How can a business coach help me with systems?

If you’ve read Michael Gerber’s book The E-Myth, you’ll understand how important systems are to efficiently run your business. One of the questions we get asked here at Action Coach is “How can a business coach help me with systems?” and “How exactly do I systemise my business?”. So here’s a neutral look at what a business coach can do to help. We’ll also look at what other options are out there and why you might not need a coach.

Let’s take a look.

Where would a business coach start when developing systems with a business owner?

As a business owner, it can be challenging to maintain control over all the moving parts of your business. Especially as it grows and becomes more complex. A business coach can be an invaluable resource in these situations. They can help you to build and implement systems to streamline processes and improve efficiency. The first thing a coach might look at could be:

Assessing the Current State of the Business

The first step in developing systems is to assess the current state of the business. A business coach will work with the owner to identify any areas where processes are not working as efficiently as they could be.

Once you’ve got the info and started to gather data it can be used to create a baseline for the business. It’s all about finding out what’s working and what’s not so you can make improvements.

Defining Objectives and Priorities

Once the current state of the business has been assessed, the next step is to define the objectives and priorities. This might involve identifying areas where the business is falling short in terms of efficiency, profitability, or customer satisfaction. The coach will work with the owner to establish clear goals for the project and prioritise the tasks that need to be completed to achieve those goals.

How would a coach help me find what systems or processes I need?

A good business coach will look at the business with you in an objective manner. They might look at any data you have. Or they could ask you questions to get to the bottom of any problems. There are plenty of ways to discover which part of the business needs systems and processes.

Generally speaking, if an area of the business is inconsistent, it might need a system. If you have 2 team members that are performing the same role and getting drastically different results then you might need a process for them to follow. The best person to write the process would be the top performer on that specific task.

If they can systemise exactly what they do so that all the other team members who aren’t performing as well as them could follow it, the whole team’s performance should improve.

So a coach will help you find what areas of the business need systems by reviewing data with you, asking you questions, and understanding where the business is inconsistent.

What isn’t a “system”?

Before we dive into what a “system” is, let’s first define what it is not. A system is not software. People often mistake Trello or even CRMs such as HubSpot as a system. Those things are both pieces of software, but they don’t make your business more efficient on its own.

Systems are also not a one-time solution to a specific problem. Nor are systems simply a collection of tasks or procedures that are performed in a specific order. While these may be elements of a system, they do not define the concept as a whole.

What is a system?

A system is a comprehensive and interrelated set of processes, procedures, and tools that work together to run the business. It is a structured approach to managing operations, marketing, sales, finance, and increasing efficiency and effectiveness.

An end-to-end business system would consist of a flowchart that maps out every single function in the business. It could start with the first task in business, marketing, and customer acquisition. Then move on to sales and conversion, before moving through operations and finally finance.

The flowchart can then be broken down into accompanying checklists for each function. The checklist will have a simple step-by-step guide on how to complete each task in a simple and easy-to-use process. The checklist might come with an explanation video or images.

On top of that, an end-to-end system would need an organisation chart that shows who is responsible for each department. For example, you might have a marketing director that oversees a small team in the marketing department. Or an operations manager that oversees operational employees and sub-contractors. The organisation chart would show you exactly who is responsible for what.

You’d then break the organisation chart down as we did to the flowchart. You would break each role down into the responsibilities for that individual role. That would include what’s expected from someone in that position as well as KPIs (key performance indicators) to show whether the job is being done to target.

Once those things are in place, you have the basics and the bare bones of an end-to-end process and system.

Next time someone asks you how to do something, you can simply say “Have you checked the system?”

Why is it so important to have systems in business?

Having systems in place is critical for the success of a business. Systems provide a framework for consistent and effective decision-making. They reduce the likelihood of errors and improve overall performance.

They also help to streamline processes, reducing waste and increasing efficiency. It can lead to increased profitability, improved customer satisfaction, and a stronger, more sustainable business.

But most importantly, systemising a business means that it’s no longer “all in your head.” It means that other people can complete tasks that the business owner usually does because “it’s easier.”

Could a coach help me roll the system out throughout the business?

Yes, a business coach can help you roll out your new systems throughout your business. They can provide guidance on how to communicate the changes to your employees and ensure that everyone is on board and understands what is expected of them. A coach can also help with training and support. Finally, they can provide the necessary tools and resources to ensure a smooth and successful implementation.

Then what?

After the systems have been rolled out, it is important to monitor and measure their performance and make adjustments as necessary. A business coach can help you evaluate the results of your new systems and provide recommendations for improvements.

They can also help you to identify and address any challenges that may arise. That way you can ensure that the systems are working as effectively and efficiently as possible.

How much would it cost to hire a business coach to help me with systems?

The cost of hiring a business coach will vary depending on their experience, expertise, and the specific services they offer. On average, business coaching services can range from a few hundred pounds per hour to several thousand pounds per month. It all depends on the scope of the project.

Here at Action Coach, we have programmes that range from £12.50+VAT per month all the way to £9995+VAT per month. You can find more info on our memberships and programmes here.

How long would it take from start to finish?

The length of time it takes to develop and implement systems in a business will vary depending on the size and complexity of the operation.

On average, a systems development project can take anywhere from several months to over a year to complete. However, with the guidance and support of a business coach, the process can be completed more efficiently and effectively.

It can help you to achieve your goals and realise the benefits of your new systems as quickly as possible.

When is it not a good idea to use a coach to help me with systems?

Not everybody should use a coach. For some, it might be a personality thing. If you don’t like the pressure of having goals to complete in your business. Or if you wouldn’t deal well with being held accountable to complete those goals. Having a coach is probably not for you.

For others, it might be a skill thing. If you’re a process master yourself or have years and years of high-level experience and education in systems, a coach might not be for you. On the other hand, they may still be able to help you with other areas of the business where you aren’t as strong such as goal setting, time mastery, operations, or sales and marketing.

Deciding to have a coach is a big decision. It’s a big investment of time and cash so you have to make sure it’s right for you. To find out more about business coaching visit our extensive learning centre by clicking here.

What’s the best coaching programme for me if I want to systemise my business?

There are many different coaching programmes with many different organisations and most of them will give you a better understanding of how to develop systems. How much systems knowledge you get will depend on the programme.

There are free coaching programmes as well as paid programmes. Free programmes can be helpful especially if they are niched and process specific. You can find them by visiting your local chamber of commerce or simply jumping on google.

At Action Coach we have a range of programmes, some of which are perfect for start-up businesses and solopreneurs. Whilst others are more relevant for businesses with more than a million in sales.

They all have a different focus and you can get right into the detail by clicking here.

In conclusion, having systems in place is critical for the success of a business. A business coach can provide the support and guidance you need to develop and implement effective systems. They can help streamline processes, increase efficiency, and improve overall performance.

Whether you are just starting out or looking to make improvements to an existing operation, a business coach can help you achieve your goals and take your business to the next level.