‘The one right way gives your customers the consistency they love and increases profit, which you’ll love.’
For years, I labelled myself as a ‘process’ person when really I’m a ‘making life easier’ person. I’ve lost count of the number of times I’d use the word ‘process’ at network meetings, and see the shutters go down. I’d try ‘systems’ and they’d think I was a techie, into software and IT. I’d used language that put me in a box that no-one wanted to open ‘except in emergency!’
You know what I mean. You’re a ‘get on and do it’ person, and the people who love process are the ‘Rule-Bound Reggies’ of this world, paralysed by the need to analyse, lacking creativity, shackled by the need to ‘follow the system’ – right? Well, sometimes! The truth is, we all need to get past the language.
The only reason a process or a system exists is to make life easier for you, your managers, your team, your customers. There is no other reason for them. But if like many people ‘a process’ brings you out in a rash then try replacing it with ‘a how to’.
At McDonald’s there is a system, a ‘one right way’ a ‘how to’ for everything, from toasting buns to taking on a new supplier; from mopping the floor to assessing franchisee performance. Yet I don’t remember ever really talking about having systems. They weren’t something we did in addition to the day job; we worked with them every single day, unconsciously. It was just the way things got done.
So I want you to stop thinking about process; I want you to stop fretting about developing systems; and I want you to focus on making ‘the way we do things round here’
SIMPLE LOGICAL REPEATABLE.
At Macs, these were three key ingredients of each and every system that are imprinted on my mind. Three words that encapsulate why McDonald’s systems work:
That’s what makes business systems effective.
The other block I find some people have is that somehow the ‘one right way’ is not for creatives. So I’d like you to think about Masterchef. You’ll recall the episodes when the creative contestants have to go into Michelin star restaurants and cook the chef’s dishes to exactly the same demanding standards of content, taste and presentation. I’ve never heard those chefs go, ‘Oh I’m gonna do it my way’ or ‘I feel hidebound by having to produce this in exactly the same way’. No, they use their skills to deliver the same excellent standards and consistency and take pride in achieving them.
If you don’t watch Masterchef what about Bakeoff. A baker will follow tried and tested methodology, the one right way, for baking the cake to free up their time to try new flavours or to focus on decorating their showstopper. It just makes sense.
Think about an author who has a system for plot outline and development, research, character development, and a schedule to work on certain aspects of the story. A disciplined approach to the basics creates time for the creative story-telling.
And so in business, systems keep the nuts and bolts of your business; your invoicing, purchasing, marketing, recruiting etc in motion, and form a platform for the creative people to ‘do their stuff’. The one right way gives your customers the consistency they love and increases profit, which you’ll love.
And the one right way is always evolving as part of your improvement cycle. So your team come up with a better way as circumstances change and that becomes your new ‘one right way’. So you establish the ‘one right way’, the ‘how to’ with the people doing the work then you regularly review it together, improve it, train it in and off you go again. Your team can then work independently, taking ownership of the task and pride in what they do. And you have the trust in them to get on with driving your business(es) forward or spending more time with your family.
‘Systems are not chains to tie you down, they are wings to help you fly’.
Do one thing: Our Business Efficiency Test will give you an insight into how each of the key systems in your business is operating, and will give you strategies for improving them in a .pdf report. Take the test now, to see how you measure up: https://scorecard.mariannepage.co.uk
Do you feel like you’re drowning? Drowning in paperwork, in problems, in people stuff? And all because of your success!
When you were starting out you had a handle on everything. Now that you’ve grown you’ve had to take on more people and it’s just not the same. You feel like you’ve lost control. And like any new parent you’re finding it hard to trust anyone with your ‘baby’ - to do things your way.
If it helps, you’re not alone. There are lots of successful small business owners out there who have fallen out of love with their business. What used to be fun, exciting and rewarding is doing great financially, but not giving you the same pleasure or sense of adventure.
Of course you've always worked hard, but in the early days that hard work was interesting and added real value to the business. Now you’re working even harder and it doesn’t ever seem to move things on.
7 Clear Signs Your Business Needs Simplifying
So…are you stuck? Or are you drowning?
I hope you’re neither, but if you are, let me throw you a lifebelt.
It doesn’t have to be this way. You can have time freedom and a business that runs like a well-oiled machine, manned by a high-performing team. You just need to systemise in every area of your business and develop a strong second line of management. That’s not as daunting as it sounds.
In fact, there are only 10 steps to your Freedom - that freedom to scale, grow or sell your business, or run it from a beach somewhere if that's what you really want.
Fancy a bit of that?
Do one thing: Our Systems Mastery Programme works around you and your life, giving you the freedom to work ON your business, not IN it. Read more here: Systems Mastery Programme
A skunk as you know is something that stinks, and nearly all businesses have them. No, I’m not talking about issues with personal hygiene - your skunks are in your operation, your customer journey, your hiring.
So what does a skunk look like?
It looks like something that isn’t adding value to your business and may be actively detracting from it:
Imagine that you’ve only got one person trained on an aspect of your business and you haven’t got what they do recorded, as a How To, a system which anyone could follow. What happens when this person is sick or on holiday? Things don’t get done or not done to the standard you expect. Often it’s the business owner who has struggled to delegate, not willing to give up ‘their’ tasks for fear of losing control.
I smell a skunk!
Say for example you had a problem with quality, so you added a layer of checking and that’s continued for several years. But you’ve never reviewed it since, to see if it’s still necessary. Quality has improved so you’ve left well alone. But what if the problem was fixed at source through recruitment, training or development and the checker has not found a problem in twelve months? It’s wasting time and money and robbing people of taking pride in their work. It’s a skunk.
Waste really stinks and it’s the little things that collectively can reek. When was the last time you found yourself asking, ‘Has anyone seen the xxx?’ Who was last to use the xxx I can’t find it anywhere?’ Or think of a time you couldn’t go straight to a file you were after online.
‘A place for everything and everything in its place.’
I love the factory idea of a place for everything and a picture of what should be there. (I imagine its what a Japanese garage looks like rather than my own!)
Waste also occurs when we reinvent the wheel; I know I’ve been guilty of it. You know those tasks you do infrequently where you think, ‘How the devil did I do this last time?’ And you waste time going round the houses to get it done. And you’re saying to yourself I really must make a note of this for next time but then you’re so relieved it’s done and your to do list is so long…. so it’s left till next time and round you go again.
How often have you added a step in a procedure without really getting down to the root cause of the problem. That sort of analysis and investigation takes a bit of time and you’re after a quick fix so you just throw money at it. But unless you’re lucky, meddling isn’t fixing. Similarly automating a process without first streamlining it can simply automate inefficiency.
Have you ever recruited someone because they weren’t exactly who you were after but they were the best of the bunch and it was an expensive process? How has that worked out? They might have worked out well but if not, how expensive has that been to your business?
As a customer just think of the last time you were infuriated by the hoops you had to jump through to get service. My pet one is telling someone your tale of woe having queued for twenty minutes on the phone only to be told that someone else has to help you and you’re back in the queue again and then having to re-tell the story… You feel yourself losing the will to live and, unless it’s a service or product you really want, you just walk away.
Solutions for skunks
I know it’s tempting to just kill a skunk when you spot one, and a quick fix will work for some skunks. But if you route one out at the beginning of a process it may have a knock on effect down the line.
What you need is that helicopter view of your whole business, starting with a ‘warts and all’ look at your Customer Journey. Working through the journey from start to end, ideally with your team, will show you the inefficiencies, the blocks and the weaknesses; you’ll be able to see how something at the beginning of the journey is causing a problem further down the line; or how you are a block at a crucial point.
With the whole picture in front of you, you can then make a plan to kill off your skunks, one by one.
Your business will never have smelled so good!
Do one thing: Take the Systems Scorecard and find out where the skunks may be lurking in your business.
I’ve always loved team sports, whether I’m playing them or watching them. Watching them always incurs listening to the pundits and of course with the football season underway we’re awash with analysis. I have to admit that I do enjoy it; I love the insight and the banter. Sometimes, worryingly, I find myself joining in, particularly when I disagree. Anyway, moving swiftly on!
Something that resonated with me recently was the pundits’ view that a winning team needs a strong spine. The idea is that if you have a strong spine from goalkeeper, through centre back, centre midfield and up to your centre forward it will:
And it struck me that in business that strong spine is your process. Having a strong spine of simple, logical, repeatable systems and procedures that everyone in your team follows, allows the whole team to be creative, to stamp their personality on your operation, within a structure. It means that every team member knows what to do when problems arise, they trust in the system. It gives you that agility too to take advantage of sudden opportunities.
It’s about being able to do things on auto pilot because you know the system; you’ve been drilled in it, you know that your team mates know it too, so you trust that they will be where they should be when you need them. Great systems can give great results even when you haven’t got the top superstars.
Of course who you have in each position in your business is still important. You want to recruit to your Vision and Values, team players, people passionate about the customer experience. But it’s the systems that run your business, your people who run the systems. That’s how it should be in business, your systems so well entrenched that when you lose someone to holiday, sickness, maternity leave, your well-oiled machine just keeps on moving forward.
If you’re not into football analogies then think about what Pilates or Yoga does for your body. It gives you a strong core which gives you strength, balance and agility. Continuing to develop great systems in your business is like your weekly Pilates class. Both need you to commit the time and money to their development. The rewards are worth every second of the time you put in.
Do One Thing: Download this free chapter (below) from Marianne’s Amazon bestseller, ‘Simple Logical Repeatable’ to discover more.
Thanks for reading. Have a great week!
You must have seen the arcade game Whack A Mole* which is all about smacking cute little moles on the head as they peep out of their holes. Fun game! Just as you knock one back another appears and another, and another… until your time, or your money, runs out. Fun, but infuriating!
Do you ever feel like that game mirrors your work - maybe your whole life?
Always fixing the latest problem, always dealing with mini or sometimes major crises?
Of course, for those of you in love with the struggle this is all part of the game, part of what you love about being in business. Fire-fighting can be fun!
A crisis occurs and we rush in and save the day. It’s high-octane, high-energy and a great adrenaline rush. As Deming said,
‘One gets a good rating for fighting a fire; the result is visible; can be quantified. If you do it right the first time, you are invisible. You satisfied the requirements. That is your job. Mess it up, and correct it later, you become a hero.’
I'm sure you're not old enough to remember public service broadcasts! They were like adverts only non-commercial, aimed purely at educating and informing the apparently 'not too bright' population of Britain at the time.
Anyway, there was one about a family whose water pipes had burst. It showed how the father had all the family trained to go through a well-rehearsed, well-drilled process of dealing with it - turn off stop cock, get buckets under leak, mop up water with old towels...
At the end of the ad a smug father and his family stand there proudly, crisis overcome. And just as you’re thinking that it's their well-drilled 'crisis management' that's being recommended, an even smugger voiceover pipes up, ‘Well done Mr Mole, but what a pity you let it happen in the first place!’
Fire-fighting can be fun. But! What if our time or money runs out?
It isn't sustainable, it's a waste of our resources, and it's certainly not good for our reputation - with our team or our customers.
Yes, some fire-fighting is inevitable; there will always be the knowns and the unknowable, the controllable and the uncontrollable. No matter how much we plan or anticipate the future there will always be a certain level of uncertainty.
But - if you're constantly fire-fighting, if every business day is a game of Whack A Mole, then maybe it's time to call in MPL pest control* and get some preventative systems in place.
We don’t kill moles, but we do prevent them from digging up your business.
Do one thing: Look back over the last couple of months and check out how much mole-whacking you’ve done. Think about how having systems in place for each area of your business could have prevented this and saved you and your business time and money.
If you need help, our intensive two-day Systems4Scale Bootcamp is for you! To find out more information you can download our brochure here.
Thanks for reading. Have a great week!
*no moles were harmed in the writing of this article.
I’ve seen a number of posts recently about parents proudly and perhaps anxiously getting their kids to school for their first day. It’s that time again; new beginnings. For some their first day at a new school or college. For others their first day in a new role or a new job; maybe their first ever job?
Can you remember back to one of your first days? We’ve all had at least one.
So what was it like?
Were you over-awed, bored or just completely bewildered?
Did you take in every word that was said, or did you go home on a caffeine-high with a numb bum?
I’d love to think you had a great day and came away buzzing with drive and energy dying to tell your other half, mum or dad what a great day you had and how excited you were about the future.
That’s what you want for the individuals joining YOUR team, but is that what happens?
A new recruit’s First Day is your opportunity to make a great first impression. It’s your chance to get a new team member excited about their future with you, to understand what’s expected of them, and get a feel for what’s possible.
First impressions count, and that applies to your team members too. Usually the focus is on giving lots of information; we’ve all been there suffering the slow death by power-point. When what’s really important is to give heaps of inspiration.
Yes, there are some very basic things you have to get across to them - where the toilets are, the fire procedure, where everyone goes for lunch maybe, but keep these as brief and to the point as possible.
The things that are going to inspire them are:
Think about splitting your day into 3 short sections:
If you look at your content and think it’s way too much to take in, then cut it. You want to avoid overload and get most value from their time, and your own, and besides, you don’t have to tell them everything about your business on day one.
Your aim should be for that first day to reflect what you and your business are all about. I’m not talking a song and dance routine, but you want it to be full of high energy, passion and creativity, and as interactive as you can make it.
We’ve got a great little worksheet to help structure your new recruit’s first day, and to make it memorable for all the right reasons.
Do one thing: Download our free worksheet below
Thanks for reading. Have a great week!
Many people I speak to can see the benefits of a systemised business. ‘Look at McDonald’s; look at Amazon,’ they say, ‘every really successful business is systemised…absolutely…there’s no getting away from it.’
But when it comes down to their own business you can see them beginning to come out in a rash. The thought of systemising their business is just too overwhelming…
’I don’t have time’,
‘I can’t afford it’
‘Systems are just a luxury’ I’ve heard them all.
The reality is that we all already have systems in our business; we all do things! But if the way we do things is not simple, logical and repeatable then we are wasting time and money and not achieving what every Customer (and every business owner) wants – consistency! We’re spending time checking, correcting,complaining…working in our business not on it.
What I’m saying is that we have a choice, either
Do things haphazardly – with each team member doing things their way, reinventing the wheel every time a task is done, little being done the way you want it to be, or
Do things, do every task in your business, in a simple logical repeatable way
For me it’s a no brainer.
The question is not, ‘Can I afford to systemise my business?’ but ‘Can I afford not to?’
And the reality is, it’s really not the huge, overwhelming, expensive task you think it is.
You decide you’re going to do it, you start small – with your most routine, every day tasks – and you ask yourself:
‘Is this task simple?’ Could anyone walking in off the street, (if it’s a basic task), or with the necessary technical knowledge (if it’s a specialist task) follow the steps to complete it?
‘Is this task logical?’ Does the way we do it make sense? Can I answer the question, ‘why do you do it this way?’
‘Is this task repeatable?’ Can it be done in the same way every time? Can I train people to do it this way?
A system is simply a uniform and consistent way of doing things that makes your life easier. They only exist to make life easier. If a system doesn’t make life easier – for you, your team, or your customer – then it’s the wrong system.
There aren’t five different ways to cook fries at McDonald’s; there is one way. There aren’t seven different ways to open up the restaurant and get everything set up for the day, there is one way. A team member at McDonald’s can’t decide that they want to prepare a Big Mac their way, there is one way to build a Big Mac, and everyone does it that way, every time, no exceptions.
Everybody at McDonald’s at every level, knows ‘the way we do things around here’ and everything that is done, is simple, logical and repeatable.
Contrary to what they might tell you, McDonald’s franchisees have a great life – they have freedom to choose when they’ll work and when they won’t – when they’ll go to the golf course, or on holiday, or simply stay in bed. They have that freedom because their business has systems, because everybody that works in their business knows exactly the way things work, because they can trust their team to perform consistently every single day.
Freedom, Trust and Consistency – business nirvana!
And the only difference between them and you, is that they have effective systems.
So what are you going to do about it?
Do one thing today: Draw a line in the sand and take one small simple step towards a more consistent business – make a list of your routine, daily, weekly and monthly tasks.
Then make a plan to take just one of those tasks every week – just one a week – and ask yourself if it’s simple, logical and repeatable?. And then make it so. Involve your team to make this an even more powerful exercise.
Do that every week, and you’ll have 52 systems in your business this time next year.
See! Not overwhelming at all.
To your McFreedom!
PS If you really want to do this. If you really want to fast-track your route to Trust, consistency and freedom then invest two days and join me for one of my Systems4Scale Bootcamps where I’ll share a whole bunch of McFreedom Secrets and get you started on your essential systems. Find out more HERE.
PPS Remember, you can always find time for what’s most important to you. So ask yourself, ‘how important is my FREEDOM?’
I know I'm not alone in being frustrated with a long list of tradesmen who I've called to do various jobs around the house. Carpenters, plumbers, electricians, the jobs may be different, but the outcome is nearly always the same.
The postman may always ring twice, but tradesmen never do.
Occasionally you might get an initial call back, on even rarer occasions you might even get someone to your house to look at the job. But then they simply disappear, never to be heard from again.
Crazy when you think about it. Not just turning individual jobs away, but turning away any future opportunity of doing a job for the person who called them.
It got me thinking why this would be. What would cause someone to stifle the long-term future of their business.
1. They're incredibly busy, have more work than they can handle, and prioritise big jobs over little.
Like many solopreneurs (I so hate that term), they are completely overwhelmed; too busy being busy to recognise that those little projects done well, or even turned away with a bit of honest communication, might well turn into big projects, maybe even a lifetime of projects for the same customer.
2. They have no support - no one to share the workload with, no one to take calls, no one to do their admin.
Like many one-man-bands, they don't get that the only way to grow their business sustainably is to have a support team. People who have your back, who look after your prospective customers, deal with the day to day organisation of running a business, perhaps do some of the project work with you or for you. An admin person who doubles up as a book keeper, an equally skilled tradesman, an apprentice. We all need support.
3. They have no systems - just a long list of jobs that have to get done. Like a hamster on a wheel, there's no real plan, they haven't thought about where they're going, what they want from the business beyond the cash that it brings in, how they can sustain the work they have.
What they really have is a job, and one that probably causes them way more aggravation than a 'proper job' would.
Now of course, I'm generalising. There are some great tradesmen out there who have built successful businesses, who give great customer service and who communicate really well. But there are way too many who fit my stereotype.
And here's the real question...do you?
Are you working alone, without support, without systems, too busy being busy to grow a business?
Do you just have a job? Something to think about maybe.
For more information on how MPL can help you visit www.mariannepage.co.uk or contact me on firstname.lastname@example.org
Marianne is the author of three books, and is currently working on her fourth, whilst regularly writing her blog, we hope you enjoy it :-)