How To Use Check-Ins To Maintain Business Systems

Business systems are the "habits" that run your business. 

Just like habits determine whether we thrive or languish in life, systems largely determine whether our business succeeds or not. 

To keep these systems healthy, they need to be routinely maintained. 

This is where regular maintenance "check-ins" come in. A check-in is a dedicated session where you update, streamline, adjust, or review a system's performance. 

Check-ins keep things running smoothly and help keep your business aligned with you and your business's changing needs. These needs include executing a new goal, adjusting workflows, or planning time off.

"Maintenance mode" also helps keep you out of reactive, crisis mode. It improves productivity, freeing up time for stress management activities or working on the tasks you enjoy most. You can use a check-in to update, streamline, adjust, and review a system's performance. 

This article will:

• Outline a simple, 5-step system-building process that any online business owner can use

• Discuss "maintenance mode" and ways to schedule and structure your check-ins.

• Include a check-in "checklist."

• Suggest ways women entrepreneurs can thread impactful self-care into check-in sessions

5 Steps for Creating a Business System: A Quick Overview

Below is a quick overview of a five-step system-building process. This process will help you create any system you need. The fifth step is "maintenance," which we'll focus on in the rest of the article. 

STEP 1: Choose One System to Create First

The first step is when you focus on one system to design or modify. Concentrating on one system at a time allows you to design, build, and finish high-quality systems. 

It ensures that you build a highly functional system and decreases the likelihood of missing something important. It's all about working smarter, not harder. 

Once you complete all the steps with your chosen system, you can move on to the next system.

STEP 2: Create a Task Blueprint

A task blueprint is a project planning template that helps you think through: 

• All the tasks needed to design, build, or improve a system
• How to realistically time block for each task
• Creating a logical order for the tasks
• Which tasks to delegate or automate (this is the best part, in my opinion :)

I love the blueprint because you don't have to have all the answers. 

The process of creating it gets your ideas out on paper. And you come up with more answers as you make the blueprint. What seemed insurmountable or confusing gets mapped out and clarified. Suddenly, it is doable. And you can even see how you don't need to do it alone. 

STEP 3: Get Organized

In this step, you focus on organizing a business system's files and documents. 

These files are often scattered across multiple platforms and devices, such as your website, cloud storage, phone, email, and computer. Organizing and streamlining them prevents duplication and misplacement—not to mention the time drain that results from these issues.

You organize files by strategically consolidating text and visual files into Google Drive, Canva, and Airtable.

Once your files are sorted into these "digital file cabinets," you can interlink them.

STEP 4: Implement a Trial Run

During this stage, you start using and refining your updated system. 

This is a perfect time to create and enhance templates for more impact and efficiency. 

The trial and implementation step should last 4-6 weeks, giving you enough time for revisions, improvements, or corrections. 

STEP 5: Use Maintenance "Check-Ins" to Keep Things Running Smoothly

As an online business owner, you need to optimize business performance more than ever. 

Regular maintenance check-ins help you grow your business in an increasingly competitive environment.

Maintenance allows you to reflect meaningfully on how a system works and elements that may have been missed throughout the month.

You then use your reflections to adapt and align your system. 

How to Create and Structure A Maintenance Check-in

When?

The most important part of maintenance is ensuring it's routine. It all starts with dedicating and scheduling time for your check-ins. 

Your check-in routine also gives you "grace" time. 

You're human, and despite your best plans, things will happen during the month, leading to disorganization or items not being what they need to be.  

Check-ins counteract these realities. They create space for course correction and for addressing the inevitable and imperfect.

How Often?

I recommend scheduling monthly check-ins. Of course, you could also conduct weekly, bi-monthly, or quarterly check-ins. Anything longer than a quarterly check-in won't be as effective.

How Long?

Allow enough time during each check-in to reflect and make meaningful updates and changes. I suggest allocating a day or half a day for check-ins.

What To Do During the Check-In?

There are two main activities during a check-in: reflection time and execution time.

Because they're equally important, I recommend structuring time for each into every session.

For example, set aside the first 60-90 minutes for reflection. Use this time to assess how a system works and what needs to be changed or updated. Then, use your reflections to create and execute tasks for that session.

The remainder of the session is for execution or when you make the changes. Execution tasks can include:

• Organizing
• Tweaking software or templates
• Analyzing relevant data
• Taking stock of your needs in the coming month

Your reflection time will probably yield more tasks than your execution session can accommodate - and that's OK!

Just look at the time you have and choose the tasks you can realistically do during that time. The wonderful thing about routine check-ins is the fact that you can always carry tasks over to the next check-in. 

Just beware of procrastination here. You shouldn't be carrying over tasks too many times. If you have an "eat-the-frog" task that you can do, try hitting that sooner rather than later.

A Checklist for Creating Your Check-in

• When will you do your check-in? What day? What times? 
• How often will you do it? (Bi-weekly, monthly, quarterly?)
• Have you scheduled your check-ins in your calendar?
• How long should each check-in session be? I recommend 3-4 hours to start. If this feels daunting, take it down to 90 minutes. The most essential piece is building the habit and showing up consistently. You can increase the duration of the session as you go.
• During a check-in, how much time do you want for reflection and execution?

Self-Care Suggestions for Check-ins

Women entrepreneurs often work from chronically empty "cups," metaphorically speaking. 

Taking time out of a packed schedule to review your business can be overwhelming. 

However, you can double-dip by using check-ins to cultivate well-being and build resilience. 

All you need to do is reframe your check-in as a "mini retreat." Seeing business check-ins as retreats may feel much more motivating and expansive. This will get your nervous system on board and give you something to look forward to.

Ways to Add Self-Care to Business Check-Ins:  

Could you do your check-in in an inspiring or new setting?

Can you plan a reward to look forward to? You should do this reward on the day of check-in or soon after. Focus on the easy activities you yearn to do but always put off. 

Some examples:

• A sunset walk
• A drink at a rooftop bar
• A yoga class
• A trip to the craft store
• Popping into that boutique or gallery you always drive by
• Planning an upcoming vacation or occasion
• Journaling
• Trying out that new restaurant
• Starting a great new book
• Resting
• Buying yourself flowers

Instead of a specific reward, you could also weave little self-care breaks or touches into your check-in session. These might be a walk at a beautiful nearby park, an extra-special drink and charcuterie board, baking a treat, or listening to a new album.

Easier Check-ins for Women Entrepreneurs

Maintaining your systems is critical to success, productivity, and well-being as a woman entrepreneur or online business owner. 

Maintenance doesn't have to be grueling or overwhelming, either. Use the checklist and ideas here to plan and schedule your upcoming sessions. Experiment and adjust them until you find a flow that works. Keep things simple, don't overthink, and use self-care to stay nourished, positive, and productive.

I'd love to hear your thoughts on how you review your business systems. Do any of these ideas provide you with a fresh perspective or insight? 

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