Success in business doesn’t just happen by chance—it’s a result of intentional, strategic actions that lead to systems capable of consistently producing results.
One of the most powerful ways to create sustainable success is by systemizing your operations. But where do you start? How do you move from chaos to clarity, from scattered efforts to a finely-tuned process?
It all comes down to the 3 Steps to Effectively Implementing Systems and Helping Your Team to PLAN, PRODUCE, and PERFECT for Consistent Quality. This is part of What Effective Leaders DO, a new parable to help you lead your team successfully. And when you implement these three critical phases into your business, you’re not only creating processes that deliver consistency and quality; you’re building a platform for continuous improvement and growth.
Here’s how to effectively put these phases into action –
1. PLAN it
Choose the Platform and Process to Map Out
The first step in systemizing success is planning. Without a well-thought-out plan, your efforts will be disjointed and ineffective. The key question to ask during this phase is: What’s your goal and the gold standard?
Identify the Key Processes to Document
Start by gathering your team and identifying which processes need to be documented first. Not all processes are created equal, and not all need to be systemized immediately. Focus on the high-impact processes—those that significantly affect quality, efficiency, or customer experience. This could be anything from how customer support is handled, to how a new product is launched, to how tasks are assigned within your team.
Define the Gold Standard
Once you’ve selected a process, it’s time to define what success looks like. What is the “gold standard” for this process? For example, if you’re systematizing your customer service, the gold standard might be a response time of under 24 hours with a resolution rate of 95%. If you’re working on onboarding, it could be completing the process within a certain time frame with a 100% satisfaction rate. This outcome should be clearly defined, measurable, and specific.
Choose the Right Platform for Documentation
Next, you’ll need to decide how to document and share your system. Will it be a shared Google Doc, a project management tool like Trello or Asana, or a dedicated internal wiki? The platform you choose should align with your team’s workflow and be easily accessible. Don’t overcomplicate this—select a tool that your team is already familiar with, or choose one that integrates well with your existing systems.
Involve key team members who execute the process to ensure you capture all essential steps. This not only leads to a more accurate documentation but also helps increase team buy-in.
2. PRODUCE it
Create a Detailed Documentation of the Process
Once your platform is planned and ready to go, it’s time to produce the detailed documentation that will guide your team. The key question to ask here is: Is this easy to follow, even for new hires?
Map Out the Process
Start by creating a step-by-step guide or checklist that outlines the entire process. Be specific, and make sure each instruction is actionable. Don’t assume your team knows the process or understands why each step is necessary. Add context wherever possible. If a step is critical for maintaining quality, explain why it’s important. When team members understand the rationale behind the actions they’re taking, they’re more likely to follow the process consistently.
Use Visuals to Simplify Complex Steps
For more complex processes, use flowcharts, diagrams, or videos to break down the steps visually. These tools help simplify intricate tasks and ensure everyone is on the same page. For example, if you’re documenting a technical troubleshooting process, a flowchart can clearly guide the user through decision points.
Include Quality Standards
Don’t forget to include checkpoints for quality assurance. A key part of systemizing a process is making sure that it’s repeatable and scalable. Highlight the non-negotiables—those elements of the process that must be done consistently to maintain quality standards.
If the process is lengthy, break it into smaller sub-processes. This makes it easier for employees to focus on one step at a time, avoiding overwhelm and confusion.
3. PERFECT it
Adjust Systems With Regular Evaluation
Once your systems are documented, the next step is to perfect them over time. This phase is all about continuous improvement. Ask yourself the critical question: Are these systems still relevant and effective?
Periodic System Reviews
Schedule periodic reviews of your processes to ensure they’re still aligned with your business goals. Depending on the pace of your business, this could be an annual or semi-annual review. During these reviews, evaluate whether your systems are still effective, whether new technology has introduced better tools or practices, and whether feedback from team members suggests areas for improvement.
Foster a Culture of Continuous Improvement
Improvement isn’t just about fixing inefficiencies. It’s about creating a culture where feedback is encouraged, and team members are always looking for ways to improve their work. This proactive mindset leads to a more adaptive team that can respond to changes and challenges swiftly. Encourage your team to look at the process from different angles and suggest adjustments that could lead to better results.
Involve the Team
Feedback is critical in this phase. Involve your team members in the process reviews, and ask for their input. They are the ones who execute the system daily, so their insights are invaluable in identifying pain points, gaps, or areas where the process could be optimized. This collaborative approach not only strengthens the process but also boosts team morale and ownership.
System reviews should be seen as an opportunity to improve collaboration, identify gaps, and strengthen your team’s ability to adapt to new challenges or changes in the marketplace.
The Role of a Leadership Coach in Systemizing Success
While the PLAN, PRODUCE, and PERFECT model is powerful on its own, there’s a significant advantage in having a leadership coach to support the systemization process. A coach or facilitator can provide external expertise, encourage buy-in, and foster a culture of accountability that keeps your team on track.
A leadership coach can guide you and your team through the nuances of systematizing success. They can help you define the gold standard for your processes and ensure that your goals are aligned with your overall business vision. And by successfully implementing the 3 steps – PLAN, PRODUCE, and PERFECT—you can systemize success in a way that drives consistent results and fosters a culture of continuous improvement.
If you’re ready to take the next step in building stronger systems and a more effective team, grab a copy of my newest book, What Effective Leaders DO – or reach out to discuss how a leadership coach or team-building event can accelerate the success of your team!
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Sean Glaze is a leadership speaker, teambuilding facilitator, and author who delivers engaging experiences
that ignite your team’s performance. Sean has worked with clients like Cisco, John Deere, the CDC, and Emory University to increase collaboration, boost productivity, and build sticky cultures that inspire more profitable teamwork.
As a successful basketball coach, Sean gained valuable insights on turning talent into teamwork – and now he travels around the country to share those lessons. Sean’s conference keynotes and custom team building events deliver laugh-out-loud moments and memorable take-aways that transform your people into winning teammates and more effective leaders.
Sean’s books, Rapid Teamwork, The 10 Commandments of Winning Teammates, and Staying Coachable are entertaining parables that help accelerate the growth of leaders and their teams!