Companies have proven time and time again that business systems are essential when scaling. Policies, processes, and procedures provide the consistency that supports scalability, whether a company is growing in size, branching out, or even franchising. All scaling options require consistent business systems.
In a recent interview, Adi Klevit of Business Success Consulting Group talked with the founder of Flash, Tetiana Tasyts, about how she scaled and branched out her education company. Tetiana built the company before the 2020 pandemic. With effective systems in place and a team utilizing those systems daily, they managed to switch from in-person learning to doing everything over Zoom within three days.
During this discussion, Tetiana shared her secret to scaling success. We have summarized that information below.
How to Use Systems When Scaling a Business
A lot goes into scaling a business, particularly when opening up new branches. Here is a basic “how to” system you can use as you scale your company.
1. Establish policies for your company as a whole, then create policies for each department.
Your company policies are guideposts upon which systems and procedures can be built. Create specific and firm policies that are useful for your company – even as you grow.
2. Document and build repeatable systems that can be used universally – or that can be generalized so your team can set them up anywhere.
These systems should include sales, hiring, firing, product manufacturing, service delivery, marketing, recruitment, and accounting. Establish repeatable actions that will be successful even as your company grows or new branches are built.
3. Break down the processes into procedures.
Ensure there is a step-by-step breakdown that can be followed easily. Part of this breakdown should also include the metrics that relate to the system so that employees can track KPIs and profitability as the system is implemented.
4. Make those systems accessible.
All of your policies, processes, and procedures must be accessible if you want them to be used. The company intranet or a process system like Whale can host the information, but it is up to you to ensure it is accessible.
5. Train new and long-time employees.
If you want the systems to be utilized, you must give employees time to train and understand their use.
6. Revise the systems based on useability and employee feedback.
Listen to employees and revise your systems to keep them in use. We often recommend that companies set up a review process that activates every six months. During this time, the person assigned to manage these systems should meet with those with specialized knowledge of the systems and work with them to improve and streamline.
7. Provide time for all to implement updates.
When you have regular, predictable updates, you can build time into an employee’s schedule to retrain and implement process updates.
Building a well-established system allows companies to scale and, in the case of an unexpected challenge, to pivot swiftly. Successful companies depend on their systems.
Are you ready to build and implement effective systems? Contact Business Success Consulting Group to find out how we can support your scaling business.