Dale Beaumont | The 7 “Must Use” tools that help you build better systems

This document outlines a process and 7 tools to systemise and automate core functions within your business.

By utilising these tools you will be able to create effective workflows that allow you to delegate/outsource repetitive tasks, employ marketing automation and free up your time.


System Architect: Dale Beaumont
Website: businessblueprint.com.au
Generated as part of the www.BusinessSystemsSummit.com

System Details

Tool 1: Mindmap your business departments.

  • Use mind-mapping software like XMindMindManager, or MindView to get the systems you’re currently using in your business out of your head.
  • Start with 4 main departments:
    • Marketing – how do you generate leads within your business?
    • Sales – how do you turn a lead into a customer?
    • Delivery – the “doing” part of your business.
    • Admin – anything else that your business does, that doesn't fall into the categories above.
  • Suggestion! Use different icons and colour codes to prioritise the tasks within these departments.
  • Use these as a framework for your business systems.


Tool 2: Build and store your systems online.

  • Use a cloud-based solution like systemHUB.
  • Store text, checklists, images and screen captures and embed instructional videos.
  • Understand the difference between project management tools and systems documentation toos – click here to watch a video.


Tool 3: Create videos using screen capture software to delegate work and create systems/processes.

  • Use a screen recording tool like SnagIt (alternatives are Jing, Sharex, Camtasia) to record and share videos with feedback or instructions. 
  • Use it to record your processes and turn them into systems.


Tool 4: Develop flowcharts to take your most used systems to the next level.

  • Lucid Chart is used for creating flowcharts (alternatives are Google DrawDraw.io, LibreOffice Draw).
  • Use flowcharts as the next level of a system to summarise an entire process into one page.
  • Use flowcharts to build in checks and measures. This ensures things are checked off at the appropriate time.
  • Use flowcharts for important systems that involve money or safety or sensitive information.
  • Embed the flowcharts in your online system software.


Tool 5: Use task management software to track “who is doing what by when”.

  • Use TeamWork (alternatives are Trello, Basecamp, ZohoProjects, Asana) to manage internal tasks and to-dos.
  • Take the repetitive tasks and workflows and turn them into templates in the task management software.
  • As a manager, you’ll be able to see what team members are working on and the time they're spending on tasks.


Tool 6: Use a quality modern CRM (Customer Relationship Management) system and add marketing automation to your business.

  • Most popular are:  ActiveCampaign, Ontraport, InfusionSoft.
  • Use your CRM to manage communication and automate the interactions with your customers.
    • Example: use a CRM to create sign-up forms, set autoresponders, email marketing with split testing, track open rates and click rates.


Tool 7: Hire a Virtual Assistants to help with repetitive tasks that aren’t the best use of your time.

  • Outsource tasks that don’t require people to be physically in your office.
    • Example: Updating price lists, keyword research, article writing.
  • Look to services like www.upwork.com , www.freelancer.com.au and www.fiverr.com to find the best person for the job, at the best rate.


Supporting Notes

Find more about Dale Beaumont’s 1-Day Business Workshop at www.52ways.com

Download Brin App for lots of business training resources.