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Business Systems Blog

Have an interest in business systems, developing operations manuals, or maybe just making things work properly in your business? This blog focuses on systems – having the right person doing the right thing the right way at the right time. The blogs you read here will cover different aspects of systems – how to create them, how to help people to use them, how to use systems to cut your business inefficiency and build the bottom line. All that and often more. Click on the RSS icon right here on this page to be notified when we add new blog articles.

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Can I get an “instant win” from systems?

John Tonkin - Friday, April 09, 2010

Simple answer: Yes. Let’s look at how this could work.

Ben owns a successful business in the construction field. The business has grown and has developed a niche which it markets well. There was very little in the way of formal systems in place, however, and Ben was keenly aware of the demands on his time to keep the business humming along. His days were way longer than they should have been, and there were too many occasions when he would call Cheryl to say that he’d be staying back to finish a tender that was due for submission the next day…

In the Discovery stage of his systems project, we tallied the hours that Ben spends each week working on tenders, and that number was unsupportable if Ben were to achieve his goal of spending less time in his business.

The solution we designed for Ben gave him back 10 to 15 hours every week! Even valuing Ben’s time at only $100 per hour that amounts to over $50,000 per year.

Here’s what we did. By defining what makes a successful tender – one that was worth going for – we came up with a scoring sheet that would allow one of Ben’s team to perform ‘triage’ on the available tenders. In effect, this means conducting a quick assessment of the tender against the criteria set out on the scoring sheet and placing the tender in one of three piles:

  1. Tenders that meet the criteria;
  2. Tenders that don’t meet the criteria; and
  3. Tenders that might/might not meet the criteria.

What does this mean in terms of saved time and effort for Ben? After implementing the tender scoring process, Ben only needs to look over the tenders on the third pile, to decide whether or not to place the questionable tenders on the first pile or the second. There’s absolutely no value in him looking through the other piles, as the decision was based on the criteria that he had set.

Are there similar examples in your business? We find ‘instant’ fixes for most clients we work with. No, they aren’t all as noteworthy as Ben’s, but even half an hour saved each week adds up to 3 days over a year.

The easiest way to explore the value that you could get out of systems in your business is to have one of our consultants visit you for a no-obligation assessment. In the time it’d take to have a cup of coffee you’d have a good idea of the cost that not having good systems is costing you right now. Why not give us a call?

1300 799 330