It’s a new year, folks, and that means it’s time for the annual “new year, new you” chant. But instead of tackling a juice cleanse (which no one really sticks to), why not cleanse your business systems instead? Yep, it’s time to dust off those spreadsheets, tackle the tangled mess of your software subscriptions, and make your operations as smooth as a kangaroo hopping along the beach.
This guide will show you how to audit your business systems with a little flair—and maybe even have a laugh along the way.
Why Auditing Your Business Systems is a Game-Changer
Let’s face it, running a small business can sometimes feel like wrestling a croc – chaotic and downright exhausting. But when your systems are running like a well-oiled machine, everything gets easier.
By auditing your business systems, you can:
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Save time by cutting out useless apps.
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Save money by ditching tools you’ve forgotten you’re paying for.
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Create workflows that don’t feel like pulling teeth.
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Lay a foundation for scaling up when your big break comes (because it’s coming, mate).
Step 1: Review Your Current Tools and Software
First up, grab a cuppa and list every bit of software or tool your business uses. From your accounting system to social media scheduling, take stock of the lot. Then ask yourself the hard questions:
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Is this tool actually helping, or is it just collecting dust?
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Does it integrate with other tools, or is it as stubborn as a toddler refusing veggies?
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Are there cheaper alternatives?
Step 2: Analyse Your Processes
Next, take a good look at how your business runs. Map out workflows for sales, customer service, and admin tasks. Now, here’s the fun bit – find the clunky bits and fix them.
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Is your team spending hours on manual tasks that could be automated?
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Are there processes that make it feel like hard work?
Drawing a visual map of your processes (on a whiteboard, paper, or using free tools) can help you spot where things get bogged down. A smooth process means fewer headaches and more time for that mid-afternoon Tim Tam break.
Step 3: Check in on Team Roles and Responsibilities
Your team is like your footy team – everyone needs to know their position and play their part. If roles are unclear, confusion kicks in, and things can quickly go pear-shaped.
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Does everyone on your team know what they’re supposed to be doing?
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Do they have the tools and training to do their job well?
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Are there any gaps in skills that could be filled with some quick upskilling?
Clear communication is key. Sit down with your team, shout them a coffee, and chat through what’s working and what’s not.
Step 4: Evaluate Your Customer Experience
If your customers are happy, your business will thrive. So, take a walk in your customers’ shoes (metaphorically, unless you’re in retail, then maybe literally).
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Is your website easy to navigate, or does it feel like wandering through the bush without a compass?
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Are your response times quick enough to keep customers smiling?
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Are there pain points in the customer journey that need ironing out?
Customer feedback is gold, so send out a quick survey or check your Google Reviews to get an honest take. Then, use that feedback to make changes that make your customers go, “Wow, this is great!”
Step 5: Set Goals for Improvement
Once you’ve uncovered the good, the bad, and the downright ugly in your systems, set some clear goals to fix things up. Use the SMART framework:
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Specific: “Fix the 3-day lag in responding to customer inquiries.”
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Measurable: “Bring response times down to under 24 hours.”
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Achievable: “Automate email responses using software like Autopilot.”
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Relevant: “Improving response times will increase customer satisfaction.”
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Time-bound: “Achieve this by the end of February.”
The more specific your goals, the easier they’ll be to achieve—and the more satisfying it’ll be to tick them off your list.
Step 6: Automate Like a Pro
Automation is like having an extra pair of hands that doesn’t need coffee breaks. Whether it’s email marketing, invoicing, or social media scheduling.
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Use Mailchimp for email marketing—it’s user-friendly and saves a tonne of time.
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Try Deputy for rostering and time tracking.
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Explore Canva for creating graphics. Canva integrates with so many programs too.
Small automations can make a big difference to your workload and free you up to focus on the bigger picture.
Step 7: Keep Monitoring and Tweaking
Your business is a living, breathing thing—it changes over time. So, make it a habit to check in on your systems regularly. Set reminders for quarterly reviews, and don’t be afraid to make tweaks as needed. A small change now can save you heaps of time and money in the long run.
Make 2025 Your Best Year Yet
Auditing your business systems doesn’t have to be boring or overwhelming. You’ll have your operations humming in no time. Start your audit today, and make 2025 the year your business shines brighter.
