Systematize Your Business Activities

Your business will be successful, generating steady, predictable sales and cash flow, to the exact degree to which you develop systems that put as much of your business on autopilot as possible.

A system is a step-by-step process, from beginning to end, that you use to ensure consistency and dependable performance in every area.

Every new business or business activity requires tremendous time, effort, expense, and even “genius” to learn and develop for the first time. But once the system has been developed for the first time, through trial and error, it can eventually be systematized to the point where the business activities can be carried out by ordinary people.

Until a business activity is systematized, it exists largely in the mind of the individual who knows how to do it. As a result, it cannot be dup0licated or replicated. If the person who knows how to do the job is not there, the business can eventually grind to a halt.

The Systems You Need

1. Lead Generation

You need a proven system of marketing and advertising, and promotion that generates a steady stream of qualified leads, whether phoning your people of business, responding on the Internet, or personally coming into your store to buy your product or service. Without this continuous and predictable stream of leads, your sales and revenues will dry up and your cash flow will slow to a trickle, threatening the survival of your business.

2. Lead Conversion

You need a proven sales system to convert interested prospects into buying customers. This system begins with a sales script that every customer service representative and salesperson uses from the first contact with the prospect through to the completed sale.

The use of a preplanned sales script can triple your sales almost overnight. By using a sales script, each person who answers the phone, calls on a customer, or greets a customer walking in the door knows exactly what to say from the first greeting through to the final purchase.

Your sales system will be developed as the result of trial and error. As you evaluate your sales process, you will find that there are things that you do and say that are effective and others that are not. Over time you will smooth out the rough spots in your sales process, machining and polishing the words and actions so that you turn interested prospects into buying customers over and over again.

3. Production of the Product or Service

You need a proven system, from the beginning to end, for producing the product or service that you have sold to the customer. The this proven system will ensure consistency of quality, ease of operation, efficiency of activity, and continually lower costs of production and delivery.

4. Delivery System

You need a step-by-step system to fulfill orders and deliver the product or service to the customer in a timely fashion. This system enables you to get your product or service to the customer quickly and efficiently with minimum delays and with a high level of quality

5. Service Systems

you need written policies and procedures for follow-up service to each of your customers, including established ways to handle customer needs and complaints, to generate additional sales, to keep in regular customer contact, to elicit referrals and recommendations from satisfied customers to new customers, and to alert your customers of new products and services that they may be interested in buying.

6. Accounting Systems

You need smoothly functioning accounting systems that track every penny of revenue and expense coming into or moving out of business. Fortunately, there are computer programs for small and large business that you can use to keep track of all financial flows in your business so you will always know your proper financial status.

7. Hiring, Training, and Personnel Systems

You need written systems that clearly describe each job and how it is to be done. In addition, you need systems for training, development, and personnel relations. each person who works for you must know exactly what he or she is expected to do and to what standard of quality. Your employees must understand the terms and conditions of their jobs, what is deemed unsatisfactory performance, and what are grounds for termination . They must know exactly what they are entitled to in terms of medical insurance, sick pay, vacation days, and other key elements of the work experience.


About Brian Tracy — Brian is recognized as the top sales training and personal success authority in the world today. He has authored more than 60 books and has produced more than 500 audio and video learning programs on sales, management, business success and personal development, including worldwide bestseller The Psychology of Achievement. Brian's goal is to help you achieve your personal and business goals faster and easier than you ever imagined. You can follow him on Google+, Twitter, Facebook, Pinterest, Linkedin and Youtube.

  • Hi Brian,

    I totally agree with you. When I started in sales I remember I was not organized at all. Suddenly I realized that I was getting frequently asked questions from customers so I set up different email templates aimed at providing the suitable answers for each client.

    I also had trouble managing my time so I listened to one of your audio programs in my car over and over and also applied the concepts Tim Ferris wrote about (Automation).

    I have noticed that When you first begin in sales it is normal to feel overwhelmed but as you understand your clients and business more you will get good at allocating your time properly and creating good systems.

    Hope you are having a great weekend Brian.


  • Good method to run a successful business

  • GOOD!

  • I like your points about having a systematic approach for lead generation; many of us info-entreprenuers over rely upon organic SEO or occasional jv/affiliate launches. A key to success, as you say is to develop a reliable, systematic approach for acquiring new leads; thanks for that reminder, I’ll work on that.

    It’s easy to get caught up in product development and expansion, since that’s more interesting than lead generation work, but keeping the pipeline full of new leads is an essential core business activity (one I’ve neglected). Good points, thanks as always.


  • Daniel Maldonado

    One that companies can do to acheive automation with payroll and operational processes is leveraging wireless products to do it for you.

    Many time, companies buy software that costs thousands of dollars when they could of acheived the same or similar result with a low-cost, tailored solution using technology they already HAVE to use for their business.

    An example of this would be wireless time cards for field workers. This could be in any industry where you have people out in the field. You could couple this with GPS tracking so that when they clock in from out in the field you know where they’re at and what time they’re there. It’s a wonderful example of getting smart and learning about new technology.

  • Pingback: Why your business needs systems |

  • I know that building a system in someones business will enable the person to be out of his/her business for long and the business will still be going on. but I have a question, how can someone build a system on a new business with trial and error?

  • The picture that comes to my mind as I read this is laying down the Railroad tracks before bringing in the trains. Most of us bring in the trains without laying out the tracks, then wonder why we are not getting any where fast. Thanks for sharing with such clarity.

  • Hristo Tatsinski

    As you wrote in your books, the most important ist to know what you want and to make plan how to get it.
    I want to add that it’s also very important to study your business before to start working on it, because some ideas could be just not good, or not on the right place and time. For example one friend opened store for hampers some years ago, but actually his idea was terrible, because the average salary in my town with 16 000 inhabitants were 150-200 $ …

  • Hello Brian,

    This is something we work with a lot at our company. Since efficiency is so important making sure that every task can be done quickly and of high quality is central if we are to stay ahead of the competition.

    Whenever we have a new task, or new product, we put together a team who works on how to solve it as quickly and efficiently as possible. Once they have come up with a good solution we put it on paper in a step by step format, making it possible for anyone in the company to do it.

    This has really made a difference for us and I am sure will help many others in the future.


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