Summer is in full effect right now! I want you to take advantage of the summer slow down to give your back office some attention. You might be wondering where to even start, which is why you’ve been avoiding this task. This is one of the most frequently asked questions I get when it comes to creating your business systems. So today, we’re going to talk about the six core systems you need to have in place, no matter which phase of business you’re in. If you spend just 30 minutes a week working on at least one system I mention in this episode, you can make significant progress in a short amount of time. That means you’ll have a stronger business foundation in place before summer ends and things pick back up in September. So, let’s get started!

I’m thrilled to have you here today. Now, before we dive into today's content, I want you to know that today’s episode is one of my most valuable episodes.

Why? We’re going to revisit an essential topic that every business owner needs to hear no matter what phase of the business journey you’re in– the six core systems every business must have.
This isn't just about organizing your files or setting up an email autoresponder. It's about building a solid foundation to support sustainable growth and improve efficiency in your business. And if you want your business to thrive without consuming every waking second of your life, these systems are non-negotiable.

But there’s even more to it. This episode contains timeless insights that are just as relevant today as when I first recorded it. Whether you’re just starting to create your systems or are looking to streamline your existing systems, the points we cover today are vital for your success.

One of the biggest reasons I’m always talking about how important your back office systems are is because they are the foundation you must have in place to support sustainable growth. Think of them as the backbone of your business that everything else is built on. They ensure consistency, enhance the client experience you provide, and they help you run your business more efficiently. Let’s briefly talk about all three of these benefits individually.

For Consistency

Consistency is definitely required in business. And I’m not talking about social media. You have to be consistent in everything you do in business. When you manually complete tasks, there's room for human error. This happens because when you’re not following a process, you go by memory. And let’s be real, we all forget things. I have to use my Apple Watch to find my iphone at least once a day.
The point is you can’t rely on your memory because it is already failing you and is going to continue to do so. Without a process even for routine tasks, you will skip a step or two, which is why every time you do something you get a different result. And that my friend is the total opposite of consistency. And without consistency you can't measure your results. But if you make the time (notice I said make the time not take the time) to document your processes and automate what you can, you can get more predictable results, you will actually complete things faster and you will have a measurable outcome. So not only does this boost your productivity but also enhances your reputation for reliability and providing quality service.

To Provide a Better Client Experience

First impressions are lasting impressions. The experience people have with you actually starts long before they officially work with you. We all know the process as an entrepreneur, people must (say it with me) know, like and trust you. Well, without systems, you can't make that happen because again you don;t provide a consistent experience without processes. So not only do you have issues keeping clients but you have issues getting referrals. When you implement systems and let them do their job, you don't leave their experience to chance. When the clients experience is smooth and there are professional interactions at every touchpoint on their journey with you, not only will they stay with you but they are more likely to recommend your services to others. Referrals don't require you to do much work! And our goal is to work smarter, not harder.
To Operate Efficiently

Systems help you execute your business strategy efficiently, which reduces costs, improves your consistency resulting in a stronger brand reputation, and provides insights into areas that need improvement to meet your client’s needs. In simple terms, you can focus on what you do best while your systems handle the rest.

Now that we’ve talked about the benefits of having systems, let’s talk about the six core systems you need to have in place. Now I am only going to give you a high-level description of each system because I’ve already done individual episodes that go deeper into each of them. So finish listening to this episode and make a note of which system you want to focus on first. Then you can check out that individual episode because links to all of them will be in the show notes.

1. Central Filing System
First, let's talk about your central filing system. This is critical for productivity. Avoid the mistake of saving everything on your hard drive. What happens if your hard drive crashes? You will lose everything! This happened to my first Macbook and I was so happy that all of my business documents were stored electronically. An electronic central filing system ensures your documents are safe and accessible from anywhere. Imagine being able to locate any document you need within seconds, whether you’re at your desk or on the go.

2. Scheduling System
Next, is a scheduling system. Other than email and social media, phone calls are one of the biggest distractions ever. One of the easiest ways you can keep this from happening is to put boundaries around your schedule with an online scheduling system. Then all you have to do is provide a link to the specific appointment. The great part is you can also use this system to screen leads for you in advance using intake forms and you can take payments when appointments are booked. You simply provide a link, they schedule the appointment according to your availability and reminders go out automatically. And you maintain control over your availability in real time by just maintaining your calendar.

3. Communication System
Then, there's your communication system. This includes both internal and external communication. External communication with clients, networking contacts, etc., starts from the first point of contact and either builds trust or creates doubts because it provides a glimpse into the inner workings of your business.
Internally, efficient communication within your team ensures smooth operations. And I’m not talking about using email. You need a streamlined project management tool like monday for centralized communication. Yes, it can streamline your communication in many different ways. But I’ll talk about that in another episode. Using a tool outside of email for communication helps prevent misunderstandings and ensures everyone is on the same page so that your team can work together to achieve your goals.

4. Money Management System
Many business owners don’t know their numbers, which can be detrimental. A money management system helps you monitor cash flow, track expenses, and manage billing. Even a simple spreadsheet can be a starting point until you can invest in more sophisticated tools like Quickbooks online or Freshbooks. Understanding the financial health of your business allows you to make informed decisions and avoid costly mistakes. One of the biggest reasons small businesses fail is because of cash flow problems. Don’t be a statistic.

5. Sales and Marketing System
Number one, they are different. Marketing gets you seen; sales get you paid. Your marketing should build the know, like, and trust factor, like having a customer care process which is part of your communication system. Your marketing system is all about attracting the right clients and converting them into loyal customers.
And your sales process needs to be stellar so that you build on the trust that was established when you acquired this new client. This system should include an on-boarding process and regular check-ins to make sure you and your client are on the same page. And this connects to your communication system.

6. Backup System
You may be scratching your head about this one. In a nutshell, a backup system is Plan B to keep your business running without you. This includes backups for your computer files, your website, the contacts in your CRM, and for your Dream Team if you have one. You need to have an Emergency Preparedness plan to ensure business continuity. Think about the peace of mind you'll have knowing your business can weather any storm.

So those are the six basic systems you need to have in place in your business. Remember this, if you do not have documented processes and systems in place, you do not have a business you have a you. That means if you don’t do it, it doesn’t get done. That also means if something happens to you, it’s game over for your business. And we don’t want that to happen.

If you're ready to clean up your systems and operate like a well-oiled machine, join The MY-T Society Membership. This exclusive membership has the resources inside that you need to make the most of those 30 minutes a week that you’re going to set aside to work on your back office systems. And there are two options, you can take a stab at this all on your own, or you can join as an Insider and have access to me through Voxer hours when you have questions or need to hit the SOS button if you get stuck when building your systems. This membership is what you need to get creating your systems off your to-do list and into action!

So I hope you’re ready to take action! Go to theshannonbaker.com/membership to join The MY-T Society Membership today. I look forward to seeing you inside!
Until next time, keep calm and streamline!