Have you ever felt that you’re losing energy in your operations, that it seems difficult for you or your employees to understand the tasks that bring value or to keep up with the growth because your clients’ demand is so strong? These issues are common scenarios in companies that do not have formal structures and processes in place. If you want to maximize the potential of your business and simplify your management style, read this article. You will know the 5 foundations of an efficient organizational structure.
What processes need to be formalized?
Strategic planning: The basis of strategic planning is the business plan. It is essential to start a business and is useful in seeking financing.
For a business in operation, “business canvas” is an excellent alternative that can be achieved in a short period of time and that allows for the review of essential points. What is your ideal client profile, how do you target it, how will you develop the networks of contacts, your company’s mission and values? The goal of this exercise is to ask the right questions, lay the foundations for your business and know what makes it unique in your market. You will give your company a personality, in a way. Most importantly, you have set the guideline for your strategic planning, as outlined in this article: http: / / www.wizeba.com / plan for future growth /
It is best to do this regularly, even if your business has been in existence for several years. The most common mistake is not doing strategic planning or reviewing the guideline regularly. The ideal is to establish indicators to determine whether it is being followed and whether it should be adjusted. Financial forecasts or comparison of sales targets vs actual sales are good examples.
- Formalize marketing and sales processes
How will you attract prospects, or how will your representatives sell your products and services? Formalizing your marketing and sales processes is about determining how your goals will be achieved. The aim is to develop the tools you need to approach sales and market your products. Examples include brochures, website, online store, promotions, sales reports and internal processes. Setting processes and targeting the right sales tools will be a major asset for your company’s growth. Everything will be clear to you, your employees and your customers. Your brand will be well defined and easy to recognize. This will likely result in better sales.
It is good to know that the larger a company, the more segmented the sales processes, the more separate the departments and the more difficult it is to communicate. This is often seen when the brand does not match the quality of service, or when a large company offers excellent service but has an outdated website with information that differs from reality. In such situations, the objective is to ensure that the equipment is constantly up to date and reflects what the business is.
- Human Resources Management
This part of the business is often the least favorite of small companies. Unfortunately, many people neglect the health of their human resources management and are experiencing daily problems. However, it would be enough to lay the foundation to make a difference in the production of their employees and their well-being at work. For this and many other reasons, formalizing human resources management is a must, even if you don’t have an HR department. For example, you can create an integration guide, set job descriptions, set internal policies, and determine recruitment steps. Know that an employee who is familiar with their role, responsibilities, rules and mission will be more engaged and likely more productive.
Conversely, when a company operates under unwritten rules, it risks setting precedents. Internal injustices can occur and create frustration, demotivate troops or worse, generate major labour disputes.
- How do we deliver products or services?
It is preferable to formalize everything associated with the delivery of services. Document the basis for this internal process. For example, think about how complaints, applicable warranties and who will be responsible for product delivery or after-sales service will be handled? You can even extend this process to new product development, new functionalities, etc. The goal is to think about everything to avoid unpleasant surprises that could lead to the loss of customers. Retention is as important as acquisition.
In practical terms, you can implement key productivity metrics, such as file processing time, customer ticketing system and status loading. A project management system would be the ideal tool for formalizing your processes (Trello, Dapulse, Teamwork, Asana, Wrike).
- Formalizing continuous improvement
Continuous improvement is important for your growth and competitiveness. Although not always taken into account, it is a powerful tool. Several information technology companies have understood this and are applying agile methods. In short, you just need to take a moment to think about continuous improvement: how to stay competitive, what’s new in the industry, how to innovate? The worst thing is to do nothing, because when a company doesn’t innovate, it doesn’t focus on efficiency and becomes fragile. This concept is well explained in this article: http: / / www.wizeba.com / continuous improvement /
Formalize to better perform
There is no secret in business. Do it right, think about the processes and formalize those 5 things, which will help your business greatly. It will seem more efficient, production will be more fluid, decision making will be simpler, vision will be clearer and, most importantly, you will have a better understanding of current and future issues. Add to that perseverance, innovation and action, and you’ll have a lot to do in business. But first, start with the basics: formalize the 5 key aspects of your business, no matter how long it’s been in existence.