We’ve Got A System For That

Ever been amazed when something you thought was happening isn’t? Ever blow up on an employee because “there’s a system for that”? If you created a system, or even bought a system or borrowed a system, then it should be working, right? Once you have a system, you can put the plane on autopilot and cruise towards your destination of greater profits and no headaches, right?

Yeah, right…

Ok, so that sounds ridiculous. Yet so many business owners create a system once and never revisit it. It’s as though the system is a decree; “I hereby decree that this system, no matter how old, antiquated, or inadequate will be our system for doing this task until the end of time.”

Or there’s this one, “I’ve got a system (or six) for that. Why can’t you follow it. It’s right here in one of these six binders. Anyone can plainly see there is a boatload of information on that.” Again, how asinine does this sound as you read it? Yet I see it over and over again (see the picture above which is a real picture of an office with SIX different policies on the same subject! SIX!!!)

Both of these instances happen far too often, yet both are completely unacceptable. If you created your system 20 years ago, it may be time to look at it anew. Ask these questions of an old system:

1. Does it still function as efficiently as it once did? If not, why not? How could it be improved?
2. Do I have problems with this system working sporadically? Could these be resolved?
3. Are other businesses doing it differently with more success? How can I emulate that?
4. Is this system causing other systems to back up or function less effectively?

On the other hand, some businesses TOTALLY RECREATE a system every now and then and end up with 6 different “systems” for the same protocol or operation. Hmm, kinda defeats the purpose of a system doesn’t it?! Here are some ideas to avoid this pitfall:

1. If a system has some kinks that can be ironed out, rewrite the existing system. Don’t recreate the wheel and leave the old wheel laying around for new employees to be unknowingly roll out ten years from now.

2. If the system has been proven ineffective, destroy it completely and replace it with a system that works. Leaving an old, dysfunctional system around is a recipe for disaster.

People will leave your company, even the good ones, and you don’t want old renditions of your systems surfacing in your business again. They needed to be removed for a reason; having them come back could spell months of unnecessary work and could cost you big time.

Remember: The entire concept behind an effective business system is that ANYONE can use it.

One Final Thought: Everything can’t be systematized

Gym It Up

If you own a business or you’re planning to start a business, time seems to be an ever decreasing commodity. As I write this I’m having trouble believing it’s May already. Where did the last five months go!? Ever ask yourself the same thing?

Running a company is not for the faint of heart. It takes passion, dedication, and a boatload of time. It can also be quite stressful. When you are your own boss the security blanket of knowing what your next paycheck will be (Hell, just knowing there will BE a next paycheck) goes bye bye.

All of this stress can do some pretty bad things to you physiologically. If you don’t have a positive outlet for your stress, you are probably headed down the heart attack highway baby, and none of us want to go through that.

Enter the gym. For me, going to the gym is my time. I unplug from my desktop, my laptop, my iPad, my iPhone and leave everything at the door for an hour or two. (now of course I check in to the gym on foursquare before totally unplugging…AND I do have an iPod that I listen to while working out…but you get the point).

No matter how busy I get, I always try to make time for the gym. It’s built in to my schedule to have fitness as part of my lifestyle. If I get busy or work late, I make that day up during the weekend, or go out for a run when I get home. But the fitness is crucial for me to stay sane, happy, and productive.

I hear this a lot, “But I’m tired at the end of the day. I’ve got nothing left.” I feel that way too sometimes, and so does everyone else in the gym. But once you get there, something changes. And when you are done you feel great. Absolutely can’t workout after work? Go in the morning. All of my friends who workout in the a.m. say they feel more energized all day at work. Most of them have even been able to cut out coffee (crazy).

Put a reminder on your phone or computer to pop up every day and remind you to go until you get the habit down. The most important thing is to START.