
Actionable: Dedicate 30mins each week to working through this process.

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