Learn the 9 Steps You Can Use to Automate, Scale and Improve Your Jewelry Business.

Learn the 9 Steps You Can Use to Automate, Scale and Improve Your Jewelry Business.
Jeweler sorting gemstones in studio

You’re a jewelry maker! You’re creative!

You likely started your business because you had a passion for design and you loved the feeling of seeing a complete stranger wear your jewelry.

As your business started to grow, you realized quickly that building a business takes a lot more than just a passion for pretty jewelry.

Today, I’m going to walk you through the 9 systems you need in your business to scale.

If you haven’t read the other posts, take a few minutes to read the Simple Business Plan, the 90-day Sprint Formula, Productivity and Time Management Hacks and Revenue Generating Activities for Your Business.

Let’s dive in to streamline your business. First…

What is a system?

If you wake up and don’t have a morning routine or a plan to attack the day, you’ll waste precious morning hours on the things that don’t matter.

Why? Because you’ll get distracted.

A system is a series of steps or procedures that define how something is done in an organization. It’s made up of individual processes that define how a task is completed.

Systems might follow best practices of an organization and include templates and automation to streamline the process.

Typically, systems are housed in a Standard Operating Procedures file hosted on a cloud platform (like Google Drive).

What is automation?

Automation is a method in which you reduce human intervention to improve productivity and reduce human interaction to streamline a process.

You can use tools like Zapier, Slack, Google Suite, Trello and Asana to automate tasks and streamline. There are many ways to automate your business. The important lesson here is to use technology whenever you can to improve efficiency and user error.

Charts and Graphs

What systems do you need in your business to scale?

I’ve identified 9 major areas in a jewelry business that require systematized processes. You’ll see the nuance in your business depending on the size.

  1. Sales: Sales systems incorporate everything you do to make sales in your business and will vary depending on the business model. You’d likely include sales CRM management, sales scripts and templates, tradeshow and live event systems, customer outreach and follow up systems, and just about anything you’d do to make a sale.
  2. Marketing: Marketing systems include email marketing, social media marketing, public relations and media, direct mail marketing, SEO, Pinterest, advertising and just about everything you do to promote your business. Remember that marketing and sales have lots of crossover. Both are necessary for a thriving business.
  3. Production Management and Product Development: Your jewelry designs and producing those original designs are an integral part of your systems. Regardless of your business model, you have systems for production and product development. These systems include inventory management, production process, design process, making process, ordering supplies and vendor relationships.
  4. Customer Service: Customer service or happiness systems are integral to building a business of repeat customers—which everybody wants! These systems would include policies, frequently asked questions, protocols on how you respond and follow up systems. Anything front facing is important to include here.
  5. Operations: Operations systems include how your business is run. It might include everything from your Human Resources department to your best practices. You’ll include company policies, project management, procedures, and your entire employee handbook. Don’t stress. Add as you go. When you’re ready to hire, having strong policies in place will create structure for your team members to thrive.
  6. Hiring: Hiring systems include everything you do to hire or fire people in your business, including processes for hiring freelancers. Include things like how to write a job description or your process for hiring the right team and how you interview talent. Include how you review team members, when you review them and how you develop key performance indicators (KPIs). While none of us likes to think about firing or laying people off, develop parameters and key performance indicators to measure success in a role.
  7. Financial: Financial systems include all the money systems in your business. Most of the financial systems are run by a bookkeeper or controller and tracked in a program like Quickbooks or Xero. However, make sure you document cash flow systems, profit distribution systems, and all bonus systems in your business.
  8. Administrative: Administrative systems include basic office management tasks like filing, shipping, ordering supplies and other random tasks. On a side note, these tasks are some of the first to delegate to an intern or assistant.
  9. Metrics: If you’ve got nothing to measure, how do you know you’re on track for growth? Creating growth metrics and tracking them in your business is important for sustained growth. Measure everything possible and gather data that can help you make smart decisions for growth. See what content your audience is responding to and track how they respond. Taking note of what’s working—and doubling down on that strategy—quickly fills your audience with Dream Clients ready to buy.

Create systems quickly

For creative thinkers, sitting down and writing a system seems overwhelming. Here’s a quick tip for documenting systems fast: use a tool like Loom to record your screen. Name the system and store in a spreadsheet in your Google drive.

Start creating systems, protect your precious creative energy and grow your business fast.

Just say NO to reinventing the wheel every day!

Tracy Matthews, Jewelry Designer

Tracy Matthews is a Jewelry Designer, Mentor to Creative Visionaries and the Host of the Top-Rated, Thrive By Design Podcast. She's a jewelry industry vet who has been featured in InStyle, Elle, Us Weekly and Real Simple and on the Today Show, EOFire and Creative Live. As the Chief Visionary Officer of Flourish & Thrive Academy, she passionate about helping other creatives launch, grow and scale profitable jewelry brands.

Do you know your Jewelry Brand's Brilliance Factor? Take the quiz to discover the special sparkle only you have and use that to grow the business of your dreams.