Episode 289 - The Case for Systems

Release Date: November 5, 2024
Host: Annemie Tonken
Podcast: This Can't Be That Hard

Introduction

In Episode 289 of This Can't Be That Hard, host Annemie Tonken delves into the critical role that systems play in running a successful photography business. Through relatable analogies and practical advice, Annemie illustrates how implementing structured processes can transform chaotic operations into efficient, profitable endeavors.

The Grocery Store Analogy ([00:00] - [04:15])

Annemie begins the episode with a vivid personal story that sets the stage for her main argument:

"Going to the grocery store with no list is not all that different from trying to manage your schedule and your business kind of by the seat of your pants." ([00:00])

She recounts a morning where an unexpected appointment led her to a hastily planned grocery shopping trip. Without a list or meal plan, she ended up overspending and purchasing unnecessary items, ultimately having to return to the store to correct her mistakes. This scenario serves as a metaphor for businesses operating without established systems:

• Lack of Planning: Just as a grocery list prevents impulse buys and ensures necessary items are purchased, business systems prevent oversights and ensure all aspects of the business are addressed.
• Increased Costs and Time: Unplanned shopping led to wasted money and time, paralleling how disorganized business operations can result in inefficiencies and increased stress.

Running Your Business Out of Your Brain ([04:44] - [15:46])

Transitioning from her personal anecdote, Annemie shares her early experiences managing her photography business without formal systems:

"When I first started my business, I definitely ran my business out of my brain... It became very easy to miss things." ([04:44])

She highlights several challenges faced when relying solely on mental management:

• Missed Tasks: Important tasks can be overlooked, leading to potential client dissatisfaction.
• Inefficiency: Time is wasted constantly checking and rechecking to ensure nothing is forgotten.
• Stressed Mindset: Holding everything in her head caused unnecessary worry and limited her ability to focus on growth and creativity.

The Importance of Systems in Business ([04:44] - [15:46])

Annemie emphasizes the necessity of transitioning from mental management to structured systems:

"The tiny effort that it requires to sort of think at that systemic, systematic level when you are going about the tasks of your day will pay huge dividends in the long run." ([15:00])

She outlines a step-by-step approach to implementing effective systems:

1. Create a Comprehensive List Before Shopping ([04:44] - [05:30])

   • Business Parallel: Just as a grocery list prevents unnecessary purchases, a business to-do list ensures all tasks are accounted for.
   • Benefit: Reduces impulse decisions, saves time, and ensures important tasks are not forgotten.

2. Develop a Meal Plan Before Shopping ([05:31] - [07:15])

   • Business Parallel: Planning services or products in advance allows for better resource allocation and reduces waste.
   • Benefit: Enhances efficiency and aligns purchases with business goals.

3. Establish Overarching Goals and Priorities ([07:16] - [10:00])

   • Business Parallel: Defining clear business objectives helps in making informed decisions that align with long-term goals.
   • Benefit: Ensures that daily operations contribute to overarching business aspirations, such as revenue targets or market expansion.

Practical Applications for Photographers ([10:01] - [15:46])

Annemie provides concrete examples tailored to photographers on how to integrate systems into their businesses:

• Standardizing Invoices and Products ([10:01] - [12:30])
  • Example: Instead of creating custom invoices for unique client requests on the fly, photographers should develop pre-defined products within their CRM or invoicing software.
  • Benefit: Streamlines the billing process, ensures consistency, and reduces the likelihood of errors.

"You've done future you the favor of having that documented." ([12:00])

• Creating Checklists for Specific Services ([12:31] - [14:00])

  • Example: For add-on services like business headshots, develop a detailed checklist outlining each step required to deliver the service.
  • Benefit: Guarantees that all client expectations are met systematically, enhancing customer satisfaction and repeat business.

• Integrating New Services into the Business Model ([14:01] - [15:46])

  • Example: If there's a recurring demand for a particular service (e.g., LinkedIn profile photos), make it a standard offering with clear pricing and procedures.
  • Benefit: Opens additional revenue streams and embeds the service into the business infrastructure, facilitating easier promotion and delivery.

Key Takeaways

• Systematization Enhances Efficiency: Implementing structured processes reduces time wasted on repetitive decisions and minimizes errors.

• Clarity in Operations: Systems provide a clear roadmap for daily tasks, ensuring alignment with broader business goals.

• Stress Reduction: Organized operations free up mental space, allowing business owners to focus on creative and strategic initiatives.

"Reducing errors, reducing inefficiencies, reducing the time that you spend, and ultimately increasing the amount of money that you can make." ([14:30])

Conclusion

Annemie wraps up the episode by reinforcing the profound impact that systems can have on a photography business. By moving from ad-hoc management to structured processes, photographers can achieve greater profitability, sustainability, and personal satisfaction.

For more insights and actionable strategies, tune in to Annemie Tonken's This Can't Be That Hard podcast, where she continues to empower photographers worldwide to build businesses they love.