I’ve mentored 100’s of business owners over the last 4 years.

Most of them suck at building systems.

Then they end up working all the time, unable to scale and frustrated with staff performance.

Here’s how I build systems for Kilo, our SaaS start-up.

These 7 steps allowed my staff to execute.

It also helped us to grow from 0 to 1000 clients in under 3 years:

1️⃣Identify what dead simple tasks you do on a daily basis.

????Ex. Locking up for the day, updating metrics sheets, and preparing reports.

????Write them down in a list.

2️⃣Identify all the questions you get asked over and over again by staff.

????Ex. How do I add a new subscription to a client account? How do I cancel a membership? Where are the cleaning products?

????Write down these questions and add them to your list.

3️⃣Identify the shit that is going wrong.

????What frustrates you on a daily basis? Is the floor not being mopped at the end of the day? Are your new clients not getting the welcome email?

????Why is this happening?

????This helps find gaps in the systems you already have set up

4️⃣Set aside time to write/record.

????You need quiet, focused time to develop these systems.

????Write and/or record the systems step by step.

????Use screenshots.

????Get as detailed as you need to but not too detailed that it leave no room for creativity.

5️⃣Organize these in a place that your staff can access.

????I use Notion but you can use Google Docs or something similar.

????Make sure these are super easy to access.

????If they aren’t, your staff will never use them.

6️⃣Test.

????Ask your staff to break these. Tell them the systems are new and you want to empower them with independence using these guides.

????Ask for feedback.

????Get them involved in the process. They will often have suggestions to make your life easier.

????This also increases the likelihood that they will adopt these.

7️⃣Optimize the systems.

????Add the missing steps you got from feedback.

????Simplify by cutting out all the crap.

????Automate where you can.

????Identify useless processes and get rid of them.

????Employ people or processes to make the processes and the business more efficient.

????Then repeat forever ????