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Systems 101 – A useful LIST of Systems Documents for your Business

August 18, 2024 David Staughton

Starting with SYSTEMS – Always Share Your Desired OUTCOMES  & SYSTEMS with your “A Team”

Many business owners and managers play the “Guessing Game” – They let their team members try to “Guess” what they really want to achieve.

ALWAYS Know and share your desired Outcomes to Build Better Systems – especially your Vision, Mission and Values

Business Plans of many small businesses are either old or non-existent. Targets and KPIs are unclear or scarce. Help your team achieve more by clearly communicating your desired Outcomes and Business Direction.

Systems 101 - Any Road QUOTE by Lewis Caroll - Business Outcomes

Don’t Keep it a SECRET! Give us a HINT!

ANY document that can help CLARIFY the desired outcomes & direction of the business is really USEFUL to boost team engagement and results.

Let’s start by getting everybody on the same 1st page of Business Systems 101.

Here is a Useful Checklist of some helpful documents to achieve better Organisational Clarity and Results.

AN “ABOUT OUR COMPANY” DOCUMENT

  • Our PURPOSE – Why we do it / our WHY
  • Our PHILOSOPHY – What we believe
  • Our PEOPLE – Who we are
  • Our PLAN – What we do
  • Our PROCESSES – How we do it
  • Our POSSIBILITIES – Opportunities
  • Our PROBLEMS – Issues and Concerns
  • Our PERFORMANCE – KPI expectations
  • Out PAYOFF – Benefits and Bonuses

CLEAR DIRECTION DOCUMENTS

  • VALUES STATEMENT – What’s really important to us?
  • VISION STATEMENT & MISSION STATEMENT
  • S.W.O.T.  ANALYSIS – Strengths, Weaknesses, Opportunities and Threats
  • STAKEHOLDERS – Clear Identification of all STAKEHOLDERS involved in the business
  • COMPETITOR ANALYSIS – Who are our competitors (By Segment)
  • TARGET MARKET & IDEAL BUYER PERSONAS – Who are our buyers? in detail.
  • CORE STRENGTHS (Niches) – The Hedgehog Principle – What ONE thing do we do well?
  • UPDATED BUSINESS PLAN – Business Strategies are Clear (create a Liveplan or One Page Plan)
  • FINANCIAL OBJECTIVES – Budget, Actuals, CPC Comparisons

HUMAN RESOURCES HR DOCS

  • OUR ORGANISATIONAL CHART – names and pictures
  • OUR ROLES & RESPONSIBILITIES – Individual Position & Ideal Person Descriptions
  • OUR CULTURE STATEMENT – Our Philosophy
  • A COURTESY SYSTEM in place
  • PRODUCTIVITY & EFFICIENCY – meetings are meaningful, motivational and minute-wise (See the 25 minute meeting by Donna McGeorge)
  • HOUSE RULES – clear set of basic HR Policies & Procedures
  • RECRUITMENT STRATEGIES & REMUNERATION PLANS
  • INDUCTION AND ONBOARDING PROGRAM

STAFF INDUCTION DOCS

  • ONBOARDING CHECKLIST – Admin, Financial, Show Around, Meet People
  • VISIT & READ OUR COMPANY WEBSITE
  • CLEAR EXPECTATIONS & PROCESSES – Checklists
  • STYLE GUIDE / BRAND GUIDE – Logos, Colours, Pics, Videos, Examples of past work
  • TEAM COMMUNICATION TOOLS – coaching, feedback and samples
  • FAQs & FADQs lists – Frequently Asked Questions (made public) and Difficult Questions (keep private)

COUNTING & MEASURING BUSINESS OUTCOMES

  • KEY METRICS have been established – Which things to measure regularly
  • KPIs & KRAs OKRs – MEASUREMENT & FEEDBACK SYSTEMS in place – Key performance indicators and Key Results Areas
  • FINANCIAL REPORTING RHYTHM – Regular Meetings on P&L or A&L

ENVIRONMENTAL BUSINESS OUTCOMES

  • P.E.S.T. ANALYSIS Completed (Political, Environmental, Social, Technological)
  • WORKING ENVIRONMENT – WHS/OHS issues, Built Environment audits
  • EQUIPMENT & TOOLS – Technology & Software up to date
  • COMPETITIVE ENVIRONMENT – New Competitors/Threats regularly assessed

OUTSOURCED STAFF CHECKLIST

  • SURROUNDINGS & SUPPORT – Risk Analysis – Security – power, pics, helpers, Family
  • OFFICE SET UP – Connection, Mobile phones, computer, other equipment
  • TOOLS – Preferred Software programs
  • REFERENCES – Past work, Past employers
  • SCENARIO PLANNING – Robbery, Theft, Backup, Disaster (hurricane, flood, fire)

RECOMMENDED BOOKS ON CREATING SYSTEMS

  • Michael Gerber’s Book – The E-Myth Revisited
  • Sam Carpenter’s Book – Work the System  (free E-Book)
  • Systemology by David Jenyns
  • Traction – Get a Grip on your Business by Gino Wickman

 

Business Strategy Business Checklists, Business Systems, Strategy Documents

ABOUT David Staughton & Brooklyn Staughton

Brooklyn and David Staughton can help you grow your Sales & Service levels and Improve your Teamwork.

Specialist Practice Excellence

  • Brooklyn Staughton is a conference speaker and skilled Trainer of Front Desk Staff and Teams.
  • David Staughton is a conference speaker, business consultant and mentor.

About Dave

David “Big Dave” Staughton is an Award-winning Certified Speaking Professional (CSP) with over 15 years of professional speaking & consulting experience. He is a past board member of Professional Speakers Australia and a past advisor to a large Australian speakers bureau and online speakers website. As an experienced International Keynote Speaker he has presented to over 750 Audiences in 10 Countries.

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