File It!

500 500 ProjectBox

Shock horror but when it comes to filing your business systems, every single business has their own preferred method. I know, crazy huh! The best news is that the 1000 page standard operating procedure manuals collecting dust on the bookshelf are now a thing of the past!

This week instead of telling you how to do it, I’m going to cover some of the solutions that you have available at your fingertips – both free and paid options plus let you know the exact solution that ProjectBox uses.

Before we get into storage solutions, you need to set a system in place for how you will name your files. Remember that employees need to be able to search for these within your system so calling a system for hiring new employees ‘Process 1001’ isn’t going to cut it! The good news is that with online storage solutions you have an extra option to add ‘tags’ or search terms which allow you to specify other keywords you think people might search for however if you are not going to use an online system then the system must be searchable by file name only. Using the example above of hiring a new employee, better names may be as simple as ‘Hiring New Employees’ or ‘Recruitment of New Employees’.

The important thing here is CONSISTENCY! Ensure that naming conventions form part of your creating a system system (yes you should have one of these to!!).

No matter which system you use, they will all require setup at the start. The best way to break it down is into areas within your business.

For example, your base setup might look something like:

base-setup

Clicking on marketing would take you to:

marketing

Clicking on Social Media would take you to:

social-media

You may choose not to have so many folders and instead have all your marketing systems just stored under Marketing. It is completely up to you but again, consistency is key here.

No matter which filing system you use, they will all require some sort of set up like the above example. If you’re not sure where to file something, ask an employee who would be looking for that file where they would go to find it!

YOUR OPTIONS

FREE

Your internal server/computer drives

If you are going to use your business computers, ensure that you have a separate folder setup to store your systems and make sure that this is backed up along with your other business data. The pros of using your own computers is that there is no setup or ongoing costs associated with this. The cons are if you forget to backup the data and something happens, all of your systems are lost. Also systems are only available to those within the office and using computers attached to your server. If using your own computers, look at creating a template for documenting your systems so that every system has the same look and feel – Consistency!!! This will also ensure that key information is not missed.

Google Drive / Dropbox / OneDrive

These all work like your internal computers however the data is stored in the Cloud making it accessible from anywhere. You can also share links to external contractors allowing them to view systems/policies they need to perform their job. These options are free to a certain storage point and then they will require a paid subscription (if using Google Apps for work, you will receive space within Google Drive as a part of your account).

PAID

SystemHUB (www.systemhub.com)

SystemHUB are an Australian based company who are fairly new to market. They recognised the need to be able to document and store their own systems and are now making this available to the public. Although a little bit more expensive than their competitors (see below), their complete package includes a library of templates waiting to be customised. They also have separate policies and training platforms where you can store and share your policies and training material. SystemHUB allows you to share your systems with external contractors without giving them access to your full system. Your team are also able to make comments on each system providing a great way to get feedback on how things are working.

Process.St (www.process.st)

ProcessSt have been around for a little while now. As well as storing your systems, ProcessSt is about your process workflow and creating working checklists that your team can use while following a procedure and allows you to track progress and collaborate with your team. ProcessSt offers a great drag and drop tool for building your systems and have a few templates available to get you started.

Whatever method you choose to use, make sure that it matches with your company philosophies and will work in the way that you need it to.

At ProjectBox we are embracing SystemHUB. I love that the company is Australian owned and that help is just a national phone call away! I’m incredibly excited to see where David and his team take the software and look forward to continually building on my own library of systems.

For this week’s freebie, I’d love to offer you a complementary 30 minute chat to talk about what would work best for you and your business. Be quick though, spots are limited! Click here to book your time!

We have one last step to cover off in our five week process in how to systemise your business. It is probably the least scary of them all but it is just as important as every other part!

Chat soon!