Reducing Chaos in a Small Business Through Systems

As business owners, we run into chaotic problem after chaotic problem. Something breaks, and we have to fix it. Whether that breakdown is in the physical sense, such as equipment failure, or in the workforce sense, such as an employee's sudden resignation, these problems have to be dealt with in a timely manner and are most commonly handled by the small business owner.

Building systems to anticipate business operational problems can help deescalate the chaos that surrounds sudden breakdowns. A system built to train new employees can eliminate the downtime created by a vacant role. A system built to handle overflow from an out-of-order machine can eliminate spoilage or offset production. Business operational systems are created to keep business moving forward and create a sense of balance even when breakdowns happen.

Even small businesses can have Standard Operating Procedures (SOPs) for their business operations and employee workloads. These should be documented and easily accessible to owners and management. Putting SOPs in place shifts breakdowns from panic to inconvenience.

Think of an SOP as a guide to a process. For employees, the SOP would define their role within the business, what is expected of their position, and provide a standard guide for how to perform their job. Once this standard is in place, it should only need to be updated as the responsibilities of the role change.

An SOP is also a guide for the production process. If the process is well documented and a disruption occurs, the SOP should clearly define the steps that need a workaround. Instead of changing the entire process for the duration of the breakdown, we simply need a solution for that specific step in the process. This makes chaotic problems easier to deal with and manage.

Another common problem small businesses face occurs when only one person knows how a process works. An employee leaves, takes another position, or is suddenly unavailable, and no one else knows how to perform the tasks they handled each day. The business is then left trying to rebuild a process while also keeping operations moving. A documented system allows the business to continue functioning while a replacement is trained, turning what could be a major disruption into a manageable inconvenience.

Problems will come up in business. We all know this and have dealt with this reality since the beginning of each business venture we have embarked on. As business owners, we need to reduce the chaos surrounding the naturally occurring problems our businesses face. Clearly documenting processes and workflows within business systems customized for our operations is one of the best ways to reduce chaos during problematic times.

Being prepared for breakdowns ahead of time can save time and energy. It can also reduce the stress that being a small business owner brings to the table. Businesses cannot eliminate every disruption, but they can prepare for them. The more clearly a business documents its people, processes, and responsibilities, the easier it becomes to keep moving forward when something unexpected happens.

When something breaks tomorrow, does your business know what to do next?