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Two kids ...PLUS one can of paint...PLUS no one around...EQUALS

No Systems for Your Employees. EQUALS CHAOS!!

Adults don't need supervision, they need QUALITY SYSTEMS!

So, where do you begin?
With more than ten years of concentrated organization of our company—I can tell you order-from-chaos doesn’t just happen! Just like these kids pictured above, order left unattended will at the most inopportune time turn to chaos. ORDER does takes hard work and creativity!

What's the reason most businesses are so disorganized?
As the business grows the owner never stopped to take the time to DOWNLOAD how their business operates. All this information needs to be written down from the time in the morning they TURN-THE-KEY and open their door for business, until the evening when they TURN-THE-KEY and lock the door.

Between those two TURN-KEY events, there’s so much STUFF going on. In most companies, all of this STUFF (the processes that run the business) aren't written down but it's in the owner’s head. For that reason the owner is constantly being interrupted by the staff trying to get at that information. ost of the time it's the same information over and over and if for any reason, the owner steps out, all "heck" breaks out! Does that sound familiar? That STUFF—the process that run the business—is what I call THE SYSTEM.

What is a System?
Merriam-Webster’s Dictionary Defines Systems as a group or arrangement of parts, facts, phenomena, etc., the act, process, or profession of studying an activity (as a procedure, a business, or a physiological function) typically by mathematical means in order to define its goals or purposes and to discover operations and procedures for accomplishing them most efficiently.

My definition of a System. . .
A System begins with written POLICIES, PROCEDURES and CHECKLISTS that work together to give clear understanding to all. This becomes your OPERATIONS MANUAL—the processes that run all parts of your company. Every member of your company should have quick access to the Operations Manual empowering them to do their job without constant supervision.

How to Start Building Your System—Your Operations Manual—Today!

The Building Blocks of an Operations Manual/THE SYSTEM
Things to think of as you download your business processes out of your head into a Written Operations Manual:

Context and Understanding
The language of the document/system must clearly explain the procedures and activity to be performed, so any employee can easily comprehend and fully understand.

All employees the system/document will affect should be allowed to share their ideas before a system is implemented. As the system is implemented, these same employees should also be involved in the testing, revising and updating the system. When a Gap appears this participation will correct the process that caused the Gap before the Gap gets bigger and bigger.

Consistency in the documentation should be used every time, to avoid confusion in references and terms. It is helpful to standardize your fonts, headers and page layout. As an example of word consistency: refer to an item in one document as a cell phone, and NOT in another document as a mobile phone.

There should be an easy path to follow with no missing information, logic, or design.

A systematic follow-up on systems is imperative to insure they are being used properly.

To help guarantee the system/documents will not be lost and forgotten they should connect with a reference to other frequently-used documents.

Final Approval
Always remember, it starts at the top. And you need to know how the System is designed to work throughout your business. While other employees/managers are given the assignment of building a system for their area, you should give the finishing approval as the head of the company!

Organizing Your Operations Manual
Document management is organizing and compiling of documents into an Operations Manual. We suggest printing a hard copy of all your documents by using D-ring binders. Each department in your organization should have it's own binder with its own plastic sheet protector for trouble-free removal when updating.

Master Document List—There should be a table of contents in each department binder. This table of contents should be the first sheet in that binder and contain a list of all the documents. This document is used for assigning the next consecutive number to a new document and having all your Documents Titles and Numbers contained in one location. Insert each document into plastic sheet protector.

Each department’s list of documents should have its own tab in the binder. It can be built in a spreadsheet using a program like Excel. This document is provided to System100™ Clients.

Document Building
Microsoft Word is great for designing, updating and keeping track of your documents.

Give each document a Title and a Number, along with a Revision Date.

In assigning numbers and titles to various documents for your Operations Manual, use
common-sense. At the same time, be creative and think optimization. Just keep it simple.
When titling your document, use the Subject first in the Title, when optimal.

When numbering your document, as part of your document number, we suggest using letter
abbreviations to identify departments followed by a series of numbers with no more than four
digits (e.g. 1000, 2000, 3000, etc.) assigned to that department. For example, for Accounting,
use the initials AD and the 2000 series for numbering documents (e.g. AD-2000, AD-2001,

For Customer Service, you might use the initials CS, followed by four digits in the 7000 series
(e.g. CS-7000, CS-7001, etc.). You decide how to initialize your departments and which series
of numbers to assign. We use three digit numbers in most cases as we don’t have any one
department using anywhere close to a thousand documents. So four digits might be used for a
very large company.

For ISO-Certified Clients
There is not a set requirement in ISO to uniquely identify a document or a part. However, the
practice of giving a document or a component a number, title, revision date, and sometimes
revision level, is used in almost all documentation systems worldwide.

Did I mention—Great Systems Work?

—Philip Beyer
Ebiz Products LLC.
Nashville TN
LowPrintPrice is Beyerprinting using System100 to reduce waste, chaos, automate workflow and improve productivity.