The wave of digitalization has come to stay. Focusing on a website that works – has systems behind the scene – can help you to simplify many aspects of your work. Entrepreneurship can be challenging, but the key is to adapt to the best of your abilities. Using tech tools and resources to improve your business performance has been key for us. 

According to Forrester, in 2020, most businesses have automated at least 20% of what the service desk has traditionally done. And even some of them have automated some tasks up to 80%. From paying bills to sending emails, many tasks can be automated and increase your business’s productivity. 

No matter which is your niche or field, there is always so much to do as a small business owner. Still, some CRM tools can make a difference and help you have more time to grow. 

When developing a website, we always encourage our clients to take the opportunity and systemize as much as they can. That is what we call “websites that work” because we tight the virtual company to systems – algorithms do the work for you – that leave space and time to focus on other aspects of your business. 

Suppose you haven’t yet implemented CRM software or even tried the magic of automation. In that case, here are some of the benefits of automation and five simple steps you can take to systemize your online business today.

So, why should your business look into using automation systems?

Technologies bring us several benefits. Just as it sounds, to systematize means to make things systematic or “automatic,” in few words, without your interference or even presence. 

• It provides organization: having a system in place forces you to organize your processes, make templates and have things accessible in place. Why? Because when you establish systems, you base the logic of those systems in repetition of tasks that you do every time without having to think about them. Having everything categorized in a place where you and others can access is the initial part of a well set system.
• Reduces Cost:
• Improves Productivity
• Allows for excellent customer service
• Helps you track performance
• It contributes to growth

On the other hand, one of the most important things for your business is to generate leads and convert them into loyal customers. CRM systems can contribute to building databases, sending emails, and follow-ups to clients, among others. Many tasks can take longer if they are done manually, but you can easily automate all these tasks with a CRM system.

So how can you take control of your business and start systemizing it:

Step 1: Organize your task

Start by taking inventory of your resources, documents that you might use or create often, and organize them. For those documents that you use frequently, make templates that you can copy and use repeatedly. For all others, compile things into guides. It helps when you need to pass along info to others when delegating.

To organize our resources, we use a combination of Google Drive and Asana. Google Drive holds all our documents, and thanks for being in the cloud; we can access it at all times. Asana serves as a guided intranet where the team can locate what is needed and click the link to the document housed under GD to use right away. Asana also houses all our processes and workflows which makes it easy to repeat tasks without having to think about it.

Step 2: Document procedures

Take some time and write down all steps you take day by day for your processes. For example, we have a process for onboarding and offboarding clients and staff; we also have procedures for our projects: web development, Reporting, etc.

Taking the time to write the processes down will help you understand what you are doing wrong and improve, which in return will make things very efficient. Instead of taking in a client and thinking about what to do next, you can activate the process or workflow in place and make things happen. This will save you time but also provide consistency.

To document the processes, we use Asana.

Step 3: Choose a system or software

As we said before lines above, CRM (Customer Relationship Management systems) and organization software can be the solution to all our problems throughout the day. Some several tasks and actions can be systemized and can take a load off you. The key is to find a system that suits your business’s needs and workflow. For internal organization, Asana helps us organize all tasks, pending activities, and operating procedures. 

CRM systems allow you to manage contacts and databases, nurture relationships with customers or potential customers, set up marketing campaigns, and track leads and sales. For us, Dubsado is our CRM for now. It allows us to automate our processes and keeps us on track. It helps us deliver a consistent experience, reduces human error (or dismissal), and allows us to be more efficient. Depending on the stage of your business, business model, or level of complexity there could be other solutions that perform better. The key is to find what would be the best for you and stick to it. In the end, getting used to a tool takes a bit of time.

Step 4: Build or Improve your website

Now that you have established, document, and added some of the tasks of those procedures into a system, it is time to ensure everything gets connected to your website. And this is part of what I claim, making a website work for you.

The website is the virtual hub of your company. Is where people come to not only get to know about you and your services but ultimately where they will end up taking an action to you. Whereas is to contact you, apply for a job, like something, provide a review or purchase a product (physical or virtual). A website is where all the magic happens. Having your website design with these workflows and in place is key for success.

Ensure that you have forms connected to the web that are relevant to the content and to what you will be offering as a response. Also, ensure once those forms are submitted that your customer gets directed to a message or next step. Your website, if connected appropriately will serve as a business and money-making machine. Look at our Custom Website Design Service for more information or to book an spot.

Step 5: Take feedback and keep optimizing

Asking for feedback is the best way to know how you can improve your processes. Your clients and customers will be the people who will let you know what works and what doesn’t. Ask how their experience on your website is if your emails and communications are useful if it’s easy for them to get your products, if they receive an answer at the right time when they have questions, etc.

You can use surveys or polls, and offer your customers a special discount or promo for their answers and time. In addition, you can also ask for feedback from your vendors to check if your systems or procedures are working properly. Ask them if they receive your invoice payments on time and if your communications channels are useful.

These simple steps will help you as a guide when systemizing the backend of your business. Remember that “organization” is the first pillar to start a new path. Now that you have the benefits of systemizing your business don’t waste more time and ensure you set up the basis for success.

For advice to implement systems and integrate them into your website, contact us here.