Business Systems to improve productivity

My uncle trained as a metal fabricator in the 1960s. I bet you didn’t expect that opener for an article written by a Digital Transformation consultancy, but it has more relevance than you might realise. Let’s look at what fundamental principle was driven into every apprentice then and why it is as important to your business systems today more than 60 years later. 

Repeating business processes

 

The workings of a 1960s metal workshop might not be the first place that springs to mind discussing modern, business systems. However, there was one rule that was more important above anything else. 

“If you are going to do something more than once – it’s worth making a jig”

I’m fairly sure the exact quote would have been a bit different, included some language and uttered from behind a hand rolled, half smoked Golden Cut, but the sentiment is the same. Employing a business system is the right choice when a process has to be completed more than once. 

Goldstar are experts at recognising what could be brought into a business system. Setting up systems or digital processes to do this work will always pay back productivity and consistency dividends – especially now as business are turning to remote work and looking for more automation, business intelligence and operational efficiencies. 

Let’s start at the beginning: 

What is systemised work? 

Business Systems and systemising your work refer to the same thing, which, is actually a really simple concept. A system is just a list of repeatable tasks and the information needed to carry out those tasks. Just like a workman’s jig, the same task can be done repeatedly, with accuracy and speed, without reducing quality. It doesn’t matter if that jig sits unused for a day, month or year it will always be ready for when the job needs repeating. And just like a workman’s jig it can be replicated or adapted if the requirements change in the future. 

Using more systems in your business means instead of doing something from scratch every time, you can: 

  1. Look for where you can automate and streamline tasks 
  2. Create a list of tasks and resources needed to complete the process at hand. 

Work with business systems experts

This is where Goldstar are expert consultants. From the outset we will learn how your business works, highlighting all the opportunities to consider processes and where we can put business systems to beneficial use. Need an example? 

If you are running a manufacturing business, you might systemise your production flow by doing the following: 

  • Set up a tool that records your orders as they come in from your eCommerce site, cross checks your inventory for stock and parts, reserves those in stock and highlights anything missing. 
  • Create a workflow to order any missing parts or raw materials from your supplier. Additionally, the system can add in expected arrival dates and shipping confirmation when supplied. 
  • Reserve fabrication dates into your workshop calendar and automatically update your customer of expected shipping date. 
  • Manage manufacture – cross-checking resources, recording inventory changes and scheduling shipping, delivery and automating billing.  

Doing this kind of foundational work might take a little longer up-front, but just like building the jig, once you’ve done it it’ll save time and energy. All the time increasing accuracy and efficiency, creating a more consistent experience for your staff and clients. 

Goldstar_Digital-Transformation_-Business-Systems
Polar opposite workstations, but both users know the advantages of automating processes!

Business systems are important, especially so with remote work 

Systems are something that every business can use. Just like the workshop jig any member of the team, could use the jig and get the same result. Systems, like jigs, are always helpful for streamlining work. Likewise, in today’s world they are especially useful when working remotely. 

When you are working remotely, or even if you are in a different department, there are tasks that will interrupt your workflow. Switching applications, making calls, waiting for answers. Therefore, no matter how little time it takes, adding that extra task also increases the chance to get distracted, pulled onto another query or forget the task altogether. 

When you finally overcome the interruption there may also be the consideration of suppliers and potential time zone issues.  You are suddenly facing a significant number of unexpected roadblocks. Moreover, any roadblock that brings a delay will impact the all-important customer experience. 

Minimise disruptions with automated business systems

What if you could get most of the answers automatically? You could put the time wasted to better use. You could focus on the important jobs rather than chasing responses and checking progress. Everything running smoothly, automatically to a repeatable process, from anywhere in your business. Does that sound like it could save time, improve efficiency, reduce cost and improve customer experience? 

In a future article we will look at where you can start streamlining and automating across all departments and industries. Whether you are in manufacturing, business or professional services, finance, construction or technology we have experience in your industry. We understand everything needed for digital transformation and systemising your business processes.  

At Goldstar we pride ourselves on being not just consultants, but trusted partners who work with you to fully understand your business and its processes. As Advanced Zoho Partners, we know how to make Zoho business systems work for you.