This is a streamlined adaptation of Ryan Deiss's Scalable Operating System, crafted and refined through my knowledge, training, and experience in business management and digital marketing.
Running an online business involves juggling multiple tasks like marketing, customer management, and operations. A scalable operating system ensures you can grow your business without getting overwhelmed.
It allows you to automate processes, integrate various functions, and maintain control over your expanding operations, enabling you to focus on strategic growth and innovation.
Key benefits include:
Using the RICCE framework—Repeatable, Intentional, Consistent, Controllable, Effective—your online business can create systems that grow with you while maintaining quality and control.
Standardize your workflows to ensure tasks can be easily duplicated. This involves documenting each step of a process, creating checklists, and providing training materials so that everyone involved understands how to execute tasks consistently and efficiently.
Why: Saves time and ensures every customer has the same experience.
How:
Align systems with your goals and cut out unnecessary steps. This involves identifying and eliminating any redundant or non-essential steps that do not contribute to achieving your desired outcomes.
Why: Helps you focus on what drives growth and customer satisfaction.
How:
Create SOPs (Standard Operating Procedures) to ensure every task is done the same way. By doing so, you create a reliable framework that guides employees in performing their duties with precision and consistency, regardless of who is executing the task.
Why: Builds trust with customers by providing reliable service.
How:
Track your systems and identify potential bottlenecks. Regularly reviewing performance metrics, analyzing workflow processes, and identifying any potential bottlenecks or inefficiencies that could hinder productivity.
Why: Helps you spot issues before they disrupt operations.
How:
Measure and refine your systems to ensure they are driving results. This ongoing evaluation and refinement process is crucial for maintaining a competitive edge and ensuring long-term success in your online business.
Why: Keeps your systems aligned with changing business needs and goals.
How:
Building a scalable system will help your online business operate smoothly, even as your customer base grows.
| Step | Action | Tools/Resources | Deadline |
| Create email templates | Draft templates for customer inquiries, follow-ups, and promotions. | Gmail, ActiveCampaign | |
| Automate task workflows | Set up automated order processing and lead management. | Zapier, Automate.io | |
| Map out your sales funnel | Visualize steps from lead generation to conversion and eliminate redundancies. | Lucidchart, Miro | |
| Document SOPs | Write step-by-step instructions for key business processes. | Notion, Google Docs | |
| Create training materials | Use video tutorials to onboard team members or freelancers. | Loom | |
| Set up performance dashboards | Monitor KPIs like sales, order fulfillment times, and customer satisfaction. | Trello, Google Analytics | |
| Schedule reviews | Conduct monthly or quarterly system evaluations and collect customer feedback. | Typeform, SurveyMonkey |
This checklist guarantees that your online business operates efficiently while laying the groundwork for expansion.
Are you ready to build and kickstart you scalable operating system? Click here to Get started and help build scalable operating system.