What to Know When Implementing Processes

I wasn’t always a processes and systems specialist.

Like all entrepreneurs, I had some trial and error before learning how to create and implement processes, and it wasn’t always pretty.

However, the upside is that now, I can take those mistakes and offer you the same advice I wish I had.

So, without further ado, here’s what you need to know when creating and implementing new processes into your business.

Chose the Right Software at the Start

When I started my business, I chose a project management software that looked good on the outside but didn’t support the growth I needed. That forced me to take ALL of my SOPs, processes, and tasks- basically my entire business- from one system to the next.

As you can imagine, it took forever.

I ended up using ClickUp for my SOP storage and Google Drive as a backup, and I couldn’t be happier with the result. Therefore, even if you don’t need the multitude of features a program (like ClickUp or Asana) offers right now, you still want to pick something that can sustain your growth in the long run.

Keep It Stupidly Simple (KISS)

Simplicity is your best friend when it comes to creating and implementing processes, and there’s no reason to stress about reinventing the wheel if it’s already available.

For example, not all processes need written SOPs. Videos work just as well, provided you stay on task and don’t try to add a million other things to it. You want to be able to click play, get your information, and be done in five minutes or less. If it takes longer to explain, break it into bite-sized chunks. That way, you’re not sitting through a 25-minute video over a single task.

By simplifying your processes (and SOPs), you’ll keep your team organized and help them adjust when you’re implementing new ones.

Gather Feedback

If you work with a team, don’t ignore their valuable feedback. They’re the ones who have to use your processes and SOPs, and they can tell you what works, what doesn’t, and what they’d like to see in the future.

Feedback is also a great way to test their understanding of the process, identify unnecessary steps, and collaborate with your team to make your business more efficient.

And, as entrepreneurs, that information is worth its weight in gold.

Test and Review

Always test your processes before implementing them! You don’t want to add something to your system and have it completely break down because you forgot to test it first.

Test, review, and test again until it works. Check all the links and the wording, and ensure everything is in one place so you (or whoever uses the process) can find what you need at a glance.

Then, review!

Another thing to test and review is your process for creating processes. It sounds funny, but it can help you identify weak spots, weed out overcomplicated areas, and streamline your process.

Remember to Update

Finally, you’ll want to update these processes as your business changes. How often you update them will depend on how fast your business grows, but you generally want to test, review, and update your processes every three months.

If your business grows faster than that, look into updating it every month. If it grows slower, maybe every 6 months. Whatever is best for your business, as long as you remember to update regularly.

Use that time to review the process, check all the links and information, gather feedback from your team, and test the process to confirm that it still works.

Final Thoughts

Processes are the backbone of your business, and the right ones can save you time and money, ease your stress, and keep your business working without a hitch.

I wish someone had given me this advice when I was a new business owner, and I hope it can help you achieve the business of your dreams.