How to Identify and Fix Weak Spots in Your System

Is your business not operating at maximum efficiency? Fortunately, some problems are easier to spot and fix than you think.

Date
6 April 2021
Author
Liz Case Liz Case
Reading time
Around 3 min

Systems, processes, operations, logistics – every one of these different departments can develop issues. As a business owner, you either oversee all of them yourself or the people responsible for them.

But even with a keen eye, it’s sometimes difficult to spot a problem early on. Let alone address it quickly.

That said, there’s a process that can set you up for improved performance in this area.

Create Clear Separation

Mixing your systems with operations or logistics is like mixing business with pleasure - it can create uncomfortable situations and confusion.

To have a better chance of spotting issues, create a clear separation between your departments. 

Keep in mind that some functions may often overlap. For example, finances and sales or marketing and sales. But you will need a clear separation between them so that you can perform departmental-specific performance reviews.

Hold Meetings With Supervisors and Team Leaders

Once you have a successful business, you can’t run everything on your own anymore. You’ll need other people to assist you in marketing, sales, servicing clients, etc.

It may feel hard to lose that control at first, but you can also think of it as a blessing. 

When it comes to identifying issues across the entire system, it’s best to have less on your plate. You create an efficient system if you put someone in charge of marketing strategy and someone else in charge of actual sales.

Those people will have clear and different goals to focus on. When something goes wrong, you won’t have reason to panic.

Hold a meeting with elected team leaders and ask for a report and status update on the departments they look after. With fewer distractions, you can then make an informed decision on how to proceed.

Promote Communication and Transparency

Sometimes, problems don’t happen at a high level. Maybe it’s one of your other employees who’s messing things up, for example.

That’s why apart from talking to team leaders and supervisors, you have to schedule a time to meet with other staff members and employees, too.

Everyone can get a unique perspective on how a system functions at a certain level. That hands-on experience is something you can’t underestimate, especially since you can only look at the big picture now.

Foster a Problem-Solving Culture

Leading like a tyrant may motivate some people, but not all of them. So learn to reward those that fix things and avoid dumping blame on those that make mistakes. 

Problems can arise when people are afraid to speak up when they first noticed something was off. Emphasise the importance of solving problems in-house and reward those that do.

It will help you identify shortcomings in your system much faster. And, in some cases, it may also prevent the appearance of weak spots in critical functions.

Get Contributions From Everyone

A business is like an engine - it has many moving parts that depend on one another to make the engine run.

Sometimes, the smallest cog in your business can create massive problems. Thankfully, some of these problems you can prevent and others you can fix.

It’s a matter of learning how to do it most efficiently.

This site uses cookies

We use cookies on this site so we can provide you with personalised content, ads and to analyse our website's traffic. By continuing to use this website, you consent to cookies.