Are you finding yourself spending more time than you anticipated in your business? Do daily operations depend on your presence to function smoothly? If these situations sound familiar, it’s time to consider developing a business process for your small company. For startups and small business owners, one of the common challenges is establishing robust processes that can keep the business running efficiently without constant oversight. In this article, we’ll explore the difference between personality-oriented and process-oriented businesses and provide actionable steps to help you transform your company into a self-sustaining, process-driven business. ### **Personality-Oriented vs. Process-Oriented Businesses** In a personality-oriented business, the business revolves around the owner's personal involvement. Examples include small local vendors like _Lallulal Gulab Jamun Wala_ or _Gupta Burger Wala_, where the quality of the product is dependent on the presence of the owner. If the owner is absent, the business suffers. On the other hand, process-oriented businesses function independently of the owner’s presence. A great example is McDonald’s, where standardized processes ensure that the quality of food remains the same regardless of the owner’s direct involvement. At **KEVOS**, we advocate for creating process-oriented businesses. Imagine running a business where you could relax on a beach in Australia or even take a family holiday abroad while your business keeps growing. This is possible through developing and implementing Standard Operating Procedures (SOPs). --- ### **Why Develop Standard Operating Procedures (SOPs)?** If you want your business to operate seamlessly without needing constant supervision, SOPs are essential. SOPs are step-by-step instructions that ensure that tasks are carried out consistently and effectively. Here are some key benefits of using SOPs: 1. **Scalability** SOPs enable you to scale your business quickly. For example, if you have a branch in Sydney and plan to open another in Melbourne, SOPs can be shared with the new branch to ensure operations run identically to the first location. This makes it easier to expand without sacrificing quality. 2. **Efficiency** Well-defined processes help employees work more efficiently. Whether you’re producing engineering designs or managing operations, SOPs standardize tasks, saving time and reducing errors. 3. **Consistency in Quality** SOPs ensure that the quality of your products and services remains consistent, no matter who is performing the task. This consistency is critical for building trust with clients. 4. **Uniformity in Performance** When every employee follows the same procedure, the outcome is consistent across all areas of the business, leading to uniformity in performance. 5. **Reduced Miscommunication** Clear SOPs reduce the chances of miscommunication. Whether it’s between departments or team members, SOPs help clarify roles and processes, minimizing confusion. --- ### **Steps to Develop an Effective Business Process** Now that we’ve covered the benefits of SOPs, let’s explore the steps you can take to develop a process for your business. #### 1. **Identify the Problem or Goal** Begin by pinpointing the department or area of your business where you often face issues, whether it’s quality control, productivity, or accounting. Identifying a problem or goal helps you establish the focus for your SOP. #### 2. **Define the Process Boundaries** Clearly define the starting and ending points of your process. For example, if you’re developing a process for customer inquiries at KEVOS, the first step might be receiving the inquiry, and the last step could be delivering the final technical drawing or design. Understanding the full scope allows you to ensure that no steps are missed. #### 3. **Brainstorm with Your Team** Engage your team to map out every activity needed to complete the process. Determine which tasks require specific expertise or resources. For instance, at KEVOS, we would collaborate with our engineers and drafters to create a detailed procedure for producing a technical drawing that meets our client’s exact specifications. #### 4. **Create a Flowchart for Integrated Review** Put the process into a flowchart to visualize the sequence of steps. Assign roles to team members for each step. For instance, when developing a CAD design for a client, we assign tasks like initial drafting, client review, and final adjustments to specific employees. This integrated review ensures every team member knows their responsibilities. #### 5. **Anticipate Problems with the RACI Matrix** The RACI Matrix is an effective tool to ensure accountability and prevent potential issues from arising. Define the roles of team members using the following categories: - **R**: Responsible for completing the task. - **A**: Accountable for ensuring the task is done properly. - **C**: Consulted for advice or expertise. - **I**: Informed about the process but not actively involved. For example, at KEVOS, if a complex design has quality concerns, the "Responsible" person will handle the actual creation, while the "Accountable" manager ensures quality standards are met. Specialists may be consulted if technical issues arise. --- ### **Automating Business Processes** Automation is key to improving efficiency. Start by identifying repetitive or frequent activities in your business. Once you’ve established SOPs, you can consider implementing automation tools to further streamline these tasks. In our case, automating the delivery of CAD files to clients after final review reduces manual follow-up, saving both time and resources. Automation also makes performance management easier. You can track high-performing employees against the expected outcomes outlined in your SOPs. This transparency helps identify areas for improvement and optimizes overall performance. --- ### **Preventing Knowledge Loss** One major risk for small businesses is knowledge loss, especially if a key employee leaves. Without SOPs, all of their valuable knowledge leaves with them. Documenting processes ensures that your business is not reliant on any one person. For instance, if our lead designer at KEVOS moves on, we can onboard a new designer quickly with our detailed SOPs in place, reducing training time and costs. --- ### **Conclusion: From Personality-Driven to Process-Driven** To ensure the long-term success of your business, it’s crucial to shift from a personality-driven approach to a process-driven one. Developing SOPs not only increases efficiency and consistency but also makes scaling your business far easier. Start small, focus on frequently repeated tasks, and expand your SOPs as your business grows. At **KEVOS**, we have successfully implemented SOPs to streamline our engineering and drafting services. This ensures our clients receive the same high-quality service, whether they are in Sydney, Melbourne, or beyond. By adopting these strategies, you can grow your business while gaining the freedom to focus on bigger goals or enjoy well-deserved time off, knowing your company is running smoothly in your absence.