In phase I of our systems setup, you identified repetitive tasks, and in phase II you wrote out the steps for ONE system you’ll implement in your business.
Here in phase III you’re going to implement that system!
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Phase III: Implementing Your Systems
This phase is all about taking action.
You’ve done all the pre-work to identify the tasks and projects you can (and should) create systems around, you’ve written out the steps for ONE of those systems, and now it’s time to DO THE WORK.
So you have an idea of what implementing a system might look like, I’ll continue the example I provided in phase II (writing out the steps) so you can see how the continuation into phase III flows.
As a reminder, this is from a systems setup I did to help someone with managing their team communications and meetings.
Weekly “Office Hours” & Team Meetings
This system will focus on helping you set time blocks that are the same EVERY WEEK in order to streamline team member requests that take up a significant amount of your time and keep the entire team on the same page.
System overview
During our call you noted that there are oftentimes requests for you to review important releases and provide your feedback to other members of the team. I propose setting up weekly “office hours”: a specific time block where your door is open – and you are dedicated – to field these requests from your team.
I understand that crisis management will arise, in which case you might have to drop what you’re doing to address. But be honest with yourself – and your team – about what’s an actual emergency, and what can wait for office hours.
HOW OFFICE HOURS WILL WORK
Step 1: Assigning tasks
My recommendation is that you instruct your team to assign you a task in Asana with any details applicable to the document or project they need you to review.
They should ALWAYS tag this task with the “office hours” tag so it’s easy for you to quickly search during office hours.
The due date they give you will either be Monday or Wednesday depending on when it’s created, since those are the days you’ll hold office hours.
Step 2: Calling team members
Each Monday and Wednesday at 2:45pm, go into Asana, search for the tag “office hours”, and review the requests you’ll be fielding for the next 1-2 hours.
Contact one team member at a time who has assigned you a task, and if applicable, invite them to meet with you.
Step 3: Repeat
Continue this process until all requests are handled.
IMPLEMENT OFFICE HOURS: THE STEPS
Step 1. Choose the day & time
Choose 1 or 2 days / week where you will set aside 1-2 hours for office hours (for example, Monday & Wednesday from 3pm – 5pm.)
Step 2. Schedule it
Actually schedule the time in your calendar as a recurring time slot that happens on the same days, at the same times, every week.
Step 3: Announce it
Announce to your team when office hours will be, and make sure everyone understands the purpose, and how it will work.
One of the most critical steps in creating a system is to review it.
After 1 or 2 weeks, reflect on how the system is setup, and adjust things as necessary. The system you set up has to work not only for you, but also for your team.
Ask for input and feedback and continue to improve the setup over time.
HOW TEAM MEETINGS WILL WORK
Step 1: Assign a lead
Task one individual on your team with being the “lead” for the team meetings.
Step 2: Train lead
Every Monday it is the lead’s job to review any and every active, current project that is being handled in the office. They might do this by walking around the office and simply asking each individual what projects they’re currently working on – along with the deadline for each of those projects.
They will then create a Project List in Asana that captures the name and identifier of every active, current project, along with the person responsible and the date it is due.
Step 3: Hold the team meeting
On Tuesday morning, everyone will gather for the team meeting, and the lead will do the following:
Pull up the Asana Project List and one-by-one go down the list (in order of DUE DATE) and directly ask the responsible person what the current status of the project is.
This should be a brief, 1-2 minute summary of:
- where the project is at,
- what deliverables they’re currently waiting on, and
- what their next step is.
If there are any roadblocks, now would be the time to present them.
If any team member expresses concerns or issues that require more than a 1-2 min update, that conversation should be handled outside of the mtg either during “office hours” or at a specific time scheduled via your calendar (ScheduleOnce link for them to schedule a time with you).
The lead is responsible for holding people to the 1-2 minute update and moving the meeting along per the schedule.
Once the meeting wraps, the lead should make sure the Asana Project List is fully up to date.
Again, one of the most critical steps in creating a system is to review it.
After 1 or 2 weeks, reflect on how the system is setup, and adjust things as necessary.
The system you set up has to work not only for you, but also for your team. Ask for input and feedback and continue to improve the setup over time.
IMPLEMENT TEAM MTGS: THE STEPS
Step 1. Choose the day & time
Choose 1 morning per week where you will set aside 30 minutes (for example, Tuesday’s from 8:30am – 9am.)
Step 2. Schedule it
Schedule it in your calendar – and your team’s calendar – as a recurring time slot that happens on the same day, at the same time, every week.
Step 3: Announce it
Announce it to your team and make sure everyone understands the purpose, and how it will work.
Systems setup
Going through a systems setup is not an easy task.
There are a lot of moving pieces, and as you can see, there’s a lot of work and dedication involved in actually implementing systems in your business.
But it’s SO WORTH IT.
If you’re looking for one-on-one guidance throughout this process, submit your application for my Systems Consult: a 4-week program where we’ll work together to create systems in your business that will give you freedom in your life.
