Running a high growth business can be a wild ride – you’ve got big dreams and you’re hustling hard to make them happen, but with all the pressure and responsibilities, it can be easy to burn out and lose sight of why you started in the first place. That’s when you start looking for a secret weapon for getting things done and freeing up your time. You’re searching out “Virtual Assistants” and “Online Business Managers”, but did you know that you are possibly missing a HUGE step – having strong business systems in place?
Let’s explore the key differences between business systems and virtual assistants, so you know which you need to make your business thrive.
What is a Virtual Assistant (VA)?
A Virtual Assistant (VA) – a trending buzz word that has picked up speed since the coronavirus pandemic – is a remote worker who supports you or your business with its administrative and office needs. Although virtual assistants often help with administrative tasks, they can also assist you with any other tasks that are required by your business.
Virtual assistants have been around as long as technology has allowed for remote work. As with all the advancements in technology, we had a grand “awakening” that we didn’t have to bring an employee into the office to get work done. We can now hire virtual assistants as employees, or freelancers, on-the-go or on a contract basis. Virtual assistants have been especially in demand by entrepreneurs and online businesses that need help but don’t want to spend all their money on an office space or full time staff.
What are Business Systems?
Business systems, however, are the foundation on which your business operates. I’m not talking about a magical ingredient, but the foundation that keeps your business running like clockwork. These systems are the set of processes that your business uses to manage its day-to-day activities and operations. Think of them like your trusty sidekick, always there to help you stay organized, efficient, and on top of things. Business systems make your life easier by automating repetitive tasks, providing real-time data and insights, and streamlining workflows. These systems include anything from software applications to tools and technologies that support specific business functions such as accounting, sales, marketing, and operations.
Every business owner needs systems because without business systems, you don’t own a business – you become the business. Trust me, you don’t want to be the business, you want to OWN the business. Without these systems though, you may find yourself working long hours with little pay, and who wants that? You can’t double your revenue if you double the hours you work because let’s face it, there are only so many hours in a day. That’s where effective business systems come into play because they help you adapt to changing market conditions, keep up with client demand, and stay ahead of the competition. This is why well-designed systems are critical for achieving maximum efficiency, production, and profitability. Business systems allow your business to grow and scale over time.
The Benefits of Systemizing your Business
Let’s talk about how having business systems in place can benefit everyone involved in your business – including you, your customers, your employees, and even potential investors:
- YOU – The business owner or solopreneur.
You can get more freedom because…- You are less dependent on other people when you have automated processes in place, which gives you greater flexibility.
- Your business can grow and scale more quickly, generating more money.
- Once you have procedures in place, you can concentrate your efforts on developing innovative services that are tailored to your various consumer groups or focusing on other important aspects of your life. It’s a win-win!
- Your Customers
Your customers will be satisfied and always choose you because…
- Systems provide you the power to give customers a consistent experience. Any step in the process makes sure you consistently offer positive outcomes, making for happy customers and even happier business owners.
- Your customers know what to expect, and that builds loyalty and trust.
- Your Employees
Your employees will thank you because…
- It will boost their effectiveness. Because they follow a fixed process, your staff will be more productive.
- Your workers will produce higher-quality work as a result.
- Because technology can perform the majority of the more tedious and repetitive activities, you can hire fewer people, which will free up resources for greater pay and incentives.
- You are not required to train staff. And because you’ve mapped it out, it’s easier to pick up and run with.
- New team members can pick up where the last person left off, so training is simplified and downtime is decreased.
When Do You Need Business Systems and When Do You Need a VA?
Start with the end in mind. Technology has proven to create more millionaires than anything else. It’s generally recommended to have business systems in place BEFORE hiring a worker. Having systems in place, establishes a clear framework for how work should be done. This way, everyone knows what’s expected of them, and you can train new employees quickly and easily. Plus, having systems in place makes it easier to delegate tasks and responsibilities, so you can focus on building your empire.
Think of it this way: when you bring a manager on board, they need to understand your company’s systems and processes to make informed decisions that drive growth and efficiency. Without clear business systems, your workers may struggle to understand what they should be doing, and you could end up wasting time and resources.
So, Business Systems FIRST and Worker, VA, or OBM AFTER.
Wondering why many small businesses don’t adopt systems? Well, I speak from experience when I say that it’s easy to get caught up in the excitement of building your dream and end up with a lack of urgency or awareness of working through the processes. But remember that having effective systems is what sets successful businesses apart from the rest. Even if you’re starting out, you need to get into a systems mindset long before hiring your first employee. It’s the critical difference between being self-employed and being a CEO.
How To Get Your Business Systematized
When it comes to having effective systems in place for your business, it’s essential to work with a Business Systems Strategist. It’s not just about having someone manage your systems, but it’s also about having a pro who can evaluate your existing systems and processes, develop strategies to optimize them, and provide guidance on how to create new ones as needed to increase efficiency.
As a Systems Pro + Certified Dubsado Specialist, I work closely with solopreneurs and business owners like you to ensure that your technology solutions align with your business goals. I provide recommendations on technology investments, prioritize projects, and develop implementation plans to ensure successful adoption of new systems and processes.
You deserve a work-life balance that allows you to scale and rest, and I can help you achieve that. So why not book a free discovery call with me here: https://cuttingedgeops.com/contact/ and let’s start getting your business systemized, so you can focus on what matters most to you.
Bottom Line
To recap, business systems and virtual assistants are different. Business systems involve technology and processes that can allow you to automate and streamline certain tasks, while virtual assistants are actual people who can provide personalized support to your business. Virtual assistants are great because they can handle a variety of administrative tasks, like scheduling appointments, entering data, and even managing customer support. They’re basically like your right-hand woman! However, they can’t replace the level of automation and efficiency that business systems can provide.
My advice: Don’t wait until your business is falling apart before you start implementing systems. It’s like trying to build a house during a hurricane – not the best idea! It’s much easier to lay a solid foundation from the get-go than to backtrack later. Trust me, your future self (and your employees, and customers, and potential investors) will thank you for it.
I hope this post gives you a better understanding of what business systems are in comparison to virtual assistants, and how they can help you grow your business. Are there any other topics you’d like us to cover? I’d love to hear from you! Drop me a line!
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2 Responses
Love this so much!
NICE POINTS DANIELLE!!