Systems vs. Tools
Every business needs systems and tools. With the new year, I see so many business owners throwing out the word systems but when I look closer they are only talking about tools.
Tools and systems are not synonymous.
Tools + productivity hack + strategy x repetition= system
Tools help to carry out systems and enhance a system in automating your business.
My favorite tools this week are asana and streak. The systems behind them are a bit strategic.
For example I use Asana to manage:
TDL
CRM
Podcast pitches
Project manager
So many things [working on a guide to share all the goodness]
In order to create a system look at what you do over and over. Make note of the steps that are needed and those that aren't. Assess where you can shave time, automate, and or outsource. Write it down and follow those steps from here on out. That is a system.
Here's an example of my Podcast system:
Research potential guest
Interact with potential guest casually and genuine
Send potential guest an email informing of the podcasts mission and invite them to be a guest.
Once the guest accepts the invitation, send guest an email explaining recording process and a link to podcast scheduler. [The scheduler is linked to my main calendars]
The scheduler sends the guest reminders before the interview date. If needed they are able to cancel and reschedule through the scheduler.
Edit the podcast
Record Intro
Upload Intro
Type up show notes [I use a template]
Create bit.ly links for the download url and show notes
Edit image [I use a template]
Create blog post for podcast show notes
The day before the podcast goes live I email the guest with the show notes, an image to share on their social media if they choose, pre written tweets about the show, and the download link.
This system is composed of a few moving parts and tools, but it's fool proof. There's a checklist to make sure everything gets done and in order.
The templates make it so I can easily pick up where I left off and not have to wonder if XYZ was completed. No time is wasted trying to figure out where to start, because I know it's done if the task below it is completed. The checklist also makes it possible to pass it off to my assistant if I don't have time to finish some tasks and the deadline is nearing. She knows exactly where to start and what to do.
Systems automate your business. Automation leads to more time which is freedom.
What are systems?
Systems are the rules you create for your business. You're the boss, you're the mama, your rules!
You just have to make sure your rules are for the greater good of your business.
Systems are documented practices that you do in your business over and over and over.
However many solopreneurs don't have systems or they don't follow the rules. Things get done here and there. Solopreneur success does not come with here and there shooting from the hip.
Systems have checks and balances.
Systems ensure that things get done.
Systems allow for you to get sick and your business' immune system goes untouched.
Systems automate your business.
Systems eliminate overwhelm because you already have plans in place for this or that.
They allow for you to hire and outsource tasks.
Systems allow for you to have more free time to do whatever makes your heart smile.
So many people talk about the hustle and bustle in business. Rest and FUN are just as important.
Systems allow for you to make more money.
So that's more time, more money, more fun.
What systems do you have in place?
Action Jackson
Evaluate your daily systems.
What do you do over and over in your business?
Write out one system in your business structure.