”Who fulfills this function?”

In a small business, the function of systemising is often fulfilled by a combination of roles, and sometimes, it’s a hat worn by multiple people rather than a dedicated position. Here’s how it typically plays out:

The Business Owner/Founder

This is the most common answer. Especially in very small or new businesses, the owner is usually the one who recognises the need for systems. They’re often the “visionary” who wants to create something that can run without their constant direct involvement. They identify bottlenecks, brainstorm solutions, and initiate the documentation of processes. They are often inspired by concepts like “The E-Myth Revisited”, which emphasises working “on” the business, not just “in” it.

Key Employees/Managers:

As a small business grows, a trusted manager or a long-standing employee who deeply understands various aspects of the business might take on the role of systemiser. They are often the ones who:

Identify inefficiencies in their specific area (e.g., a sales manager systemising the sales process, or an office manager standardising administrative tasks).

Document existing processes and develop Standard Operating Procedures (SOPs).

Implement new tools or software to automate tasks.

Train new employees on the established systems.

External Consultants

Many small businesses hire external Business Consultants or Operations Consultants specifically to help them systemise. These consultants bring:

Objective perspective: They can see inefficiencies that internal staff might overlook.

Expertise: They have experience with best practices and tools from other businesses.

Dedicated time: Unlike an owner or employee who has many other duties, a consultant can focus solely on systemisation.

Virtual Assistants (VAs) or Operations Assistants

For specific tasks related to systemisation, such as documenting processes, organising files, or setting up project management software, a VA or operations assistant might be hired. They often work under the direction of the owner or a manager.

No One (Initially)

Unfortunately, in many small businesses, systemisation is often neglected until problems arise. Processes are ad-hoc, knowledge resides in individuals’ heads, and growth is hampered by a lack of structure. This often leads to burnout for the owner and inconsistent quality for customers.

Key characteristics of someone fulfilling this function in a small business:

  • Problem-solver: They identify recurring issues and inefficiencies.
  • Detail-oriented: They can break down complex tasks into clear, actionable steps.
  • Organised: They can structure information and create accessible documentation.
  • Technologically savvy (to a degree): They’re comfortable exploring and implementing software solutions.
  • Good communicator: They can explain new systems to the team and get buy-in.
  • Proactive: They look for ways to improve before problems become critical.

Ultimately, systemisation in a small business is often a collaborative effort, with the owner setting the vision and guiding the process, and key team members helping to implement and maintain the systems within their areas of expertise.

Great systems create great businesses. Take the first step and watch your business thrive! #BusinessEfficiency