Why You Win with Written Systems
Years ago, when I was on a flight, I watched the pilots do their pre-flight check. Before taking off, the pilot pulled out a written checklist and went over every detail in the cockpit to be sure the plane was safe and ready to fly before taking off. I’m sure he’d done this checklist hundreds or even thousands of times, but he still went through it, item by item, before every flight.
The written checklist ensured that the pilot would have consistent results over and over with minimal mistakes. He didn’t rely solely on his memory, because unfortunately, humans are not infallible. Accidentally forgetting to check part of the aircraft before takeoff could have catastrophic results.
Many business owners try to do routine tasks from memory, but why? Isn’t the health of your business as important as the health of an aircraft?
In this article, I’ll share my philosophy about how systems help your business win.
Why bother with written systems?
A “system” is simply a regular method or way of doing something over and over that allows you to achieve consistent results. Systems are not subject to interpretation or change, and they are not dependent upon the person who is using the system. A preflight check is the perfect example of a system. The checklist is the same for the aircraft every single time, no matter which pilot is flying it.
Over the past decade, it’s gotten more complicated to run a construction business in Oklahoma. Relying solely on your memory to get everything done in the right way and on time is risky. For example, general contractors have four months after completing a job to file a mechanic and materialmen’s lien. If you rely on your memory to keep track of when you need to file a lien, the chances are that at least some of the time, you’ll get caught up in other projects and forget to file.
Each time you miss the deadline to enforce your lien, you lose your ability to sell the property and collect payment when you win your case. That’s no way to run a business, at least not one that’s sustainable.
The better solution is to create simple systems so that you get consistent results again and again.
Written systems can be simple!
A written system doesn’t have to be long or complicated, it just has to standardize a routine practice within your business.
Let’s take a look at a simple system for filing mechanic liens:
Start by writing down the last date that you completed any work on a job. You can do it yourself, or you can assign it to a team member, but make this step mandatory for every job, every time.
Next, add a reminder to your calendar, either digital or physical, four months out to remind you to file a mechanic lien if you haven’t received payment.
This simple two-step system takes the guesswork out of the equation and ensures consistent results every time. You routinize setting a simple reminder on the calendar, and then you don’t have to think about it again until the reminder pops up in four months.
Tailor your systems to your business
If working off a physical calendar works for you, then stick with it. Some business owners prefer digital calendars. You can even use a reminder app and get notifications to follow up on payment every 30 days and then to file a lien if you still haven’t been paid.
Create a system that works for you and stick with it. The point is that if you have a written system in place, you’re reducing your risks of not getting paid and getting sued.
Systems help your business win because they protect your profit. If you’re interested in learning more about systems or customizing a system for your business, get in touch.
