The Communication Framework That Eliminates Interruptions and Wasted Time | Ep 235

🎙 In this episode, I dive into the importance of having a clear internal communication standards document for your business. I share my recent experience while on holiday, which highlighted the chaos that can ensue when communication protocols are unclear. I discuss the updates we've made to our communication standards, emphasising the need for succinct guidelines that eliminate confusion and streamline conversations.  You'll learn about the different channels we use for communication, how to document messages effectively, and the urgency levels we apply to ensure timely responses. KEY TAKEAWAYS 💡 Importance of Communication Standards: Establishing a written standard for internal communication is crucial to avoid chaos and ensure that conversations are organised and effective.  💡 Clear Guidelines for Escalation: The updated communication standards document outlines specific guidelines on how and when to escalate issues based on their urgency, ensuring that critical matters are addressed promptly while non-urgent issues can wait for appropriate meetings. 💡 Centralised Documentation: All messages related to tasks should be documented in a task management app (like Asana) to maintain a clear audit trail.  💡 Best Practices for Effective Communication: Key practices include using video or screen sharing for clarity, tagging recipients in task comments, providing direct links to relevant materials, and utilising the "Ideas Over Issues" framework to encourage proactive problem-solving. 💡 Checklist for Communication: A final checklist ensures that messages are documented correctly, recipients are notified through the right channels, and all relevant information is included.  BEST MOMENTS 00:01 - 💬 “When you don't use a written standard for how people should communicate within your business, it can lead to total chaos.” 03:18 - 💬 “We give very clear guidelines so there's no grey area, so people know exactly when and how to escalate about what urgency means.” 10:04 - 💬 “There are three levels of urgency we have here. So firstly, we have the critical stuff. This is like absolutely needs response, you know, within minutes or hours that same day, absolutely, definitely. And this is the kind of stuff that's maybe blocking really important work, or there are deadlines coming up that we need to you know, deliver on or it's client impact or something is like majorly wrong and it's absolutely critical.” 20:22 - 💬 “By doing those six things every single time, it means that all the communication within your business is far more efficient.” VALUABLE RESOURCES Our Best Guides, Frameworks, and Templates: https://sys.academy/guides LINKS TO CONNECT WITH THE HOST Podcast: https://www.systemizeyoursuccess.com Website: https://systemsandoutsourcing.com/ Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram: https://instagram.com/systems_and_outsourcing/ YouTube: https://youtube.com/@drsteveday42 TikTok: https://www.tiktok.com/@drsteveday42 ABOUT THE HOST Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

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Reclaim your time, reduce stress, and create more impact. For years, Dr. Steve Day was a slave to his businesses - working insane hours and living in constant stress and overwhelm. After suffering through burnout and depression, he realised that success doesn’t come from doing more; it comes from aligning your work with your ideal life and systemising the things that matter. That shift changed everything. By focusing on key systems, he transformed his business and lifestyle - emigrating to Sweden and living with more presence, purpose and impact. In Systemize Your Success, he shares the strategies that helped him step out of the grind so that you can do the same. This podcast is for small business owners who want to honour their authentic selves, create more space and freedom, and leverage their strengths for meaningful impact. You'll learn how to streamline operations, outsource effectively, manage a remote team, and set up systems that free you to focus on building a business you feel proud to talk about. If you’re ready to build a successful business and have the freedom to enjoy it- hit subscribe, and let's make it happen.