Systematically Systematizing
Linda Case column - Remodeling
How do we transform the raw material new hire into the superstar of tomorrow? It's
simple but certainly not easy. That transformation occurs when two key elements are in
place in our company - culture and systems.
First we immerse the new hire in our meaningful company culture that teaches the
company's core values and encourages and rewards the right behavior.
Then we support them with systems designed to help them produce the desired results
time after time -- predictably. Author Michael Gerber, in his seminal work The E Myth,
calls a system a completely predictable technology for producing desired results which
were formerly unpredictable. So let's talk systems in your business.
Systems, systems, systems - we all want them…right now! But do we really understand
what they are, what they will do for us and how to develop them and put them in place?
What is a business system and what will its benefits be? It is, the dictionary says, a
procedure or process for obtaining an objective. The conglomerate of all your systems
forms the way you do business. Standardizing the way you do business is key to
growing your company.
Otherwise each new hire will bring their systems to the company and you will have a
mish-mash of what works and what doesn't and a lot of non-alignment between
systems. Then when that person leaves, a new hire with new systems arrives and you
have a company that doesn't look like what you envision and doesn't deliver what you
believe must be delivered to the client.
Systems that work are extremely valuable. Most franchises charge a lot of money for a
set of systems that is already developed and hopefully proofed. That's why buyers look
for a franchise that has some units in operation - to make sure the business format
really does work.
Here are 6 tips for systematizing your company:
** Make sure there is a fit between the complexity of your systems and your company
size. If you have a 3 person company, your systems will be much simpler than a 30
person company. That's because the most error-prone areas of a business are the
handoffs between one person and another. The single system we hear the most groans
about is the sales to production handoff. Or if the salesperson is different from the
estimator in your company, considerable information must be transferred between the
two and verbal communication really won't work. Thus are born checklists and forms
and a system.
Remodelers Advantage Inc
14440 Cherry Lane Ct, Ste 201
Laurel, MD 20707
Systematically Systematizing
Another example of a system is your time card for field workers which carries written
information between the worker and the bookkeeper so that an accurate paycheck gets
written, accurate job costs are generated and estimating can be kept updated.
** Create your highly systematized company one puzzle piece at a time. Pick the areas
where getting organized and developing procedures will give you the highest impact.
Eventually you'll have the whole puzzle filled out and everything will connect. Don't try to
do too much at once.
** Once you identify the need for a system to solve a conflict (the result being delivered
isn't the result you want to have), try to research how other companies have handled the
same issue. See if other remodelers won't share their system with you.
** Get the interdepartmental team on the job. You might be tempted to quietly develop a
system by yourself and then excitedly unveil it to a notably un-excited staff. You saved
time in development but now you have the herculean task of getting buy-in. Instead toss
the ball to your team. Be sure representatives of every part of the staff that will be
effected are on that team. Let them do the research and design the system making sure
it will work for all stakeholders (clients, staff, suppliers and subs). Then they will be
anxious to implement it because they are sold on the benefits.
** Designing a system is child's play compared to the discipline of implementing it and
making it habitual. This is where most companies lose it. Not only that but sometimes of course not in your company - company owners are the first to drop the use of a
system. That's a killer. If you don't walk your talk, no one else will either. This is the
stage that will test your determination and commitment.
The important issue here is whether your company has learned to apply an agreedupon system and stick with it through thick and thin. There will be days that you and
they feel too busy - or a project or issue that seems not to need to be put through all the
steps. That is when you are tested and that is when it is most important that your
systems are respected.
** Systematizing is a journey (endless) not a destination. Your systems will need
revisiting with the passage of time, with the addition of staff or changing of departments.
You'll know because you will begin to see errors creep in and feel that conflict that
develops when the results obtained don't match the vision.
Remember - a journey of a thousand miles (systematization) starts with but a single
step….
Remodelers Advantage Inc
14440 Cherry Lane Ct, Ste 201
Laurel, MD 20707