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