Month: February 2023

All systems have holes in them and they all have have flaws. 

These could be programming errors (they do occur, hence the endless round of bug fixes on our phones etc – spot the one in the graphic above!) 

But more often the flaws result from an ever clearer understanding of your business needs. You have a system that could be better. The first step is to name the problem. Then remove all judgement over whose fault it is as this just delays action. Now is the time to brainstorm what could be done to make the system better. 

Sometimes I am asked to modify a system to allow for a missing skill in the staff using the system. This can of course be done and if the staff member(s) provide value elsewhere this might be the right thing to do. However, if by training you can overcome the skill issue, maybe the system does not need to be changed at all.

When a system is changed for this reason it can become “the way things are done”. A few years later the staff member has left and yet those that are left still run the system in this “compensating” way. This is what I call an oxbow lake. The river used to run though here but it no longer does.

The most useful innovation is where a function can be added to the system and it entirely removes a task. So instead of giving the accounting department additional checks for missing data – you just get the sales people to enter the key data before it even gets to the accounting department.

Capture the data when it is easiest – i.e. the first time you become aware of it and well before it becomes a stumbling block.

It may be weeks before it is needed, but when it is, the system can present it to you at the right time and in the right place. 

Here are some typical flaws: 

·     Failing to capture key data, 
·     Redundant processes/functions 
·     Forced to use sub-systems 
·     Any data formatting, 
·     Copying and pasting data, 
·     Data not where you need it
·     Missing search options

If you have an off the shelf system, unless you can find the right tool to overcome these, you are dependant on the software company agreeing that your request is relevant. Then, in due course, the new function might be introduced in an upgrade. This may be months or even years later.

If you have custom software, the change can be implemented quickly – maybe in the next week or even on the day the need is identified.

That is what I do. 

Call me if you would like a bit more responsiveness from your business systems.
Richard – 07771 783 551 

We all know that change starts when there is severe pain or a clear gain.

Most of my clients come to me when they are in severe pain. The system they are using to run their business has failed and “nothing works anymore”. 

Usually they have run the current system for as long as they can but now one of four things has happened:

1. The system crashes and they cannot get it back up and running.
2. A key staff member has left and they were the ones who knew how to keep the old system working.
3. They have landed a job that is too big for the current system to handle or
4. A new staff member arrives and asks why the heck the current system is still in use. 

The client feels that a new system needs to be created from the ground up. Which is true and yet there is a lot of wisdom held both within the current system and in the heads of the people that use it.

Recording what works, what does not and what new functions are needed is a great place to start. 

But note: This point will come around again. Ideally it becomes a regular check up on your systems. It is what improves them over time. Systems cannot remain stagnant – they have to evolve as everything in your company is evolving. 

Sadly some things will not make it to the next generation. But great new things will reveal themselves.

I do this work – I am seeking more of it. If you feel I could help you or someone you know – contact me!

All the systems I create start with a blank page.

However none of them were created from the void. 

All of my clients have legacy systems in place and in those systems is the collected wisdom from several years of making do. Collecting, collating and analysing the existing systems allows the blank page to be quickly filled with solid work. 

The system that is created is a structured version of what they already have plus the wisdom that resides in the heads of those that operate them. 

Parts that are defunct tasks that serve no real purpose are trimmed out, tasks that can be automated disappear. Often hours, even weeks of work, vanish and staff find that they have free time on their hands. 

Recruitment is put on hold as staff can now be re-deployed on more demanding tasks.

Once the system is in place the cycle shown in the diagram above is implemented. Iteration after iteration. Ever increasing efficiency. 

I love working companies that have been around for a 3-10 years and are struggling with spreadsheets or mad assemblies of apps and need an integrated system. 

If you happen to be working on solving the climate crisis that would be even better.

If this is you or if you know of a company that needs help – please get in touch!