5 Pillars for Creating Stunning Processes for Your Business

Struggling to create a process? You’re not alone.

Companies lose 20-30% of their annual revenue due to inefficient processes.

And that’s freaking HUGE!

Many of my clients and prospects ask me, “Juliana, how can I create processes for my business?” Or I sometimes get, “How can I improve the processes I already have?” 

I advise: Rip those layers of red tape must-dos and GET SH$T DONE.

Processing a process is way more than having repeatable systems in place and that super-strong desire to document.

It’s the meta process of your business. It’s how you take the core part of your business and make it effective and efficient.

At ScaleTime, we understand you need super-awesome systems. And you need super-super-awesome processes to help your systems level up.

To unlock opportunities for efficient, effective and quality scaling, we use the following five pillars.

So, brace yourselves for the grand reveal of our killer five-stage approach that works for us every time and will work for you too.

1. Workflows

First, you need workflows. These are the repeatable steps that you need to keep track of your projects. They’re fantastic at giving you a bird’s eye view of the core part of your business.

So you can track a document easily. But workflows? That’s a different animal altogether. 

Creating a workflow process for your business is a checklist that lives in your project management systems and CRMs, helping you track the work being done. This lets you breathe more easily because you can see the workload, capacity, and deadlines. 

Think of the workflow as aides you need to define the people and technologies involved in the processes. And creating them is nothing less than an art – because your processes’ beautiful execution begins with the rightly crafted workflows.

2. Tech Stack

When creating business processes, you need to be skilled at leveraging technology. Because at the end of the day, it’s about collaboration. No matter where your team is, you need that collaboration to be visible and trackable. 

The main things in your tech stack should be: 

  • Project manager
  • CRM
  • Accounting software
  • Scheduler
  • Password protector

Your tech stack should include technology that creates efficiencies, streamlines communication and automates specific tasks so that your business can focus on high-level stuff.

3. Documents

How in the world can you delegate things quickly when there’s so much to do?

Through documents.

These are the support assets you need so that you are not reinventing the wheel.

This step of the process includes spreadsheets, decks, screencasts, screenshots, client documents, agendas, and all the information that helps you get into the nitty-gritty of the workflows.

It’s your key to faster delegation and to enable people to ramp up quickly.

4. Training

Remember that your business process is agile. You won’t have the same processes when you’re a $1 million business vs. a $5 million company.

As your business scales, it changes everything — from sales to production, from project management to the people involved. You need dynamic instructions to teach people how to perform tasks and reach levels of excellence.

This is where training helps.

It ensures you don’t get stuck in a rut and enables you to innovate and ramp up confidently.

5. Metrics

Metrics are the numbers that measure the efficacy of the processes.

Right Measurement = High Profit.

Understand and measure the key performance metrics for your business’s core part:

  • Metrics
  • Outcomes
  • Time a process is taking
  • People’s performance

This will help you drive results and profits.

So, there you have it: the roadmap to successful processes.

But, hey, when you have stunning processes in place, remember to keep optimizing and updating them.

Treat them the same way you treat your marketing campaigns or product launches. Because sustaining successful processes is as important as creating them.

Repeat After Me: Your Meta Process Is A FIVE-STAGE Approach Involving:

  • Workflows
  • Tech Stack
  • Documents
  • Training
  • Metrics

Go ahead, rock it.

If you have any questions, feel free to reach out to me.

I’d love to know how you optimize your processes and which processes cause you the most headaches.

And if you’ve crushed it in a process, I’d love to know that as well.

What Choosing Your Systems has to Do with Dating

Let’s skip the small-talk… And no, this is not the speed-dating circuit. Grab a seat here at the bar, settle in, order a drink and I’ll jump right into sharing some of my secrets… Ready?? OK, great, let’s get started…

Whether it’s a project management system or a client relationship manager (CRM),

there comes a point where you realize you need a system to download your brain, track and keep up with your workload, you need to update your system or you need to switch to a new one.

“Juliana,  there’s so many systems out there; what’s the best system?”

Well… the app store comes out with a shiny new, friendly funded startup app for systems almost monthly, if not daily!

It’s overwhelming.

Of course it’s part of my gig to be playing with these new systems all the time — so I do have many thoughts, opinions and complaints on the matter.

But that’s not answering the question.

So let’s rephrase — What is the best system for YOU, Right NOW?

Tweet This: Here’s the kicker: what’s a great system right now, guaranteed, will not be a good system 5 years, or even 1 year from now. Annoying, right?

So, I like to think of the process of picking a system like dating.

“Whhaaaaat?!?”

Lesson 1 — Don’t get too attached and align with your values. (Ughhh I know — here come those attachment issues).

Lesson 2 — Play the field! You are going to want to date a few systems before you commit and see which one fits you and your team the best. (Did someone say poly?)

Lesson 3 — Your systems are like looking for Mr or Mrs right nownot Mr/Mrs future. You are not marrying it, you are just going to have a very adventurous short term relationship with it (ouch!).

>>>Want to make sure you’ve got the most crucial systems in play? Download this systems check to find out.

Here are some things to look for when you are in the dating phase of your systems search…

Think of this as your ScaleTime Systems Value Set:

#1. Is it user-friendly?

How is the user experience? Is it easy to navigate?

Better yet, is it easy to train your staff on it? (This will save time, money and headache).

It’s just a matter of facts — attractive apps get more action.

#2. Is it mobile-friendly?

When you’re running around closing deals and making it rain (oooooh yeah!), can you track what your team is doing?

Will you be able to see if milestones and deadlines are being met? Can you review on-the-go so you don’t become the bottleneck of progress?

A lot of business is done on the go — will you be ready for that or do you want to be called and texted and asked for the 50th time what needs to be done next.

#3. Is it visual?

Is this something that is easily viewed and maneuvered? Can you drag and drop? Or do you feel like you needed to go to a top programming school just to make an edit?

If it’s not easy to set up or edit, chances are you won’t use it and your staff won’t use it. Leaving you with another sad and lonely tool that is shelved and a full email inbox of “how do you do that, again?”

#4. Is it collaborative?

Can your team work on it simultaneously? Does it have templates? Can they share, review, edit and comment on it? Can you?

Teams are becoming more flexible on how they work, where they work and on what devices they work — be prepared to set them for success no matter what.

#5. Does it report?

Can you run quick reports? Can you easily track progress? How do you know if your team is actually performing? How do you know when and  if the business is performing?

Sometimes systems can feel like a data sucking black hole. You just input input and input without any return. It’s important to view what the data is saying so you can see trends, seasonality, hiccups and challenges. Clarity allows us to make better business decisions.

“Everyday is a new day to make better choices”

(—my man Deepak. It just got deep in systems world).

#6. Overall: is it easy?

Running a business is hard; your systems don’t have to be.

Not every system will fit your style or your team; so flirt some and date around.

There’s plenty of apps in the marketplace sea!

Ready for the first step?

>>>Download this Systems Check and if there are any crucial systems your team is missing.

Well, it looks like the bar’s closing for the night. Thanks for the drink! It’s been fun so let’s do this again sometime okay?

Oh, and one last thing before I go… Disclaimer! Don’t actually use this or talk about this for your dating life!! LOL