Business owners ask me all the time, I wish there were more hours in a day so I can get things done. I wish I could just duplicate myself. You know what I say that? You can, all you do is snap your fingers. See there’s two me, okay, it’s not that easy. However, if you want to duplicate yourself and you want to create more hours in your day, systems are by far the best way of doing that. If you create the right systems and you do it the right way, you will free up your time and you’ll be able to give other people stuff that you usually do or that you’re always involved with getting systems in and it’s duplicating yourself.
Great. So which systems do you need to create duplicate yourself and how do you create them? I got a video of both of them. That’s too much information in one video, so I’m splitting them up into two. Made sure you hit the like a thumbs up below and also subscribe to my channel if you haven’t and hit the bell. You get notified on all the different videos I do every single Wednesday.
So, let’s get started. All right, so which systems do you need to create as a business owner? It really depends on you. Each business is different and so is in each business owner. But here’s the trick. You can get this answer and I’m going to show you way. We had to do three steps to determine which systems you should start with so that you can be able to free stuff off your plate and create systems. So, it’s a repetitive motion and that you going to be able to duplicate yourself. Let’s go find you those systems. I got three steps I need you to do.
Step one – List the Tasks, what tasks? The tasks you do as a business owner do every single day. What’s on your plate all the time. And it happens over and over again. I want you to write them out. I don’t want you to be generic about this. I don’t want you to say marketing or sales or AR. I want you to put every single task you do listed on a piece of paper. Yes, on a piece of paper. I’ll tell you why later. But on a piece of paper. You don’t stop until you finish every single task that you know that you always do it. Make sure you list all of them. If you start right at the top of your head and then you stop, don’t say, okay, I’m done. Just wait a little think about some more and maybe go through and make sure you have every single task, write it out? I know it can be tedious. Trust me. The time that you put into these three steps is going to make a world of difference. Once you finish this one, trust me on this one.
Step two – Categorize your Tasks. That’s right. We’re going to go through every single one of those items that you put on a piece of paper. I don’t care if it’s one piece of paper or four pieces of paper. We’re going to go through every single line item line by line, by line, and next to it you’re going to put a mark at first. We’re going to start with this, four different marks to put, so go through the list four different times. The first is I want you to circle every single task on that piece of paper that moves your business forward. Just circle it. Go through the complete list. Once you’re done with the list, I want you to go back to the beginning and now what you’re going to do is you’re going to put a square around items to keep your business go. These are the items that you need to do to make sure you keep your business running. Now I want you to go back and every single item that I want you to look through it. I want you to put checkbook next to everything, that only you can do. Now, if you’re a one person show right now, I want you to go through and say, could I hand this off to someone else? What could I potentially hand this off to someone else? And also is this task really doing my skill set the best way possible. Now once you go through the list, this should be some items that don’t have a check mark that don’t have a square, that don’t have or circle any of those. Any of those you see let me put a little X next to it. I’ll show you what happens to that later.
Step – three, Prioritize the Tasks. Now this third step, we’re going to prioritize the items next to each single one of these items. I want you to go through the first time and I want you to put a ‘T’ next to all the items that you think consumes a lot of time. Go through every single item, and if it takes a lot of time on your part, I want you to put a ‘T’ now we’ll get to go through the list and you’re going to put an ‘M’ next to items that you feel are doing a lot of manual stuff or have of paper attached to it. Now we’re going to go back again and you’re going to put an ‘R’ next to each item that you feel is repetitive. So, if this task happens over, over and over again. You’re going to put a ‘R’. Now I want to go through the list again. Now you’re going to add up the score for every single item you get to add up the number of T’s, M’s and R’s that are on that item. So, if you see a ‘T’, ‘M’ and a ‘R’ next to an item, got to put the number three. If you only see two of them, you put two. One, you put one. Don’t even put a number if you don’t see any of them. Okay, they’re have it, three steps. You get everything you need. You now know what system to work on. I do? You’re probably asking? I know now systems, you didn’t tell me? How’d you show me some three steps to write down numbers and circle things. What’s going on here?
Now it’s up to you and let me explain. There’s really two ways you can go here. Let’s first talk about someone who is a one person show. You have to do everything, right? You’re a one person show, so right now what I would do if you need to get systems, get the ones that are time consuming, look at the time-consuming right now, and those are the systems that I want you to start with. Things that have three in front of them, a two or even a one. Those are the ones that you want to start with. That’s how you’re going to be able to create more hours in the day. By getting a system that you can create a system that is something that’s time consuming so that I can just shrink the number of hours it needs to be done.
Now, if you’re a business that you are the business owner, be you have other people working for it, guess what? You should be responsible for everything that’s moving your business forward. So everything that you see that was circled, moving your business forward, those are things you want to look at to see, okay, I have those ones, this circled what ones or three or two or one. Those are the ones that I want you to work on first. If you’re constantly working on things to keep things running in the business, you should be able to pass that off to people and if you don’t have the person to pass it off to, that’s another system that we need to look at to see if you do need to hire someone? Can you move these responsibilities to someone else? Those other issues as well. So depending on what situation you’re in right now, you now have your marching orders. And guess what you now know what things need to be done in your business. You need to create a system, you’re done with part one and we’ll get to talk about part two next week. First, I got a bonus for you. I have a worksheet that will pinpoint which areas of your business are screaming for a system. The results of this worksheet could save you lots of time, money in aggravation.
Don’t miss out. I have the link below. If you like what you saw in this video, please share it with someone you think would like to hear it. And also, I’d love to have your comment and feedback. What stage are you at? What systems do you think you want to put down? Please put them below. I’d love to hear which ones you’re going to tackle next. Oh, don’t forget this to other videos here on systems. You got to check those out as well. And also next week we get part two, you want to make sure you’re going to be here, so be sure you subscribe. Hope you have a great week and I’ll see you again next week. Take care.