You are having your own system of managing your office. Suppose you found your system in place ineffective then you can create a whole new system or make suitable correction in your existing system. To make system we need to follow few steps. First, let’s understand what the system is.

What is a System?
System is a set of principles or procedures according to which something is done.

Now, system can be Manual or computerized. Many people misunderstood the term system by putting connection of it with a computer. System can work without any computer. Imagine the situation where you are coming out from a shopping mall after doing your shopping, the person at the exit door will put some stamp upon your Invoice. Which will ensure that you have not purchased anything without invoice.

Today, we will discuss some basic element which will help you develop effective system. The list provided below will help you develop any system for any organization.

Step 1: Knowing the process flow and designing process tree.
Take a paper and pen and write down the entire process flow in it. Break the complete process in small-small processes if it is a complex process tree. You can use circles or tringle or arrows while writing the entire process flow in the paper. Ask few questions like what the starting point will be. What the possible outcome will be. Who will do what. What action require at any process point. You can call person from your organization who is doing the work for which you are creating process and ask him to join in your team for better system making process. After designing the process tree like this you will better understand the process, resources required, decision required, management involvement required, etc.

First, pilot run your process, and observe it and get feedback. Make appropriate changes in the system process tree ,if required. Then create Standard Operating Procedures (SOPs), which will smoothen the functioning of your system.

Step 2: Allocating the resources
After knowing the process tree and creating SOPs you can now better allocate the resources to the process. That will help you decide hiring, procurement need. You can calculate the ROI (return on investment) at this point of time. In case of scare resources, you can assign multiple tasks to single person which eventually can be assigned to single person.

Step 3: Implementing system process
After allocating the resources, it is the time to implementing the process. Remember one thing, Implementation require support from persons who will using the system. So, keep a positive atmosphere and mindset at the floor.

Step 4: Monitoring process and Designing MIS reports
Your work does not stop after implementing the process, you need to keep monitoring the process and create reporting requirements. Once, reporting requirement set, you ask your team to give you report at the periodical intervals.

Step 5: Observing the report at periodical interval
Now, as your system is set and working, you need to observe reports and discuss any negative points written in the report with the team members. Discussing the point with the team member will reduce system breach and increase effectiveness.

These are the most effective 5 Step process of designing any system for any product or services or process flow.

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