Systems that work
Do you know you have systems all around you that work every single day? Even the simplest tasks is built on a system – and that’s what makes it simple, it is the result of a well thought out system.
For example, when you catch the train, simple enough, you buy a ticket, get on the train, get off at your destination and swipe your ticket. This process runs well and everyone knows that they are meant to do because Queensland Rail (for those who live in Brissy), has put in place a series of systems to make this process simple for the end user – you!
The same thing goes for buying a burger, if you go to any of the large burger chain throughout the world you get exactly the same burger no matter where you are, because they have a system.
What about sport? The rules both teams play by are also the result of systems – imagine if one team decided they wanted to change the system!
Even on a personal level, there are systems all around us. What about making a cup of coffee, I guarantee you make it the same way every day don’t you? Or if you prefer the luxury of a takeaway coffee I’m sure your local barista has a system also – that’s why you keep going back.
So, how do you create a system for a task you want to do and make it work – just like your trusty barista!
Let’s take a look.
What do you need a system for? No, I’m not asking why, we actually know the reason why is to make the task simpler. The “what” is the nature of the task and that is what we are looking for.
Let’s say you want to create a system to take the stress out of dinner preparation and to make grocery shopping easier and faster.
Key requirements of your system? Let’s try the meal planning system. The key factors might be:
Major shop once a fortnight
Mini shop alternate weeks
Time allowance is 1.5 hours
Best time to shop is at 8am on Saturday morning.
Your budget
Nutritionally balanced meals
Fast to prepare
Everyone likes them!
What skills or information will you need to create the system? OK … the information and/or the skills need to match your key requirements. In this instance it could be something like this:
Researching recipes that fit into the key requirements above (ie nutrition, fast and favourites).
Look into cooking classes, ie learn new skills.
Create a meal planner template that you can write in all the meals you plan on preparing each fortnight (or you can find one on the internet).
Maybe you want to leave one night for “treat” night? Consider some healthy home delivery meals as a back up for when you’re working late?
Check what time your favourite super market, butcher, fruit shop opens.
Which is the best day to go shopping. Perhaps it’s not Saturday, maybe it’s after you drop the kids at school each Friday.
What about shopping online? It’s a great way to keep to budget as you can see what your spend is before you hit the checkout!
Ask others for advice – you would be surprised how many people plan their meals in advance.
Pulling it all together? This is the fun part – pulling all the pieces together. Here is an example of what your new system for meal planning might look like:
Saturday 1
With a coffee, browse cook books for meals for the next fortnight.
Fill in the fortnightly meal planner
Write matching shopping list
Order groceries online
Monday 1
Delivery of groceries – and you didn’t have to leave the house, yay!
Saturday 2
Double check meals for the next week
8am grocery shop for fresh produce
Update meal planner with any remarks or comments (Johnny hates rissoles!)
Note: Once you’ve made a few meal planners that every one is happy with, just keep rotating them, no need to keep developing more. Perhaps change them with the seasons or when your favourite produce is in season.
Maintenance Every system needs maintenance or updating from time to time. Now we know that Johnny hates the version of rissoles you’ve made, take it off the list and look for an alternative. If you can’t get what you want from the online supermarket, search for alternatives.
Don’t give up! If the first system you have created doesn’t work – just work through the procedure again and see if you can fine-tune it OR perhaps you just need more practice!
Practice! For any system to work you need to practice – think of the sportsmen who train at football each week – they want to make sure they improve and really hone their system to perfection …. not to mention their skill level. This only comes with practice.
Be kind to yourself, your barista probably took months or even years to perfect that cup of coffee, but I’m sure he kept trying to get it just right for you – and look how much your appreciate it! You should do the same, practice makes perfect (to use a very old cliché!)