Every day we face making numerous decisions in our personal and business life. The level of importance is how we choose to prioritize each decision. We then decide how much time and energy we want to spend on each decision. The problem for many is having too many decisions and unable to prioritize them. The phenomenon known as analysis paralysis.
Analysis paralysis or paralysis of analysis is an anti-pattern, the state of over-analyzing (or over-thinking) a situation so that a decision or action is never taken, in effect paralyzing the outcome.
A good starting point is to create systems you understand and able to maintain regularly. Listed below is a workplace environment riddle with challenges that make you counterproductive.
- Cluttered desk
- Always looking for misplaced items
- Recreating documents because unable to find the original
- No system for storing or filing items and
- Being reactive rather than proactive
Do any of the points above resonate with you? Is your workspace a chaotic disaster? Do you feel you are not as productive as you like to be? If yes, it might be a good idea to start investigating in a system customize to your style of work.
The purpose of a system is to streamline procedures, processes, and improve workflow. With no standard systems, chaotic office and confusion will always be priority number one. It creates an ineffective workspace, hampering your business. Similar to the idea looking for a needle in a haystack; where do you begin? With no set plan, no guidelines, no reference point, valuable time and energy is wasted. Your entire day is center on reacting to every circumstance by trying to make things work.
The goal is to have a firm grasp on every aspect of your business. For a business to function at top capacity it needs customized, built in systems, processes and procedures. Done correctly, all three operate together as one unit.
Systems is the umbrella
The dictionary description of a system is a collection of organizing things. There are several systems and each work uniformly with the business. All systems have their own set of processes and procedures. A system has a sequence of processes and procedures are to achieve a specific result.
Processes are the stems
Processes are a series of events to produce a result. They are the actions steps necessary to achieve an objective or goal. A process stems from the system as a set of action steps. Every process has a beginning and end point to achieve a specific result.
Procedures is the handle
Procedures are detailed instructions that stem from processes to accomplish a result. The procedure is assign to a qualified individual the steps involved to achieve the desired goal or result.
The key to effective and efficient systems is to maintain and keep information current. If this part of your business absorbs too much of your day, outsource the expertise to take care of it for you. A warning make sure the person you outsource will follow the system you create. The last thing you need is for someone to step in and recreate the systems you worked so hard to establish.
You will accomplish more in your day when you have efficient systems in place that work for you. Make every minute count in your day. Efficient systems will encourage productivity, organization, and smart growth. Build systems that are easy to maintain will bring efficiency to your workplace.