des moines, iowa and beyond

workflow & systems strategist

3 Key Elements to have your Systems ready to Grow your Team

Business, For Creatives, Systems & Workflows

As our businesses grow, they require different things. Sometimes, that may mean bringing on one or more team members. One of the questions I get asked often is how to optimize and prepare your systems to be ready for that growth. 

So many times, we don’t think about that until we are in the thick of needing the help. So, here are 3 key, proactive ways you can have your systems read to bring on and train new team members. 

There are a lot of things to consider when you decide to grow your team, whether it’s with contractors or otherwise. Regardless, you want to make sure that your brand and values are aligned and that you set your team up for success. 

As with anything in business, your definition of success will vary. However, I think we can all agree that success will include thorough training, clear expectations and you having confidence in what your clients will experience – regardless of who on your team is executing. 

So how do you get your business workflows and systems ready? There are 3 key things that you need to have dialed in and ready to go!

Make sure your workflows are well documented and in working order.

If this isn’t in place, then everything else will be confusing and your client experience will be subpar. 

PRO TIPS: While working on your workflows, do these two things to make sure they’re ready for a quick assignment and seamless transition as you onboard team members:

  • Labeling in your workflows what is automated, can be outsourced vs only you can execute
  • Assign to team member in templates so that you’re not assigning every time you start a new project

If you are looking for help with this, check out our Workflow & Systems Starter Bundle in the shop!

Create an Operations Manual once workflows are defined.

An operations manual includes all the things you need for your business from a holistic perspective. This can double as a training manual and be included in your team onboarding packet. 

PRO TIP: Be sure to include SOP’s*/Process documents broken out for quick access during training and onboarding. Also, don’t forget to use a table of contents and sections so things can be found quickly and easily.

*NOTE: Standard Operating Procedures (SOP’s) are an even more detailed, training level version of your workflows. Whereas your workflows are the task level to execute in a repeatable fashion. 

Have an Operations Hub set up that your whole team can access.

This will most likely work best in a task manager like Asana, Trello or ClickUp. If necessary, you can also use a Google Drive set up. In this hub, you’ll want to have guidelines for regular communication, task management and delegation, as well as quick links to all important company info. This could include, but isn’t limited to:

  • Operations manual 
  • Standard Operating Procedures (SOP’s)/Process documents
  • Workflow templates
  • Branding standards and image files
  • Brand voice details and word bank
  • Login info if necessary

Of course, this is not an exhaustive list, but the top things from a systems perspective that will help you feel prepared. Having these 3 things ready to go will give you and your team confidence to deliver 


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