Business Systemisation: Go Beyond Busy Episode 1

[00:00:00] Hi, I’m Christine Abela from Oxygen8 Consulting. I’m a business consultant with a strong tech background helping small business owners move from chaos to calm and take their business to the next level. In this podcast, I share practical ideas and simple systems to make your business easier to run, more profitable and more enjoyable to own.

Some of the content is created with the help of AI tools, but the voice you are hearing right now is mine and everything is grounded in real world experience. If you’d like to learn more, get in touch or download free notes and resources head over to [00:01:00] GoBeyondBusy.com.

Okay. So you’re a small business owner, right? You’ve built something awesome. Yeah. They’re at that million to $10 million mark annually. Um, yeah. Pretty exciting place to be, but I bet you’re also feeling some new pressures that come along with that kind of growth.

Absolutely.

So that’s exactly what we’re diving into to today – systemizing your business to handle this new stage.

Right.

And we’re gonna get specific about why having a business consultant and not just any consultant, but one who gets technology can be like a secret weapon.

Yeah. It can be a game changer.

We’ve been digging through some really insightful material on systemizing businesses and our goal is to give you, uh, those practical steps that you can use to streamline everything and just create a much stronger foundation for, you know, for future growth and scaling.

Exactly. Because when you hit that growth phase…

mm-hmm.

…you can’t just keep working more hours.

Yeah. It’s [00:02:00] not sustainable.

It’s not sustainable at all. You need to build in that efficiency and create leverage.

Yeah.

And that’s what systemization is all about.

So true. Okay, so let’s just get right into it. Um, when you hear systemization right, some people might think, ah, bureaucracy, here we come.

Yeah.

Layers and layers of it. But what we’re seeing in these resources is that good systemization, it actually does the opposite.

It really does.

It creates clarity. It actually frees up your time for the stuff that really matters.

And that’s the key difference, right? It’s not about setting rigid rules just to have rules. It’s about designing these smart workflows so everyone on your team knows exactly what’s expected, how to get it done, and when to get it done. Think of it like building a well-oiled machine.

Yeah. Like a well-oiled machine.

Each part is working smoothly together, minimizing all that friction and wasted effort.

Love that analogy. So for a business, you know, in that million to $10 million range. Yeah. The benefits are huge. One of the first things our research pointed to was cost reduction. And I [00:03:00] don’t mean cutting corners, right? I mean strategically delegating those everyday tasks that eat up your time as the owner.

Exactly. Things like managing your inbox or those basic administrative tasks.

Exactly. You’re freeing yourself up to focus on those high level things that really drive revenue.

That’s the goal. Yeah, because without. Clear documented processes, delegating effectively is near impossible.

Yeah. You end up explaining things over and over again.

You’re double checking everything, and it’s just a bottleneck.

You become the bottleneck.

You got it.

So systemization lets you capture these processes and power your team, and then bam, you’re free to focus on growth.

That’s the freedom we’re looking for.

Okay. So then there’s the efficiency piece. When you map out your current processes, you’re gonna see those unnecessary steps, those bottlenecks.

And that’s where a consultant who understands tech is so valuable.

Mm-hmm.

Because they can look at those bottlenecks and say, Hey, technology can actually streamline this. Or even fully automate it.

Right. They’re not just looking at the inefficient parts. They’re thinking about completely new [00:04:00] approaches.

Exactly. New approaches that are driven by technology that are faster and way more effective than what you’re doing now.

Like software that gets rid of all that manual data entry between different systems.

Exactly. That kind of stuff. So smart. Okay. Another thing we saw was that performance gets a boost.

Oh yeah.

Our sources talked about how inconsistencies pop up when everyone’s doing the same task differently.

Right. Everyone has their own way of doing things.

Standardized procedures: they kind of create this baseline quality for everything you offer.

And tech is your friend here, project management software with built in quality checklists at each stage.

I love those checklists. I use ’em for everything.

It just makes sure everything is consistent and that quality is always there. And you know what happens when you have consistency?

What’s that?

Customer satisfaction goes up. Loyalty goes up. They know they can rely on you for a high quality experience every time.

Makes a huge difference. Communication was another thing that stood out to me.

Oh yeah.

Miscommunication. A lack of clarity just wastes so much [00:05:00] time.

It really does.

But documented procedures, they act like this central reference point. And everyone’s on the same page.

Exactly.

Yeah.

And those digital communication tools that a tech-focused consultant knows inside and out, they become way more powerful when they’re actually supporting well-defined processes.

Yeah, you’ve gotta have both.

You got it.

So think about like standardized templates for emails or clear protocols for how teams share updates.

All that stuff.

That stuff, it all matters.

Yeah. A consultant can help you not just pick the right communication platforms, but they can help you define the processes that make them work really well.

Awesome. Okay, so let’s talk scaling. I mean, this is a big one for businesses bringing in the kind of revenue you are.

Absolutely. It’s top of mind for sure.

And our research really hammered home this point that having clear procedures makes onboarding and training so much easier.

Oh, it’s night and day.

You’re not relying on existing employees to train every new person from scratch.

Right. It’s not one-on-one anymore. Yeah. You know, hires can just follow those SOPs [00:06:00] and they’re productive so much faster.

Yeah. And a lot of times that’s supported by technology.

Yeah.

Things like online training modules and internal knowledge bases.

Hmm. Yeah. Those are great. To scale successfully, you need to be able to replicate your operations consistently.

And that’s what technology lets you do. It lets you codify those processes, make them accessible and trainable for a growing team. Without these systems, growth just becomes chaotic.

It can be a nightmare.

It can be.

Okay. So measuring progress becomes a lot more effective with systemization.

Absolutely. With clear processes and documentation, you can track those key metrics across the board.

Yeah. Marketing, product development, customer acquisition costs, all of it.

All of it.

And a tech consultant is so valuable here because they can help you figure out those key performance indicators.

Yeah, those KPIs.

KPIs, and set up those dashboards and reporting tools to give you that real time view of how your company is doing.

They just understand what data to track, how to collect it efficiently and how to present it in a way that’s actually useful for making [00:07:00] decisions.

It’s gold. Okay. Another pain point, meaning deadlines.

Every growing business deals with this.

Oh yeah. Deadlines never go away.

Never. So our research talked about how planning your daily and weekly activities can really help.

Mm-hmm. It keeps things from slipping through the cracks and causing those bottlenecks.

And project management tools. Those workflow automation tools, which a tech expert can recommend and set up, they’re essential for staying on track.

They really are. It changes your whole mindset from reactive firefighting to proactive planning and task management. You’re in control.

And ultimately one of the best parts of systemization is that it gives you back your time.

It does. It gives the owner back their time.

Instead of being stuck in the day to day you can work on those big picture initiatives.

Exactly. The things that will really drive the business forward in the long run.

Like what our sources said, reducing time on email and focusing on marketing or developing new products.

That’s where your expertise and vision as the owner really shine.

That’s what moves the needle.

And this is a big one for any entrepreneur who [00:08:00] dreams of a business that can run without them. Systemization lets you take time off.

Yes. It does. You built a business that doesn’t need you there 24/7.

Knowing your business can function smoothly even when you’re not there.

It’s an amazing feeling.

It is. And a lot of times that comes down to those tech systems that are well implemented and documented.

Absolutely. So we’ve talked about why systemization is so important, especially for a business at your stage.

Right.

But where do you even begin?

Good question. Where our research says the first step is identifying those recurring tasks that just happen all the time in your business.

Okay. So like accounting, administration, marketing, sales.

Yep. Technology and data management. Yeah. HR, communication, customer relations, even purchasing. That’s a lot. It can be a long list.

Yeah.

But the important thing is to just start writing it all down. Don’t overthink it at this stage. Just get everything on paper.

Get it outta your head.

Out of your head and into a list. Yeah. That’s how you start to gain clarity.

I like that. Okay, so then you organize and prioritize [00:09:00] those functions, right?

Exactly. Our resources suggested a few starting points like product development is often a top priority.

Makes sense.

And if you have a smaller team, maybe combine admin and accounting.

And pretty much every business today needs some level of tech support from the get go. Grouping sales, marketing, and customer support together is also a common approach.

Okay, that makes sense. So the goal is to take that big list of tasks and put them into logical groups.

Exactly. And then figure out which of those functions are crucial.

For your core operations and for hitting those goals.

So true. This is where that tech savvy consultant shines.

Oh, yeah. They could look at your priorities and say, all right, you wanna grow your marketing, implement those marketing automation tools. Now, that’s where you’ll see the biggest impact.

Or they might say, if you wanna improve customer retention, focus on a CRM system first.

Exactly. They’re not pushing tech for the sake of it. They’re giving you solutions that line up with your business needs and your growth goals.

Okay, now let’s get into those automation tools. Our [00:10:00] research really went deep on this and gave some great examples.

You did.

For project management and collaboration you’ve got tools like Asana and Slack.

Those are great. Yeah, and they’re more than just communication platforms. They help with team coordination, streamline task management. You know, shared workspaces. Mm-hmm. Task assignments, progress tracking, file sharing, all of that.

Yeah. You’re not relying on email threads that get buried.

Exactly. And it creates this central hub for all your project communication and activity. Yeah.

So much better for transparency and accountability, especially as you grow.

Then there’s CRM and marketing automation tools.

Like Ontraport, Keap, MailChimp, Salesforce, Pipedrive, Autopilot.

Those are the big ones.

So for our listeners, CRM is basically a central platform to manage all your interactions with customers.

Yeah. Both potential and current customers.

And marketing automation integrates with that to automate those repetitive tasks.

Emails, lead, nurturing, all that good stuff.

It can really streamline your whole sales and marketing operation.

Yeah, I mean, for a business making the kind of money you are, [00:11:00] it’s about being proactive and personalizing your sales and marketing.

Right.

A CRM lets you track every interaction with a prospect, understand their journey, segment your audience for targeted communication.

I mean, that’s powerful stuff. And when you combine that with marketing automation…

…you’re delivering the right content at the right time automatically. Your sales team can focus on qualified leads and closing deals.

It’s all about leverage.

It is.

And then there’s lead generation and sales enablement tools.

Things like Deadline Funnel, Lead Pages, Calendly, GoToWebinar.

It’s all about automating parts of your sales process. Creating urgency, building landing pages, making scheduling easier, and managing those online events like webinars.

Exactly. They make it so much easier for potential customers to connect with you and move through your sales pipeline. And because it’s automated, you’re constantly capturing and nurturing leads without lifting a finger.

I love that. Okay. We also looked at productivity and efficiency tools,

Right. Things like Dropbox, Google Docs, Google Calendar.

TextExpander, Alfred, Shortcat, [00:12:00] IFTTT, RoboTask.

Those are the little helpers that can make a big difference.

They’re like digital assistance that streamline your day-to-day work.

You’re automating repetitive typing. Yes, simplifying file access, connecting different applications. It frees up so much brain power.

And then there are those dedicated workflow automation tools.

Like Zapier, Flow, Tallyfy.

These platforms are amazing. They connect different software applications and automate the workflows between them.

So, for example, you can automatically add new leads from a landing page right into your CRM…

…and then trigger a follow up email…

all without you having to do anything. That’s powerful stuff for optimizing those complex business processes.

So the fact that these tools can connect all your different systems and automate the flow of information…

…it’s a beautiful thing. It saves time, reduces errors, and just makes everything run smoother.

Yeah, it’s like a well-oiled machine again.

It is.

Okay, so we talked about Intercom for customer communication, Delivra for email campaigns, and mHelpDesk for field service [00:13:00] management.

I mean, there’s so many tools out there.

It can be overwhelming.

It can be. And that’s why having a consultant who knows technology is so valuable.

Totally. They can help you figure out which tools are right for you and how to actually use them.

They can look at your needs, understand your workflows, and recommend the best fit.

They can also help with implementation and training. So your team actually uses these technologies to their full potential.

It’s not just about knowing the tools exist, it’s about knowing how to use them the right way.

Exactly. And remember, technology should always serve a purpose.

A strategic purpose.

Yes, it’s about solving problems and reaching your business goals, not just chasing the latest shiny object.

So you’ve started figuring out your processes, maybe looking at automation, and our research says now it’s time to document those processes.

Yeah, through those standard operating procedures or SOPs.

SOPs.

Those are your documented best practices for getting things done.

And they’re the foundation for a scalable and efficient business.

They ensure consistency, reduce errors, and they’re [00:14:00] crucial for training and delegating. Without SOPs, all that important knowledge is just stuck in people’s heads.

What happens if those people leave?

Exactly. It’s risky business.

So our sources broke down the key parts of a good SOP.

You need a clear title, a short explanation of why you’re doing this procedure, and then those step-by-step action instructions.

And they emphasized clear language, present tense, avoiding jargon, logical steps, and highlighting any exceptions or warnings.

And don’t forget, visuals, photos and videos can be really helpful too.

Well, it’s all about making those SOPs so clear that anyone can follow them.

Exactly.

Yeah.

Even if they’ve never done it before.

Clear steps plus visuals equals less confusion and everyone’s doing things the right way.

The research also mentioned creating naming conventions for those SOP documents.

Oh yeah. It might seem like a small thing, but it’s crucial for keeping your procedures organized.

Things like client name, project name, SOP, the title, version number, document number, all that stuff.

When you have a good naming convention, everyone can find the right [00:15:00] SOP and you can track updates easily.

So they gave this really detailed breakdown of how to actually write a procedure.

Right. Start with a summary sentence that sums up the purpose of the procedure.

Then identify the main task using a verb ending in ING…

…and then break it down into numbered steps.

Exactly. With Substeps if you need them. Then identify any secondary tasks, any warnings or notes, and list any related information or documents.

They even had an example of creating a sales receipt in QuickBooks.

Really practical stuff.

Mm-hmm.

And that level of detail is important. It ensures that everything is spelled out and nothing is left to guesswork.

So you’re creating a guide that empowers your team to do things correctly and independently.

And remember what we talked about before. A tech consultant can help you integrate these documents with the tools your team uses.

Oh, yeah. Like a direct link to the SOP, right in your CRM system.

That’s how you make things seamless.

I love it. It makes the documentation so accessible.

Exactly. It’s about creating a system where your processes, your technology and your documentation [00:16:00] are all working together.

Harmony. Okay. Let’s talk outsourcing.

This was another thing our research touched on.

It’s a great way to boost efficiency and get access to specialized skills without hiring full-time employees.

Especially for a business your size. It can be a game changer.

It allows you to bring in experts when you need them, which is often more cost-effective than having a whole team for every little thing.

So you’re avoiding that single point of failure where only one person knows how to do something critical.

And it gives you flexibility.

Yeah.

You could scale your resources up or down, depending on what’s going on.

Okay, so the resources laid out this five step process for hiring freelancers.

First, figure out exactly what needs to be done.

Then write a detailed project description.

That’s key. Be specific about what you need, what you expect, even your communication style.

Include a code phrase to weed out people who haven’t read the whole thing.

Okay, smart. Then eliminate unqualified bids.

Look for generic proposals, missing code phrases, things like that.

Then narrow it down to three to five qualified [00:17:00] candidates…

…and make your final selection maybe after a small test project to see how they do.

And here’s where that tech consultant comes in again.

They can help you figure out what tasks are good for outsourcing.

Like website maintenance, social media management, even some customer support.

They can help you use those online platforms to find, vet, and manage those freelancers.

It’s about using technology to streamline the entire outsourcing process.

They know how to navigate those freelance marketplaces. They can give you tips on writing those project descriptions, evaluating proposals, and managing those remote teams.

Okay, so we’ve come to the big one, scaling for the future.

The culmination of all our efforts.

Our research says once you have those core systems in place, you can finally focus on strategic growth.

That’s the goal. The owner is freed up to think big picture.

They talked about creating a strategic plan by asking some tough questions.

Why are we in business? What’s our main goal? How does this benefit us and our team?

And they emphasized [00:18:00] regular reviews and 90 day sprints to keep everything on track.

Scaling isn’t just about growing, it’s about making choices about where to focus your energy.

So they talked about measuring your effectiveness using your accounting data.

Yeah, those key numbers that tell you how things are really going.

And of course, sales and marketing are still crucial. It’s about moving beyond individual efforts and building systems that bring in and convert customers consistently.

You can’t manage what you don’t measure.

Hmm.

Your financials give you that feedback on the health of your business.

Right. And there was a checklist to help spot weaknesses in your lead generation system.

That’s a helpful tool.

They also talked about those marketing controls. Um, marketing calendar, standardized collateral, a marketing scoreboard that tracks those key metrics like cost per lead, cost per sale, ROI.

All those things that ensure your marketing is actually working.

And of course, the CRM is still central to managing all those customer interactions and campaigns.

It ties everything together.

And last but not [00:19:00] least, hiring the right people, building a strong team.

Your team is your biggest asset.

Even with the best systems and technology, it’s your team that makes it all happen.

They’re the ones executing the plan and bringing that vision to life.

So just to bring it all home for you. You’re a small business owner. You’re hitting that million to $10 million mark. Systemization and automation: they’re not just buzzwords. They’re the keys to building a business that can last.

They’re essential for efficiency, scalability, and resilience.

What’s really important to remember is that you need a consultant who gets tech.

Absolutely. It’s not just an advantage anymore, it’s a necessity.

They can help you find, implement, and integrate those tech solutions that are gonna take your business to the next level.

They bridge the gap between your business needs. The constantly changing world of technology.

So you’re not just keeping up, you’re leading the way.

So think about all the aspects of your business we’ve talked about.

Customer relationships, workflows, marketing, sales.

If you could systemize and improve just one area with [00:20:00] technology…

…which one would have the biggest impact in the next few months?

It’s a question worth pondering.

Take some time to really think about your operations and where those improvements could make the biggest difference. Maybe it’s time to talk to an expert, someone who can bring that business knowledge and that tech expertise together and help you unlock that next level of growth.

It could be a game changer.

Thanks for joining us for this deep dive.

Thanks for listening to Go Beyond Busy. If something in today’s episode struck a chord or you’d like support to get your business to the next level, head over to GoBeyondBusy.com. You’ll find more resources there and an easy way to get in touch. I’m your host, Christine Abela from Oxygen8 Consulting, helping you to fall in love with your business all over again.

Thanks for joining [00:21:00] me.