November 12, 2017

The 5 Systems you need to efficiently run your Business

The way we communicate internally within a business has changed rapidly over the past decade as new technologies have interrupted and reshaped the status quo. While that technology has offered the tools to increase productivity, there is no doubt that the influx has also bogged many entrepreneurs down. The secret to staying above the tide is to establish the right systems to keep productivity flowing in a timely and efficient manner.


1: Proper Accounting, Bookkeeping, and Invoicing Systems:

The heart of your business resides in proper bookkeeping and accounting. There are an abundance of software package options out there to keep your accounts in check, such as QuickBooks, Xero, and Wave Accounting. Ask your accountant for a consultation and choose a system that offers features to serve your business for years to come. And don’t forget — your payroll and invoicing systems should be easy-to-use and easily integrate with your accounting system for simple, quick payroll and super-systematic invoicing. Staying on top of your finances not only ensures you’re in shape from a legal perspective, but also helps you foresee and prevent any cash flow shortcomings.


2: Scheduling & Calendar System:

As an entrepreneur, your schedule is likely to be packed to the brim with vital appointments, meetings, and deadlines; not to mention financial due-dates. It is absolutely vital that you should keep your schedule in order, and sync with your team on those dates so nothing falls between the cracks. Take advantage of digital calendar apps, most of which are free and that can sync to your mobile phone or tablet for managing your tasks and to-do lists. The most popular these days is Gmail’s Google Calendar, which allows you to share dates with others and also schedule video-conferences. If you’re not using Gmail however, there are still an abundance of applications available to choose from.


3: Task-Management Systems:

You can also take your scheduling system a step further and inject a Task-Management software into your general company algorithm, which can help your teams work together more efficiently, track progress, and save everyone the time of having to go back and forth on emails because the communication arena is collaborative and all in one place. Many companies have claimed that the collaborative format of such systems has helped them keep the workflow organized and efficient.


  1. Hold Regular Company Meetings:

Gather regularly as a company for a 15-30 minute meetings – whether daily, weekly, or bi-monthly. This serves as a steady stream of information that keeps everyone at your company in sync and on their toes, where you can tackle arising problems, also celebrate accomplishments, and identify any future opportunities as you brainstorm as a team. Regular meetings and face-to-face interaction with your staff and encouraging them to openly talk with each other (and you!) will ensure efficiency as nothing falls between the gaps.



5: What’s the Plan? Have a Strategy You Can Stick To.

The key to the efficiency of your employees lies in them knowing, understanding, and acknowledging their responsibility and role within your clearly defined strategy. But if your team isn’t clear on your plan, there’s lots of confusion about what they’re supposed to do and what is meant to happen next. Having solid clarity of purpose and an actual strategy to stick to is a vital part of efficiency. Brainstorm, and raise these questions, and clarify the answers — what is the project? What is the goal? What are the detailed steps needed to reach your goal, and who is responsible for what task? These answers provide the knowledge to ensure that nothing will fall between the cracks, and creates calm and comfort among team members, because everyone understands and knows what to do.



Remember, failing plan means you’re planning to fail — embrace technology and what it has to offer, and be open about your shortcomings in order to overcome them. By following these simple but crucial steps, you’re set to launch into a long-lived phase of productivity and efficiency.

Leave a Comment

You must be logged in to post a comment.