How To Start Systemising Your Business With Automations

Last Updated: February 24, 2024By
systemising your business

Running a business can feel difficult and time-consuming. It requires a lot of hard work, dedication and planning to ensure that everything runs smoothly. But there is a way to make it a little easier… systemising your business.

The secret is that automating certain tasks can help you save time, money, and energy while also helping you stay organised. Automation can take care of mundane tasks like sending out emails or scheduling social media posts so that you don’t have to worry about them. It can also be used for more complex processes such as creating customer profiles or tracking inventory levels.

Frankly, automation offers a lot of benefits to any small business owner who wants to run an efficient, lean business so they have more time to focus on growth and profitability.

So, in this article, we’ll look at how systemising your business with automation can help save time and increase efficiency. We’ll cover different types of automation tools available on the market today as well as provide tips on how best to implement them into your existing workflow. Finally, we will explore some of the benefits of systemising your business with automation technology.

Why systemising your business is important

Systemising your business is actually pretty crucial because it helps streamline processes, boost efficiency, and increase customer satisfaction. It recovers time for you and increases productivity overall.

Systemising with automations can reduce the amount of time you spend on mundane tasks such as sending out emails or scheduling social media posts. Automations can also help you manage customer relationships more effectively by automatically tracking customer data and providing insights into their behaviour.

What you need to get started

In order to systemise your business with automation, there are a few things that you will need to get started.

First, you will need to identify the tasks or processes that need to be systemised.

How To Identify What To Automate

Make a list of all the things you do in your business over and over, such as:

  • managing email in your inbox (especially replying to the same questions over and over!)
  • onboarding a new client or customer
  • sending an invoice
  • trading emails back and forth to book an appointment
  • manually tracking time
  • and many others

Of the processes you identified, which could be handled with an automated tool? Now, before you say none of your tasks can be automated, we urge you to look more closely.

Automation tools have come a long way. Many of your routine tasks and workflows can now be handled by an app or software much more quickly and efficiently.

So, give your list another look with an open mind and identify the best candidates. Then decide which tools may be best suited for them.

Next, you need to set up the automation process by mapping out each step and creating rules or triggers for when specific tasks should be performed. Finally, you will need to make sure that the data collected is accurate and secure.

Once you have a plan in place, you’re ready to get started.

Best practices

When implementing automation into your business, there are a few best practices that you should keep in mind.

  • Start small – make sure to start small and slowly build up the scope of automation as you become more comfortable with it. Starting too big can be overwhelming and lead to mistakes or missed tasks.
  • Focus on accuracy – always double-check the accuracy of the data your automation tools are collecting. It is important that this data is accurate in order to be useful.
  • Schedule check-ins – set up regular maintenance and inspections of your automation tools. Make sure everything is running smoothly and make adjustments as needed.
  • Ensure security – ensure that your automation system is secure by regularly updating and patching any software or systems you are using. Security should always be a top priority when it comes to automating your business processes.
  • Look for opportunities – conduct regular reviews of your automation processes to identify opportunities for improvement and make sure the system is running efficiently.
  • Don’t get carried away – it’s important to remember that automation can’t replace humans entirely – quality control should always be done by a human.

Common challenges when systemising with automation

Before you jump into systemising your business with automation, there are a few common challenges to be aware of:

  • Lack of Clear Processes – if the process you want to automate is not clear and well-defined, it can lead to mistakes or missed tasks. Make sure that you have a clear understanding of every step in the process before you start.
  • Integration Issues – many automation tools require different systems to be integrated in order for them to work properly. Make sure you plan ahead and understand any potential integration issues that may arise.
  • Data Security & Privacy – as mentioned above, it is important to ensure the security of your data when automating your business processes. Make sure you have the necessary security measures in place to protect your data.
  • Setting Up & Learning – Automating processes can be complicated and require setting up a system or learning how to use new software. Make sure you budget enough time for setup, testing and training when automating.
  • Cost – Automation tools come with monthly subscription fees so make sure you factor in the cost of any automation solutions into your business plan.

Key business automation tools

Now that you know what it takes to systemise your business with automation, let’s look at some of the tools available:

  • Automation & Workflow Platforms – such as Zapier, IFTTT and Integrately allow you to automate routine tasks and workflows so they are done automatically. You can even connect different apps to complete workflow seamlessly.
  • Email Marketing Tools – such as MailChimp, Constant Contact and AWeber can be used to automate email campaigns and newsletters.
  • Data Analytics Tools – such as Google Analytics, Mixpanel and KISSmetrics help you track customer behaviour so you can understand their needs better.
  • Customer Relationship Management (CRM) Software – such as Salesforce, Zoho and Insightly can be used to manage customer relationships, track sales data and automate tasks such as lead nurturing.
  • Time Tracking Tools – such as Harvest, Toggl and Clockify can be used to monitor employee time, generate reports and invoice clients quickly.
  • Project/Task Management Tools – such as Asana, Trello and Basecamp can be used to assign tasks, manage projects and track progress.
  • Business Management Platforms – some platforms are now available that handle many different business activities including email marketing, sales and landing pages, digital product delivery, subscription offerings and more. Our favourite is Simplero, but others include Kajabi and Clixlo.

Take your time to review and choose the tools that are right for your business and tasks.

Benefits of systemising with automation

The benefits of systemising your business with automation are vast, from time savings to increased efficiency. Below are just some of the ways automation can help your business:

  • Time Savings – Automation reduces the amount of time spent on mundane tasks.
  • Increased Efficiency – Automation systems make processes more efficient, reducing errors and increasing accuracy.
  • Better Customer Relationships – Automation can help you capture customer data and provide insights into their behaviour, resulting in better customer relationships.
  • Save Money – Automation saves time, maximises employee productivity, and frees you to focus on growing your business. All of which equals more focus on income-generating activities.

Frankly, once you’ve got some automations in place, you’ll realise how much time you were spending on things that could happen automatically and wish you’d done it a long time ago!

Make systemising your business with automations easy

Automation is a great way to systemise your business and save time on mundane tasks. It can also help you get more accurate data and insights into how your customers are interacting with your brand.

By following the steps outlined above, you’ll be able to successfully automate processes in your business and reap the benefits quickly. Now you can focus on higher-value activities while relying on automation to do the rest.

Automating small businesses is one of the ways we help optimise and grow small businesses like yours. Why not book a consultation today to discover how we can help supercharge your productivity and get more time back in your day at the same time?

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About the Author: Valerie Tate
Marketing | Business Optimisation | Automation

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