Even poorly developed systems are better than no systems at all. At least a poorly developed system can be tweaked and improved upon over time, whereas it’s hard to tweak something that does not exist. Too often systems are kept in the Podiatrists head and are not documented.
If you don’t have documented systems, now is the perfect time to start and it doesn’t need to be complicated. Of course, typed notes are better than handwritten notes; however, handwritten notes are better than no notes. You may find drawings, diagrams, photographs, audio recordings or videos work better for your particular clinic/business.
I’ve used a combination of all of the above, but the old English Idiom “a picture is worth a 1000 words”, really has meaning when you’re developing your business systems, because it refers to the notion that a complex idea can sometimes be explained better with just a single image. I can tell you from my own experiences that pictures work very well.
Here are my seven reasons why you should develop systems for your business.
1. IMPROVED PRODUCTIVITY
Over time you’ll notice your workflow is more streamlined when you have systems in place. You’ll see all team members are moving in the same direction, resulting in far more predictable business results. Therefore, systems can be used not just to develop future projects; they can also be used to predict outcomes before you even commence a project.
2. GREATER CLIENT SATISFACTION
When your business runs smoothly, and tasks are completed on time, as you’ve promised, your clients will have far greater satisfaction with your business, but it’s the flow on effect from this which is even more critical. Happy clients will refer their family, friends and work colleagues, and with less client conflict, you’ll have a more joyful work environment, resulting in less personal leave, and higher team morale.
3. FEWER MISTAKES
Team members should never have to guess how their employer would like them to handle certain situations. Guessing opens your business up to errors and mistakes, which could be very costly to your profits and business reputation. If errors happen often, this may indicate an existing system is not working or needs further development.
4. BETTER TEAM ACCOUNTABILITY
Sound systems not only reduce mistakes, but they can also be useful in identifying when and where an error occurred, and possibly who made it. Systems make everyone more accountable, because when a mistake occurs everyone knows they cannot hide behind comments like, “I didn’t know it was completed that way”, or “I’ve only been here two months”. Systems remove excuses.
5. LESS RELIANCE ON BUSINESS OWNER
“Show me a business owner who’s on the golf course at 2 pm every Wednesday, and I’ll show you a business owner who has good systems”. Yes, it’s a funny quote, but it’s also very accurate. Having systems in place frees up your time and makes the business less reliant on you. Systems will give you freedom, and at the same time give your team empowerment because you’re prepared to let them make decisions in your absence.
6. IMPROVES TRAINING
Systems speed up training…it’s that simple. When a team member leaves suddenly, it can throw most small businesses into turmoil, especially if they held a key position, but with proper training systems and manuals you can say to the new team member, “take these manuals home with you tonight and read chapter one through to four”. The new team member will be up to speed very quickly, and they will be eager to do some light study after hours.
7. IMPROVED CONSISTENCY
Consistency in your business may not always be noticed, but inconsistency will be noticed every single time, and I believe consistency to be the most significant reason for developing systems in your business. Consistency is not about being the best or most outstanding; it’s about offering a reliable, dependable service that can be maintained at all times.
A business that fails to develop systems will also fail to reach their full potential, don’t be one of them.