Episode 342: What’s The Difference Between Systems And Processes?

Systems and processes
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Are systems and processes the unsung heroes that make or break a business? Think about it for a moment. Just like gears in a well-oiled machine, these unassuming elements play a vital role in the day-to-day operations of any successful venture. They ensure smooth functioning and optimal performance, helping businesses scale, avoiding costly mistakes, and maximizing efficiency. Without them, chaos reigns, opportunities slip away, and growth becomes an uphill battle. Join us as we unveil the secrets behind these powerhouses of business success.


Get ready for an exciting episode of the Bella in Your Business podcast! Join me as I take a deep dive into systems and processes in business. Trust me, you don't want to miss out on what's coming up in June. With ChatGPT and other Ai technologies taking the world by storm, it's crucial that your business stays ahead of the game, especially when it comes to hiring. That's why this month, I'll be teaching you how to leverage Ai in your hiring process and take your business to the next level.


But wait, there's more! I'm thrilled to announce a pop-up group called "Hiring with AI for Your Pet Business" that I'll be hosting in June. You'll learn all the insider tips and tricks to make the most of A. I in your hiring process. And as a special treat for our podcast listeners, I'm offering a discount of $20! So tune in to this engaging episode and get ready to take your business to new heights. Don't forget to check out my website for more information. Let's make your business thrive!

Topics & Key Points

  • Importance of systems and processes
  • Ways to implement systematic approach
  • Utilizing AI for hiring in your pet business
  • The crucial functions of systems and processes in daily business operations
  • How systems facilitate scalability in a business
  • How systems pave the way for scalability 
  • Optimizing workflows through streamlined processes
  • The potential of AI in supporting diverse systems and processes


[01:02] An overview of systems and processes. [02:49] Upcoming topic and how to leverage AI in the  hiring process [08:15] Costly mistakes businesses can make without efficient systems and processes. [10:46] The roles of systems [13:27] The power of a process [15:55] Key takeaway [16:21] AI hiring group announcement [16:54] Discount code for hiring with AI for your pet business

Notable Quotes

[00:04:17] “If you are solving the same problem again and again, it's one of the reasons why you're burnt out, overworked, stressed out, and feel like you're running in a thousand different directions. You should not be solving the same problem multiple times. That is called insanity and you need to systematize the solution.” [00:04:34] [00:08:53] “Systems and processes play a vital role in the day-to-day operations of a business. They are like the gears of a well-oiled machine, ensuring smooth functioning and optimal performance. Without effective systems and processes, businesses can struggle to scale, face inefficiencies, and even experience costly mistakes.” [00:09:11]  [00:10:20] “When you have well-designed systems and processes, they become your secret weapon for efficiency, consistency and growth. They allow you to automate routines, delegate effectively, and focus on strategic decision-making.” [00:10:33]  [00:10:47] “Systems provide a framework that establishes order and structure in your business operations. They act as a set of predefined rules, guidelines and procedures that everyone in your team follows.” [00:11:00]  [00:14:17] “Processes help identify and eliminate bottlenecks within your business operations. Bottlenecks are the points of your workflow where your work gets stuck and it causes delays and inefficiencies. By now analyzing your processes, you can identify these bottlenecks and implement strategies to remove or mitigate them.” [00:14:38]  [00:15:55] “Systems and processes are not competitors, but rather complementary elements. In building a successful business. Finding the right balance between the two is crucial.” [00:16:05]

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Welcome to another episode of Bella in your business. My name is Bella Vasta. And good morning, it is Memorial Day 2023 It is May 29. I am still in my pajamas. It is 10 o'clock in the morning and this podcast needs to come out in a couple of days. Which is why I am not. For all of you YouTube watchers. I know there's a lot of guys that love to watch it on YouTube. I am not doing a video today. I'm just not okay. And I think this is actually really poignant today. Because it's kind of a lesson in you just like everything's not going to be perfect all the time. Do I want to you know, get on camera and get camera ready and do all of that. Yes, but my life just does not allow for that to happen right now. And so in true Bella fashion, we are going to ebb and flow. But at the end of the day, we're still going to get it done. Okay, we're not going to miss a podcast episode. Because you all like notice if that ever happens. The only time that usually ever happens is around Christmas and New Year's, where we do take it off. But I also have something else really cool to share with you today, we're going to talk about systems and processes and the difference between them. Because truth be told, it's something that a lot of people need help with myself included. Imagine that. But you know, we got some feedback last week that I wanted to share with you because it was actually really perfect and very much in alignment with what I am about to tell you today. And I couldn't believe the synergy of it. And so give me one second. I'm gonna sit here and play it for you. This is Becky from paws around Motown up in Michigan and she is a mastermind member. She's better marketing with Bella. We had an intensive I went to Chicago for an intensive like two years ago now I think it is and or two summers ago. And she flew down from Michigan and we met for the day and we like ironed out her entire hiring process where her process we're going to talk systems and processes today is so lethal. It's amazing. She ends up getting people for the final interview that she ends up hiring and then they end up staying with her because she's worked on the I'm just I'm like literally so proud of her. If you want evidence that what we work on works, definitely check her out pause around Motown. But listen to what Becky said about the podcast, and how she uses it to help leverage it as free training for her staff. Here we go. Let's talk Bella in your business. Can I just tell you how I use this valuable training tool. I listened to it in my car. And if I think I'm not going to remember which episode strikes me, I take a picture of the screen so I know what episode it is. And then I like to go back and listen to it again. And take notes, all those juicy little nuggets. And then whatever is suitable for me and my business. I'll put together my version. And I'll roll it out to my staff. Thank you, Bella and your business. Okay, how fabulous is that? Like? How amazing is it that she has systematized the entire process of the podcast and then passes it on to her staff. I love it. And it's funny because I posted that on my Instagram. If you guys aren't following me on Instagram yet go hit it up right now. Bella Vasta. I'm sorry, instagram.com, forward slash Bella Vasta. And you'll see all kinds of things on there. And it was cool, because when I posted it, Tracy was like, oh, yeah, I do this too. This is amazing. And Morag said the same thing as well. So they're also both better marketing and Bella, and mastermind members, all three of them. And it's no wonder that, you know, they're jumpers, jumpers jump jumpers do things. And so I encourage you, if you want to be a jumper, you want to start systematizing things and you know, working smarter, not harder, definitely join our community. But today, we're gonna get into systems and processes. I want to kind of, you know, drop some nuggets on you and make you think about how are you doing things that you do. And I'm going to preface this entire thing by saying is, what is something what is a problem that you are solving constantly? Because if you are solving the same problem again and again, it's one of the reasons why you're burnt out, overworked, stressed out, feel like you're running in 1000 different directions, you should not be solving the same problem multiple times. That is called insanity. And you need to systematize the solution. Okay. This means getting new clients, it means getting new employees. It means onboarding, training. It means confirmations. It means charging it means everything in your business. Now I know because I used to be one of these people that think that if you systematize something, then all of a sudden you take away that personnel the personality, or you now don't have control. Yeah, it's good that you don't have control over it like solve it. Once and for all, and move on to other things, okay? And there are many ways that you can systematize things where you don't actually give up that personality or that personal touch. So we're gonna, we're gonna really get into it today. And then at the end, I have a really important announcement, which honestly, I can't even wait to tell you. So I'm going to tell you right now, you all know about AI, artificial intelligence, huh? Yep. Well, we already started talking about in the mastermind last month, and I've been working on something really, really big for you guys. In July, for the first time in five years, we're actually changing up the tempo, the tempo, the the topics that we talked about, we usually talk about the same topics. And they're on a rotation of every 12 months. And in July, we're going to be talking about artificial intelligence, and we're going to be teaching you exactly how to leverage it for your company. But before we do that, in June, it's going to be actually the dates are going to be June 12, to the 26th, I'm hosting a pop up group called hiring with AI for your pet business, it's only going to be $47, just like the last hiring group I did. And if you go to jump consulting, dotnet forward slash hiring AI, and use the code ai 20, that'll get you $20 off. So it'll only be 20 $27. So that's jumpconsuIting.net/hiringai, and use the code AI20, it'll get you $20 off. And it's going to basically be a two week group that we're going to do for anyone in the pet industry. And I'm going to show you how AI is going to help you and where you should be using it in your hiring process. So many of you say I don't know what questions to ask, I don't know what phases should look like, I don't know how to determine if they're giving me good answers are bad answers. I don't know what my job offer letter should say, I don't know what your my job description should say, I don't know what my 30 day 90 day 60 day whatever review should be, I don't know what I should do in training. Okay. There's so much stuff you guys that artificial intelligence AI can help you out with. And it is there are so many different sites. And what I'm going to do in this group is in those two weeks, I'm going to give you a beginner intro course to it. And I'm going to share some different things that you should be considering adopting into your hiring process. Back in February, we had a wildly successful group. And it was all about hiring. And now what we're gonna be doing is we're gonna be talking about, about how you can leverage AI to help your hiring process, okay. And then the following month when that when that those two weeks end, in the mastermind, we're going to be doing lots of tutorials I have some experts coming in. And I really want to preface this by saying Guys, this only really started like, well, chat GPT started and got a million followers in five days that broke a record with anything. And that was in December, I was one of those million. And I've been using it for quite some time now. And I'm really excited about it. But I am in no way, shape or form an expert I am learning just along with you guys, I might just know a few more experts, or I might have leveraged and made mistakes and things. And that's what that's what I want to bring you along with. Because this is not going to hit our industry probably for a year, our industry will not like on on an association level, they're probably not going to start talking about it for a year. And when they do, it's going to be pretty remedial. And if you're a jumper, you jump. If you're a jumper, you understand what's coming up. If you're a jumper, you understand how to work smarter, not harder, you get your business running on systems and processes. And without further ado, we are going to talk about systems and processes now. I will remind you about all that goodness at the end of the show, or you can just press record or rewind a little bit and get that back. But listen, systems and processes play a vital role in the day to day operations of a business. They're like the gears of a well oiled machine, ensuring smooth functioning and optimal performance. Without effective systems and processes. Businesses can struggle to scale face inefficiencies, and even experience costly mistakes. Okay, some of the costly mistakes that come to my mind is our episode last week with Joey Coleman, if you have not listened to that, you need to just pause this right now and go listen to it. Because it is powerful, powerful, and oh my gosh, I can't even believe I forgot to even say this. But tomorrow as in like June 2, we are going to be having a mini training. So if you go by his book, never lose an employee and you email it to faith@joeycoleman.com You can get in on that mini training and it's for the pet industry. Guys. He has revolutionized the way that we have done things with customers, how we've done our 100 days how we've retained customers, not only my company, but a lot of my petsitting companies as well. Alright, getting back to it because I'm not going to go on to any more tangents I promise. So I want you to just like picture this, let's let's get on the same page here. Like you're a business owner, and you're juggling multiple tasks, you're managing your team handling customers. But without systems and processes in place, chaos can quickly take over, you might find yourself reinventing the wheel for every task wasting precious time and feeling overwhelmed. However, when you have a well designed systems and processes, they become your secret weapon for efficiency, consistency and growth. They allow you to automate routines delegate effectively and focus on strategic decision making. Now, let me also say if you are a solo sitter listening to this, this applies to you as well. I would even argue even more so because there's only one of you and you really need to have systems and processes. So the roles of systems systems provide a framework that establishes order and structure in your business operations. They act as a set of predefined rules, guidelines and procedures that everyone in your team follows. By implementing systems, you can ensure that tasks are performed consistently and effectively. Regardless, regardless of who's handling them. Consistency is key in developing high quality products or services to your customer. With well defined systems in place, you can ensure that every step of your business process is carried out in a standardized manner. It is not only enhances customer satisfaction, but it also builds trust and credibility for your brand. I want you to think back to like, you know, you I was in Munich A while ago, and I went to McDonald's. And guess what a Big Mac is the same as in Munich as it is in Scottsdale, Arizona. You know why? Because of their systems and processes. It provides that consistency, I trust McDonald's, because I know that I could go and get it. Now. I don't eat McDonald's anymore. It really hurts my stomach, side note. But no judgment, anyone who does. I love all other kinds of fast food side note. So I want you to think that like systems pave the way for scalability, because you have systematize it, you're not solving the same problem all the time. as your business grows, systems enables you to replicate and replicate your processes throughout different departments, locations, or even franchises. This consistency allows you to maintain control over your operations and ensures the quality of your products or services remain intact. So this is a reason why I tell some of you do not expand, don't open up another territory, because Oh, you think that you have clients or you think you have an employee over there. If you are struggling where you're at, you're gonna be struggling where you go. So we need to get your home base locked in and secured first. So think of systems is the backbone of your business, providing a solid foundation for growth and expansion. They empower you to delegate tasks competently, knowing that they will be executed consistently and effectively. Another good example of this is I know a lot of you guys are bringing on office staff. And you're really building up that internal operations, which I love seeing, because it means your business is growing. But oftentimes you don't have a pot to piss in. You don't have anything written down, you don't have any systems established, you're doing something at 10 hours, that really you should be doing it two hours. So the very first thing before you get any kind of help, or you delegate, you need to make sure you have systems and processes. Because if you have that feeling that you're like, oh my gosh, I don't know if they know what I need. It's because you don't have systems. All right. So the power of a process is, are essential components that contribute to the overall success of a business. There are a series of steps, actions and tasks that are carefully designed to achieve a specific outcome. Effective processes have the power to streamline workflows, eliminate bottlenecks, and significantly increase productivity. We have been doing this constantly with better marketing with Bella, if you guys saw behind the scenes on that it's freakin amazing. One of the primary benefits of a while well defined process is the ability to streamline workflows. By mapping out the sequences of tasks required for a particular activity, you can identify and eliminate any unnecessary or redundant steps. This streamline approach not only saves time, but also reduces the chance of errors or rework. Additionally, processes help identify and eliminate bottlenecks within your business operations. bottlenecks are the points of your workflow where your work gets stuck, and it causes delays and inefficiencies. By an out analyzing your processes, you can identify these bottlenecks and implement strategies to remove or mitigate them. The results in smaller operations and are fast. The results are smooth, smoother operations and faster turnaround times and they contribute to increase productivity. So when the tasks are clearly defined and documented, employees can easily follow the prescribed steps reducing ambiguity, ambiguity and can fusion. And this clarity fosters a culture of efficiency, allowing your team to work more productively, and deliver deliver results in a timely manner. It helps your company culture, it makes them feel like they are doing a good job because there's no like confusion. There's a solid foundation and a solid ground for them to build on. So we learned that systems provide the structure consistency and scalability necess necessary for effective operations, they act as a guiding as guiding principles that ensure tasks are performed consistently and enable businesses to grow and expand with ease. On the other hand, processes is a crucial role in driving the business efficiency. They streamline workflows, eliminate bottlenecks and increase productivity by providing clear guidelines and optimizing the sequence of tasks required to achieve desired outcomes. So the key takeaway here is that systems and processes are not competitors, but rather complementary elements. In building a successful business, finding the right balance between the two is crucial. So I really want you to think about where can you improve on this? And did you just kind of lump systems and processes is one word because they're two, they're two different words, they do two different things. So listen, I want you to really get in on this AI hiring group that we're doing. Because as we're talking systems and processes, ai ai is going to help you with that. All right. And again, the mastermind is is sponsoring it, jumpconsulting.net/mastermind, the jazz HR is also sponsoring it, jumpconsulting.net/jazzhr and also pet care team training, where you can train your team in two hours or less and get them certified or double certified in four hours or less. That's petcareteamtraining.com Don't forget to hit up jumpconsulting.net/hiringai and use the code AI20 for $20 off so that two week group will only be a measly little $27. I'm about to blow your mind, once again, being the first in the industry to talk about something because that's how we do at jump consulting. So if you want to be a jumper, jump on over to jumpconsulting.net/hiringai and use the code AI20. Until next time, folks, we will see you I hope you all have had a really great Memorial Day weekend, which was already happening and also a great week this week. And I'll see you again next week. Remember when life gets you down? Always keep jumping by now

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