How to Create Systems to Automate & Outsource Your Business

How to Create Systems to Automate & Outsource Your Business - image

 

Businesses are collections of systems and processes. A system is a combination of the staff members and a series of tasks / procedures done in a specified order and in a specified way. This predictability and specificity enables your business to provide consistent results to customers every time.

The key to growing and scaling your business is getting systems in place. These systems can then be automated or outsourced to free up your team to focus on looking after the current customers in your business.

To give you an idea, all the following are processes that can be outsourced and automated:

  • Creating content to help rank your website.
  • Managing your Facebook & Google adverts.
  • Answering the phone from your clinic during working hours.
  • Answering the phone from your clinic outside working hours.
  • Answering live chat enquiries on your website.
  • Answering email enquiries from new patients.
  • Following up on older email enquiries.
  • Following up on patients that attended a consultation but that didn’t go ahead with treatment.

WHY OUTSOURCE?

For 2 simple reasons:

  1. Your team may not be experts in different processes you want done.
  2. Your team may be unable to cover operating the system 24/7/365.

This is where the combination of automation and outsourcing helps you run the system all the time you want it to run.

HOW TO OUTSOURCE?

To do this, you need cloud-based systems such as email, phone, SMS, or a CRM database.

To begin with, create a step by step list of the tasks that need to be done to complete the process. For example…

Answering email enquiries:

  1. Make sure you have a cloud-based email system (that can be accessed from anywhere with an internet connection).
  2. Create templates for answers to frequently asked questions.
  3. Create a standard operating procedure checklist on how to answer email enquiries and using the templates provided & how to update the patient record with what was sent
  4. Create a process to track emails answered daily / weekly.
  5. Establish a system to enable instant clarification / communication between your virtual team and in-house team e.g. Google Chat / WhatsApp / Viber.
  6. Create a system to track answer response time and statistics to virtually manage the tasks completed and pending from your virtual team member.

This system is now complete and outsourced and you can now move onto other systems.

Elite Virtual Team can lead the way to revolutionising the business world, by helping organisations and practice owners to get more done without the cost of a new staff member.

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About

Lucie & Aalok

Lucie & Aalok are husband and wife and co-founders of Click Convert Sell. When they first started to use Infusionsoft in their private dental practice in London (their marketing lab), back in 2012, they saw a constant growth in the following years. After lots of testing they refined and created a scalable and reusable system, a unique framework they now teach and plug in other businesses. They are all about delivering a premium experience and quality service through integrated solutions and the leverage of automation & outsourcing. Continue reading

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