Illuminating Potential

Business Systems

Is the way you are doing things in business the best possible way?

After years of rolling out integrated business systems, this is what we know. Most business owners come to us after having chosen a software solution and ask us to show them how to use it, or to fix a clunky DIY software implementation.

Two Key Business Systems Questions

Most business owners have failed to answer for themselves, two fundamental questions:

  1. Is the way we are doing things the best possible way?
  2. What is the ideal software solution to support the best possible way to do things?

Missing these two questions is why we always start with a Business Systems Discovery.

The way we do business systems is so software solutions work and deliver real value.

Our Take on Business Systems

We view every aspect of how you do business as part of a business system that can be managed and improved.

A business system is really just a grouping of all your checklists, step-by-step procedures and process flows that work together to achieve an end result. These components can be either partially or wholly enabled by software, to guide your team members through the best possible way of doing things.

Ultimately the business system does the work, and your people (yes, humans) run the system.

Creating an effective business system is the best way to produce results that consistently benefit your clients, and remove reliance on you and other key people in your business.

By improving your whole business system, not just the software in use, your team can improve effectiveness and efficiency.

Here’s what we see unfold for business owners, managers and directors:

Increase in client satisfaction
Improvement in individual team member performance
Team members are able to solve process problems on a consistent basis
Ability for team members to work independently and become better organised
Overall reduction in costs and increase in profitability

Business systems can empower the individuals in your business and also enhance team collaboration and communication.

Without a doubt, what we see time and time again is that effective business systems improve daily performance and free up business owners and managers in small and midsize organisations.

Our Approach to Business Systems

Every month we customise and implement business systems to meet the needs of private and not-for-profit organisations.

We use software and sometimes hardware technology to improve an existing business system.

For us, each business system project is two parts. First we start with a Discovery, and then if you choose to go ahead we do an Implementation.

DISCOVERY

Discovery

We discuss your needs and wishes. Review your current processes and software in use. With an understanding of your process requirements we identify gaps, and system criteria.

Often we visit and run a Demo for your key people. Available software options are then presented and a recommendation for your business is made.

The investment decision is left to you. You get to make the best cost/benefit call for your business.

We then provide an Action Plan so you can complete the business system implementation.

The Action Plan enables you to DIY or opt for a paid implementation.

IMPLEMENTATION

Implementation

Based on your Action Plan, the system set up takes place. It involves customisation, testing and fine tuning.

When the system is ready, training is scheduled. Your team may need group training, one-on-one training or a combination of both. We tailor training to suit your team.

Soon enough it is system handover time. You take control and go live.

We provide support in person and virtually, as and when you need it in the first 90 days. Here as your go-to for any tricky questions and until the new business system becomes familiar. With daily use, it never takes too long.

Our Business Systems Clients

We put business systems in for business owners, managers and directors who are running, leading and overseeing a team in an established small or midsize organisation.

These business people place a high value on improving people’s lives, and have a strong service based ethos that infuses the way they do business.

The way a business system works for their team and for their clients is really important. It’s more than function. It’s also look and feel.
Our business system clients come from the following industry sectors:


Architects

Land & Building Surveyors

Building & Construction

Engineering & Fabrication

Branding & Creative Agencies

Consultants

Software We Use for Business Systems

We currently work a lot with Podio, WorkflowMax and Xero, and know which of the add-ons are value for money. We’re also very familiar on alternative software and can walk you through what we know for the industry sectors above, if you choose to work with us.

I can’t thank the team enough for their service, expertise and patience over the past couple of years.

Clint Meldrum, Go Graphics

A Little Ray of Sunshine are really easy to work with and communicative.

Jacqui Otago, Idler Engineering Service

A Little Ray of Sunshine turned on the light for our business!

Pippa Moodie, Aurenda

We are very happy with A Little Ray of Sunshine’s service and how they stay in touch.

Wayne Dufty, DNA Architects

A Little Ray of Sunshine assisted us with implementation and training, which was a very smooth process.

Julie Dennis, Media on Mars

Business Systems FAQs

The first and foremost benefit of a business system is that your team have an easier way to work. If a business system doesn’t make it easier for your people to do their job, it may be challenging to notice the other benefits, such as improved reporting and organisation of jobs.

We ask questions about your business processes to assess what is repetitive and what can be automated, what parts of the process can be sped up by software and how can we reduce duplication.

  • Systems typically come with other benefits too. Such as:
  • Integrated enquiry, job management and accounting software;
  • Easy communication tools for internal and external communication;
  • Understanding of job profitability;
  • Resource management; and
  • Most systems are in the cloud, so they can be accessed anywhere.
Generally a system build can take anywhere between 6 weeks and 6 months. This varies depending on the software and business processes that you need implemented.

For a smaller business (up to 10 people) a system can be built in around 2 months, including System Discovery and System Implementation.

For larger small or midsize businesses of more than 10 people, rolling out a new system can take 3 months or more. Typically here, we’re talking about implementing a sales and project management system, and we walk through System Discovery and System Implementation.

There are a few key factors that come into play when we build a system:

  • The business system itself plays a big part here. If the system is complex to build, it takes longer than an out-of-the-box software option.
  • Availability of a key person who can make decisions on your businesses preferences in the system is also a key factor. There are always parts of a system build that you need to be close to and inform us about, so continued key person availability does impact the project timeline.
Readily available software tools that come prepacked with features typically focus on sales management processes and job management processes, including sales invoices, high level job scheduling and task management, and purchasing.

There are tools that provide greater flexibility to add alternative process flows to this mix. This might include team communication and collaboration, safety management, document sharing, stock and inventory management, human resourcing processes and many more.

Our System Discovery service helps identify what your business system needs from a software tool.

The System Discovery approach is all about getting a good foundation sorted for your business systems project. It is your first step towards a System Implementation.

Or you might have done some of your own internal review and research that informs the set-up Action Plan. Our approach can be flexible to suit you.

If there was one thing that you could come armed with to a Systems Discovery, it would be your frustrations with the current way of working. Most of the time this is common knowledge, but ask around your team first. This helps us to focus on what to improve from your current approach.

Many software solutions like WorkflowMax offer short-term free trials. It’s a fantastic way to get a feel for how the software works.

It’s important to have a plan going into a software trial, especially one that requires you to do a system build to test its functionality. Sometimes if you don’t have a plan, using the software is confusing.

That’s where our team comes in. If the software program is one we work frequently with, we can give you guidance on how to optimise it for your business. If it isn’t one of our usual software programs, we can work with you to identify the benefits and whether it is a good fit.

Our team understand the way that software works to enable business systems and we can compare similar software tools for you.

Whether we are involved in building your business system or not, we can help to create and update your process documentation. With a business system, new and existing team members typically need a User Manual.

Ideally all team members have a user friendly learning experience with a new business system and ultimately, you then achieve consistency in use across the operation.

We can develop a User Manual that meets the relevant quality certification requirements for your business. We’re happy to chat more about this as an option, if this is what you need.

Depends on a number of key factors including your business process complexity, number of people involved in and the software you choose. As a guideline for businesses, here are starting fees:

  • Midsize from $30,000 +GST
  • Smalls from $15,000 +GST
  • Micros from $5,000 +GST

Ready To Move Forward With A Business Systems Discovery?

To learn more about how Business Systems can improve your business, get in contact with us or complete the form below.

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