The Importance of Documenting Your Business Operating Systems
Successful businesses follow well-constructed business operating systems. These operating systems are the set of procedures that replicate how quality work gets done efficiently and effectively. Smart leaders realize the importance of taking the time to capture (in writing) the collection of processes that reflect the best practices of the company. Tasks that can be replicated on an ongoing basis should be part of a business operating system to provide consistency of production. These tasks are those that have been tested and modified over the years so that they are effective, efficient, and profitable.
In the business world, we are familiar with the need to establish systematic procedures to ensure worker safety, financial security, employment standards, and secure information technology procedures. These business operating systems establish quality standards, sequencing of tasks, and business goals. Developing business operating systems in all functions of the company provide a valuable asset to the organization. Here are three reasons:
1. Effective and efficient training tool. When time is taken to document how a work process is done, it becomes easier to replicate the process because a set of rules has been delineated. It becomes easier for employees to follow the sequential procedures and ask questions if a step is unclear. If new employees are hired, the written procedures manual with an outlined business system of how the work is accomplished becomes an excellent training tool for the new hire to follow.
2. Monitoring device for employees. Having systems in place is a convenient, objective way of monitoring the quality of work produced by employees. The written business operating system provides a sequential way in which tasks are to be completed and the standards used for maintaining consistent quality. In any function—from bookkeeping to answering the telephone to operating a forklift—establishing systems provides a set of metrics by which a leader can evaluate if the work is being completed in an efficient, productive manner.
3. Point of comparison for moving a business forward. Smart leaders also allow feedback from employees if they can identify ways of improving business systems. There may be additional ways to automate, delegate, or curate the work levels that can be folded into the systems. With each new fiscal year, smart leaders review the business systems and make plans to implement needed adjustments. With the continuous changes in HR and government regulations, it becomes imperative for business leaders to make adjustments to such systems as hiring procedures and employee relations to make certain that the business stays in compliance.
Business operating systems, documented in writing, are a tangible asset for any company. Having these systems documented in their most current practice allows work to be completed efficiently and with a consistent quality standard. Employees feel more comfortable when they know the rules of the organizational game and they feel more respected when they can offer ways to improve the rules. In the changing business environment, business systems provide a level of consistency.
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