Step 1: Check if the system already exists.

• Link back to your systems registry.
  • You may use Google Spreadsheet as your systems registry.
     
  • Categorise the systems that you have whether they belong to Marketing, Sales, of Fulfillment category.
     
• This starts off when anything is needed to be done in your business.
  • A task usually triggers this step.
     
• If you've found a matching system:
  • Proceed to the next step.
     
• If you haven't found a matching system from your systems registry:
  • Confirm if that task is to be ever done again.
    • If it isn't, confirm it again by asking yourself, "are you sure?". Loop around because almost all systems/tasks are reoccurring.
       
    • If it is, create a system for that task.
       
• If you have a flow chart of your processes, check if that task should belong to that flow chart and link it back to the task documentation.

Step 2: Test run the system.

• Before you include the system in your systems registry, test run the system first for a few times.
   
• By doing so, you have a chance of perfecting the process by checking if there are any adjustments needed to be made in the system.
   
• Do the test at least 4-5 times, start to finish.
  • Revise and update as you go.
     
• You'll know that you're ready to proceed to the next step once there are no revisions to be made.
   
• Have the person who documented/created the system test run it.
   
• If you've asked yourself if the system needs any adjustments:
  • And you've answered no, submit the system to the department head for approval.
     
  • If you've answered yes, apply the adjustments.

Step 3: Store and update the process in the systems registry.

• Once it is approved by the department head, it is now then indexed into your systems registry.
   
• Name the system.
  • Apply codes before the actual process title.
     
  • Simplify the major categories and make sure that the process is stored under the correct one.
     
• Back it up using Google Drive.
   
• Establish a systems-thinking culture and have your team members accountable for each task that you have them tagged by linking your process documentations into those tasks.

Step 4: Link the system documentation into your reoccurring task.

• Establish your core projects in your project management tools such as Asana.
   
• Under each project, identify which tasks are done daily, weekly, fortnightly, monthly, quarterly, and yearly reoccurring tasks.
   
• Include the system details in each appropriate task.
   
• Link the system to the appropriate task after the system details.
   
• Create a checklist of what needs to be done for that process.
   
• Don't forget to assign it to the team member who does it.
   
• Email that team member and include the overview of the task and why they need to use it.
  • Your end goal is to have that team member a reply to that email. Follow up if necessary.

System Notes

• Business owners should understand that systems and processes aren't just a way of documenting tasks. They are everything within the business.
   
• Pick 2-3 processes that have the most impact on your team members, so they get a feel how efficient this process is.