Systematize Your Business – Systems

Every action that is currently happening in your organization, either as planned or as decided by the individuals who do them, are the systems that are getting you the results you currently have.

How to greet a customer

If you are happy with these results you will benefit further from documenting these systems so that you can continue to produce these results consistently. Additionally documented systems allow you to share your companies best practices with future team members making training much more effective.

If you are not happy with your current results you can quickly transform outcomes by strategically developing and documenting better systems.

Systems development is a continuous learning process and more of a mindset in the beginning than a process of documenting “how to’s”. Don’t get me wrong, eventually you will want to write down all your companies best practices.

“A SYSTEM IS SIMPLY THE WAY SOMETHING HAPPENS”

Systems thinking will free you from the complexities of dealing with ongoing frustrations in your organization. Documenting the desired way your company operates will reduce errors, improve customer satisfaction, and ultimately give you greater personal freedom because you won’t have to keep telling everyone what to do.

A documented system is a blueprint for business success and a completed operations manual is a valuable asset to own for the day you decide to sell your company.

Most businesses start small without any form of documentation. A few key individuals hold most of the operational knowledge. The business owner typically holds most of this knowledge in their head and is the constant “go to” person for answers.

The small business owner ends up doing the majority of the work because they are the only one who knows “how” to do it.

You can not expect to systematize your business overnight, although you may want to once you see the power of having everything figured out and written down. The best strategy is to first introduce the idea of systems thinking to your entire team and then work together task by task to fix and document the broken or missing systems that are causing the greatest frustrations. 

the PDSA cycle: plan, do, study, act, the Deming Institute


Getting input from your team on how tasks can best be done is empowering and supports a culture of collaboration and continuous improvement. The Japanese word Kaizen, a business term often used in manufacturing companies means “improvement” where everyone in the organization is involved in a never ending effort to make things better.

A first draft of a system is your starting point You can’t measure improvement if you don’t know where you started from. An easy way to get started documenting a system is to take a pen and paper and write down each step in performing a task as you do the task yourself.

Hand the instructions you have just written to someone else and watch them follow them to ensure you have not missed anything.

5 Key steps to Designing a system

Your extra investment of time now to create systems will give you the freedom to delegate the task whenever you would like allowing you to step away or choose other work.

Having documented systems allows you to create consistency and predictability. The consistency of a great experience doing business with your organization builds trust. 50 other business experts agree.

Trust is a primary driver of positive revenue and contributes significantly to a positive company culture.

We help business owners systematize their operations, finance, team building, marketing and even leadership. We do this because we know that by helping you, it helps everyone in our communities.

An organized and profitable business can provide meaningful secure employment. When small business owners do well they are the most generous people in our community. Everyone wins!

It’s big.

I personally did it, and was able to sell my business at at time you couldn’t give a travel agency away. More than 300 small business owners are enjoying being the boss because of the work we have done together. And more recently, I’ve taught our coaches how to work with small business owners so that they too can help you get prosperous and free through a systems thinking lens.

This is the Systems Business Coach mission. It is what each of our coaches are passionate about doing every day. It takes time and effort to fully systematize your company AND is totally worth it.

What if everything in your company ran smoothly and profitably with or without you having to be there?

Systems thinking and documentation is the way!

The sooner you start the sooner you will be free. After reading the systems blog, check out these other 50 Systems Pros talking about the power of systems. I added my voice to a very cool global blog.

Until next week, enjoy your Entrepreneurial Journey!