I bet you never thought you’d hear the words ‘systems’ and ‘sexy’ in the same sentence, right? For me, it couldn’t be truer. Systems and processes have become my thing and have not only welcomed back a tonne of time in my busy schedule but allowed me to celebrate some monumental business wins. Now, it’s your turn.
Systems and processes in the past have been the ‘boring part of business that let’s face it, many of us have avoided but what you might not have realised is that they’re actually the gateway to a profitable, productive, and proactive business. From your team, client journey to even the way you plan your marketing, if you’re embracing and actioning a system, I assure you, your business will thrive.
So, what’s the difference between a system and a process? A system is a method, procedure, or routine which is created to carry out a repetitive activity in a strategic way. A process is the actions you take to make that system work as hard as possible for your business.
Together, they serve as the essential building blocks that support the growth of your business and employee satisfaction. The three most important characteristics of any well-performing system and process are efficiency, accuracy, and consistency. When these are applied, the systems and processes become autonomous behaviours of yourself and your team – they feel totally natural!
The average human makes about 35,000 decisions every day. That is a lot of decisions for any one person. So, you can imagine the hundreds of thousands of decisions being made in your business each day when you add staff members into the equation! Anyone else feeling exhausted?
Usually, business owners who can’t leave the business without something potentially going wrong are the ones who do not have the right systems and processes in place. To run a successful business, you need to have systems and processes that are repeatable. Gone are the days of just expecting our team to know how to run the business and hello to setting them up for success with systems and processes that leave them feeling confident, in control, and ultimately, secure within their role.
Think about every time you’ve ever had a Big Mac at McDonald’s. Even though you ate at different McDonald’s branches throughout your life, the burger always tastes the same regardless of where you ate it, right? This is only possible because everyone in the business follows the same systems and processes. The same goes
for your own business. Regardless of who is performing the treatment, welcoming the client at reception, or even making a beverage, having a system means that the client has a consistent experience each and every time.
Let me share my top seven systems and processes with you that have seen our business thrive.
This is a great way to start the day and ignite your team! Daily huddles are an opportunity for your team to share their goals, wins, challenges and embed the values they’ll be showcasing in the business day today.
A FLAWLESS CONSULTATION
Does your team really understand your consultation process? Create systems around the questions asked during the consultation, strategies to get to the core of your client concerns, and role play or mystery shop your team to identify opportunities. Once you’ve identified the strengths and opportunities of the current consultation, you can design the one that works the hardest for your business and clients and of course, formalise it with a system. This can then be used as onboarding for new team members to maximise that consistency.
CLIENT RETENTION PROCESSES
Most salon owners have no idea what their retention numbers are, let alone have a process in place to measure it. If you’re noticing a trend in a particular members’ clients not returning or rebooking, then this could be a sign that they require more training and development. You only find these things out if you have a system in place to regularly measure, compare and act upon your retention numbers. What is your reengagement process for those clients who were attracted to your business in the first place? Can they be saved is the big question?
UNDERSTANDING THE NUMBERS (AND KNOWING WHERE TO FIND THEM)
Can you answer, right now, what your breakeven number is? If you can’t, it’s likely you don’t have systems in place to track and measure this data. Understanding the numbers and knowing exactly where you can access them (at any time) is fundamental to the profitability of your business. In a crowded marketplace, you cannot afford to rely on guesswork we can not measure what we don’t measure. It’s up to you to create a process around it to check in weekly, fortnightly, monthly, or even quarterly to truly find out what in your business is bringing home the bacon.
A key system we’ve implemented is our weekly one-on-one meetings with the team. This is independent time for our team to feel nurtured and mentored by our leaders as well as support us to get to know our people on a much deeper level. Your team members need to feel heard, supported, and acknowledged for their efforts, and individualising that process adds even more value to their role. These meetings are also a brilliant opportunity for you to identify what systems and processes in your business are working and where further refining is required. There are no better people to ask than those implementing them!
DEFINING YOUR CUSTOMER JOURNEY
At La Bella Medispa, we have 18 customer touch-points during a single facial treatment. This might sound like a lot but it’s a system that attributes to our exceptional retention rate. When you define your customer journey, you’re able to truly visualise the steps you as a team needs to take to deliver a flawless experience.
Just like your consultation process, your customer journey is a great system to mystery shop. Pretend you’re a customer of your business – from the booking process, pre-visit welcome to the moment you step into the building, take note of the experience you’re having. Is it matching up to the customer journey you’ve proudly defined? Are there opportunities to tweak, enhance or even remove touch-points? Are there inconsistencies between team members? These are the questions to be asking yourself about your system and whether the process of your customer journey matches up.
WEEKLY TRAINING OPPORTUNITIES
A system that is going to transform your customer experience, team performance and employee satisfaction is implementing regular training opportunities. Not only does training enhance your in-clinic experience but it equips your team with the skills they need to deliver incredible value and profitability to your business. A system that is working incredibly well for us is weekly training sessions, delivered by our leaders on topics of their expertise. This encompasses product knowledge, equipment training, customer roleplaying to even leadership
and personal development tools. One of the processes that fall under training that you must implement is storing these resources following the session. This gives your team members space to always refer back to, saves a tonne of time searching for lost documents, and also serves as an onboarding tool for new team members. Affordable options include Google Drive, Google Docs, and Trello.
So, still, think systems aren’t sexy?!
Rebecca is a coach, speaker, multi beauty business owner, and entrepreneur who has not only built three successful medispas, but educated herself to become a Skin Expert. Rebecca’s zone of genius lies within empowering and mentoring teams to maximise performance and team fulfilment. Rebecca has a keen interest in human behaviour and psychology. Learn more about developing your business future with Rebecca at www.thezingproject.com.au