Here is another excerpt from my Systemization article, this one is from Part VIII – Methods to Systemize Your Business

There are many methods and methodologies to Systemize your business; ranging from the very simple, direct and unsophisticated to the exceedingly complex and everything in between. Every business and that business’ environment are different so there is no one “correct” way.

The most critical attribute is to maintain consistency across the entire organization. If you have different methods, forms and procedures then you will have unmitigated chaos.

Which one is right for your business, only you can tell. We recommend you start with the simplest method and move up the scale to the most complex as your needs dictate or your business demands.

How to Systemize – Simple Methods
The most simple and easiest method is to take pen to paper or do a list in Excel or Word of your Functions, Systems, Work Flows, Processes and tasks.

Start at the highest level and map out your Major Functions, you can use the example we used in Part V How To Plan for Systemization (Guiding, Getting, Doing and Running the Business) or use your own. But be sure it includes such functions as Sales & Marketing, Management, Operations (client fulfillment), Administration, and Finance and so on.

Next list out the Sub-Functions with in each Function again go back to Part V and review Sub-Functions or use you own ideas.

Then use the Process Flow / Work Flow form we have supplied to map out the operations or tasks within each Process flow or sub function.

Next, you will write down the steps taken in each operation or task in detail. Be sure your detail list is complete. Do not try to do it from your office, get in the area your working on and map it out right there. If you have manager, supervisors and staff people have them do it as they are the closest ones to the task.

Finally write up your job descriptions based on the work flows.

Now you have the basic Operations Manual and your basic Training Manual. Once more a word of caution – keep your data, information and manuals up to date – at all times. This is not an easy task, but it is an absolute necessity.