As entrepreneurs and business owners we are often unsure where to start with defining teams, processes and systems. It’s difficult to plan anything when all you can think about is what you don’t have and how you’re going to get it – the lack of money being the biggest passion killer.

Just because you cannot hire or buy today, it does not mean you cannot make plans to hire or buy tomorrow. For now, work with what you’ve got. Don’t let “the lack of…” be the guiding factor.

Whenever I facilitate a workshop, there’s a rush to start talking about solutions. My advice, don’t let that discussion happen before you are done defining what you currently have. Otherwise you the risk of not moving on.

Here’s how you can define teams, systems and processes – it works irrespective of the size of the team:

List all the business processes

Typical processes for a business:

  • MarketingSales
  • SalesHuman Resource Management
  • Human Resource Management
  • Financial ManagementOffice Management
  • Office Management

List all the tasks for each process

For example, Human Resource Management (Process) includes tasks like:

Recruitment (main task)

  • Advertise the vacancy
  • Review applications
  • Invite and schedule candidates for interviews
  • Interview Candidates
  • Select a candidate
  • Offer the job
  • On-boarding new staff member

List all the tools/resources use to manage the process

  • Templates
  • Apps
  • Software
  • People – note the roles/job title and not the name of the person.

This sort of workshop will make you are aware of the processes, systems and resources you have in the business. The discussion on the changes will influence the strategies for improvements. Growth for a business is not just about the bank balance. It is about the improvements in people, processes and systems. The bank balance will adjust accordingly.

Take note of the decisions, threats and any issues you may not be able to solve immediately, but you need to make sure you solve at some point.

If you are not sure you can do this yourself – host an intern from the SparkPlug program or contact us to facilitate a session.



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