Key insights

• ⚙️ Map every task in your business on a chart
• 👤 Break tasks out by person in your business
• 📝 Record the recipes for what your business does using a 12-page template
• 📚 Build out a process documentation guide with quality assurance standards
• 🔍 Determine the depth of detail required for each task
• 📄 Document processes separately to prevent duplication
• 🗓️ Use task manager to organize information and add dates
• 🗺️ Create process maps for visual representation of complex processes
• 💼 Living breathing documents for day-to-day operations
• 💻 Use work management software to organize instruction documents, checklists, and templates for tasks
• 📊 Break down responsibilities by job titles or roles
• 📈 Documenting responsibilities is valuable for solo entrepreneurs and can facilitate future delegation
• 💰 Self-funded businesses often need to figure out the 'when' and 'how' of creating systems before hiring experts
• 🏋️ Business systems require ongoing improvement similar to physical health and fitness
• 📉 Tracking errors is the best way to build processes
• 💡 Existing team knowledge and ideas can be valuable for process improvement

Q&A

• What is the recommended approach to process improvement without the need for fancy consultants and software?

  Using existing ideas and team knowledge can be a valuable tool for process improvement, despite the common narrative that suggests the need for fancy consultants and software. Real-life examples and establishing a baseline for processes are crucial for business systemization.

• How is the process of creating business systems likened to physical health and fitness?

  The process of creating business systems involves self-funding, managing delegation, ongoing improvement, and specific ways to practice improvement, which is similar to improving physical health and fitness. Three specific ways for improvement are tracking ideas, using metrics, and tracking errors.

• What does the video emphasize about using work management software?

  The video emphasizes using work management software to organize documents, tasks, and responsibilities, and suggests that businesses do not need all processes documented before hiring someone. It also recommends assigning responsibilities using modern tools like task management systems.

• What are some examples of process equipment for day-to-day operations?

  Examples of process equipment include checklists, standard operating procedures, templates, decision trees, and FAQs about the level of guidance needed for systemization.

• How should I document processes to prevent duplication?

  Document everything separately to avoid duplication, define the 'what' and 'when' of your processes, use a task manager to organize the information, record turnaround time for non-repeating activities, and create process maps for visual representation of complex processes.

• What is the recommended approach for mapping tasks in a business?

  The recommended approach is to map every task in the business, break them out by person, record the recipes for what the business does, build out a process documentation guide, and determine the depth of detail required for each task.

• 00:00 Start by mapping every task in your business, break them out by person, record the recipes for what your business does, build out a process documentation guide, and determine the depth of detail required for each task.
• 06:20 Document everything you do separately to avoid duplication, define the 'what' and 'when' of your processes, use a task manager to organize the information, record turnaround time for non-repeating activities, and create process maps for visual representation of complex processes.
• 12:28 Using process maps as brainstorming tools, creating living breathing documents for day-to-day operations, examples of process equipment: checklists, standard operating procedures, templates, decision trees, FAQs about the level of guidance needed for systemization.
• 18:31 The video breaks down the process of writing standard operating procedures (SOPs) and recommends using work management software to organize documents, tasks, and responsibilities. It emphasizes that businesses don't need all processes documented before hiring someone and suggests assigning responsibilities using modern tools. It also addresses FAQs related to solo entrepreneurs and the timing of implementing the 'who' step.
• 24:39 The process of creating business systems involves self-funding, managing delegation, ongoing improvement, and specific ways to practice improvement. The journey of building business systems is like improving physical health and fitness. Three specific ways for improvement are tracking ideas, using metrics, and tracking errors. Tracking errors is the best way to build processes. Examples of how this might look include managing YouTube editing and publishing. Improvement is an ongoing process.
• 30:52 Using existing ideas and team knowledge can be a valuable tool for process improvement, despite the common narrative that suggests the need for fancy consultants and software. Real-life examples and establishing a baseline for processes are crucial for business systemization.