Before I embarked on my entrepreneurial journey and developed a business that now generates over $200,000 per month, I worked as an engineer. My experience in companies like Fiat Chrysler Automotive and Magna taught me the importance of creating specific processes and systems. These skills have been invaluable in helping me develop a business model that I can delegate effectively to my team. In this guide, I'll show you how to automate your business in 10 steps, just like an engineer, to streamline your operations and scale your business efficiently.
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Step 1: Involve All Employees in the Process

The Importance of Involvement

The first step in creating an efficient process is to involve all employees who are part of the specific workflow. Their input is crucial because they are the ones performing the tasks daily and can provide insights into the nuances of the process.

• Gathering Input: Start by holding meetings with your team to map out the current workflow. Encourage everyone to share their experiences and suggestions for improvement. This collaborative approach ensures that all aspects of the process are covered and that employees feel valued and heard. For example, you might schedule a workshop where team members can openly discuss what works and what doesn't in the current system.
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• Documentation: Document the entire process from start to finish. This includes identifying every step involved and any potential bottlenecks or inefficiencies. Use tools like flowcharts and diagrams to visually represent the workflow. These visual aids can help everyone understand the process more clearly and identify areas that need improvement.
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• Feedback Loops: Establish regular feedback loops where employees can continuously provide input on the process. This ensures that the system evolves and improves over time. Set up a system where feedback can be easily submitted and reviewed, such as regular team meetings or an online feedback form. Make sure to act on the feedback promptly to show that you value their input.
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• Collaborative Tools: Utilize collaborative tools like Google Docs, ClickUp, or Trello to allow team members to contribute to the documentation and provide updates in real time. These platforms enable seamless collaboration and ensure that everyone stays informed about changes and updates to the process.
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• Role-Specific Insights: Involving employees from different roles ensures that all perspectives are considered. For example, the insights from a sales manager might differ significantly from those of a customer service representative. By including diverse viewpoints, you can create a more comprehensive and effective process.

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By involving your team in the creation and optimization of processes, you ensure that the system is practical and effective. This collaborative approach not only improves the process but also boosts team morale and engagement, as employees feel more invested in the success of the business.

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Step 2: Identify Process Start and End Activities

Mapping the Workflow

To create a clear and efficient process, you must identify the start and end activities. This step involves outlining every action that needs to be taken from the beginning to the end of the process.

• Starting Activities: Define what triggers the start of the process. For example, in an email campaign, the starting activity might be receiving a list of leads. Clearly state what marks the beginning of the process to avoid any confusion. This could be an external event (like receiving a client request) or an internal trigger (like the completion of a previous task).
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• Detailed Steps: Break down each step in the process. For instance, if the process is sending an email, steps might include opening Gmail, drafting the email, selecting a recipient, and hitting send. Be as detailed as possible, listing every action that needs to be taken. This level of detail helps ensure that nothing is overlooked and that each step is performed consistently.
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• Ending Activities: Clearly define what signifies the end of the process. This could be sending the email, receiving a response, or logging the activity in your CRM. By having a clear end point, you can measure the process's success and determine when it has been completed.
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• Sub-Processes: Identify any sub-processes that might be part of the larger workflow. For example, sending an email might include sub-processes like preparing an email template or verifying contact information. Document these sub-processes separately but link them to the main process for easy reference.
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• Visual Mapping: Use flowcharts and diagrams to visually map out the process from start to finish. Tools like Lucidchart or Microsoft Visio can help create clear and professional visual representations. These diagrams can be included in your SOPs and training materials to provide a visual aid that complements the written instructions.

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By clearly mapping out the start and end activities, you create a roadmap that ensures consistency and completeness. This detailed documentation is essential for training new employees and for maintaining high standards as your business grows.

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Step 3: Identify Process Objectives, Inputs, and Outputs

Setting Clear Objectives

Every process should have a clear objective. Without a defined goal, it’s difficult to measure success or understand the purpose of the process.

• Objectives: Define what you aim to achieve with the process. For example, the objective of an email campaign might be to nurture leads and convert them into clients. Objectives should be specific, measurable, achievable, relevant, and time-bound (SMART). For instance, "Increase email open rates by 20% over the next quarter" is a clear and measurable objective.
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• Inputs: Identify the resources needed to complete the process. This might include tools, templates, or specific data. Inputs are the raw materials or information required to execute the process. For an email campaign, inputs could include a list of leads, email templates, and access to an email marketing platform.
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• Outputs: Determine what the expected results are. Outputs could be sent emails, generated leads, or sales conversions. These are the tangible results of the process. Clearly define what constitutes a successful outcome so that you can measure and evaluate the process's effectiveness.
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• KPIs (Key Performance Indicators): Establish KPIs to monitor the performance of the process. KPIs could include metrics like email open rates, click-through rates, or conversion rates. Tracking these indicators helps you assess whether the process is meeting its objectives and identify areas for improvement.
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• Documentation of Inputs and Outputs: Create a detailed list of all necessary inputs and expected outputs. This should be included in your SOP to provide clarity and ensure that everyone involved in the process understands what is needed and what to expect. Include any specific formats, templates, or tools required for the inputs.

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Having clear objectives, inputs, and outputs ensures that every process is aligned with your business goals and that everyone understands what is required and what to expect. This clarity is essential for maintaining focus and measuring the success of your processes.

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Step 4: Create Standard Operating Procedures (SOPs)

The Role of SOPs

Standard Operating Procedures (SOPs) are essential for maintaining consistency and efficiency in your processes. An SOP outlines each step in a process in detail, ensuring that tasks are performed correctly every time.

• Detailed Instructions: Write detailed instructions for each step in the process. Include screenshots or videos where necessary to illustrate complex tasks. Each step should be clear and concise, making it easy for anyone to follow. For example, an SOP for onboarding a new client might include steps like "Send welcome email," "Schedule introductory call," and "Set up client profile in CRM."
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• Templates and Resources: Provide templates and other resources that employees might need. For example, email templates, checklist formats, and access to required software. These resources help standardize the process and save time. Include links to these resources within the SOP for easy access.
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• Visual Aids: Use diagrams, flowcharts, and other visual aids to complement the written instructions. Visual aids can make complex processes easier to understand and follow. For example, a flowchart showing the steps in a sales process can help employees visualize the workflow.
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• Review and Update: Regularly review and update SOPs based on feedback from employees and changes in the workflow. An outdated SOP can lead to confusion and inefficiency. Schedule regular reviews to ensure that all SOPs remain current and relevant.
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• Training and Implementation: Train employees on how to use the SOPs. Provide hands-on training sessions and ensure that employees have access to the SOPs whenever they need them. Use tools like Loom to create video tutorials that walk employees through each step of the process.

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SOPs are critical for training new employees and ensuring that everyone follows the same procedures, leading to higher efficiency and fewer errors. They serve as a reference guide that employees can rely on to perform their tasks correctly and consistently.

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Step 5: Identify Process Owners

Assigning Responsibility

Every process needs a designated owner. The process owner is responsible for overseeing the process, ensuring it runs smoothly, and making improvements as needed.

• Assigning Owners: Assign a specific person or role as the process owner. This could be an operations manager, a team leader, or another senior staff member. The owner should have a deep understanding of the process and the authority to make decisions. For example, the owner of the sales process might be the sales manager, who is responsible for ensuring that all sales activities are carried out efficiently.
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• Responsibilities: Clearly define the responsibilities of the process owner. This includes monitoring performance, providing training, and updating the process as needed. Responsibilities should be documented in the SOP and include specific tasks like "Review process performance monthly," "Conduct training sessions for new employees," and "Update SOPs based on feedback."
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• Accountability: Hold process owners accountable for the performance of the process. Regularly review their work and provide feedback. Establish performance metrics and goals for process owners to ensure they are effectively managing their responsibilities. For example, set targets for lead conversion rates or customer satisfaction scores.
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• Support and Resources: Provide process owners with the support and resources they need to succeed. This might include access to additional training, tools, or staff. Ensure that process owners have everything they need to manage their processes effectively and make improvements.
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• Continuous Improvement: Encourage process owners to seek continuous improvement. They should regularly review and refine the process to enhance efficiency and effectiveness. Implement a system for capturing and implementing suggestions for improvement, and recognize process owners for their contributions to process enhancement.

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By assigning process owners, you ensure that there is always someone responsible for maintaining and improving the process. This accountability helps ensure that processes are followed consistently and that any issues are addressed promptly.

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Step 6: Manage the Level of Detail

Balancing Detail and Simplicity

When documenting processes, it's important to strike a balance between providing enough detail and keeping the instructions simple and easy to follow.

• Detail Management: Include all necessary steps and details but avoid overcomplicating the instructions. Use bullet points, numbered lists, and clear headings to organize the information. This helps ensure that the SOPs are easy to read and follow. For example, if the process involves handling customer inquiries, break down the steps into clear, manageable actions such as "Receive inquiry," "Log inquiry in CRM," "Respond to inquiry," and "Follow-up."
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• Chronological Order: Arrange the steps in a logical, chronological order. This makes it easier for employees to follow the process without getting confused. For instance, an SOP for a sales process might start with lead generation, followed by lead qualification, then sales presentation, and finally, closing the deal.
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• Use of Tools: Utilize tools like Google Docs, ClickUp, or other project management software to create and manage SOPs. These tools can help organize information and make it accessible to everyone. They also allow for easy updates and version control, ensuring that everyone always has access to the most current information.
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• Subtasks and Dependencies: Identify any subtasks and dependencies within the process. Clearly indicate which steps depend on the completion of previous steps to avoid confusion. For example, in a product development process, the design phase might need to be completed before moving on to the prototyping phase.
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• Clarity and Precision: Ensure that each step is described with clarity and precision. Avoid jargon or overly technical language that might confuse some team members. Instead, use straightforward language that can be easily understood by everyone involved.

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By managing the level of detail effectively, you ensure that your SOPs are comprehensive yet easy to understand and follow. This approach helps maintain consistency and reduces the likelihood of errors or omissions.

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Step 7: Use Standardized Mapping Conventions

Consistency in Documentation

Standardized mapping conventions help ensure that all processes are documented consistently. This makes it easier for employees to understand and follow the procedures.

• Naming Conventions: Use clear and consistent naming conventions for all documents and processes. This helps avoid confusion and makes it easier to find specific documents. For example, name SOPs in a way that clearly describes their purpose, such as "SOP - Customer Onboarding" or "SOP - Monthly Financial Reporting."
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• Symbols and Flowcharts: Use standardized symbols and flowcharts to map out processes. Tools like Lucidchart, ClickUp, and Figma can help create visual representations of workflows. Standard symbols (e.g., ovals for start/end points, rectangles for tasks, diamonds for decisions) ensure that everyone can easily interpret the diagrams.
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• Formatting: Keep formatting consistent across all documents. This includes font styles, headings, and layout. Consistency in formatting enhances readability and professionalism. For instance, use the same font type and size for all headings, and ensure that bullet points and numbered lists follow a uniform style.
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• Templates: Develop and use templates for SOPs and other process documents. Templates provide a consistent structure and make it easier to create new documents quickly. Include sections for objectives, inputs, steps, outputs, and any relevant notes or tips.
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• Document Control: Implement a document control system to manage versions and updates. Ensure that only the latest versions of documents are in use, and keep a record of changes for reference. This helps prevent confusion and ensures that everyone is working with the most accurate information.

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Standardized mapping conventions make it easier for employees to understand processes and ensure that all documentation is uniform. This consistency is crucial for maintaining high standards and ensuring that everyone follows the same procedures.

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Step 8: Get Agreement on the Process

Ensuring Buy-In

It’s crucial that everyone involved in the process agrees on the steps and understands their role. This ensures that the process is followed correctly and can be improved based on feedback.

• Team Agreement: Before finalizing a process, ensure that all team members agree on the steps. Hold meetings to discuss the process and gather feedback. Use these meetings to address any concerns or suggestions from the team and ensure that everyone understands the importance of their role in the process.
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• Feedback Mechanisms: Establish mechanisms for continuous feedback. Encourage employees to suggest improvements and report any issues they encounter. Set up a system where feedback can be easily submitted and reviewed, such as regular team meetings, an online feedback form, or a dedicated feedback channel in your communication platform.
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• Iteration and Improvement: Use the feedback to iterate and improve the process. Regular updates ensure that the process remains relevant and efficient. Schedule periodic reviews of the process to incorporate feedback and make necessary adjustments. This iterative approach helps keep the process aligned with the evolving needs of the business.
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• Communication and Transparency: Communicate changes and updates to the process clearly and transparently. Ensure that all team members are aware of any modifications and understand why they were made. Use communication tools like emails, newsletters, or team meetings to disseminate this information.
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• Documentation of Changes: Document any changes made to the process and the reasons behind them. This documentation provides a reference for future reviews and helps maintain a clear history of the process's evolution. Include a change log in your SOPs to track updates and their impact.

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Getting agreement from the team ensures that everyone is on the same page and committed to following the process. This collective buy-in is essential for maintaining consistency and achieving the desired outcomes.

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Step 9: Document and Train

Documentation and Training

Once the process is finalized, it’s essential to document it thoroughly and train your team on how to follow it.

• Comprehensive Documentation: Ensure that all steps are clearly documented. Include any necessary resources, templates, and contact information for support. Comprehensive documentation serves as a reference guide that employees can rely on to perform their tasks correctly. Include visual aids like screenshots, flowcharts, and videos to enhance understanding.
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• Training Sessions: Conduct training sessions to educate your team on the new process. Use a combination of written instructions, videos, and live demonstrations to cater to different learning styles. For example, hold a workshop where you walk through the process step-by-step and allow employees to practice under supervision.
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• Ongoing Training: Provide ongoing training and support. Regularly review the process with your team and offer refresher courses to ensure everyone remains up-to-date. Schedule periodic training sessions to reinforce the process and address any new developments or challenges.
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• Role-Playing and Simulations: Use role-playing exercises and simulations to help employees practice the process in a controlled environment. This hands-on approach helps reinforce learning and allows employees to ask questions and receive immediate feedback.
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• Assessment and Evaluation: Assess employees' understanding of the process through quizzes, tests, or practical evaluations. This helps ensure that they have grasped the necessary skills and knowledge to perform the process effectively. Provide constructive feedback and additional training if needed.

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Proper documentation and training are crucial for ensuring that the process is implemented correctly and consistently. This thorough preparation helps minimize errors and ensures that everyone is capable of following the process accurately.

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Step 10: Convey Management Commitment

Commitment and Continuous Improvement

Management commitment is essential for the success of any process. Show your team that you are committed to the process and willing to support them in following it.

• Lead by Example: Demonstrate your commitment by following the process yourself and encouraging others to do the same. When management visibly adheres to the process, it sets a positive example for the rest of the team. Participate in training sessions and provide feedback to show that you are actively engaged.
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• Provide Resources: Ensure that your team has all the resources they need to follow the process effectively. This includes access to tools, training materials, and support. Make sure that any necessary software, hardware, or other resources are readily available and maintained.
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• Regular Reviews: Conduct regular reviews of the process and its performance. Use these reviews to identify areas for improvement and make necessary adjustments. Schedule quarterly or bi-annual reviews to assess the effectiveness of the process and implement changes based on feedback and performance metrics.
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• Recognition and Incentives: Recognize and reward employees who consistently follow the process and contribute to its improvement. Use incentives such as bonuses, awards, or public recognition to motivate adherence and encourage continuous improvement.
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• Continuous Improvement Culture: Foster a culture of continuous improvement by encouraging innovation and experimentation. Empower employees to suggest and implement changes that enhance the process. Provide opportunities for professional development and training to keep the team engaged and skilled.

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Conveying management commitment ensures that the process is taken seriously and followed by everyone in the organization. This commitment fosters a culture of accountability and continuous improvement, leading to sustained success.

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Conclusion

By following these 10 steps, you can automate your business like an engineer and achieve greater efficiency and scalability. Involving your team, mapping workflows, setting clear objectives, creating SOPs, and leveraging technology are all crucial elements of a successful automation strategy. Proper documentation, training, and management commitment ensure that your processes are implemented consistently and effectively. Start automating your business today to streamline operations, reduce manual effort, and scale your business to new heights. If you found this guide helpful, subscribe to our channel for more insights and strategies to boost your real estate wholesaling business.