How to Create an Operational System for Your Business

I’ll outline some ways for How to Create an Operational System for Your Business.

The Operational System for your Business is a must for any and every business owner, big or small!

Time is money

Whether you are consciously aware of it or not, every spiritual and natural healer business owner needs to know that your time is wasted in manually re-creating tasks – i.e. duplicating work.

What many entrepreneurs do not understand is that time costs money – even if you cannot see it – as do mistakes too!

We all know that time is money, so why do we continue to rip ourselves off – even if we cannot physically see it?

Why you should streamline your operations

Business operations aren’t exactly sexy when it comes to things you want and need to have done in your divinely spiritual business. In fact, it’s often dismissed and put to the side or back burner because it isn’t considered a priority.

Regardless, the operations of your business are core for what you do in your business, and how, regardless if you are a solo operator or employ a team.

Benefits of a streamlined business operation

Imagine you are having an issue with your mobile or electricity and you have to contact the customer service of the company. The customer service team members work to policies and procedures set by their department (and company).

So, imagine if they didn’t have a policy or procedure for how to handle the complaints, queries etc. What would the service you receive look and feel like?

To you: it would be one operator saying one thing and a different operator saying something different – it is inconsistent and you can lose out on a satisfactory outcome or saving money.

To them: it would be chaotic as there would be an increase in errors, complaints, team members turnover etc.

The overall benefit of a streamlined benefit:

  • operating with ease,
  • transparency,
  • consistency with how things are done,
  • consistency with outcomes.

This is why you need a business that operates in an optimal way so that there is consistency – for your clients and your business (and its team members, if any).

When you think about your business operations, how would you document everything you do in a simple efficient way?

Working with a team

You need to document what you know, and you need your team to follow procedures for all the different areas of the business in a transparent way with efficacy.

It’s imperative to have procedures implemented for your business – which can be set up online with a cloud-managed platform or as an accessible document (housed internally) by all team members. Refer to my Standard Operating Procedures for more detailed information.

When you have a team, they can contribute to the creation and input of the procedures for the business so they know what they’re doing and you are aware of what gets done in your business and how!

By doing so, it means that they should be operating in a more productive way and this in turn with aide you in being more profitable (they’re not wasting time – and your money – with replicating tasks and correcting mistakes!).

Setting up these areas of business – in an organised and streamlined way – will benefit you:

  • bookkeeping
  • graphic design
  • marketing activities
  • customer service
  • email management
  • appointment bookings
  • capturing payments
  • calendar management
  • hiring team members,

whatever your business does, it should be recorded.

An added benefit is if a team member is off sick or on leave, someone can step in and get their tasks done by following the procedure, without wasting time and money training someone else.

Or, if a team member leaves your business, you know exactly what they did and how without starting over again.

Key steps to getting started

Time tracking to determine tasks: identifying your activities

This is the easy part and feeds into creating what is called your Standard Operating Procedures.

Firstly, determine if you are going to use a document to lay out all the procedures (which is a top choice for solo and very small business owners) or use an online process management tool like Waybook.

Secondly, I recommend you time track everything you do each day for 2-4 weeks. You can use free tools like clockify or toggl and once done, print out a report and look for patterns for what you do and how often (and note how much time it all adds up to be). 

Thirdly, use your time tracking report as the basis for getting started with documenting your business processes.

This is the best way to get your operating system started.

To get started, grab a copy of my Standard Operating Procedures Guide and Template.

There is an awesome feeling knowing that you are doing things to actually manage your business operations more effectively and that realisation is not lost when you see for yourself the impact it has on your daily business operations.

Breaking down tasks between direct and indirect money tasks

The tasks that you do in your business either have a direct or indirect way for you to drive money/revenue to your business.

Placing focus on your strengths helps you to be the best you can be and by downloading and using my (free) Productivity and Priority Planner, you can determine what it is that you can “Delete. Keep. Delegate. Outsource. Automate.” so you make changes that have a significant (positive) impact on your time and money.

Have any questions? Let me know.

Natalie, xo

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