Drop, Systemise or Automate

When I find that I have a recurring task in my business I like to do what I call a DSA test, to see if I can I DROP, SYSTEMISE or AUTOMATE that task.

Too often we unconsciously do the work without thinking “Are we doing it in the most efficient way”, OR do we even need to be doing that work at all, that’s where a DSA  test comes in.

In this post I want to explain my DSA test.

Drop

Is this work really important, do I even need to do it?

Perhaps I’ve been told I need to post on Instagram two times a day, I am religiously doing that and spending time away from my core business to feed the social media monster.

If I was doing a DSA on the grams (as the kids say)  I would ask myself has any business come from Instagram, if not this is an instant drop in my book, that activity brings nothing to the bottom line so I should stop doing it or DROP it.

If the answer was yes it is bringing value to my business, I ask can I DROP it onto another person, can I outsource it or delegate it to a team member.

This  ties in with the next step …

Systemise

I like to look at my recurring tasks and say can I systemise this task.

When I systemise a task I’m looking to do it in the most efficient way possible.  I’m looking to do it the same way each time so I have the same high quality on each cycle of the task.

Examples of systemising in my business are my quote process, and my service delivery process, I have a set procedure and email sequences to make sure I do that in the same way each time.

I can also use this system to train another person to do that work for me.  Delegation or outsourcing comes into play.

If we go back to the Instagram scenario, I can create a system to create a post, upload it, check metrics and respond to comments on the Insta (as the too cool for skool kids say).

When I’m systemising, I’ll grab a sheet of paper and knock out a flow chart of how the work is done, can I improve that process and systemise the whole thing.  I’ll include any software used, touch points where messaging needs to be sent for example..  If I’m outsourcing work I like to create screen sharing videos.

This is all packaged up as an operating procedure.  This might sounds grand and a bit unnecessary if you are a solopreneur, but I have processes on my wall, just for me, which are hand written flow charts just to remind myself how things are done

And yes is is spelled systemise, there is no zee in the UK thank you very much.

Automate

Probably my favourite part of the process, I’m an automation fiend, I love to complete or partially  automate parts of my process.

I like to look at a step in my process and say can I use software to automate that rather than do that manually.

Here’s an example in my quote process, rather than type in the name, company, email details for a new quote, when someone completes my “work with me form”, I send those details to a service called Zapier, where I have a zap that connects to my FreshBooks software and creates a blank estimate filled with the persons contact details ready for me to type in the costing.

That saves me five minutes per quote, multiply that by the thousands of quotes I have sent out over the years and that small piece of automation has saved me hours of work.  That time can then be converted to billable work or higher value tasks in my business.

Wrap Up – Drop Systemise Automate

I’m a tiny business.  There is me and and some VAs working with me, but using corporate standard operating procedure thinking can help to optimize the work done in your business.

What could you DROP, SYSTEMISE or AUTOMATE?

Need help with the automating part give me a shout.

Photo by Phillip Glickman on Unsplash