When you own a business, time is your most valuable resource. Unlike money, you can’t earn more of it—but you can free up more of it.
How? By building effective systems.
Whether you’re a solopreneur or managing a large team, strong systems are the backbone of a successful business. However, the majority of businesses fail to introduce systems, or they create a few but fail to promote or follow them.
Here’s an explanation of what systems are and why there is no excuse for including them in your business.
What are Systems?
At their core, systems are the way things are done in a business. They are a set of instructions that create consistency, improve efficiency and ensure tasks are completed to a high standard every time. Systems can take different forms, including:
- Policies – the rules of the organisation, such as dress codes or data security guidelines
- Processes – high-level frameworks, like a customer journey from enquiry to purchase
- Standard Operating Procedures (SOPs) – Step-by-step guides for specific tasks, such as onboarding a new client or processing a refund
While some businesses refer to these as separate elements, it’s useful to think of them collectively under the umbrella of systems.
Why Systems are Essential for Business Stability and Growth
Many business owners underestimate the power of systems. They assume systems will slow things down or add unnecessary complexity. In reality, well-designed systems that are followed by the team deliver the following benefits:
- Saving time – Employees spend nearly 20% of their time searching for information and asking their colleagues how to do or find things. Clear systems eliminate this and free up time for everyone.
- Increasing profitability – By reducing errors and inefficiencies, your businesses can improve its bottom line.
- Increasing consistency – Systems help create the same experience for every customer and team member
- Enhancing scalability – A business with systems in place can grow more quickly because new employees can be onboarded faster and operations can expand without chaos.
- Boosting business valuation – A business that runs smoothly without the owner’s constant involvement is worth far more to potential buyers. Many systemised businesses sell for twice the industry average.
- Allowing for automation – Once a process is documented, it’s easier to identify which parts can be automated, further improving efficiency.
Systems: The Mindset Shift
If you are resisting building systems, it’s probably because you are thinking one of two things:
- “No one can do it as well as I can.” This belief will keep you trapped in low-level tasks. In reality, everything in a business is a series of thoughts and steps that can be documented and taught.
- “It’s faster if I do it myself.” While this may be true in the short term, repeating the same task every week wastes your valuable time. Investing a few hours in documenting a process can save hundreds of hours in the long run.
Employees may also resist systems, fearing that they will become replaceable. However, system-building actually makes team members more valuable, as it allows them to pass on their more simple tasks to others and take on higher-level responsibilities.
How to Start Systemising Your Business
The best approach to building systems is to ask yourself one simple question: “Will I ever have to do this again?” If the answer is yes, it’s worth documenting. Here’s how to get started:
- Identify recurring tasks – Start with tasks that you or your team repeat frequently. They can be as simple as leaving the office at the end of the day or relate to the steps to prepare and post content on social media.
- Document the process – Use a mix of written instructions, screenshots and videos to capture each step. The more images/video you can provide, the easier it will be for people to follow the instructions without getting confused and needing to ask questions.
- Store systems in a central location – Avoid outdated paper manuals; instead, use digital platforms that allow easy updates and access control.
- Test and refine – Encourage team members to follow systems and provide feedback for improvements.
- Build a habit – Commit to systemising a new process every day for a month to develop a culture of efficiency. Empower your team to create and record systems themselves so that if they have to go on leave people can take care of their responsibilities.
Give your Business a Competitive Advantage
A well-systemised business doesn’t just run more smoothly—it also stands out in the market. Customers appreciate consistency, and employees thrive in an environment where expectations are clear. Whether you’re looking to scale, free up your time or increase the value of your business, systems are the key to long-term success.
About Business Blueprint
The World’s #1 Business Program
Business Blueprint brings members the latest techniques and strategies to take control of their marketing, build better foundations and achieve the growth they are dreaming of.
If you’re tired of the business owner hamster wheel and sick of spending every day putting out spot fires, sign up for personal support, group accountability and access to the strategies that will maximise your profits and free you from the daily grind.
Membership includes:
- In-person conferences
- Weekly workshops (including AI news and training)
- Access to a library of over 1000 training videos (check out some samples here)
- Accountability groups
- One-on-one coaching calls
Want to know more? Book a call with a member of our team today.
