TFC #23: The Power of Systems for Cabinetmakers

In the beginning, God spoke the universe into existence with meticulous precision, setting into motion an intricate tapestry of order and beauty.

God declared each aspect of creation "good," showcasing the perfect order and balance present in His masterpiece.

However, for us, it seems like everything moves in a direction away from this divine order.

Things tend to always work their way toward chaos.

I can clean my office and have everything neat and in order, and a short time later, it can be dirty and full of clutter.

I can spend time getting everything caught up on my accounting and bookwork and think I have everything figured out, and a couple of weeks later, I’m behind again.

For me, my tendency is to wait until things get bad enough before I give it much attention. Then, when it does, in a quick burst of energy, I get everything ironed out and move on to the next emergency.

….and then I repeat it all over again.

This type of habit will lead to exhaustion and burnout.

Systems can change all of that.

What is a system?

Picture a recipe with a list of ingredients and step-by-step instructions—it's a system that helps you make a delicious meal by following the right order.

A system is an organized process or procedure designed to accomplish specific objectives or tasks efficiently and consistently. These systems involve a set of interconnected elements, such as methods, tools, rules, and guidelines, that work together to achieve desired outcomes.

Systems do many things, but two of the main purposes are:

• Systems will run your business more efficiently, help it grow quicker, and allow it to make more money!

• Systems release you from the day-to-day operations, giving you the freedom to work “on” the business rather than “in” it.

How I used to feel about systems

Not too long ago, I would’ve said systems are not necessary. This is a fairly recent development for me.

As an employee, I wanted to feel needed and unreplaceable.

Systems and standard operating procedures threatened that feeling.

I wanted people to think I was doing very complicated stuff that they would never understand.

My biggest compliment was if someone would say, “Wow, how could we ever get by without you?”

You’re probably thinking right now that I have a huge ego, which was probably true.

However, I wanted to share this to help give some insight into why it can be a struggle to implement systems in business. This is one type of resistance you will run into.

The systemless way

As a cabinetmaker, you understand the demanding nature of your work.

You find yourself working tirelessly, putting in over 60 hours a week, yet money always seems tight no matter how much business you bring in.

To add to the challenges, it often feels like you're the only one in your business who has the answers. Your diary or "to-do" list is filled with an overwhelming number of tasks, stretching across multiple pages.

You diligently check them off, one by one, but the list never seems to shrink.

You made the decision to hire more staff to assist with some of the workload, hoping for some relief. However, instead of lightening your load, you find yourself busier than ever before.

While tasks are getting done, most of your time is spent putting out fires and dealing with immediate issues, leaving little room to tackle your own list of priorities.

The reality is, what you're experiencing is normal for many cabinetmakers. It's a phase that most business owners go through. However, the sad truth is that many get stuck in this cycle, never discovering the secret to breaking free. They continue doing the same things, hoping for a miraculous change.

It's time to recognize that a different approach is needed to achieve the lasting progress and freedom you desire.

Systems in action

It’s amazing how simple things become when you write down the exact steps you take to accomplish a task and how often you do it.

You probably already have a sense that business systems hold the key to solving many of your challenges, but here's the dilemma:

"How am I supposed to find the time to document every single task and establish systems when I can barely enjoy a cup of coffee before it turns cold?"

This is the point where many people find themselves at a standstill.

The first thing that typically comes to mind as a business owner is that now you need to go create tons of systems for your employees to follow.

I would argue that you are the worst person in your company to write the systems.

Instead, you should empower your employees to write and maintain their own systems and take you totally out of the loop.

Getting started with systems

The first thing I would recommend doing is to start with 4 or 5 main categories. Here’s an example starting point:

• Marketing – how do you generate leads within your business?

• Sales – how do you turn a lead into a customer?

• Delivery – the “doing” part of your business.

• Admin – anything else that your business does, that doesn’t fall into the categories above.

Secondly, find a place to store your systems. Here are a couple ideas:

• Notion (my recommendation for customization and organization)

• Google docs (simplest to get started)

• Microsoft Word (makes sense for Office users)

• Specialized system software

Third, start finding opportunities to create new systems.

Here are a few systems that come to my mind for a cabinetshop:

• Marketing

  • Responding to website form submissions

  • Incoming phone call

• Sales

  • proposal accepted

  • proposal declined

  • contract signed

• Delivery

  • Revisions

  • Cutlisting

  • CNC output

  • Ordering doors

  • Ordering hardware

  • Ordering material

  • Scheduling delivery

• Admin

  • Creating invoice

  • Sending invoice

  • Assigning expenses

  • Making invoice as paid

  • Machine maintenace

Lastly, write the system.

Don’t over think it.

1. Identify what this system will accomplish

2. Determine who is best suited to run this system

3. Have that person write a simple step by step set of instructions. (do this, then do this, etc)

The Power of Systems

Imagine the difference systems could make in your business.

Think about the last time one of your employees was on vacation and something came up and you couldn’t figure out how to do something they normally took care of.

Systems would solve that.

Think about the last time an employee put in their two week notice and you scrambled to try to get them to train your other employees how to take over.

Systems would solve that.

Embrace the power of systems and imagine the positive impact they can have on your business.

They will eliminate dependency on individual employees, reduce training time during transitions, and provide a foundation for growth and scalability.

Don't let your cabinet shop be bound by chaos—embrace the order and freedom that systems bring.

Thanks for reading!

I look forward to hearing your thoughts.

Also, congratulations to Lindsey for winning my Snagit giveaway. Hopefully he finds it as useful as I do.