Transcript of Episode #5:
The Surprising Benefits of Documenting Systems

Cristina: Hello, and welcome back to the Blissful Mompreneur podcast. I’m your host, Cristina Hall, and I am so grateful you are here today. I am on a mission to help mompreneurs or female entrepreneurs who hope to be moms in the future, systemize and scale their businesses to beat overwhelm and reclaim their time. Join me each week as I dive into actionable strategies and inspiring stories to support you on your journey to entrepreneurial success and work-life balance.

Have you ever found yourself overwhelmed by the chaos of running your own business and wishing there were more efficient ways to manage everything? If you answered yes, then you’re going to love today’s episode. Today, we’re going to deep dive into the power of documenting systems in your business. I promise this will transform the way you approach efficiency and productivity.

Now, there are countless benefits to documenting systems in your business, like being efficient and productive. But what I immediately noticed when I began documenting systems is that I was able to offload the information that I previously stored in my head. It gave me so much more clarity that I was more creative and able to solve problems more quickly and easily. Plus, I was calmer and happier. Having systems documented made delegating and training new team members so much easier. In the past, when team members gave their notice, I would go into a state of panic for months. Now that I have a playbook, I’m no longer nervous when a team member gives their notice because I know exactly the steps I need to take to hire someone who is both a great worker and a good culture fit. And I have the systems in place to onboard them in a way where they are immersed in the culture. And I can simply provide them with access to our systems and they can hit the ground running carrying out most processes without any help from me. It’s about at the point now where I actually enjoy bringing on new team members. Another thing I love about documenting systems is when I want to improve a process in the business, I simply locate the standard operating procedure, make the change and then notify the team member that there has been a change. This allows me to implement changes faster than ever before. You may think it’s unnecessary to document systems that you do routinely, but I encourage you to do it anyway. Having the steps of large projects spelled out has helped me overcome procrastination. When I have that dreaded feeling of not knowing where to begin on a project, I simply open up my playbook, find the project and begin step one. And I don’t know about you, but I cannot afford to waste time procrastinating. Another invaluable benefit of documenting systems is the increased consistency and accuracy. I know we always strive for the highest of standards, but we are human and it’s easy to forget things. But when everything is documented, you’re less likely to miss a crucial step, which means happier clients and an overall better business reputation. Also, if you ever intend to sell your business in the future, it’s important to know that businesses with clearly documented systems are far more valuable than businesses that do not.

Now, you might be thinking, this is great, but how do I get started? The process is simpler than you think. Whenever you find yourself performing a task or project, take a moment to jot down the steps involved. You can store these documented systems in a variety of formats, from Google Docs to task management tools like Asana or Trello. Begin by giving each system a clear title and outlining its intention. Then list out all the necessary tools and meticulously detail each step of the process. If you’re using a tool like Asana, you could attach necessary documents or spreadsheets needed to complete the task. Including email templates is another great technique. Remember the goal is to create a resource that’s so comprehensive anyone can pick it up and execute the procedure with ease. Don’t underestimate the value of documenting routine tasks. Even the smallest processes can benefit from clear documentation. Depending on the type of task, you could use a program such as Vidyard that allows you to record your screen as you go through each step. If you have an assistant, you could send them the recorded screenshot of you going through all the steps and ask them to document the system. The options are endless. If you do have an assistant, teach them this process and ask them to document every task that they do. They may be worried that you’re looking to replace them, but you can reassure them that is not the case and that all you are trying to do is have all processes clearly documented because of the many benefits I shared earlier. Overall, the goal is to document everything that you or someone else does in your business.

Like everything else I share with you, don’t try it all at once. It will take time. I would say for me, it took approximately a year to document all the processes in my business and we’re forever updating and adding new things. Now it’s your turn. I want you to think of the first system in your business you’re excited to document. Put it in your planner and once complete, send me a DM on Instagram at the Blissful Mompreneur so I can celebrate you. If you encounter any challenges, please reach out. I’d love to help. As we come to the end of today’s episode, I want to leave you with this thought. Your business is not just a collection of tasks and responsibilities. It’s a reflection of your dreams, your passion and your commitment to creating a life of purpose and fulfillment. By embracing the power of documenting systems, you’re not only streamlining your operations and reclaiming your time, but you’re also laying the foundation for sustainable growth and success. So take a moment to envision the business you desire, one that runs smoothly, serves your customers with excellence and allows you the freedom to thrive as both an entrepreneur and a mom. Then take that first step toward making it a reality.

Thank you so much for tuning in to today’s episode of the Blissful Mompreneur podcast. I hope you found the information valuable and inspiring. Remember, you have the power to step off that hamster wheel, reclaim your time and find balance in your life. If you enjoyed today’s episode, please subscribe and leave us a review on your favorite podcast platform. Your feedback helps me continue to provide valuable content to mompreneurs like you. Until next time, keep pursuing your dreams, finding joy in the journey and creating a life and business you love. Take care and I’ll see you in the next episode.