Ultimate Guide to Systemize Your Business
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- Опубликовано: 22 май 2024
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When you're ready to systemize your business, time is of the essence. Inside this ultimate guide to systemizing your business, Layla at ProcessDriven will take you step-by-step through a simple (and efficient) way to organize daily work.
Prefer to read along? Read the blog here: processdriven.co/o/ultimate-g...
Videos & resources mentioned in this episode:
📚 Who Not How book: amzn.to/3UtBkmx (affiliate link)
🔗 ClickUp vs. SmartSuite: processdriven.co/clickup/how-...
🔗 Best Task Manager for Your Personality Type: processdriven.co/documentatio...
🔗 How to Build a Process Map: processdriven.co/workflows/b-...
🔗 RUclips Workflow: processdriven.co/o/my-youtube...
🔗 How to Onboard a Hire without SOPs: processdriven.co/documentatio...
🔗 How to Improve Your Feedback Process: processdriven.co/workflows/b-...
🔗 How to Capture Your Ideas (Never Forget a Great Idea!): processdriven.co/documentatio...
🔗 Fixing and Learning from a Mistake: processdriven.co/o/fix-a-work...
Here's what this video covers:
00:00 Typical advice about building business systems
01:23 Who is this for?
02:00 Step 1. Define what you do
07:28 Step 2. Define when you do it
10:42 Step 3. Define how you do it
20:41 Step 4. Define who does what
25:42 Step 5. Continuous process improvement
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[ WORK WITH ME ]
🔥 Want to get your systems & processes in order? Join my signature program, ProcessDriven Foundations™ at: processdriven.co/services/mem...
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[ Disclaimers ]
The content we publish is sharing information based on our own experiences and opinions. We're not your business coach, lawyer, or advisor in any way. We encourage you to do your own research and find a way to Enjoy the Process with your own style and due diligence!
You may notice how our content often includes affiliate links or sponsored content. ProcessDriven may receive compensation for this type of content, which supports the work we do at no cost to you. For details, visit processdriven.co/terms
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Hey Layla! I had the privilege of delivering a talk on how to design automated workflows to business leaders. Since the best foundation for an automated workflow is a tested process, I looked for a non-techie breakdown of systems to build my talk around. This video is by far one of the best trainings I found. Not only did I shout out the video, but it's embedded inside the digital workbook for the talk. Thank you for making this stuff sooo simple!
Wow, that’s wonderful! Appreciate you sharing this and hope the talk went well for you! 🤓
00:02 Systemizing your business through process documentation and organization
02:06 Accurately capturing business processes is crucial for effective systemization.
05:50 Start with simpler categories and delegate responsibilities.
07:46 Implement a task manager to organize business activities
11:31 Process mapping is a simple, visual way to understand and document processes.
13:33 Tools for systemizing business operations
17:13 SOP and checklists should be tailored to your needs
18:47 Organize instruction documents and FAQs in a single tool for easy access and searchability.
22:14 Defining responsibilities by roles future-proofs the business.
23:57 When to start building systems for your business
27:25 Improving processes through customer feedback, metrics, and tracking errors.
29:05 Building systems based on actual errors is crucial for solving real problems
32:35 In-house knowledge is key to systemization
34:18 Learning from mistakes to systemize your business
Great, thanks
Superb! I’ve spent the last 18 years building bespoke systems for businesses and this is the best breakdown of how to map your business I’ve seen by miles. It articulates so well how i feel about it but I am in no way able to articulate it so well. Thank you
Rob, I’m so grateful you took the time to share this. That means a lot!
As a solopreneur drowning in tasks, I thought systemizing was a luxury I couldn't afford. 😌
I hope you can add this to your toolbox and get a little extra calm in your business! ☺️
I feel your pain 😔
@@diemes5463 promise, it's possible and NOT something only for the big fancy businesses. 🙏
This has serious Bill Nye the Science guy vibes…..and I love it!
I appreciate that! ☺️
Layla, you are a Gem!
Love your almost self deprecating humor, it keeps everything fresh and fun,
while I learn stuff in the meantime. It's a perfect combo.
Keep up the good work !
😂 Oh Konrad, you're kind to say so! I'm glad this resonated.
I love your pace, it has the perfect time.
You present so valuable information for us and in such way, u’r so charming and i just love watching you. Thanks Layla!
"Turnaround time" for reoccurring... brilliant. This is super helpful, thanks!
I'm glad you appreciated that little detail, it's definitely something I've seen glossed over!
TAT was a key part of this video, for sure.
Probably the best video on this topic I've ever seen. Soooo good! You're a natural Layla!
Oh, thank you! I’m so glad to hear this resonated! ☺️
This is just GOLD
Creating novelty at the start of the video is a great way to inject a bit of interest and fun to what otherwise might seem like a dull subject. Good call on that. While I completely understand the need to document and do some form of this in my work, getting from here to a team/company who do not understand the basics, aren't particularly interested in changing, from production to sales, to management...wish I could say I knew how to get that conversation going.
Your channel is like an goldmine! Thank you very much 👃
Wow, thank you!
WOW!!! Well explained, i never thought there's a video for this kind of stuff, i usually have daily routine, weekly routine and monthly routine whereas my staff and I have to follow those process, not to skip any important tasks, and tracking our system on every Saturday meetings to identify what to improve and automate.
But honestly I've learned a lot from this video how to develop my routine checklists to the next level, thanks for that 🙏🏽 and I will consider subscribing ❤❤
Hey Layla - just wanted to chime in and commend you for this! I'm a senior level software engineer and architect. My biggest weakness centers around team management and it's obvious you know your stuff and I learned a few things just from this one video. Also, Whimsical is one of my favorite free tools to use along with LucidChart! Great work!
Absolutely incredible video. Thanks for generously giving us these gems 👏🏾👏🏾👏🏾
Glad you enjoyed it!
woah this is the best video on the topic i've seen thank you Layla!
Wow, thank you!
Wow! I’m absolutely amazed with such valuable information in such a manner that is so accessible and easy to comprehend. You completely blew my mind and I am so grateful for this!!
I’ve been really wanting to start my own business but feel so overwhelmed. Your video helped me to feel more confident and prepared to start taking more steps towards success ❤️
So happy to hear this video was helpful to you! Good luck in your business! ☺️
Especially love the starting of the video (and the whole video of course). Cheers to your for putting in the time and creativity for such cool and funny start :)
Thanks a ton!
Really well designed video. Clear instructions, very light and marketing ads for other videos, products and services which gives the viewer the ability to focus on the content. I appreciate the thoughtfulness from a consumer perspective. Really good quality information . Thanks!
Glad it was helpful!
The intro skit was great!
Fantastic video!!! Thank you so much.
Happy to help! ☺️
I loved this video! Thank you so much!
Glad you enjoyed it!
You're making my job right now sensible. FYI, your videos keep me sane and the humor is one of a kind😂
Glad to help!! 😂
I'm here for more doggo content. Timing is impeccable, he's made for the stage.
🤣 Norman is honored.
This is me as an Industrial Engineer. Systematizing my own business is what I always wanted to do. Kudos to the channel, more power to you and your team! Thanks for this content. Subscribed!
You can do it!
Randomly found your video and love the fun vibe at the beginning. Had to pause and comment. Already subscribing. Looking forward to the content as I dive into mapping systems in my new biz project. Thanks
Thanks, I appreciate that! Good luck on your new biz!
Super awesome intro and AHHH-mazing video! How do you come up with ideas like that?! 🤔
Thank you, Layla! That helped me a lot planning my new CRM dashboard and the process .
You're so welcome!
I like the video and the energy . thank you for your efforts ...
I appreciate that!
This video is so good 👍 thank you!!
Thanks Meredith, I appreciate it! ☺️
Excellent video. Thanks
Glad you enjoyed it!
Thank you!
You're welcome!
Very informative and descriptive. Thanks ❤
You are so welcome!
So happy to have found your channel. Sounds like music to me. You are so good. Smart. Organised. And beautiful. Thank you for this! I'll check our your website too. Greetings from Belgium
Glad to help!
This intro though!!! Long time lurker one your content. Great seeing your growth.
Thanks William! ☺️
Very helpful video. I love it.
Glad it was helpful!
love the intro, thanks for creating this
Very glad it helped you!
Great Video Great Information
Glad you think so!
Crazy good content!
Glad you think so!
That intro is priceless 😂
I’m glad you liked it! 😂
I just stumbled with your channel and I love your explanation and attitude so it's a automation follow great job really...
great video - would be cool to learn more about how you apply this in practice e.g. for your RUclips channel - how do you pick topics, organise them, tools you use for screen recording + visuals, etc.
I have no doubt you're quite efficient at this, so it would be useful to see your system + tooling + design intent behind it.
Great suggestion!
U r great thanks
Thanks! 😊
LOVE this intro, nice job, very creative. 🥰
Thank you 🤗
Hi Layla! I have been following you for years, and I don't even have a business or a job!😄
As an artist, though, I have to keep track of the boring and tricky processes to edit and publish illustrations, novels, posts... inspiration makes art easy and automatic but all the rest is a nightmare, and I can't afford to delegate. You dissipated my anxiety and my tech-fobia!!!
I love to hear this!! Thanks for letting me know! 🥰
👋 Hi Layla, I have been finding your videos immensely helpful. Especially as I’m trying to get my business of the ground. so thank you!!
Second, I would love to see a colab with you and someone in the AI agents space. I see tremendous overlap with the way people are talking about autonomous organizations and your expertise on building human business systems.
Would love to hear what you think about AI agents!
You are so welcome!
I see somthing smart, I subscribe.
Now THAT is something smart. 😜
Awesome video
Glad you enjoyed it
Hey layla thank you for amazing content 🫂💖
Glad you enjoy it!
Hi Layla, I love your insights and love the way you present the information so neatly, sequentially, and orderly. I'm also a process super fan! What software are you using for the process mapping you're doing in this awesome video?
same question lol
😆 The whiteboard? It’s Whimsical. processdriven.co/whimsical
This was awesome! Thank you for sharing all of this valuable information. Also, I. love the aesthetic and layout of the map used in the video. May I ask what application and type of map it is? Thanks again!
It's called Whimsical, it's pretty good!
Whimsical is really good! Ethan was spot on, it's what we use in a lot of our videos ☺️
Consider arabization of the process ❗️
Hehe Layla, you are great!
🤣 I’m glad you enjoyed this!
process maps are key and even using digital SOP’s
They can certainly be a huge help!
Amazing video and excellent content!
Btw, what app are you using to create these flowcharts?
Congrats!!!
We are loving Whimsical here at ProcessDriven
I am working on starting a business and I am a process nerd. As soon as I read the title, i had to click
Oh, I’m glad to hear it! What kind of business are you starting? ☺️
@LaylaPomper bookkeeping. Processes will be important here when I get some clients lol
Absolutely! Good luck!
Brilliant Intro 😁
Thanks 😁
Great style - background and lighting are perfection. 4K cuts are good - may get tedious if it gets out of hand. Can see it evolving. Like with the story framing.
Subject matter - think it might help - hey Pomper - did you start out with benefit? No? You didn't? Well, why didn't you?
Thanks for the advice!
I can’t believed I watched this whole thing. I have no idea what any of this is I just find the host funny and nice to work to in background.
We need this for our business though. Im almost certain we do from the parts I listen to
🤣 hey, whatever works!
This is already off to a great start and I'm only 30 seconds in lol just sent you an email about this video
Thank you!
Thank you for the content. Exactly what im looking for. BTW, what is that app you're using to draw the diagram?
I’m using Whimsical in this video. ☺️
processdriven.co/whimsical
@LaylaPomper thank you for help. Also, I stumbled upon this video at 3 AM in the Morning. Glad I didn't skip it.
Great video. Curious. What software are you using for the mind mapping?
We use Whimsical! :)
processdriven.co/whimsical
Hey Layla, how often do you think someone should repeat this process?
I use a light weight version of this for my own personal system management and I've found that if any particular area has racked up 3 to 5 disproven assumptions I'll just repeat my whole planning process again. Specifically the more I systemize things the less time I've found my When's take. So I'll revize those which might have some trickle down changes on the rest of the steps. Curious on your thoughts about the cadence of reviewing and revising this process. Thanks!
I don't think there is a set in stone answer for this. More of a preference. However, I'd suggest a cadence similar to 6-12 months to start and then maybe push it further out the less it changes.
Great explanation ! Thank you for sharing. May I know what is the mind map tool that you are using? Thanks
Whimsical - www.processdriven.co/whimsical
@@LaylaPomper Thanks a lot!
GREAT VIDEO! 🤩
What is the flow chart software that was used?
Whimsical! We love it here at ProcessDriven! ☺️ processdriven.co/whimsical
Layla thank you. please can you do an ultimate guide to systemize life?
Love this idea!
I just found your channel. 0:05 my kind of humor ... I guess I'll stick around :D
😂 I appreciate that!
hello Layla very informative video, a question, what mind map software are you using?
We use Whimsical :)
@@LaylaPomper thank you 😄
What app do you use to draw the flow chart diagram?
We use whimsical and love it! You can check it out here if you'd like processdriven.co/whimsical
Whats your diagramming software? It looks so much better than Lucid
@@Joseph-xt2qg Thanks. I haven't dug into ClickUps Whiteboard
it doesn't look like clickup. or at least mine doesn't look like that. interested in what software it is! @@Joseph-xt2qg
I think it's smart suite
It’s neither. I’d like to know what it is too.
Would love to know too.
Do you have an example of what this looks like when you're done?
what do you use for the flow chart seems clean
Whimsical ☺️
thank you@@LaylaPomper
🎯 Key Takeaways for quick navigation:
[03:26] Break down your business into areas of responsibility. Each area should have a list of its tasks.
[03:55] Don't be afraid to get detailed in your breakdown. The more detailed, the easier it is to systemize.
[04:24] Aim to capture everything you do, but don't feel pressured to do it all at once.
[04:52] Systemizing is iterative. Continuously revisit and refine your breakdown of tasks.
[05:22] Don't get hung up on perfection. Start simple and add complexity as needed.
[06:13] If an area of responsibility overlaps with other areas, create separate entries for now. You can consolidate them later.
[06:41] Watch the 45-minute training in the video description for a deeper dive on process documentation and creating a Process Org Chart.
[07:10] Step 2: Determine the cadence (frequency) for each task on your list.
[08:10] Consider using a task or work management tool (ClickUp or SmartSuite) to organize your tasks and assign cadences. These tools offer free plans.
[09:35] If a task is recurring but not on a set schedule, record the turnaround time (e.g., one-week turnaround for creating customer signs).
[10:04] Task managers are a great tool to organize tasks with deadlines or turnaround times.
[10:33] It's okay to use pen and paper to manage your tasks initially. You can transfer them to a digital tool later.
[11:03] Think of documenting your processes as creating recipes for your business.
[11:33] Process mapping is a fancy term for a flowchart.
[12:30] Process maps are a good brainstorming tool for documenting processes, but not necessarily the final step.
[12:59] Process maps require ongoing maintenance, whereas process equipment (checklists, SOPs, templates, decision trees) are easier to maintain and update.
[13:27] Process equipment comes in various forms, including checklists, standard operating procedures (SOPs), templates, and decision trees.
[13:57] Process equipment breaks down complex processes into smaller, more manageable pieces.
[14:25] Use process maps for initial brainstorming, but rely on process equipment for day-to-day use.
[15:22] Process equipment examples: video editing templates, Google Drive folder templates, SOPs for publishing videos, checklists.
[15:51] The goal of process equipment is to make tasks easier, faster, and more consistent.
[16:19] Create process equipment (checklists, SOPs, templates) to the extent that it makes your work easier and more consistent. Don't waste time documenting things nobody uses.
[17:18] You don't need to document everything. Focus on creating process equipment for the most important tasks.
[17:44] The amount of process equipment (documents) you need depends on the size and goals of your business.
[18:12] There's no one-size-fits-all answer to how detailed your process documents need to be.
[18:42] Consider using project management software to store your process documents (checklists, SOPs, templates) for easy searching.
[19:11] Avoid storing process documents across multiple tools; consolidate them in one place for easy access.
[19:40] You don't need to have all your processes documented before hiring someone. You can provide instructions during onboarding.
[21:05] Two ways to define who is responsible for a process: 1. Responsibility charts (common but outdated). 2. Assigning tasks within a project management tool (more modern).
[21:34] Assigning tasks within a project management tool allows for easier updates and avoids issues with outdated documents.
[22:04] Use the "assignee" field in project management tools to assign tasks (areas of responsibility) to specific people or roles.
[22:32] You can assign tasks to people or roles. Assigning by role makes it easier to handle staff changes.
[23:32] Even solopreneurs can benefit from documenting who (or what tool) is responsible for each task. This helps with future delegation and visualizing your workflow.
[23:59] Funded businesses can prioritize defining who does what (staffing) because they can afford to hire the right people to figure out the rest (when and how).
[24:28] Most businesses can't afford to hire the "perfect" person upfront. Focus on figuring out the when (sequence of tasks) and how (procedures) before hiring for specific roles.
[24:58] Delegating tasks (the "who" step) requires learning and practice. The video recommends the book "Who" by Ram Charan for more on this topic.
[25:28] Building business systems is an ongoing process, similar to maintaining physical fitness. You need to constantly improve and refine the what, when, how and who aspects of your business.
[26:58] The first step to improvement in business systems is to track your ideas for how to improve processes (e.g., new methods, fixing problems).
[27:28] Tracking metrics (key business numbers) regularly is a good way to identify areas for improvement.
[27:57] Tracking errors (problems that occur) is the best way to identify areas for improvement in your business systems.
[28:27] Use your task management system to create tasks whenever you encounter a problem (error) in your process.
[28:54] Analyze past errors to identify recurring problems and implement solutions to prevent them from happening again in the future.
[29:23] Building systems based on solving real problems (past errors) is more effective than using untested assumptions.
[30:17] Learning from errors: An example error is accidentally publishing a video with low audio. The solution: adding a step to the editing checklist to specifically verify audio levels.
[30:46] Using metrics to improve processes: An example is a drop in click-through rate for thumbnails. The solution: implementing A/B testing for different thumbnails to see which performs better.
[31:16] Ideas for improvement can also come from external sources: The video mentions getting inspired by another RUclipsr's use of a remote control prop.
[31:46] Expensive consultants aren't always necessary: While consultants can offer valuable outside perspectives, the video argues that many process improvements come from within the team.
[32:39] Empower your team to share improvement ideas: The example given is a front desk employee who identified a more efficient way to process client orders.
[33:07] Empower your team to share improvement ideas and feedback. Don't let top-down management stifle improvement from the bottom up.
[33:35] You don't need expensive consultants to get started with process improvement. You and your team already possess a wealth of knowledge about your day-to-day operations.
[34:05] Start by documenting your existing processes using your internal knowledge. This will make your business more systemized than most.
[34:33] Documented processes create a roadmap for handling situations, including unexpected events.
[35:01] Building business systems is like maintaining physical fitness - it's an ongoing process, not a one-time fix.
Can I ask what software you're using?
Whimsical - processdriven.co/whimsical
What is the software you are using Layla?
The whiteboard? It’s Whimsical. processdriven.co/whimsical
What app are you using?
Whimsical - processdriven.co/whimsical
I need to simply systemize my chicken hatchery business.
👌
🤘
This volume is too low, please fix it for other videos. thank your value!
Working on it
What’s the mapping software please
processdriven.co/whimsical
Thank you very much, that's exactly what I needed!!!@@LaylaPomper
Try business canvas system, n book
Interesting, how does a Business Canvas help with this?
I would love the blueprint but can’t seem to get the email with it :/
We were having some issues! Send us an email at hello@processdriven.co and we can get it sorted out for you.
Thanks so much, I did get the message quickly from your team. Appreciate it!
What software is this?
We love Whimsical!
processdriven.co/whimsical
@@LaylaPomper Thiank you.. I did figure it out from your stack page.. and signed up for Whiimsical.. btw you look fabulous in long hair.. and your energy is infectious.. thanks for the lovely video. highly Insightful.. 👍
Intro was gold
Did you know that you say prossies? I think it’s cute!
😁 The other way to say "processes" just sounds way too much like "process is" when you talk as quickly as I do.
Your dog is named Norman???? That the name I picked for my dogs. Norman in honor of my favorite artist, Norman Rockwell.
He is, indeed! ☺️
You are interested with details which you rememberlly
I didn't really see the difference in the Who section between assignee and job description
Thanks for letting me know!
Assignee = Person’s name
Job = Job title (and who is in that role could change)
@@LaylaPomper thanks Layla. But what was different about the new advice compared to the old advice? I got confused there. Great video, BTW :)
Easier way is to use LOOM.
How so?
I will rembelly away t hus this.
Nice intro, I'll bite.
😂
Boooo SOP’s!!! hilar
😂
Lol
Ready for humanity to be taken over by AI! Great! Like other machines. Quo Vadis?
Too much noise
Sorry to hear that! I’ll see if we can tone it down in future videos. Are you referring to the background music? ☺️
this is why we've progressed so swiftly as programmers. no aex. pue neering
Хорошенькая девчонка! С весёлой и грамотной подачей материала. Я такой же был 30 лет назад. :). Слушайте её, она дело говорит!
I just started watching your video -- and I'm not sure how RUclips algorithm-friendly your hook is, but I just had to comment to say that I LOVE your intro and you instantly sold me on watching the rest! 😁 Please don't get mad at me if I swipe a little bit of this vibe for my own content... 👀😅
As far as systemizing my business goes, this is exactly what I need to be doing. So your video popped up in my feed at exactly the right time. I guess Google knows what it's doing after all? 🥸
🤣 Yeah I’m not sure if RUclips will like it, either.
Let me know how it goes for you! I adapted the concept from a random short from JimmyOnRelationships. 🤷 Happy experimenting!!