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How To Build Systems & Structures Around Your Business

Emmanuel Nnaemeka

Quick Tips

  What does it mean to build structures around your business? According to Business Dictionary, a business system is a methodical procedure or process that is used as a delivery mechanism for providing specific goods or services to customers. On the other hand, the business structure is the organization framework legally recognized in a particular jurisdiction for conducting commercial activities, such as sole-proprietorship, partnership, and corporation. 
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To explain further, putting systems and structures around your business is all about organizing your business to consistently follow an organized pattern. It is like knowing where and what to do specific tasks without causing much disruption. It is just building a catalog and automating the rental and return process in a library. There are a lot of benefits that come with putting systems and structures around your business. They include: i.) consistent performance, ii.) exceeding customer’s expectations, iii.) cutting costs and saving time in the business process, iv.) optimal employee engagement and v.) putting your business on autopilot. Below are a few things to put in place to create systems and structures around your business.  Outsourcing is when you delegate some tasks within to business to freelancers and experts outside your organization or business. Experts have argued that outsourcing certain tasks are cheaper for the entrepreneur rather than setting up a team from scratch to meet high-end needs. Further, it saves time. Even the biggest companies outsource certain time-consuming and expensive tasks to another company.
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A classic case is Microsoft outsourcing its system maintenance to Infosys. For example, rather than struggle with employee payroll, you can outsource the task to a payroll startup, which will save you time, while you focus on things that matter. While you are outsourcing certain tasks to freelancers or organizations, you can as well play outsourcing services. Creating systems and structures is all about building and running a startup that serves other startups and businesses. It is important to be specific in your service when you want to serve other businesses. Rather than serving individuals, which can lead to inconsistent patronage, it is important to create a startup or businesses that help businesses generate more money. For example, rather than being a business that helps individuals to create websites, you can create a company that helps businesses to build, run and maintain their websites. This will guarantee longevity and repeat patronage.  According to Workflow, business process automation (BPA) refers to the use of technology to execute recurring tasks or processes in an organization where manual effort can be replaced. It is done to minimize costs, increase efficiency, and streamline processes. This is all about using digital software to execute recurring tasks such as purchasing, marketing, employing, e-mail and push notifications, helpdesk support, creating customer case studies, data aggregation and migration, backup and restoration, employee leave requests, procurement, call center processes, sales orders, time and attendance tracking, payroll, invoicing, collections, product launches and lead nurturing, etc.
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For example, there are several software like Excel that can help with employee attendance, tasks, and pay. While this sounds similar to serving other businesses, designing your business to meet the need of other businesses or individuals, having contractual clients guarantees a steady income for a long period of an agreed time. For example, if you are a fashion designer or a basic seamstress, you can reach out to schools and companies to help sew and supply their uniforms within a specific period. You can do this on a contract basis, and can as well renew contracts. What makes this different from being an outsourcing company is that clients might choose to terminate projects mid-way or run a one-off or one-time business with you. But with the contract, there is a guarantee that the business will run within an agreed specific period. Creating systems and structures is all about departmentalizing your business. Learn to create a team that is in charge of one task or the other. Ensure to delegate tasks with specific instructions and expectations. By doing this, there is an organized workflow within your business. Another way to see this is by drawing boundaries or creating tribes within the business space. 

Final Words

Building systems and structures around your business guarantee organization and takes away the chaotic work life from you and your staff. By putting systems and structures in place, time and money are saved, and successes are repeated.  Featured Image Source: Quick Tips
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