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Systems, Processes & Tools - why you need all three to run a successful business.

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At some point, once you are a business owner you would have heard the terms ( Systems, Processes & Tools), and for good reason.

Systems, processes, and tools are an essential part of any organization.

The issue I’ve seen though, is that these terms are being used interchangeably, and guess what?

They are NOT one in the same.


And here's why.


If you do a quick search for the meaning of the word system, here’s what you’ll find - a set of principles or procedures according to which something is done; an organized scheme or method.”

They’ll also describe it as; a technique, a practice, a modus operandi, a formula, a routine, and a tactic.

In other words, your system is all about organization. It is how you’ll organize and store all your info so it's easily retrievable.


On average, a business will have many systems, for example, you may have

  • A client onboarding system

  • A digital organization system

  • An email management system

  • A product creation system

  • A planning and scheduling system,

You get the idea! And that’s just to name a few!!


Now stick with me here, because things are about to become a bit more complicated.


Your processes on the other hand, work within your system. A process is defined as …a series of actions or events performed to make something or achieve a particular result.

A process, therefore, outlines the steps and procedures that you or your team should follow to complete specific tasks, ensuring that everyone is on the same page and that the business runs smoothly.

Let’s look at a client onboarding system for example.

To bring a client on board you might follow the following steps \ processes.

  1. Conduct a coffee chat or discovery meeting

  2. Send them a custom proposal

  3. Send them a contract and invoice

  4. Send a welcome gift and client questionnaire…etc

As you see, the processes works within the system.

Systems are a truly integral part of what makes your business RUN on a daily basis and what keeps you IN business for years to come. ( Alexandra, of theproductivityzone)

Now let’s talk tools.

Tools, apps, or programs refer to the tech you use to perform the process. Tools essentially make doing a job, better, easier or faster.

Continuing with our previous client onboarding example. You may use tools such as Calendly, Zoom, Google Docs, CANVA, Quick Books, etc. to execute your process. Or, you may also a tool such as Dubsado (my favorite) which is a sort of one-stop solution for a client onboarding process


By the way, if you’re curious about Dubsado, you can sign up for a free trial right here.


Now a word of caution, when it comes to Tools.

On these internet streets, there will always be a new tool out there and someone who swears by it.

It’s extremely easy to hop onto every trend and get distracted trying everything, BUT as a business owner, “tool hopping” is expensive.

I’m not only talking about the cost of the actual platform here, I’m talking about the one thing we all need but can’t make more of, TIME.

It takes time to set up & learn to use a platform so every time you switch it's costing you money.

It’s unproductive and doesn’t help your business to grow. So, instead of giving into “shiny object syndrome” choose your tools carefully and give them time to work their magic for your business.

By the way, if you need someone to help you set up your Dubsado CRM or you're thinking about recording and managing your systems and processes. Use this link to schedule a free consultation call with me.




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