Ultimate Guide to Systemize Your Business 

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00:02 Systemizing your business through process documentation and organization 02:06 Accurately capturing business processes is crucial for effective systemization. 05:50 Start with simpler categories and delegate responsibilities. 07:46 Implement a task manager to organize business activities 11:31 Process mapping is a simple, visual way to understand and document processes. 13:33 Tools for systemizing business operations 17:13 SOP and checklists should be tailored to your needs 18:47 Organize instruction documents and FAQs in a single tool for easy access and searchability. 22:14 Defining responsibilities by roles future-proofs the business. 23:57 When to start building systems for your business 27:25 Improving processes through customer feedback, metrics, and tracking errors. 29:05 Building systems based on actual errors is crucial for solving real problems 32:35 In-house knowledge is key to systemization 34:18 Learning from mistakes to systemize your business

Hey Layla! I had the privilege of delivering a talk on how to design automated workflows to business leaders. Since the best foundation for an automated workflow is a tested process, I looked for a non-techie breakdown of systems to build my talk around. This video is by far one of the best trainings I found. Not only did I shout out the video, but it's embedded inside the digital workbook for the talk. Thank you for making this stuff sooo simple!

Superb! I’ve spent the last 18 years building bespoke systems for businesses and this is the best breakdown of how to map your business I’ve seen by miles. It articulates so well how i feel about it but I am in no way able to articulate it so well. Thank you

🎯 Key Takeaways for quick navigation: [03:26] Break down your business into areas of responsibility. Each area should have a list of its tasks. [03:55] Don't be afraid to get detailed in your breakdown. The more detailed, the easier it is to systemize. [04:24] Aim to capture everything you do, but don't feel pressured to do it all at once. [04:52] Systemizing is iterative. Continuously revisit and refine your breakdown of tasks. [05:22] Don't get hung up on perfection. Start simple and add complexity as needed. [06:13] If an area of responsibility overlaps with other areas, create separate entries for now. You can consolidate them later. [06:41] Watch the 45-minute training in the video description for a deeper dive on process documentation and creating a Process Org Chart. [07:10] Step 2: Determine the cadence (frequency) for each task on your list. [08:10] Consider using a task or work management tool (ClickUp or SmartSuite) to organize your tasks and assign cadences. These tools offer free plans. [09:35] If a task is recurring but not on a set schedule, record the turnaround time (e.g., one-week turnaround for creating customer signs). [10:04] Task managers are a great tool to organize tasks with deadlines or turnaround times. [10:33] It's okay to use pen and paper to manage your tasks initially. You can transfer them to a digital tool later. [11:03] Think of documenting your processes as creating recipes for your business. [11:33] Process mapping is a fancy term for a flowchart. [12:30] Process maps are a good brainstorming tool for documenting processes, but not necessarily the final step. [12:59] Process maps require ongoing maintenance, whereas process equipment (checklists, SOPs, templates, decision trees) are easier to maintain and update. [13:27] Process equipment comes in various forms, including checklists, standard operating procedures (SOPs), templates, and decision trees. [13:57] Process equipment breaks down complex processes into smaller, more manageable pieces. [14:25] Use process maps for initial brainstorming, but rely on process equipment for day-to-day use. [15:22] Process equipment examples: video editing templates, Google Drive folder templates, SOPs for publishing videos, checklists. [15:51] The goal of process equipment is to make tasks easier, faster, and more consistent. [16:19] Create process equipment (checklists, SOPs, templates) to the extent that it makes your work easier and more consistent. Don't waste time documenting things nobody uses. [17:18] You don't need to document everything. Focus on creating process equipment for the most important tasks. [17:44] The amount of process equipment (documents) you need depends on the size and goals of your business. [18:12] There's no one-size-fits-all answer to how detailed your process documents need to be. [18:42] Consider using project management software to store your process documents (checklists, SOPs, templates) for easy searching. [19:11] Avoid storing process documents across multiple tools; consolidate them in one place for easy access. [19:40] You don't need to have all your processes documented before hiring someone. You can provide instructions during onboarding. [21:05] Two ways to define who is responsible for a process: 1. Responsibility charts (common but outdated). 2. Assigning tasks within a project management tool (more modern). [21:34] Assigning tasks within a project management tool allows for easier updates and avoids issues with outdated documents. [22:04] Use the "assignee" field in project management tools to assign tasks (areas of responsibility) to specific people or roles. [22:32] You can assign tasks to people or roles. Assigning by role makes it easier to handle staff changes. [23:32] Even solopreneurs can benefit from documenting who (or what tool) is responsible for each task. This helps with future delegation and visualizing your workflow. [23:59] Funded businesses can prioritize defining who does what (staffing) because they can afford to hire the right people to figure out the rest (when and how). [24:28] Most businesses can't afford to hire the "perfect" person upfront. Focus on figuring out the when (sequence of tasks) and how (procedures) before hiring for specific roles. [24:58] Delegating tasks (the "who" step) requires learning and practice. The video recommends the book "Who" by Ram Charan for more on this topic. [25:28] Building business systems is an ongoing process, similar to maintaining physical fitness. You need to constantly improve and refine the what, when, how and who aspects of your business. [26:58] The first step to improvement in business systems is to track your ideas for how to improve processes (e.g., new methods, fixing problems). [27:28] Tracking metrics (key business numbers) regularly is a good way to identify areas for improvement. [27:57] Tracking errors (problems that occur) is the best way to identify areas for improvement in your business systems. [28:27] Use your task management system to create tasks whenever you encounter a problem (error) in your process. [28:54] Analyze past errors to identify recurring problems and implement solutions to prevent them from happening again in the future. [29:23] Building systems based on solving real problems (past errors) is more effective than using untested assumptions. [30:17] Learning from errors: An example error is accidentally publishing a video with low audio. The solution: adding a step to the editing checklist to specifically verify audio levels. [30:46] Using metrics to improve processes: An example is a drop in click-through rate for thumbnails. The solution: implementing A/B testing for different thumbnails to see which performs better. [31:16] Ideas for improvement can also come from external sources: The video mentions getting inspired by another RU-vidr's use of a remote control prop. [31:46] Expensive consultants aren't always necessary: While consultants can offer valuable outside perspectives, the video argues that many process improvements come from within the team. [32:39] Empower your team to share improvement ideas: The example given is a front desk employee who identified a more efficient way to process client orders. [33:07] Empower your team to share improvement ideas and feedback. Don't let top-down management stifle improvement from the bottom up. [33:35] You don't need expensive consultants to get started with process improvement. You and your team already possess a wealth of knowledge about your day-to-day operations. [34:05] Start by documenting your existing processes using your internal knowledge. This will make your business more systemized than most. [34:33] Documented processes create a roadmap for handling situations, including unexpected events. [35:01] Building business systems is like maintaining physical fitness - it's an ongoing process, not a one-time fix.

As a solopreneur drowning in tasks, I thought systemizing was a luxury I couldn't afford. 😌

Layla, you are a Gem! Love your almost self deprecating humor, it keeps everything fresh and fun, while I learn stuff in the meantime. It's a perfect combo. Keep up the good work !

You present so valuable information for us and in such way, u’r so charming and i just love watching you. Thanks Layla!

I love your pace, it has the perfect time.

Probably the best video on this topic I've ever seen. Soooo good! You're a natural Layla!

I'm here for more doggo content. Timing is impeccable, he's made for the stage.

This is just GOLD

Your channel is like an goldmine! Thank you very much 👃

Hey Layla - just wanted to chime in and commend you for this! I'm a senior level software engineer and architect. My biggest weakness centers around team management and it's obvious you know your stuff and I learned a few things just from this one video. Also, Whimsical is one of my favorite free tools to use along with LucidChart! Great work!

I really enjoy your presentation. Your tone, delivery and emphasis IS GREAT. 😊

Absolutely incredible video. Thanks for generously giving us these gems 👏🏾👏🏾👏🏾

woah this is the best video on the topic i've seen thank you Layla!

WOW!!! Well explained, i never thought there's a video for this kind of stuff, i usually have daily routine, weekly routine and monthly routine whereas my staff and I have to follow those process, not to skip any important tasks, and tracking our system on every Saturday meetings to identify what to improve and automate. But honestly I've learned a lot from this video how to develop my routine checklists to the next level, thanks for that 🙏🏽 and I will consider subscribing ❤❤

Wow! I’m absolutely amazed with such valuable information in such a manner that is so accessible and easy to comprehend. You completely blew my mind and I am so grateful for this!! I’ve been really wanting to start my own business but feel so overwhelmed. Your video helped me to feel more confident and prepared to start taking more steps towards success ❤️

Really well designed video. Clear instructions, very light and marketing ads for other videos, products and services which gives the viewer the ability to focus on the content. I appreciate the thoughtfulness from a consumer perspective. Really good quality information . Thanks!

"Turnaround time" for reoccurring... brilliant. This is super helpful, thanks!

Fantastic video!!! Thank you so much.

I loved this video! Thank you so much!

The intro skit was great!

Especially love the starting of the video (and the whole video of course). Cheers to your for putting in the time and creativity for such cool and funny start :)

Oh thank you soooo much for this video... It is exactly what I was looking for. I really appreciate that you made it so simple to understand. Now I have a better idea on how to start systemizing my business.

Creating novelty at the start of the video is a great way to inject a bit of interest and fun to what otherwise might seem like a dull subject. Good call on that. While I completely understand the need to document and do some form of this in my work, getting from here to a team/company who do not understand the basics, aren't particularly interested in changing, from production to sales, to management...wish I could say I knew how to get that conversation going.

I like the video and the energy . thank you for your efforts ...

Very informative and descriptive. Thanks ❤

Excellent video. Thanks

You're making my job right now sensible. FYI, your videos keep me sane and the humor is one of a kind😂

Thank you, Layla! That helped me a lot planning my new CRM dashboard and the process .

Very helpful video. I love it.

This video is so good 👍 thank you!!

This has serious Bill Nye the Science guy vibes…..and I love it!

Thank you!

love the intro, thanks for creating this

Randomly found your video and love the fun vibe at the beginning. Had to pause and comment. Already subscribing. Looking forward to the content as I dive into mapping systems in my new biz project. Thanks

This is me as an Industrial Engineer. Systematizing my own business is what I always wanted to do. Kudos to the channel, more power to you and your team! Thanks for this content. Subscribed!

Crazy good content!

LOVE this intro, nice job, very creative. 🥰

This intro though!!! Long time lurker one your content. Great seeing your growth.

Great Video Great Information

So happy to have found your channel. Sounds like music to me. You are so good. Smart. Organised. And beautiful. Thank you for this! I'll check our your website too. Greetings from Belgium

Thanks

U r great thanks

this was a great video! got a lot of value returned for time spent! that does not happen often. I was thinking of using either zoho learn or evernote for my SOP library. but thanks for mentioning that just a cloud drive might work too!

Awesome video

Hey layla thank you for amazing content 🫂💖

Brilliant Intro 😁

Hi Layla! I have been following you for years, and I don't even have a business or a job!😄 As an artist, though, I have to keep track of the boring and tricky processes to edit and publish illustrations, novels, posts... inspiration makes art easy and automatic but all the rest is a nightmare, and I can't afford to delegate. You dissipated my anxiety and my tech-fobia!!!

Hi Layla, I love your insights and love the way you present the information so neatly, sequentially, and orderly. I'm also a process super fan! What software are you using for the process mapping you're doing in this awesome video?

This was awesome! Thank you for sharing all of this valuable information. Also, I. love the aesthetic and layout of the map used in the video. May I ask what application and type of map it is? Thanks again!

Hehe Layla, you are great!

Amazing video and excellent content! Btw, what app are you using to create these flowcharts? Congrats!!!

great video - would be cool to learn more about how you apply this in practice e.g. for your RU-vid channel - how do you pick topics, organise them, tools you use for screen recording + visuals, etc. I have no doubt you're quite efficient at this, so it would be useful to see your system + tooling + design intent behind it.

I see somthing smart, I subscribe.

👋 Hi Layla, I have been finding your videos immensely helpful. Especially as I’m trying to get my business of the ground. so thank you!! Second, I would love to see a colab with you and someone in the AI agents space. I see tremendous overlap with the way people are talking about autonomous organizations and your expertise on building human business systems. Would love to hear what you think about AI agents!

That intro is priceless 😂

Consider arabization of the process ❗️

Thank you for the content. Exactly what im looking for. BTW, what is that app you're using to draw the diagram?

I can’t believed I watched this whole thing. I have no idea what any of this is I just find the host funny and nice to work to in background. We need this for our business though. Im almost certain we do from the parts I listen to

Great video. Curious. What software are you using for the mind mapping?

Do you have an example of what this looks like when you're done?

Great style - background and lighting are perfection. 4K cuts are good - may get tedious if it gets out of hand. Can see it evolving. Like with the story framing. Subject matter - think it might help - hey Pomper - did you start out with benefit? No? You didn't? Well, why didn't you?

Layla thank you. please can you do an ultimate guide to systemize life?

I just found your channel. 0:05 my kind of humor ... I guess I'll stick around :D

Hey Layla, how often do you think someone should repeat this process? I use a light weight version of this for my own personal system management and I've found that if any particular area has racked up 3 to 5 disproven assumptions I'll just repeat my whole planning process again. Specifically the more I systemize things the less time I've found my When's take. So I'll revize those which might have some trickle down changes on the rest of the steps. Curious on your thoughts about the cadence of reviewing and revising this process. Thanks!

GREAT VIDEO! 🤩 What is the flow chart software that was used?

Intro was gold

process maps are key and even using digital SOP’s

I am working on starting a business and I am a process nerd. As soon as I read the title, i had to click

hello Layla very informative video, a question, what mind map software are you using?

This is already off to a great start and I'm only 30 seconds in lol just sent you an email about this video

Great explanation ! Thank you for sharing. May I know what is the mind map tool that you are using? Thanks

Whats your diagramming software? It looks so much better than Lucid

What app do you use to draw the flow chart diagram?

what do you use for the flow chart seems clean

Can I ask what software you're using?

What is the software you are using Layla?

What app are you using?

What software is this?

I need to simply systemize my chicken hatchery business.

What’s the mapping software please

👌

I would love the blueprint but can’t seem to get the email with it :/

Try business canvas system, n book

This volume is too low, please fix it for other videos. thank your value!

Did you know that you say prossies? I think it’s cute!

Your dog is named Norman???? That the name I picked for my dogs. Norman in honor of my favorite artist, Norman Rockwell.

I didn't really see the difference in the Who section between assignee and job description

You are interested with details which you rememberlly

I will rembelly away t hus this.

Easier way is to use LOOM.

😂😂

Boooo SOP’s!!! hilar

Nice intro, I'll bite.

Ready for humanity to be taken over by AI! Great! Like other machines. Quo Vadis?

Too much noise

Хорошенькая девчонка! С весёлой и грамотной подачей материала. Я такой же был 30 лет назад. :). Слушайте её, она дело говорит!