What's up brand builders Stephen Houraghan here at BrandMasterAcademy.com and in this video you're
going to learn how to develop business systems for your agency so you can build a business that runs
like a well-oiled machine whether you're there or not and ultimately increase output and revenue
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now when someone starts a business for the first time it's really just about survival
they want to replace the salary that they had in their previous job before they started their
business and prove to themselves that they can actually survive in their market but over time
it starts to become a little bit clearer that they don't actually have a business
they just have a job they've created a job for themselves and in fact they don't even have
the security blanket that a job gives them they don't have that holiday pay or sick pay or that
check that comes in every single month now for the unlucky ones they don't survive long enough and
they go back to employed life for the lucky ones if they survive long enough they realize that if
they actually want to build a business then they need to build systems around that business so why
create business systems well there are two main reasons that you would do that the first is
efficiency and productivity now if you don't have systems in place then the tasks that you do within
your business are not based off systems they're based mostly on intuition you don't have a clearly
defined system that you follow each and every time so jumping from one task to the next takes
longer than it would do if you had a system if you have people helping you within the business
chances are they don't have the intuition that you have and when it comes to jumping from one task to
the next it takes a lot longer they might have to ask a lot of questions as they go along so having
those systems in place means that it takes less time to do each and every task it's more clear
what each and every task needs to achieve and how to achieve it and everything just becomes
a lot more efficient and there's a lot more output and productivity from your work the second reason
is growth and expansion now if you're doing all of the tasks in your job then it becomes very
difficult to focus on the growth and expansion of your business if you don't have systems in
place and you do want to bring somebody in to help you it's very difficult to show them exactly what
they need to do and how they need to do it if on the other hand you're able to hand over a system
to somebody coming in to help you it becomes very easy for them to take that task off your
hand every task that you alleviate every task that you get off your desk gives you more time to spend
on growing and expanding your business so having those systems in place makes it very easy to bring
people in to help you to take the tasks off your desk buy you more time to turn and focus
on growing and expanding your business so when do you need to create business systems well there are
three questions that you need to ask and if the answer is yes to any one of these questions then
your task needs a system the first question is is this task repetitive now if you have repetitive
tasks within your business and chances are that is most of the tasks within your business then it's
a lot more efficient to be able to jump from one job to the next or one task to the next if you are
following simple systems if you don't have those systems then you're working off intuition there's
a lot of scope for you to lose time on every single task by not having those systems in place
not following the right steps one after the next so if the task is repetitive within your business
then it needs a system the second question is can somebody else execute this task if somebody else
is able to execute the task if it does not need to be the business owner then a system should be
created around that now sometimes there are tasks within the business and it just needs
the business owner there and even those tasks can eventually be let go they can have systems around
them or the business owner can bring somebody in to help them with those tasks initially and then
to eventually let those tasks go but if somebody else within the business can execute that task if
you put a business system in place it becomes very easy to get somebody in to help you and the third
question is are there more than three steps within this task now sometimes there are tasks that are
just done instantaneously it takes less than a couple of minutes and chances are those tasks
change time and again so i wouldn't bother with tasks that have such small steps within them if
your task has more than three steps then you need to look at whether or not it needs a business
system in place if it has less than three steps i wouldn't worry about it more than three steps have
a look at creating a business system so where should you create systems within your business
well of course every business is different so every business might need different systems
in different areas but there are five core areas that every business should look at when it comes
to developing systems number one is marketing now marketing is a pretty broad category and
depending on your strategy you might have a lot of different systems in there you might be creating
content you might have content marketing systems you might be on social media you might have
systems around how you produce your posts how you engage with your audience you might have seo how
do you go about producing backlinks or how do you optimize your blog posts and you might also have
paid ads as well how do you go about producing the creative and the copy for those paid ads
and how do those ads get optimized you also have sales systems so when somebody comes into your
world when you start to generate that traffic and generate those leads how exactly do you follow up
with those leads do you have cold calls or client calls that you have a structure for do you have
a discovery session and do you send content or do you send questionnaires to your clients through
that discovery session do you have a follow-up email sequence every single one of these areas are
an area that you can create systems around to make it easy to follow next you have your onboarding so
what are the systems around your onboarding emails whether the systems around your contract your
documents that need to be sent and received and any kind of client liaison next you have delivery
and fulfillment so what are the systems around your client brief around your workshops around
your brand development process around your design process and then the handover and any
kind of follow-up communication and of course support and administration what are the systems
that you can put in place for your customer support for your technical support and all the
administrative work that needs to go on in the background to make your business tick now this
might seem like a lot of work and it is and that is exactly why you need to create systems around
it now you're doing this work already it's just the case of capturing that work and documenting it
and that takes us on to the next section so how do you create business systems well i'm not talking
about creating overly corporate 50 page documents for every single task it's a lot easier than that
and i've got a few steps that you can follow to do it efficiently number one screen capture so
what you want to do is you want to capture your screen as you're doing your task now you want to
run some commentary as you're doing this so you want to talk about the task that you're doing
and the individual steps that you're taking along that task and why you're taking those steps
you might also think about what else the person doing these tasks and doing these steps might
need to consider as they're doing them number two validate and optimize so what you want to do is
you want to pass on your screen recording of that task to somebody who has not done this task within
your business before now if that person is able to follow along step by step and is able to complete
the task and produce the output and understand what they're doing and why they're doing it then
that is a system that actually works now if there are any holes or gaps within the system and that
person has questions that's where you need to go back and optimize that video and answer those
questions once they're able to go through from start to finish and complete that task then you
have a system in place number three organize your systems now these screen captures and these tasks
that you're recording these become the library that are the nuts and bolts behind your business
now what you want to do is you want to categorize these tasks and make them very very easy to find
so that anybody within the business looking for that particular task or how to do that particular
task can find it easily so you want to create a series of folders that are broken down into
categories and sub categories so you might have a category for marketing and within the marketing
folder you have a category for email marketing now anybody wanting to know about email marketing can
go into that folder and watch the videos within that folder to learn about the systems within your
business for email marketing now the more time you take to think about the tasks within your
business the more you can optimize those tasks and make them more efficient documenting those tasks
is the first step to letting go and the more tasks you let go of the more time you free up
to focus on the growth and expansion of your business speaking of expansion if you want to
learn 15 tips on how to get more clients so you can grow and expand your agency well then this
video will help you out until next time brand like a master and i'll see you in the next video you