The Mind Your Time Podcast | Empowering Entrepreneurs to Streamline, Scale, and Live Their Legacy

How to Create Efficient Business Systems in Four Simple Steps

• Shannon Baker | Business Operations Strategist • Episode 190

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Are you ready to finally create systems that give you back your time and energy? This episode is part two of our conversation on building a sustainable, streamlined business. If you haven’t yet, check out part one, "Why You Need Systems to Reclaim Your Time and Prevent Burnout," where we explore why lacking systems leads to constant overwhelm.

Today, we’re picking up right where we left off, diving into the how. We’ll walk through four essential steps for building effective systems that save you time and reduce stress, starting with identifying bottlenecks and moving on to documenting and refining your processes. By the end, you’ll have a clear, actionable plan to start running a business that doesn’t rely on your constant oversight.

Tune in to learn the steps to a more organized, efficient, and fulfilling business journey!

1:36 - Why building systems is crucial for creating freedom, focus, and efficiency in your business

3:02 - Explanation of how systems provide consistency and stability, making your business independent of your constant involvement

5:15 - Introduction to the four steps for building foundational systems that save time and increase efficiency

8:45 - Two methods for documenting processes that you can consider to help make this an easy lift

14:06 - Insight into how implementing systems can transform your business, supporting your lifestyle and giving you back time and peace of mind

References Mentioned In This Episode
Episode 189 - Why You Need to Systems to Reclaim Your Time and Prevent Burnout


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Resources Mentioned In This Episode:

Check Out The MY-T Society Membership

Listen to My Free Audio Masterclass

Schedule a 20 Minute Chat with Me

Let’s connect online:

Follow Me On Instagram: @the_shannonbaker







Speaker 1:

Well, hello there and welcome back. So if you caught the bonus episode earlier this week, then you know. We got real about why things can feel so overwhelming when you don't have systems in place in your business and talked about those fears that you need to push through. Now, today, we're going to get right into how you can start building those systems so you can experience more freedom, clarity and efficiency in your business. All right, let's jump into today's steps and get you set up for success.

Speaker 1:

Welcome to the Mind your Time podcast. I'm Shannon Baker, your coffee loving host and business strategist. Each week, I will share practical insights and bold strategies for six figure entrepreneurs looking to clean up their back office and create streamlined systems. The weekly episodes will help you take control of your time, scale your business and create success on your own terms. So grab your cup of coffee or your favorite beverage and let's dive into today's topic. Did you tune into the bonus episode earlier this week? If not, no worries, I'm going to get you up to speed really quickly because today we're going to talk about the steps you need to take to create your business systems. But I do recommend you go back and listen to that episode because I talk about some of the common fears that hold entrepreneurs back from creating their systems and how you can push through those fears. I'm going to put a link to that in the show notes for you. So I decided to do these two episodes in the same week because I know how easy it is to be juggling all the pieces just to keep things moving in your business and how hard it is to stop doing that. But the good news is, today we're going to break down how you can start building the systems you need so that you can create more freedom, focus and efficiency in your business. And in that juggling act, one of my mentors always says only clowns juggle and we're business owners, not clowns, right?

Speaker 1:

So exactly where do we start this transformative process after we change our mindset? Well, it starts by having a clear understanding of what systems are and why they're so essential. As the CEO of your business, you need to fully understand what I mean when I say, systems and how they're designed to support, not stifle, your ability to lead your team and your business effectively. So a system, in my definition, is the combination of three elements that work together to perform a specific task. So it's the step-by-step process, the tools that you can use to automate some of those steps and the person that can complete the rest of the steps that can't be automated.

Speaker 1:

Systems are the backbone of your business operations. Without these documented, repeatable processes, you don't have a business. You have a you. So what happens when you're not available? That could be costly, but when you have systems set up for these tasks, you save time, you reduce mistakes and you create consistency. They form the foundation for a business that can thrive, not just survive, without you holding every piece together, and that's usually by duct tape when you don't have systems. So, whether you're just getting started in business or you've been in business for years, there are six core systems that you need to have in place, and I've dedicated an entire episode to each one of these, but for now I want you to go back and listen to the episode where I give a high level overview of all six in one place. I'll drop a link to that episode in the show notes.

Speaker 1:

Inside the Mighty Society membership, there's also a roadmap that shows you which systems are essential, based on the stage of your journey. So if you're not sure where to start, no worries, that roadmap will tell you exactly what you need to focus on, based on where you are in your journey. So if you don't have that system in place based on where you are, then you need to focus on based on where you are in your journey. So, if you don't have that system in place based on where you are, then you need to give it some attention. And why? Because I know if we don't talk about it now or address it now, you're going to keep putting it off. And this happens because this isn't your area of expertise. And, yes, I know it's easy for me to say put the system in place, but it's not necessarily easy for you to take my advice and implement it. And that's why today, we're going to talk about how you can build your systems systems. These four steps are going to guide you in the process of creating a solid foundation that frees up your time and allows you to operate more efficiently. So are you ready?

Speaker 1:

Step one you have to identify the bottlenecks in your business. So start by thinking about where you're feeling stuck or frustrated the most. More times than not, you're the bottleneck. The frustration often comes from a lack of structure. So focus on the biggest pain points, the leaks and I say that in air quotes in your business that are costing you time, energy and money your resources. Think of it this way If you come home one day and you find that you have multiple leaks in your roof, where are you going to start the repairs? You wanted to start with the biggest hole first, right. Well, use that same approach in your business. Look at the biggest issues, which sometimes means you have to address the way that you're handling things. So where can you start? Well, I want to make this easy. You can download a copy of the BizOps checklist from the show notes. This handy little tool is available inside of the Mighty Society membership as well, but I made it available for everyone outside of the membership because it's a great place to help you start this process. You can complete it in under two minutes and quickly identify the gaps or leaks in your back office so you can prioritize what needs the most attention. This tool alone will save you hours of frustration by helping you tackle the issues in the correct order.

Speaker 1:

Now, once you've identified those main frustrations, it's time for step two. You need to document your processes. So where do you start? Because I know this can feel like a big task, but I'm going to make it easy. You can start with a simple checklist. In fact, I talk about this in detail in an episode called how to Harness the Power of Checklists to Transform your Business, because checklists are the easiest way to capture the basic steps in any process, and I'm going to put a link to that in the show notes as well. I mean, think about it Pilots use checklists, doctors use checklists, and you're probably already using them in your life as well, like for grocery shopping or packing for a trip, so why don't you use them in your business? Checklists give you a clear, actionable starting point for repeated tasks, and that makes the entire system building process much more manageable, because you just go back and fill in the gaps. So, as you start creating checklists, think of them as the foundation that you're going to build on as you start to add details to each step of the process, and then, from there, you can really start mapping out those steps in more detail, especially if you're looking to automate parts of your business or even delegate tasks. And inside of the Mighty Society membership, there's a workbook called how to Map Out your Process in Five Steps, and this workbook guides you through the essentials of documenting your processes, making it easy to create a step-by-step guide for each of your business processes.

Speaker 1:

And then here are two ways that you can approach creating this documentation. The first one is using screen recording. Use an app like Loom L-O-O-M to record yourself as you complete your process. This gives you both a visual record and a transcript that you can edit to use as your documented process. Plus bonus, this video becomes part of your training library, so when you hire someone, they can actually see each step in action. After all, a picture is worth a thousand words, so how much would you say a video is worth? Personally, I think they're priceless. Another way that you can do this is voice recording. If video feels like it's just too much for you, use your phone to just record yourself talking through each step as you complete it. Then upload that recording into a tool like Otterai or Rev and it will transcribe it for you, giving you a text version of your process that you can then refine as needed. These simple steps make documenting easier, and it will ensure you have clear, actionable instructions that anyone on your team can follow.

Speaker 1:

Now, what do you do when you have your process documented? Here comes step number three. You need to test this out. This is where having a team member or someone else outside of your business is invaluable. Do not test the process yourself, especially if you wrote it. You want to make sure that someone else, or anyone for that matter, can follow the process without needing constant guidance from you to fill in the blanks. Testing is going to reveal any gaps or unclear instructions that you need to fix, which allows you to refine the process before you implement it.

Speaker 1:

And inside of the Mighty Society, there are also templates that you can use, and you have access to a community of entrepreneurs who can give you feedback on your processes and share their experiences with testing and refining their systems with you as well. This collaboration can help you troubleshoot issues faster, which will save you time and frustration. So the last thing you need to do is refine and improve your process. Remember, systems are not static. You can't set it and forget it. They need to evolve with your business, so you need to review, and so you need to review and improve them regularly. Ideally, I recommend twice a year, but no less than once a year. Slow seasons are a great time for you to do this, and if you have a dream team, involve them in this process. Their feedback is invaluable because they're the ones that are directly using these systems, and when they feel ownership of the work that they're completing, they're more engaged and invested in making the processes even better. But make sure you listen to them.

Speaker 1:

Now, inside of the Mighty Society membership, there's a handy tool that, again, will help you with this entire process. I talked about the Entrepreneur Journey Roadmap before, but basically, it helps you track your business's growth and make the necessary tweaks to keep moving forward. So, as you're building your systems or you're on your journey, you'll see what systems you need to build to continue to support your growth, and you'll see what systems you need to build to continue to support your growth. After all, the goal is to invest in sustainable success. That means you're investing in the future of your business.

Speaker 1:

So now that we've broken down the steps, let's do a quick recap and bring it all together. First, you need to identify the bottlenecks, so you start by spotting the leaks in your business that are costing you time, energy or money, and if you want help, you can grab the BizOps checklist from the show notes, which will help you see what gaps are in your existing back office operations. Second, you need to document your processes. You can start with checklists to capture the basics. Then you need to go back and map out each step in more detail. You can grab the workbook how to map out your process in five steps from inside the Mighty Society membership and then, when you want to record the details, you can use a tool like Loom and Otterai to help you with creating that documentation.

Speaker 1:

After everything's documented, third thing you need to do is test the process. So get feedback from a team member or someone outside of your business to make sure that your process is clear and workable. The Mighty Society community is there to offer support and help you troubleshoot and refine your processes. So use it and then, once your process is created, you definitely need to refine and improve on a regular basis. Your systems need to evolve with your business, so do the systems check at least once a year and make sure you bring your team into the process, if you have one. When you implement these four steps, you're creating a powerful foundation that lets your business run smoothly, even when you're not the one that's in total control.

Speaker 1:

Imagine what that could mean for more time, freedom and for growth. Remember implementing systems. It's a journey, a marathon, not a sprint. It's about creating a business that supports your lifestyle as fully as you want it to, giving you back your time, your freedom and, most importantly, your peace of mind. When you're ready to make that shift, which I hope is now, consider joining the Mighty Society, because it can be your partner to help you succeed in this process.

Speaker 1:

You're going to find those resources that I mentioned, like the workbook how to Map Out your Process in Five Steps. There's also a welcome kit and onboarding process workbook. There are customizable message templates and so much more inside, but beyond these tools and resources, you're gonna join a community of purpose-driven entrepreneurs like yourself, People committed to building businesses that reflect their values, enhance their lives and allow them to thrive, not just survive. This is a space where you can find support, inspiration and the guidance that you need to grow your business with confidence. Let's work together to build a business that not only sustains your success, but also empowers you to enjoy it every step of the way. I look forward to seeing you inside.

Speaker 1:

Thank you for tuning in this week. I look forward to seeing you inside. Thank you for tuning in this week. Remember, just listening to this episode will not get you better results. So I challenge you to break the mold and take action today.

Speaker 1:

If you're unsure where to start, book a call with me to get your questions answered about the Mighty Society membership or anything else that I mentioned. A link to my calendar is in the show notes. Not ready to take that step yet? No problem, be sure to connect with me on Instagram, at the underscore Shannon Baker. You can ask me your questions there, or let me know that you enjoyed the episode by taking a screenshot, sharing it and tagging me Now.

Speaker 1:

If you haven't already grabbed my free audio masterclass, why don't you just start there? It's a great first step to assess your back office on your own, and this masterclass provides valuable insights and practical steps to help you organize your processes, reduce chaos and improve efficiency. Go to theshannonbakercom forward slash audio masterclass Now. If you haven't left a review for the podcast yet, please do so. I would love to hear from you, and it's an easy way to show some love to the podcast and help me reach more small business owners who are ready to defy the status quo. I can't wait to hear from you. So until next time, keep calm and streamline.