Ep 91. How to Build a Business System: 6 Key Questions to Ask When Creating Processes

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You are now tuned in to the mom CEO suite podcast.

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I'm your host, Felicia, wife, mom, and

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entrepreneur. In this podcast, I'll be sharing my mompreneur

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know that you aren't alone. Motherhood gets hard.

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Entrepreneurship gets hard. But together, we can

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do hard things. Welcome to the suite.

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Hey friend, welcome to another episode. Thank you so much for being

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here. So today I want to get into how to build a

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business system. Six questions to X when creating your

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systems and processes. And when I was thinking about this

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episode, I really wanted to give you the

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simplest way to think about this. And so. I'm going to give you six

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questions. It's really more than six, but some of the. Questions

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half. Multiple parts. But. This is going to be the

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simplest way for you to think about your business systems. I think a lot of

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times, uh, It's thought that

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business systems have to be complicated. And that they need to be

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intricate and all of these other things. But simpler is

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really going to be the way to go simpler as better

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simpler, as easier to track. And so we're definitely keeping it simple

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today. Now. I don't know if you remember back in

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grade school, they gave you these five questions. I don't even know

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the context around them, but. There were these five

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questions, the five w questions. Who, what, when, where, why.

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And then later when they added, how, so this is what we're

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going to go through today. Literally, when you think about your business systems and how

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to build them, and you're creating your systems and your processes. I want you to

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think about those questions. Who, what, when, where, why and

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how? Okay. So this episode, you might want to take

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some notes. Go grab a notebook because I'm going to actually be going through

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these questions that you need to ask yourself as you are building out your

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business systems. Okay. So number one,

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who. Who should be completing this

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process, or you could think of it who should be overseeing

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this process depending on how your business is structured. All right.

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And when you're thinking about who is completing or overseeing this

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process, You want to make sure you have the right person in place?

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Because this person, they need to have the skill

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to do it, or, or they need to be able to be taught to do

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it. And they also have to have the capacity to handle the task or

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to oversee it. Okay, so who should be completing or overseeing

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this process? The second part of that is who is going

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to be on the receiving end of this process. Who was going

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to be on the receiving end of this process. So, is this a process that

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is internal if you have a team, is it an internal process

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for your team members? Or is this an external

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process for your clients? Something like your client

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onboarding or your lead capture or lead nurturing?

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This is important because you want to allow the

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needs. Of the person. Whoever the

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process is for you wants to allow their needs to influence the

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design of the system. So in a past episode, I

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don't remember which one, but I mentioned how I was talking about

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automation and I mentioned how yes, automation, um, was

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good to help us save time, but automation also needed to

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be. Friendly to the user. Okay. And so when you are building your

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business systems, yes, they are for you to allow things to go

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smoothly and to streamline them. But you also want to keep in mind.

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The end user and how it's going to affect them and how they

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are going to. Interact with the system that you are

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creating. All right, so that's number one. Is who.

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Who should be completing or overseeing this process and who is going

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to be on the receiving end of this process? Number two is what.

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what are the chronological steps in this process from

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start to finish? What are the chronological steps in this process?

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From start to finish. So you want to just break

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down? Step-by-step. What it takes for this process

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to be completed. From start to finish.

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And it's important to do it in chronological order

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because. For example. Step

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five may not be able to be completed until

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step two is completed. So there may be some

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dependencies. So that's why you want to make sure you're doing it in chronological

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order and you don't have to get it perfect. The first time you are thinking

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through or writing out your, or your system or your process. But just make sure

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you're thinking through step-by-step from start to finish.

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What is the process. Okay. So that's number two.

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What are the chronological steps in this process from start to finish?

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Number three is when, so when does

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this process start? And when does

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this process. And so you want to have very clear

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starting. Points and ending points.

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And this is important just because. It really helps

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define your process. It will

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reduce confusion. So let's say, for example, we're

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talking about client onboarding.

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You want to have a clear starting point because does the client

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onboarding start when the person signs a contract?

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Or does your client onboarding start when the person pays their

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invoice? So just having that clear starting point

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reduces confusion. If you have a team. It will improve

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the accountability. So people know what they are specifically responsible

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for. And then I also will help you. Just with

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tracking the, The data related to

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this process. And so I'll talk about that. In a little

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bit. But if you're tracking the

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information and the process, the metrics from the process,

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then you want to have the same starting and ending point Every time, this process

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is run so you can have accurate data. All

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right. So that's the number. What number was that three?

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When does this process start? And when does this process in.

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Number four is where. Where will this

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process take place? And when I mentioned

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this, I'm more so thinking about the tools. So like what

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tools are you going to need? What platforms are you going to need?

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In order to execute this process. Do you need

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project management software or are you going to need email marketing

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software? Are you going to need a CRM? Where's

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this process going to be taking place. And so I talked about

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automation and tools in past episodes, but you just want to make sure

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that you are using tools. That. We'll help

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you actually execute your process. And they will

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help you to streamline your process. You don't want to pick tools.

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Just because everyone else is using the tool. You want to make

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sure that the tool works for you. And your business

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goals. So that's number four.

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Number five is why. Why does this

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process exist? What is the N. Goal.

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So you really want to know why you're even doing this process, because if

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there is no purpose, then there is no point in you doing it.

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And so how does this process really just align with your

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larger business goals?. Why does this process

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exist? Understanding the why also helps the people who

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are involved in executing the task. It just

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helps them to be able to do that with a

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high quality, if they're remembering in their understanding why it

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exists. And then finally, number six.

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How, how will you measure the success of this

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process? And so again, When you

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have a process that has a clear starting point and a clear

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ending point, you want to be able to track the

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performance of that process. And so

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how are you going to do that? What are you going to be measuring?

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Did this process save you time? Did it improve customer

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satisfaction? We're errors reduced.

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Just identify how you're going to measure the success of this

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process. And then you also want to think about how are

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you going to evaluate the effectiveness.

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Of the process is so are there some things in the

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process that needs to be. Tweaked, do you need to change some

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things? Do you need to reorder some steps? So think

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about those two things. How will you measure the success of the process and

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how will you. Evaluate effectiveness.

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Of the process. Okay. So I wanted to keep it

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really simple and short for you today, giving you these six questions

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that you can ask yourself. Going back to grade school, going

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back to the basics. Who, what, when, where,

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why and how. Okay. So I'm going to run through them really

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quickly again. So who. who. should be completing or

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overseeing this process? And who was going to be on the receiving end of the

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process. Number two is what, what are the chronological

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steps in this process from start to finish? Number

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three is when, when does this process start?

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And when does this process end? Number four is

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aware. Where will this process take place? Meaning

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in what tools will this process take, please? Number

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five is why, why does this process exist?

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And what is its angle? And number six is how,

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how will you measure the success of this process and how will. you measure the

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effectiveness? I have this process. So this should give you a

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great starting point to start building your business

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systems, start creating your systems and processes, documenting your

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SLPs, all of those things. Okay. And if you are still feeling

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like you need some additional support, you are looking for more.

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Done for you support. As it relates to your business systems,

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then I want to invite you to check out the harmony system sprint. This is

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a fast paced done in one week service. That's going to help you

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streamline your business process. Get the right tools in place and

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optimize your workflows with automation.

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One week intensive it's application based. So if

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you're interested in that. Click the link in the show description

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to apply, or if you have questions feel free to DM me on Instagram.

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I hope this was super simple and helpful for you. I would love to hear

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from you. how did these questions go for you? And I'll see you in the

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next episode. Thank you for listening to the MomCEO

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Suite Podcast. If you enjoyed this episode, can you do us a

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