It might seem like a lot of work to build business systems for your restoration company – but these efforts can go a long way to set you up for success in the future. In order for your company to operate in busy months and slow seasons, you need to have Standard Operating Procedures (SOPs) to create consistency in how each task is completed.
How to Design Effective Systems
The ultimate goal is to design systems so that tasks are handled the same way, every time. Follow this step-by-step process to maintain consistency in systems, regardless of who is performing the task:
- Desired Results: Start by identifying the results desired for this system. Give it a name that describes the system such as New Employee Onboarding. Also, document the result to be achieved through the system.
- Diagram the Process: Walk through the step-by-step process that should be followed. List the proper sequence in a flow chart that can be followed by management and staff.
- The Clarity in Objectives: Every step of the system needs to be documented with written information about the process. This definition needs to include benchmarks to identify when completion is reached. For example, “W-2 paperwork is completed within the first 24 hours of employment.”
- Assign Responsibility: Who are the people responsible for each step in the system? Not only do you need to assign responsibility, but also identify the roles of everyone involved. The purpose is to ensure that the system is completed successfully, regardless of who is implementing the steps.
- Timing for Implementation: Assign a timeline for each task in the system. For example, you might have a specific timeline – such as “within the first 24 hours of employment.” Or, consider a general timeline if it’s a better fit – such as “upon receipt.”
- Resources Needed: Are there any specific resources required to complete the step successfully? List materials or staffing in detail, including the quantities needed.
- Measurement and Metrics: Specific metrics should be used for consistency in measurement. Determine the most applicable metrics, as well as how these results should be documented.
- Final Documentation: Now that you’ve identified the steps and metrics, the full system needs to be documented. The most effective strategy is to create checklists that enable simple implementation. Documentation needs to be accessible for all employees including ongoing training if needed.
- Testing and Revisions: Just because your new system is documented doesn’t mean that it is a fail-proof solution for the future. As the system is implemented, you will likely find gaps or issues that need to be corrected. It can be a never-ending process to create a good system but tweaking these practices is critical for optimizing your business practices. Review and revise regularly to ensure the systems are always up to date.
Would you like to see an example implementation checklist and more information about designing business systems? Download a free guide that outlines this process: Making My Restoration Business Work Without Me. Simply click the link to access this helpful information.