Written by Ursula Hurn, Digital Organizer
Best known for her skill in digital organization, Ursula Hurn is the creator of the IG OrganiSZer®, a simple yet effective social media content management system. She teaches best practices for digital organization and how to implement her systems. She has over 30 years of digital organizational experience and offers practical application.
Have you ever wondered why regular, recurring activities, such as writing social media posts to promote your business or creating similar documentation for different clients, don’t always run as smoothly as you thought they should? In all probability, the most likely answer is that the system you’re using isn’t working as efficiently or effectively as it should or could.
Having streamlined, well-implemented systems in place to make things run smoothly is part and parcel of being organized, whether that’s from a physical perspective or a digital one.
What is a system?
The word ‘system’ has apparently been around since the late 1500s. According to the Oxford English Dictionary (OED), it is “an organized set of ideas or theories or a particular way of doing something.”
Also, according to the OED, it has over 30 meanings listed in as many subjects, which leads me to believe that each industry or field of study has its own subtle differences in application.
Do you know if you are using systems?
Depending on how you do things as an individual, you may naturally gravitate toward implementing systems or not. Often, when we do things repeatedly in a certain way, like a nightly routine of washing your face, moisturizing, brushing your teeth, and getting ready for bed, or a morning routine of getting dressed, making a coffee, and reading the newspaper before heading off to work, these may be regarded as routines or rituals by some, but realistically, they have the makings of a system. Each of those actions is probably performed in more or less the same way; the items used are put away in the same place, and the order in which you make your coffee is always the same. In its simplest form, this is a basic system.
Indicators of a system
If you’re unsure whether you’re using a system, these five points will give you a good indication.
Output: If you consistently like your coffee each time you make it, you’re using a system, even if you don’t realize it. Think of some recurring outputs at work, does the same apply to them? Maybe your outputs vary each time, which could indicate a problem with the system you’re using.
Processes: I’ll stick with making coffee as it’s easy to relate to. Whether it’s milk in first or coffee and water in first, it’s a system. Once again, how does this relate to tasks you’re doing at work? Do you need to look at improving your processes to get better outcomes?
Records: Depending on the task, these could be either verbal or written, but sticking with the coffee example, does your partner, spouse, or kids know how you like your coffee? If not, chances are you haven’t shown or told them often enough. In a work situation, this is why documenting processes is so important.
Performance: The coffee example may sound a bit silly here, but if you don’t like 9 out of 10 cups of coffee you make, there is definitely a problem with your system! In a work situation, if performance varies from the same person on the same task, the system isn’t working, excluding work ethic as a factor.
Efficiency: Knowing exactly how you like your coffee and how you make it each time speeds up the process and saves you time. Inefficient processes at work can significantly impact performance and revenue.
Drawbacks of not using a system
If you’re not systems-oriented, the thought of having to implement a system could send you running for the woods. However, if you’re running a business, that might not be the best option. In the long run, or even the short term, it is bound to cost you time and money.
Here are five significant drawbacks of not using systems or having poor systems in place in business:
Inefficiency: If there are no organized procedures for routine tasks, especially those that don’t occur often, time will be wasted. How much time would you waste if you couldn’t remember how to make your coffee every day?
Inconsistency: The same task will be completed differently by different team members, leading to discontent. Imagine a restaurant where each barista prepares the same latte in their own way, not a good experience for customers who don’t get what they expect!
Mistakes: With no instructions to follow, you could end up with coffee so strong the teaspoon can stand up in it because your spouse put in three teaspoons of coffee instead of one. The same applies to the cappuccino from the restaurant.
Poor performance: If your partner doesn’t know how to make the coffee, they can’t be blamed for getting it wrong. If the baristas have nothing to refer to, they can’t be blamed for messing up the Irish coffee.
Missing instructions: If you’re very specific about how you like your coffee and you want to delegate the task, unclear or missing instructions will prevent you from doing so successfully. This will lead to bad coffee and your dissatisfaction, the same applies at the coffee shop.
10 reasons why systems work
1. Consistency
Systemizing repeated tasks ensures that the same result is achieved every time the task is completed, no matter who performs it. You can’t always account for individual work ethic, but if the process is well-documented, you will have a greater chance of success.
2. Efficiency
Streamlining your processes reduces the time it takes to complete tasks by removing unnecessary steps, ultimately saving resources, time, and costs.
3. Scalability
As your business grows, satisfying increased demand becomes impossible without well-designed and consistently implemented systems. These systems enable multiple people to perform the same task to the same standard.
4. Clarity
When team members know who is responsible for what and when, confusion is eliminated, allowing businesses to operate smoothly and efficiently—achieving monthly, quarterly, and annual targets consistently.
5. Accountability
Without documented processes detailing how tasks should be performed, to what standard, and by whom, accountability cannot be established. This lack of clarity leads to confusion and wasted time.
6. Adaptability
Documenting systems and using them consistently over time allows for ongoing improvements and refinements, increasing productivity and income generation.
7. Data management
Measuring achievements is the only way to determine profitability. Without well-documented systems for data collection, meaningful analysis becomes impossible, leaving you uncertain about your progress.
8. Error reduction
Clear, written processes with step-by-step instructions significantly reduce errors, leading to time and cost savings in the long run.
9. Training and onboarding
Standardized processes and procedures simplify training and onboarding new team members. They can learn more quickly and refer back to documentation whenever needed. Knowledge retention improves when individuals follow written instructions or watch a video after being shown the process, rather than repeatedly asking for help.
10. Improved quality control
Well-designed, documented, and implemented systems allow for regular quality checks, ensuring that standards are consistently met and maintained. Detecting problems early results in significant time and cost savings.
Start implementing your systems today
In today’s world, systems and processes can be implemented in written form, annotated screenshots, or video format. Often, videos are more effective when demonstrating how tasks should be performed.
Evaluate how things are currently done in your business and ensure you have the right systems and processes in place to scale efficiently.
If, after reading this article, you realize your business organization, systems, and processes need an overhaul or an initial setup but feel overwhelmed by the prospect, take the first step by booking a discovery call today. Let’s work together to establish the right systems and processes to support the future growth and expansion of your business.
Always remember: SYSTEMs Save You Stress, Time, Energy, and Money!
Read more from Ursula Hurn
Ursula Hurn, Digital Organizer
Ursula Hurn is an expert in digital organization and systems. Being a lover of people, she understands the frustration and time-wasting that digital disorganization causes, especially when business owners don't believe it's a skill they can learn! With a burning desire to help SMEs succeed, her student- and client base is international, and she believes everyone has the ability to get digitally organized. She is only as far as a Zoom call away.
