How is it that McDonalds can get teenagers - for whom the rest of us can't even get to clean their rooms or cook anything other than two minute noodles - to operate fast food restaurants?

Clare Fountain posed this great question in a webinar that she presented for The Brew recently.

The answer is, of course, having really simple systems.

In the webinar - which you can replay - Clare pointed out that every business has 5 key divisions. It was one of those "Doh" moments for me.  I know this stuff but hadn't bothered to really think about it - or address it. And I thought if it was of value to me - it may be to you too.

The 5 key divisions in every single business are: Marketing, Sales, Operations, Finance and HR/Team

If you have come from Big Biz originally, as I have, you tend to forget that in a small business - even a solo or micro business - those same divisions apply that you have been use to in the corporate world.

Clare discusses how to set up your information systems using those 5 categories.  But in listening to her it occured to me that I also need to divided up my time in the same way.

Another lightbulb was recognising that though in this business I am not responsible for everyone of those categories (for which Accounting type folk will be eternally grateful), I still have administration tasks to do in every one of them.  For example - I just don't do the number stuff.  Don't like finance.  Doesn't interest me. Makes my head hurt.  However, I still have to be responsible for feeding in the information about expenses and earnings to the guy who does.

As long as you can structure simple administration systems, within each division, you will have a business that is not only scalable - but one where you can get realitively inexperienced staff, or Virtual Assistants who may never have worked in your industry before - to take on board the day-to-day running of the biz, while you apply your skills to the core functionality of the business for your customers.

Another lesson in Clare's presentation was that that thing we call 'admin' isn't in itself a seperate operation of the business - but a flow of work within each of the 5 key areas.

If you are trying to do it all yourself and you are at the stage of needing to hire staff or outsource functions - I strongly recommend that you sit down and design the information flow in/flow out for each of the key divisions of your business, and divide your business systems and processes into those five categories.

Not only does it give you peace of mind and help you stay on top of your time management, it builds a business which due to being scaleable is of much greater value to sell, license or franchise in the future.

Listening to this webinar, which was sponsored by the NSW Department of Industry & Investment as part of MicroBiz Week, may help (And you can download the companion notes too).


If you have hints & tips to share with readers about how you have managed to introduce processes so that you could get other people to work in your business - please comment below.

I think it is time that someone stood up and said "Well, thank the lord for the Global Financial Crisis", or words to that effect.

Now I know that this won't be a popular sentiment....but stick with me.

Throughout 2009 the vast majority of small businesses had very few active clients.  Some didn't have any at all. 

And did we throw our hands up in the air and yell: The Sky is Falling, The Sky is Falling?  Well, yes, a few did.

But most of us put our head down and had a long hard look at ourselves - and it was a long overdue look.

The kind of questions we asked ourselves were:  Did we have the best deals from our suppliers?  Were we being complacent? Had we built the best team?  Were we enjoying what we were doing?  Where we adding value for our clients?

And slowly the momentum has built - until our businesses are back on top and we are back on top of them.

Or are we?

Who would have thought that little things, like ACTUALLY HAVING CLIENTS could get in the way of running a business?

Put your hand up if you are not flat out like a lizard drinking right now....I'm surprised that you have time to read this post :)

So, now that we have weathered a really rotten financial run, have tidied up our businesses, polished up our processes, smartened up our suppliers and gone back to the market brighter but tougher, how do we stay in control?

1. Time management

You have to be brutal.  You have to be realistic.  You will not have as much time in the year to come to work ON your business as you did last year. 

Write down every task that you need to get done this week....then jot down how much time it will take you to complete each task, without interruptions.  Then add up the time.

Now that you have established that there is no way that you will get it all done this week - go back through that list and allocate tasks to next week and the week after.  Until you have a realistic overview of the month ahead.

2. Say no

Especially to clients.  Really.  Last year you had the time and you wanted the work, so you said yes to everything.  You are not doing your customers any favors by saying yes to every request they have, raising their expectations, and then not delivering.  That way will bring far more damage to your business than saying No upfront.

3. Take a break

One of the reasons that you may have got lots done last year was that without the pressure of lots and lots of business pouring in the door you probably snuck some time here and there to do stuff for youself; like going for a walk, or stopping for lunch.  And those little breaks re-charged your batteries and cleared your head. 

4. Get organised

If you are anything like me you have every good intention of sorting out your Inbox or culling out the ENewsletters - as soon as you get a free minute.

Face facts - You are not going to get a free minute.  So, stop what you are doing and set aside valuable time to do a really valuable job - sorting, filing, and making sure that you can put your hands on what you need when you need it.

5.  Tap into best practice

You can't possibly know the best way to do everything...So watch out for webinars, events, groups, that can help you learn how to better do the stuff that you have to do.

6.  Delegate

Elance, Freelancers, Contractors, or simply delegate the boring repetitive stuff to automated technology.


Got any tips on how to handle the increased momentum that we are now all experiencing in our business?

Please share.

Many of us who own and operate our own business are escapees from ‘cubicle nation’.  We’ve done the 9 to 5 thing – or more likely the 8.30am sales meeting through to the 7.00pm tidying up of the day’s paperwork.  We’ve had the company car and the cab charge voucher.  We are well versed in the protocol, the politics and the hidden agendas of the almost constant meetings.  We know what it is like to be able to flick the non-core business over to the department whose job it is to take care of that.  We’ve spent hours labouring over reports to quantify or qualify what we are doing.  And we have enjoyed a good regular weekly salary in return.

Leaving that structured and relatively secure environment and leaping into your own small business is a bit like running away to join the circus: Scary, exciting, thrilling, frightening.  For some of us it is a brave and bold move into a world for which we are much better suited.  But it is not without its challenges...

Stars in your eyes
I don’t think many people would take the step unless they had a possibly underestimated how tough it can be...If they hadn’t been entranced by the magic, the gossamer and star dust of being your own boss.  The stars in the eyes are very quickly removed as people face the unknown, the validity and viability of their great new idea, how far the meagre savings can stretch, how long it takes to secure regular income.

She spins, she juggles, and she walks the tight rope
If you don’t have the aptitude to multi skill the small biz life is just not going to be for you.  Is that why more women start their own businesses then men perhaps?  You need to be able to apply yourself to every aspect of the business – even if you aren’t doing the books yourself you need to know enough to stay on top of the providers/staff who are.

Practice makes perfect
And multiple skills entails practicing those that haven’t been part of your corporate job.  That means being prepared to go find the education (books, podcasts, blogs, networks, seminars, courses– whatever it takes) to learn as much as you can.  If you haven’t been in a sales role before and are now having to ‘sell’ your business, every sales call, every pitch is practice.  And like spinning plates, you have to practice every day.

Ladies, Gentlemen & Bald Headed Babies...Drum Roll Please
Your performance - how you present yourself through the language your use, your business name, logos, your marketing activity, your costume/dress, your presentation is even more important without the ‘perception’ of the big brand wrapped around you.  It is about you – your values, your skills, your beliefs, and your ability to satisfy your clients.  You need to “dress” your business accordingly and remember that in our 24/7 connected world you are always on show.

On the road again
Most corporate roles are very settled (staid?). You have relatively little change of physical premises; even if you are visiting clients, you tend to stick to the same places, the same schedule.  The faces around you are pretty much the same ones every day. As are the challenges and goals.

In our small biz circus we have to be ready to respond and react to all sorts of opportunities – especially in the early days.  We have the freedom to work in a variety of locations; for a wide variety of clients.  Faces, challenges, locations, are constantly subject to change.

Look after the cents
If there is a rip in the big top – you don’t buy a new tent. You fix it yourself.  Every cent that you spend on your business is a cent that you are not necessarily earning (unless it is something that is going to give you a good ROI).  So pay attention to the mobile phone account; turn off the lights; consider whether you really do need that new desk.  But don’t skint on any of the aspects of your business that are important to your customers and going to give them a thrill.  Make sure that you are right on top of your financials....Like checking the box office take every night when the folk go home.

Spread the risk
And talking about Box Office, have you noticed that circuses these days have a substantial merchandising and food and beverage operation?  They are not just relying upon one revenue source.  Can you have some carnie rides on the side?

Keep fit
Over time as people get settled into their jobs there is a general malaise that can fall over the organisation.  In your own business you can’t afford to let the energy level drop.  Do you have ways to keep in top shape (emotionally, mentally, physically)?  Have you established a way to kick start the motivation when times get tough?

The show must go on
When it is your own business and the show must go on – It’s down to you.  Do you have insurance cover in case you can’t work?  What do you do when a major competitor opens over the road?  Have you got a business continuity plan (...More about these in next month’s Brew).

 

There is life after being a bit player in the big corporate stage show; a life where you are the ring master.

Did you run away to join the circus?  Or are you planning to do so?  Click “Comments” – We would love to hear from you.