HOW TO BUILD SYSTEMS AND STRUCTURES IN AN ORGANISATION

If the iron be blunt and you don’t sharpen it, then you will need to put more strength, wisdom is profitable to direct, truth that is randomly communicated won’t profit you, it must be communicated strategically, it is like building a house and also likened to a chef who revealed all his or her ingredients for a recipe, yet you won’t be able to know the degree and quantity needed to prepare that special dish,

Successful people have systems and structures to guide them, they do this with intent that they don’t need to be present to build that stuff again and the result can be duplicated, replicated and scalable. Systems make it possible that even when the CEO is absent, the company or organization continues its operation.
The beautiful thing about systems is that they minimise biases and sentiments, also systems allow for success to be copied, when there is a structure for a thing, its easy for that success to be replicated, for instance the human body has a unique structure and this makes it easy for doctors to know which part of the human body to focus on whenever there is a part to operate on.

Systems and structures provide a basis for commendation, for correction, for promotion and demotion as well without interference or partiality. Profitable compromise become useful when there is already a standard. Nothing great is built based on sentiments, just like a court case is tried based on certain rules and laws already written and constituted by the arms of government
Even as individuals, we must have a value system (code of conduct) and a modus operandi (way things are done) and this must be in line with your strong beliefs, convictions. Same with organisations, a compendium should be created of all the systems, structures, values and operations, this should be used in training the staff upon resumption. Imagine when something goes wrong in a company and there is no one in charge or responsible for that operation, which means there is no one to blame for it.
How to build formidable systems and structures?
There are six questions one must answer before systems are built
1. Why do you exist? What is the vision of the company, organization, firm and the individual, what is the goal that you want to achieve, it is difficult to systemise anything that its existence isn’t known, else one would have several activities that wouldn’t help you achieve your goals. Knowing the destination gives you clarity on what to do and why you should engage on certain things. What do you see your business becoming? What do you see yourself becoming? Imagine paying for a transport fare to an unknown destination.

2. Who are the beneficiaries of your solutions? Who are the people that need the product and services that your company delivers and provides.

3. What skills/tools do I need to provide my services and products effectively?

4. Who does which roles and performs certain functions? Find out those who are more effective in carrying out a role, those who are more knowledgeable and skilled in carrying out a certain role even though systems are more important than people, if an individual is immersed into the system and understands the structure, they can still replicate the results. The bigger the organization becomes, the more people should be assigned to carry out some tasks so that the more prioritised tasks can be focused more on by other persons. (pareto principle)

5. What is the most important aspect of the vision to focus on now? This has to do with emphasis on certain aspects based on their urgency, timing, and importance. All things are lawful (permissible) but some things are expedient (helpful). Don’t major on the minor things.

6. What are the major things/distraction to eliminate from the organization, firms and your life? This would enable you to build a system that would enable you to remain effective and be consistent around the right tasks.

The code of conduct and code of operation must be built around the answers to this six questions.

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