Organization via Systemization Benefits

Organization via Systemization BenefitsWhen it comes to Organization via Systemization Benefits. An organized business is a noble achievement that pays good dividends. However, to stay organized takes a lot of effort on everyone who plays a role in the business! In other words, sustaining order.

It’s peaceful experience to go into a clean office, with no clutter as you go about your daily work. But in most cases, as the day progresses, and more work happens, the order of things seems to slip back into disorder. Waste baskets fill up with trash and then books, documents, pens and other items strewn around here and there, creating clutter. The merely “organized” office begins to break down.

 

Disorder with Business Processes

Example: Due to problems and errors made in your business, you decide to better organize how to On-board a new customer. You’ve determined that errors are happening because some important customer information and specifications are NOT getting to the necessary departments and employees, to fulfill your customers’ needs.

So, you sit down, develop a form/document with all the necessary fields, to ensure your staff is getting that detailed customer information and specifications. Wow, things improve, and you feel as if you’ve finally organized that process and now things will work better going forward. You feel good about this!

All seems to go well, in that one area, of customer service.  Then, there’s another mistake on a customer’s order due to an unknown specification. That On-boarding form you developed, did not prompt anyone to ask for that specification, which would have prevented the mistake from happening.

Okay, your process for client on-boarding is not perfect, but it’s doable. Right? … like a cluttered desk you’ve decided to live with.

It’s Doable. Is This Where You Want to Go?

Now, if you’re lucky, a diligent employee MAY look for the original on-boarding file, open Word, and update the document for themselves. This will address the unknown specification that caused the error. This type person is one who works hard to maintain order and is one naturally organized. They will do, what is required in a business. In addition, they are good at keeping things in their head, and seem to remember things that need done.

However, in most companies, an employee would not take the initiative to update any document unless asked to do so. Therefore, the On-boarding Form mentioned above would not be revised. So, errors would continue to happen. But, the system is still better than it used to be… right?

Again, in most companies, to maintain order and address mistakes, management usually has meetings to ensure everyone’s on the same page. To remember this or remember that. Don’t want those errors to keep reoccurring, right?

In conclusion, organization is NOT, simply keeping process improvements in someone’s head. This method of madness will not sustain the continual improvement of processes. For this reason, Continual Improvement of Business Processes to assure quality, only happens with well-planned systems and a follow-up system auditing employee compliance.

What is Meaning of Being Systematized?

Consider again the on-boarding form mentioned above. If the company was systemized, a systematic approach to the error would occur. For example, a “System Buster” or Corrective Action report would have immediately been submitted management via a system that is easily accessible for everyone in the company. “System Buster” or Corrective Action report would state what the error was, who made the error, and recommendations for correcting it, etc. The administrator of the report, along with the team effected by the error would then determine “root cause”.

Using the example mentioned earlier, that the “root cause” of the error was, the On-boarding form did not prompt anyone, to get the needed specification to ensure the job/project was mistake free. In conclusion, to sustain organization, you must continually improve processes systematically.

What is the difference between Organization and Systemization?

In one case, memory prompted the revision of the On-boarding document. In in the other case, a corrective action system prompted the update.

You may be thinking it’s just much easier and faster to update a Word document and get back to work. And I would say you’re right, if yours is a 1 to 3-person company. At this size there might not be many organization via systemization Benefits.

But consider this… Scaling a Company for Big Growth

Imagine your company growing to 10, 15, 25, 50, 100 and more employees! Your dreams of big growth are happening. But, errors and chaos multiply exponentially as you add employees to your business. Things will break down more often and at an alarming rate.

You would think that if you had 5 employees and you doubled to 10 employees, that mistakes and chaos would only double. But that is not the case.

There are those who have studied these factors and have determined that mistakes and chaos would multiply exponentially by 3 to 4 times, just by going from 5 to 10 employees. Now, imagine 25 or 100!

We know this is True, It Happened to Us

If your goal is to grow your company, you should begin to organize through systemization. Think of it this way… McDonalds can grow exponentially, due to their systems. Every McDonalds franchisee operates with the same systems; it’s like rubber stamping a franchisee, with everyone on the same page. They can just keep growing without all the chaos.

If you had a great system of orientation of new employees, and all of your operation’s processes that run your business were in an Operations Manual, you too could grow exponentially without all the chaos suffered by most businesses. Imagine you had one location totally systemized, you could open or buy a new location and rubber stamp your systems to the new location. That new location would hit the ground running!

That’s where System100™ comes in! This is what we do best… what we can do for your business!

Contact us! Let’s have a conversation about systemizing your business by step at a time and Organization via Systemization Benefits.