10 Essential Systems for Business That You Need to Know

10 Essential Systems for Business That You Need to Know

Today we’re diving into the world of business systems, which is one of my favorite topics.

Systems are your secret allies as a business owner. These are the tools and processes that will help you minimize overwhelm and welcome in some much-needed efficiency into your business. So, without further ado, let’s look at ten essential systems for business.

10 Essential Systems for Business That You Need to Know

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Lead Generation Systems: Your Roadmap to More Sales

Let’s start with lead generation systems.

So what is a lead generation system? Basically, it’s your strategy for catching the attention of potential customers or “leads” and guiding them toward becoming actual buyers. It’s like a roadmap that navigates someone from discovering your business to clicking on that “buy” button.

Now you might be wondering why this is so important for your online business.

Picture the digital marketplace as a busy city. Without a clear signpost, your business can easily blend into the background. A well-crafted lead generation system is that signpost that catches people’s eye, draws them in, and boosts your sales.

Building an effective lead generation system might seem like a big task, but don’t worry. I’ve got some tips to help you out.

First up, get to know your audience. The better you understand their wants and needs, the more effectively you can tailor your marketing to reel them in.

And this is something I’ll mention over and over as we talk about these different systems. It’s so important to get to know your audience.

Next, focus on creating top-notch useful content. This could be anything from blog posts, videos, and podcasts to short-form social media content. When you offer something of value, you build trust with your audience, and that makes them more likely to choose you when they’re ready to buy.

Also, take a look at your website. Does it encourage people to convert? Does it encourage them to sign up?

You want clear, compelling calls to action and easy-to-fill-out forms – that can make a huge difference.

And lastly, remember to follow up. If somebody has shown interest in your business, keep that conversation going, whether it’s through emails, retargeting ads, or responding to DMs. Staying in touch keeps your business in their minds.

But remember, a great lead generation system isn’t just about making a quick sale. It’s about building relationships and cultivating a community around your business.

A well-crafted lead generation system is that signpost that catches people's eye, draws them in, and boosts your sales.

Customer Support Systems: Keeping Your Customers Happy

The next system you need is a customer support system. Now I’m talking about the people you serve, whether you call them customers, clients, students, members, et cetera. But I’m going to use the word customer just to keep things simple.

So what is a customer support system? Well, it’s basically your game plan for helping your customers when they run into issues or have questions.

It’s how you provide service and assistance to your customers before, during, and after they buy and use your products and services.

So why is that so important? Well, picture this you’ve attracted a customer. They’ve made a purchase. But then they encounter a problem. That happens sometimes, right?

A solid customer support system is your safety net here. It helps resolve their issue, keeps them happy, and builds trust in your business. Ultimately, it’s your key to future sales and customer retention.

Let me give you an example. I had a customer recently who had an issue where she didn’t receive her access to my course site.

She replied to the welcome email that I sent her, but for some reason, that reply went into my spam folder, instead of my main email inbox. So I didn’t see it. The next day she reached out via my contact form, and she was a little irritated, which I could totally understand.

Now I’m glad that I had a backup in place, which was the contact form, but I’ve also added a step to my morning routine to check that spam folder and make sure that I don’t have any customer emails inside.

That’s just one little extra piece that’s part of my customer support system.

So, how do you set up an effective customer support system?

First of all, be accessible. Make it easy for your customers to reach you? This could be via email, a contact form, live chat, or even social media. And use my recent experience as an example. Have more than one way for people to reach you.

Shoot for quick response times. That’s important too. The faster that you can address somebody’s concern, the better. Remember, time is of the essence when it comes to solving problems. And people just don’t have the patience that they used to have.

But on the flip side, don’t feel like you have to respond 24 hours a day, seven days a week. That’s not a reasonable expectation for a solo business. Set your office hours and respond within those set times.

It’s important to have boundaries. Otherwise, your business will take over your life, and you’ll end up being burned out.

Also, consider implementing a knowledge base or FAQ section on your website. This is a great customer service solution because it allows them to find answers on their own, which can save both you and them a lot of time.

That can be especially helpful for those times that are outside of your office hours. They can get the help that they need even when you’re not available.

So remember that a good customer support system is all about making your customers feel valued and taken care of.

A good customer support system is all about making your customers feel valued and taken care of.

Client Experience Systems: Creating Memorable Experiences

Now let’s turn our attention to another vital component, and that is the client experience system. And again, I’m talking about the people you serve. I’m using the term client for simplicity, but you might use the terms student or member or customer.

So, what is this all about?

Well, a client experience system is your strategy for managing the whole journey of your clients with your business. It’s about how they feel from the moment that they first hear about you to making a purchase and even beyond.

Why should you care about that? Well, here’s the thing.

A positive client experience isn’t just nice to have; it’s crucial for your business growth. When clients have a great experience with your business, they’re more likely to come back or refer you to others.

But how do you build a great client experience?

First up, put yourself in your client’s shoes.

Understand their journey, anticipate their needs, and ensure that every interaction they have with your business leaves a positive impression.

Next, focus on clear and consistent client communication. Keep them in the loop about what they can expect and when.

That might look like sending a welcome packet to new clients. Or a fulfillment email that lets new customers know how to download their digital product. Or an onboarding sequence for new students.

And be open to feedback. Listening and acting on your client’s opinions not only helps you improve but also shows them that you value their input. You can set up a formal feedback form using something like AirTable or Google Forms, or you can just ask people to reply to an email. It doesn’t have to be complicated.

Remember creating a memorable client experience is all about going that extra mile.

A positive client experience isn't just nice to have; it's crucial for your business growth.

Accounting Systems: The Backbone of Your Business

Now that we’ve talked about the client experience system let’s shift gears and talk about something that’s just as crucial but maybe not as much fun, depending on your personality. And that is the accounting system.

Now you may be thinking, “Accounting? That sounds like a lot of numbers and paperwork.” And it is, but trust me, an organized accounting system is like the backbone of your business. It keeps everything upright and moving smoothly.

An efficient accounting system helps you with financial management, keeping track of your income, expenses, and the overall financial health of your business.

With it, you can make informed business decisions. (I am all about data-driven decisions.) You can make those informed decisions about your business – whether it’s time to scale up, invest in new equipment or software, or even cut back on certain costs.

And don’t worry; you don’t have to be a math whiz to handle this. I know that not everybody is a numbers person. There are plenty of user-friendly accounting software options out there that can do the heavy lifting for you.

For solopreneurs, tools like FreshBooks and Wave are good choices. They’re intuitive, easy to use. And they’re designed to keep your financials in check without all the headaches.

I also have a finance dashboard system that’s great if you don’t want to pay a monthly subscription fee.

So take a moment to explore these options and get your accounting system in shape. It really is one of the best investments that you can make for your business.

Billing and Invoicing Systems: Streamlining Your Cash Flow

Let’s talk about another system that may not be the most exciting aspect of running an online business, again, depending on your personality. But it is crucial for keeping things running smoothly, and that’s billing and invoicing.

Managing your billing and invoicing processes efficiently can make a big difference in your cash flow and your overall business operations.

One of the goals here is to streamline the process, to make sure that you get timely payments and, or reduce any potential headaches. Trust me, nobody wants overdue payments or confused clients.

Thankfully, there are plenty of tools and platforms available to help you with this. You don’t have to do things manually or figure it all out yourself.

One popular tool for generating invoices is FreshBooks. It offers customizable invoice templates, automatic payment reminders, and even options for online payment processing. This way, your clients can easily pay their invoices with just a few clicks.

Now you may not need to send invoices if you mostly sell digital products. In that case, you’ll need a shopping cart system.

I use ThriveCart, which makes it super easy to set up checkout pages and accept payments from credit cards, PayPal, Google Pay, Apple Pay, and more. You can also use ThriveCart to set up recurring payments for subscriptions and memberships.

In addition to tools, another part of your billing or invoice system is communication. You want to avoid any confusion or misunderstandings.

And that means that you need to clearly outline your billing terms and payment policies. Include them in your contracts or on your website, on your receipts, etc., so that your clients are well aware of what to expect.

Remember staying on top of your finances and creating a seamless payment process will save you time, reduce stress and help your business thrive. You’ve got to have an easy way for the money to come in.

Managing your billing and invoicing processes efficiently can make a big difference in your cash flow and your overall business operations.

Product Creation Systems: Turning Ideas into Game-Changing Products

Now let’s talk about one of the most fun systems to implement, and that is product creation.

Creating and launching products can be a game changer, but it can also be time-consuming, so it’s important to have a well-defined process in place. This will help you stay organized, make sure that you don’t waste time, and that you create products that meet the needs of your target audience.

First things first. Start by identifying your target market and understanding their pain points and desires.

  • What problems can you solve for them?
  • What solutions or value can you offer?

This research will lay the foundation for your product creation.

Once you have a clear understanding of your audience, then it’s time to brainstorm product ideas. Think about your expertise, your passions, and what aligns with your business goals. Remember that your product should provide value and be something that your audience is willing to invest in.

With a product idea ready to go, it’s time to roll up your sleeves and start creating. Break down the process into manageable steps and set realistic timelines for each phase. This will help you stay on track and avoid feeling overwhelmed.

And document your processes so that this becomes a repeatable system.

Also, consider leveraging different content formats for your products – things like printables, online courses, webinars, or even physical products, if that aligns with your business. Choose the format that best suits your audience and the information that you want to deliver.

When it comes to actually creating your product, embrace the idea that “done is better than perfect.” Get that first version out there. You can always make changes, especially if you’re creating digital products.

Once your product is ready, it’s time for the exciting part, launching. And that leads us to the next system, which is marketing and sales.

Creating and launching products can be a game changer, but it can also be time-consuming. So it's important to have a well-defined process in place.

Marketing and Sales Systems: Reaching the Right Audience

Your marketing and sales systems help you reach the right audience. That means you’ll want to tailor the messages and offers to meet their specific needs. It’s all about delivering the right message to the right people at the right time. That’s how you capture their attention and get them interested.

This system should be a smooth process that guides potential clients through the customer journey:

  • Create awareness
  • Get them interested
  • Nurture that interest
  • Lead them to make the purchase.

And consistency is so important. You can’t just show up once in a blue moon with a sales pitch and expect people to buy from you. It just doesn’t work that way.

You want to show up regularly, share valuable content, and stay on their radar. That’s how you build trust and credibility with your audience. They’ll start to see you as a reliable choice and remember you when they’re ready to buy.

And as I’ve said before, understanding your target market is super important. Who are they? What problems do they face? What solutions are they looking for?

Once you have a good handle on your audience, it’s time to choose the right marketing channels. That might be social media, email marketing, content marketing, paid advertising, et cetera. You’ll likely have a mix of channels. So pick what works better for you and where your audience hangs out.

For example, my primary marketing channels are email marketing, content marketing, and Pinterest. I do a little bit of social media, but it’s not my main focus.

Also, I’m a big proponent of marketing automation. Use tools for scheduling social media posts and automating email campaigns as much as you can. That way, you can focus your time and your mental energy on creating content. And that’s the more important part.

And last but not least, data is your friend. Measuring results is an important part of your marketing and sales system. That’s how you figure out what’s working and what needs improvement.

Your marketing and sales systems help you reach the right audience. That means you'll want to tailor the messages and offers to meet their specific needs.

Content Creation Systems: A Solid Foundation for Your Online Presence

The eighth system you want to create is a content creation system. This is one of my favorites because I love creating content.

Here’s the deal. Consistent and high-quality content creation creates a solid foundation for your online presence. It helps you build trust, establish your expertise, and engage with your audience.

When you consistently deliver valuable content, you position yourself as a reliable source of information and deepen your connection with your potential clients.

To make your content creation process smoother, you’ll want to use tools and techniques to boost your efficiency and productivity. Content creation can feel like a hamster wheel at times, and we want to minimize that as much as possible.

An editorial calendar is the place to start. It will help you organize your ideas, plan your content schedule, and keep track of where you are in the process. And it will help you stay focused and consistent. It will also help you plan ahead and avoid that last-minute content creation stress.

But know that your content calendar isn’t written in stone. It’s a plan, and plans can be changed. So just remember that you can be flexible with your content calendar.

And I can’t talk about content without mentioning repurposing. Repurposing content allows you to reach more people and get more juice out of the content that you’ve created.

Take a blog post, for example. You can:

  • transform it into a video
  • break it down into social media posts or emails
  • convert it into an audio format.

By repurposing content, you reach new audiences without constantly having to create something new.

I really can’t overstate the importance of having a good content creation system in place.

Project Management Systems: Keeping Your Business on Track

The ninth system you want to make sure you have is a project management system.

Project management plays a crucial role in the success of your business because, let’s face it, everything is a project. A project management system helps keep you organized, focused, and efficient in getting things done and achieving your business goals.

Now, when it comes to project management, there are a lot of tools and methodologies to choose from.

Software like Asana, Trello, or ClickUp can help you organize your tasks, stay on top of everything you have to do, and track progress.

Asana is my favorite and the one I use personally. But I do think that choosing a project management app is a very personal decision. You need something that makes sense for your brain and the way you like to work. So I always recommend trying out different apps before going all in on one.

Now let’s look at some tips for organizing tasks and setting deadlines.

Start by creating a comprehensive task list for each project. Break down the project into smaller, actionable tasks. This helps ensure that nothing falls through the cracks, and it keeps you on track.

Next, prioritize those tasks.

Figure out what is super important and absolutely must be done. I also identify the “nice-to-haves.” Prioritizing helps you focus on the crucial stuff and avoid feeling overwhelmed. And then, if you’ve got time for the extras, that’s great. But if you’re running behind, those “nice-to-haves” can take a back seat.

When it comes to setting deadlines, be realistic. And build in some buffer time for unexpected delays or challenges – because they always happen. But do set deadlines because they give you a sense of urgency and keep your projects moving forward.

And finally, keep in mind that project management isn’t just about getting things done. It’s also about continuously improving your processes.

Take time to evaluate what’s working, learn from your past projects, and then refine your approach. That way, you’re always getting better.

Project management plays a crucial role in the success of your business because, let's face it, everything is a project.

Document Management Systems: Keeping Your Files Organized

Now let’s finish things off by talking about document management.

So why is efficient document management a big deal?

Well, picture this. You’re searching for that important contract, client information, or even that brilliant blog post that you wrote a while ago. Without an organized system in place, it can quickly turn into a digital treasure hunt, which is not as fun as it sounds.

That’s where efficient document management swoops in to save the day.

So let’s look at some tools and strategies. Platforms like Dropbox, Google Drive, or OneDrive are your best friends. They give you tons of storage space, and they allow you to access your files on multiple devices so that you’re not tied to one specific device.

When it comes to organizing your files, keep it simple and logical. Create folders that make sense for your business, and then group related documents together into those folders.

And here’s a pro tip use clear and descriptive names for your files so that you can find them easily. And bonus points if you use naming conventions. That way, your file names stay consistent, and you don’t have to use up a lot of mental energy coming up with names.


Use clear and descriptive names for your files so that you can find them easily.

Lastly, don’t forget about backups! It’s so important to have an automatic system in place to back up your files. That’s one of the reasons that I use Dropbox. It has saved me on more than one occasion when I accidentally deleted something. I can always retrieve the backup copy from Dropbox.

Recap: Essential Systems for Business

We’ve covered a ton of important stuff about business systems. So let’s quickly recap the key points.

First, we talked about how systems can help you kick overwhelm to the curb. And we looked at 10 essential systems for your business:

  • lead generation
  • customer support
  • client experience
  • accounting
  • billing and invoicing
  • product creation
  • marketing and sales
  • content creation
  • project management
  • document management.

Now it’s time for you to take action. I encourage you to take what you’ve learned today and start implementing systems in your business. Don’t let overwhelm hold you back. Start small, focus on one system at a time, and gradually build up from there.

Start small, focus on one system at a time, and gradually build up from there.

Remember, Rome wasn’t built in a day, and the same goes for your business. But with consistent effort and solid systems in place, you’ll be well on your way to achieving your goals.

And before you go, I have a free getting started guide that will help you systematize your business. Just enter your name and email address below to grab your copy.

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10 Essential Systems for Business That You Need to Know

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