SYS 191: How We Empower Our Team to Transform Mistakes into Systems

Systemize Your Success Podcast

🎙 In this episode of the Systemize Your Success Podcast, Dr Steve Day shares a valuable lesson from a recent mistake in his company. This was when a wrong document version was sent to a client. He emphasises the importance of creating a culture of continuous improvement in business and open communication within a team. He also highlights how mistakes can be transformed into opportunities for growth.

Steve discusses the root cause analysis process and the significance of having a well-documented Operations Manual. He also introduces the DIDACT framework for task documentation. He illustrates how businesses can implement effective systems by fostering an environment where team members feel empowered to admit errors. This is to prevent future mistakes and enhance overall efficiency.

Tune in to discover practical strategies for optimising your business processes and cultivating a proactive mindset among your staff.

KEY TAKEAWAYS

💡 Empowerment Through Mistakes: It is crucial to create a culture where staff feel empowered to admit mistakes. This approach fosters an environment of continuous improvement rather than fear of repercussions.

💡 Importance of Documentation: A well-documented Operations Manual is essential. It provides clear instructions and resources, reducing the likelihood of errors. It also ensures tasks can be completed correctly without constant supervision.

💡 Root Cause Analysis: When mistakes occur, it's vital to conduct a root cause analysis to identify what went wrong in the system. This helps understand the underlying issues and implement changes to prevent future occurrences.

💡 Implementing Checks and Balances: Incorporating checks into processes, such as verifying document versions before sending, can significantly reduce errors. This proactive approach ensures that staff have clear guidelines to follow.

💡 Continuous Improvement Process: Establishing a system for ongoing improvements is necessary. Encouraging team members to document any gaps or questions they encounter during tasks allows for real-time updates to processes, enhancing overall efficiency.

BEST MOMENTS

02:40 - 💬 “What happened in this particular case was we have an online document signing service... and this happens with all the new clients that come in.”

09:57 - 💬 “It's such an important part of systemisation. It is being able to document tasks quickly, effectively and efficiently, to be able to get stuff out of people's heads and down in a way that other people can do it from start to finish without their involvement first time and every time.”

11:13 - 💬 “The second part is showing the person and reminding the team that there is a process for making changes when things happen.”

13:57 - 💬 “We've got to action the admission of a mistake in a positive way and a meaningful way and a way that's going to make future behaviour better because that empowers people to own up to any mistakes they make in the future.”

TIMESTAMPED OVERVIEW

00:00 Managing mistakes is crucial for staff confidence & improvement.

04:18 Proud of instance, it is important to have manuals.

09:53 Effectively documenting tasks for efficient delegation.

11:22 Document and improve processes when questions arise.

VALUABLE RESOURCES

Free access to our flagship DIDACT Framework

Website: https://www.systemizeyoursuccess.com

Facebook Group: https://facebook.com/groups/systemsandoutsourcing/

LinkedIn: https://linkedin.com/company/systemsandoutsourcing/

Instagram: https://instagram.com/systems_and_outsourcing/

YouTube: https://youtube.com/@drsteveday42

ABOUT THE HOST

Steve used to be a slave to his business, but moving to Sweden in 2015 forced him to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve has been investing in property since 2002, has a degree in computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants.

Most business owners feel overwhelmed because they don’t know how to create systems or get the right help.

Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start making more money.