Why systemisation is key to avoiding burnout

Chris Green explains why business owners must create impactful business systems in order to grow their business.

Many business owners turn up as if they are turning up to a job and operating as a technician in their own business. As the demands of work keep rising and the pressure becomes more intense, many try and resolve the challenge by putting in more hours, but this inevitably leads to burn out. A vicious cycle ensues, and many business owners find themselves trapped under what I term the ‘entrepreneurial ceiling’ with their business fortunes porpoising based on their energy levels.

As an example, a family-owned steel fabricator was on a steep growth trajectory and riding the wave of success as it built its niche in upgrading water treatment facilities. The owner had his finger in every pie, be it design, project management, fabrication or install. He was the conduit of all information flow and expertise. That is, until he ran out of steam as he had stretched beyond his capacity.

As a result, multiple projects ground to a halt and both the business and the team were ill equipped to keep things moving.

It doesn’t have to be this way. The business owner is the boss. They get to make the rules. They could create their own business by their design. So why don’t they?

The reality is most of us gravitate to tasks we find comfortable and often, these are highly operational. After all, this is likely to be where our journey began and what is most familiar.

If we truly wish to have a business by design, tinkering around the edges won’t get it done. We must think differently, act differently and operate differently. We must create capacity by getting the operational information out of our heads and into business systems so others can do what we have previously done.

The key to creating impactful business systems relies on five core elements:

Rethink and grow your team.

Your team can be a significant asset in creating a systems-based business model. Communication is key. Getting everyone on the same page around a systems-based approach that is no longer reliant on people, creates excitement and anticipation for a different, more structured future.

Take the friction out of capturing your knowledge.

Engage your people to help develop the systems and processes around how we do things around here. Use video, photographs (smartphones are awesome for this) along with documented procedures and ensure they are easily accessible and simple to follow.

Have your team do a lot of the heavy lifting in developing and recording the systems. Investing in specialised IT systems can also help support and facilitate a systems-based approach.

Rebuild your organisational structure and create formal mentoring relationships that builds capability in your key people.

Ensuring the people in the organisation are supported in their professional growth is critical. A formal documented organisational structure shows everyone where they fit and what role they play in the team. Building capacity in people throughout the organisation via an internal mentoring program is a great way to transfer knowledge and continually improve business capability.

Craft a new ‘Position Description’ that repositions you as the ‘Entrepreneur’.

Once the new structure is built and many of the systems have been captured, draft a position description that redefines your new role and live it. It will be uncomfortable at first, but piece by piece implement the systems, let go of the reins, anoint a senior person to take over the operational tasks one at a time and expand your business beyond your personal capacity.

Stay the course.

At times you will no doubt be dragged back into the operational weeds. If you have truly committed to a different future, have awareness in the moment and get out of your way. Gain confidence and momentum in the new approach by creating small incremental wins for you and your team.

Although many have tried, it is almost impossible to sustainably balance supply and demand. By committing to create a systems-based business free from key person risk, business owners are able to create capacity and have the clean air to grow and expand their business – and in doing so, build their business by design.

Chris Green, author of Business By Design, is an entrepreneurial strategist, author, mentor and facilitator with more than 20 years’ experience helping SMEs entrepreneurs grow their businesses and achieve their leadership potential. Having owned and operated a number of businesses himself, Chris (pictured above) understands the challenges and through his Business by Design Program he provides SMEs the support needed to transform and grow successfully. Find out more at https://www.chrisgreen.au/