By Hayley Solich, Managing Director, The Creaticians
Shirley*, a local business owner, is an entrepreneur with great sales skills. In business for over a decade, she runs a very busy advertising and promotions company. In the early days, Shirley managed to cope. As the business grew, it became obvious that a lack of proper systems was an obstacle preventing business growth and success. Carrying so much of her business information around in her head, she had to be involved in the processing of every sale. This seriously limited her freedom and frustrated the staff she employed.
Shirley knew she was working too hard, but failed to realise how much easier her life could be with a few simple systems, delegating effectively and training her staff.
The wheels of Shirley’s business needed oiling so that it could power ahead rather than just struggle to stay on the tracks. These were my 9 tips I gave her to oil those squeaky business wheels:
1. Plan first! Proper prior preparation prevents poor performance. Before you change anything, take the time to plan thoroughly. Plot each process in your business, deciding who will be responsible and the best way to manage it. A common error busy managers make is in not clearly delineating responsibility.
2. Set up sleek, easy to follow, clear operating systems that minimise double handling. Include a step-by-step guide on how to complete all business transactions and the accompanying paperwork. Written in easy to read language, it requires an investment of time and effort in the immediate but the returns are worth it in the long term.
3. Train all employees properly so they can be effective in their role. Save time and money by training your employees to do their job properly. It prevents frustration and wastage that contribute to poor productivity. Turnover of employees can be high where employees feel under-trained or unsupported.
4. Maximise use of computer programmes. Investigate best buy options for your business and invest! Then invest in training so you can get the most out of this valuable resource. Too many businesses have the right programs, but are unable to utilise them to streamline their processes due to lack of knowledge. Also, train your staff to economise by using electronic file sharing effectively. This will reduce paper and ink wastage, saving you money!
5. Delegate effectively. Brain dumping is not delegating. Be clear in your instructions. Ensure that the person you are delegating a task to fully understands what you are requiring. Make sure they have the resources available to complete the task. Also, follow up to ensure they are coping with what you require.
6. Evaluate your own performance. Ask yourself the hard questions about your leadership style, your delegation ability and your interpersonal skills. Do not be afraid to ask for feedback from your employees, but prepare yourself for their answers! You set the pace for your whole team. It is just as important that you evaluate your day-to-day routines as theirs. Lead by example.
7. Learn to manage your time effectively. ‘Time is money’, as they say. For every second spent in unproductive tasks, money is walking out the door of your business. Learn to prioritise your work, to group like tasks together, so you are completing one process before starting another and to take the time to notate important items. Plan how and when they are going to be completed. Write things down or use a computerised diary, as it is a common trap to rely purely on your memory. By taking the time to plan you can help to identify the speed humps before you get to them.
8. Reward loyalty and effort. Your staff will perform to the level that they believe you see and reward their efforts. Wherever possible reward your staff openly.
9. Speak positively about your business and sow seeds for the future. A positive attitude with vision for the future will create a sense of security in your staff and help them to be productive and fulfilled in their roles.
Shirley wished that someone had showed her these 10 years ago, as she had not had much formal business training. An outside perspective is always invaluable. Draw upon specialists to bring to your business the information you need to help it succeed. After all, we all like to know where we are heading, so “start with the end in mind” (Dr Stephen Covey, “Seven habits of highly effective people”). If you all know what the target is, you are more likely to work together to hit the mark.
*The name has been changed to protect the identity of my client.