Scaling a business to the seven-figure mark is no easy feat. It’s going to feel incredibly stressful, and like you can’t get your head above water unless you’ve taken the time to implement systems and technology that increase efficiency, predictability and accountability. Otherwise, you’ll likely find yourself in constant reactive mode and feel like as soon as you put out one fire, another has already started.
Most small business owners do not see the immediate value in creating systems that will ultimately simplify the process and bring in forecastable results. This is understandable, as it’s an extra layer of work to design and put your systems in place. To make the process less overwhelming, I suggest looking for a mentor or business coach who has already helped similar businesses to yours and can provide valuable and time-saving advice and structure.
Industry leaders like Jim Rohn, Dan Sullivan and John Malott have all used system-based business approaches to generate millions of dollars in revenue every year and now teach their systems to other entrepreneurs. I attribute my own ability to grow and scale businesses to utilizing systems like Dan Sullivan’s Strategic Coach back when I was in finance. It was through the development and adherence to this approach that I was able to identify areas that were negatively impacting my business (and quality of life) and be able to get hyperfocused on growing my revenue.
The tips below, which I learned at one of Malott’s conferences and then implemented into my own business, can help you lay the foundation to take the first step toward working on your business instead of in it:
Take yourself out of the equation.
Even if budgetary constraints don’t allow for you to take a more hands-off approach, it’s still imperative to work as if they do. This means there should be no to-do lists in your head, nor can you operate at all hours of the day or night. You have to have a solid understanding of exactly the time required to complete client work, within reasonable workday hours.
Otherwise, when it’s time to bring on additional staff, you won’t have a solid understanding of the time required for each client job or transaction. This makes it difficult to set appropriate expectations for both the client and your employee.
Document everything.
Every time you communicate with a client, whether it’s returning an email, answering a quick call or following up on something, that interaction should be documented. In larger organizations recording interactions is part of the job, but when it’s only yourself or a small team, it’s easy to overlook this critical step. I mean, you’re not going to forget the call you had with your largest client just the other day, so it’s equally as easy not to take the time to document it when you’re limited on time as it is.
However, documenting for your memory is not the point; the point is to get in the habit of creating systems, and documentation is the first step. By doing so, you’ll be able to reference workflow that you otherwise might not have thought of because of its second nature. This can also prove to be invaluable if a client ever gives you pushback on what’s being delivered or if you have to have an out-of-scope discussion with a client.
Master the mundane.
To build a systems-based business, you must master the mundane. It may not be exciting, but you have to do it. If you want to achieve predictable results, then you must do the same thing over and over and over again. Doing this creates a habit and becomes your daily method of operations. If ultimately your goal is to grow out of your city, state and country, then implementation of this regular method of operations is imperative.
Automate your processes with technology.
Use technology to automate the process. Create video tools, sales funnels, slides, manuals and presentations that will allow you to streamline your efficiency. If you can create something one time that is used over and over again, this asset will be massively beneficial as you scale. Before you do the next task that might be second nature to you, think about documenting each step along the way.
Leverage technology to send messages, communicate with your team, streamline conversation and automate processes. Technology simplifies the sales process and enables you to do things you’ve never done before, all within the palm of your hand.
Most people are stressed about their results because they do not have systems that provide them with predictability or alert them to foreseeable issues. Results are the byproduct of behaviors that drive activity and get results.
To create a system, you need to change your perspective and look through a new lens as you determine the best daily method of operations for you and your business. It’s no longer about you; the goal is to create systems and processes that maximize automation and, most importantly, take you, as a business owner, out of it so that it can be duplicated.
