5 phases to creating systems in your online business
online business


We know the topic of systems can make people’s eyes glaze over, but it is 100% necessary  if you want to grow and scale your online business. We are all about efficiency and we believe if you work hard once and put these systems in place in your business, they will continue to work for you as you scale your business. 

Let’s dive in!

Phase 1: Buckets

There are 3 main buckets or areas in which you need to create systems in you online business:

Operations: these are the day to day tasks and processes that run your business: client management, planning and goal-setting, project management, email management, meetings, website maintenance, etc

Sales and marketing: how do you attract and convert your clients? Content marketing, email marketing, funnels, affiliate partnerships, ads, launches, etc

Finance: Your financial activities: bookkeeping, taxes, payroll, affiliate payouts, etc

In this phase, you will need to document all the tasks that you or your team do on a daily, weekly, monthly and yearly basis to make your business run smoothly?

Grab a piece of paper and write down as many of these tasks as you can.

Phase 2: Documentation

Once you have all your tasks written down, you need to document each task:

Purpose: What is the purpose of the task? Why are we doing it?

Steps: What are the steps to completing this task? Pretend you are handing this task off to someone else, now write down all the steps in completing the task. Tip: Don’t get stuck in being super detailed, just get the basics of the steps down.

Tools: What tools do you use to complete this task? Do you use a specific tool or several tools to complete the task? Make a comprehensive list of them

People: Who is responsible for this task?

List out each task that you identified in phase 1 above on a separate piece of paper, now create a document outlining each task – this is called a Standard Operating Procedure (SOP).

Phase 3: The DDDA phase

Once you have your current systems mapped out, it’s time to take a critical look at them.

There are 4 questions you should be asking at this point:

⭐Which systems no longer serve me? > delete. These include redundant tools and people as well.

⭐Which systems can be put on hold for later? > defer. These can include systems that you use seasonally or occasionally such as running a Christmas ad campaign

⭐Which systems are not in my zone of genius> > delegate

⭐Which tasks and systems can I automate? > Automate

The goal is to save you time and money. Once you have put your systems through the DDDA phase you will be left with all the tasks and processes that you are responsible for. Look at ways you can batch these tasks so that you can get them done quicker.

Phase 4: Organization

Now that you have your systems and processes mapped out, where are you going to house them? You need to decide on a place that is accessible to everyone on your team. Cloud based software like Google Drive, Trello, ClickUp and Airtable are great places to store this valuable information. There is no point in doing this exercise if all the information is on scraps of paper or sticky notes or even worse, in your head. (if you need help mapping out your processes and putting systems in place book a Systems Makeover Magic VIP Day).

You will not be able to scale your business successfully without having these systems in place.

Phase 5: Review

Schedule in periodic reviews of your systems and processes. Put each system or process through the DDDA phase.

Questions to ask:

  1. Are the processes and systems that have been put in place clear and understandable?
  2. Are all the steps necessary or can some of them be deleted?
  3. Did this process solve the problem? If it did not, why not? Be as specific as possible
  4. What are the bottlenecks in the system?
  5. How can we improve on the system?
  6. Did it save me/my team time
  7. Did it save me money?
  8. How long does it take to complete? Can it be done faster? How?
  9. Do I need to hire more people?
  10. Are the right people in charge of the right processes?
  11. Do I have the right tools for the job?
  12. Are there cheaper tools that can do the job?

When it comes to your systems we can help you:

⭐with systems strategy and tool recommendations

⭐build custom systems around you and your business