The Importance of Documenting Systems for Martial Arts Schools
One of the most dangerous lines we hear from school owners is that they don’t have to be at their school. They claim their school runs itself. However, when we ask to see their systems, they often say the systems are in their head.
There is a significant difference between having a system in place that is documented and duplicable, versus simply not showing up and abdicating leadership. Owners who begin to abdicate responsibility slowly start to lose control of their school.
Why Documentation Matters
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Ensures Consistency: Unless a system is documented, it can’t be repeated properly. You may have a system that has naturally developed over time, and it works well because you have been doing it that way for a long time. But if that process is not written down, how can you train others to create the same results?
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Training and Delegation: Documenting processes is essential. It allows you to train others effectively and ensures that they can follow the same procedures to achieve the desired outcomes.
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Maintaining Control: Being present to “inspect what you expect” is crucial. You need to ensure the systems are being executed as designed. Without documented systems, it becomes difficult to maintain oversight and control.
How to Document Systems
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Action Checklists: Use checklists to outline the steps involved in each process. This makes it easy for anyone to follow and ensures consistency.
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Process Flowcharts: Visual representations of processes can help in understanding the flow and sequence of tasks.
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Written Procedures: Detailed written procedures provide clear instructions on how tasks should be performed.
The structure of the document is not as important as ensuring it is easy to follow. The key is to have everything written down in a way that can be easily understood and implemented by others.
By documenting your systems, you ensure that your martial arts school can run efficiently and consistently, even when you are not there. This approach helps in maintaining high standards, training staff effectively, and ultimately, achieving long-term success.