Do you have a business? Are you a leader of a team?
Do you have people helping in your company, but they still need you to keep everything moving?
When work begins to grow, many times we end up in a mess and become slaves of our work if we are not well organized.
And even worse, would you like to delegate part of work activities so that someone else frees you up and you can dedicate time to more strategic activities or even have more personal time, but you don’t even know where to start?
You start considering that problem is you cannot find someone capable of doing it as you expect.
Most of tasks in a company or entrepreneurship, and even those of a freelancer, can be systematized.
What’s this means? Organize them according to specific procedures and criteria that define one way to carry out the tasks, so that it can be repeated whenever necessary and thus, it is easier to train other people to execute them.
The ideal would be generating an established process every time we execute a task (which we will then have to repeat periodically) and we get a result that satisfies us.
It’s very rare for someone to do this…
If you already have chaos installed and a lot of work that cannot be stopped, you need to set systematization of activities as part of the objectives for the next quarter, semester or year.
Once it is decided, you have to assign it a time and follow next steps:
An extra detail, no standardized procedure or process works without the training and discipline of those who must apply it. You must make everyone get involved in this improvement so you get commitement.
- Review your complete map of processes or activities: what is done, when, who does it, what information is generated, how they relate to each other. NOT THE IDEAL, THE ONE YOU ARE EXECUTING TODAY (with its shortcomings).
- Analyze process map, activities, inputs and outputs of each process and make a list of inconveniences, limitations and rework that are being generated in each one.
- Classify inconveniences according to Impact, Solution Urgency and Possible future problems. With this you are going to use Pareto to select the 20% of activities that, when ordered, reduce 80% of efforts and problems.
- Now you can choose processes you need to “attack” first and you can start thinking about ideal one, generate a procedure, with standardized inputs and outputs and define clear functions and responsibilities.
- Sound like a lot of work? It is, but it’s temporary, and once you’ve got order and can delegate, you and your team will stop running after details and unforeseen events.
Also, you can always hire someone to do this for you and it will be faster and with less effort.
