Systems and Automations are crucial to growing your business. In this post, I’m sharing with you how I’ve used Systems and Automations to dramatically improve my busienss.
Get A Project Management Tool and Use It
My team and I use an online project management tool called Asana.
Some of you might be using like Trello or Basecamp or a few other things like that.
There are other online software services that you can use to really build in the systems for those repetitive tasks and also those project-based tasks to make sure that everyone knows exactly needs to be done and when, and so that things don’t slip between the cracks.
We’ve spent a lot of time making sure that things get created in there so that it’s set up and we just know then if it’s in Asana, it gets done. It’s essentially how it works.
Project Templates and Recurring Tasks
There are two types of tasks that we’ve got going on in Asana. On one hand, we’ve got recurring tasks that happen either every day or every week or every month or every quarter or every year. We set these up as recurring tasks in Asana so it recurs on whatever the period is that it needs to recur.
Then we have these other tasks that are project-specific. So just say for example, we’re running a national tour, then we have a project template for national tour which will duplicate for each national tour. So that will mean that every time we run national tour, we know all the things that need to happen around that particular event or project.
I’ve also got project templates for things like speaking gigs, for onboarding a new client and that sort of thing as well so that each time I get a new speaking gig booked, I will duplicate that project and make sure that everything happens for that speaking gig so that it runs really, really smoothly. And also so that I won’t forget two weeks coming in, I’ll get a reminder in Asana that I’ve got to get those slides finished and all that sort of stuff. Everything just happens. It just runs really, really well for us having it all documented in Asana.
Continually Improve the System
If, for example, in a team meeting or even in Slack and we’re chatting with each other and a task comes up and if I say or someone else on the team identifies something that’s missing from the system. Now, if something kind of random or ad hoc comes up then we say, “Okay, where does this need to be added into the system?” Does it need to be added as a recurring task that happens all the time in Asana or it does it need to be added into a project template so that every time we run a national tour or a speaking gig or whatever, it happens as part of the project?
It takes a bit of diligence but it really does pay off in a long run because it means that next time we run that project, we get reminded to do that task. We don’t have to hope that we will just remember.
That’s probably the main way that we’ve created those systems in our business which is really working for us and really, really powerful.
I would love to know how you’re using systems and automations in your business and how is that working for you?
Renée Hasseldine works with coaches, experts & thought leaders to turn what is in their brilliant minds into powerful signature systems using visual models. Her knack for extracting and unpacking thoughts and turning them into unique intellectual property is sheer genius.