How do you build systems in your business?
Maybe you’re constantly…
- Putting out firesÂ
- Answering the same questions
- Handing tasks someone else could do
If so, you don’t need to work harder—you need better systems.
And today you’ll learn the exact steps to creating rock solid systems that help you work less, get more done, and enjoy life more. Â
Want to get started? Read on! ⬇️
How to build systems in your business:
- Identify what you want to systematize
- Map your process
- Analyze and optimize
- Automate processes
- Delegate tasks
- Test your systems
- Scale your systems
💡Key takeaways:
- The right systems free up time, reduce stress, and keep your business running smoothly without constant oversight.
- You can’t scale what’s broken. Fix your systems first, or you’ll just scale your overwhelm.
What are business systems?
A business system is a step-by-step way of handling a task so it runs well without you micromanaging it.
Typically, a system:
- Solves a specific problem
- Runs automatically
- Doesn’t need intensive thought or effort once it’s created
It could be as simple as automating client follow-ups or as detailed as a full sales workflow.
Now, why do systems matter? 🤔
Well, without systems, you’ll always be stuck doing everything yourself. But when you systemize your business, you free up time, energy, and space to grow.
Let’s dive deeper into what business systems can do for you.
Why do you need business systems?
There’s a reason people say a systemized business is a successful business.
My wife Carey and I have experienced this firsthand, and research backs it up. (It’s exactly why we run a thriving seven-figure business in just 20 hours a week.)
But what is it about systems that makes them so powerful?
It all comes down to these key benefits:
- Better efficiency: When tasks follow a structured process, they get done faster and with fewer mistakes.
- Automation: Instead of doing everything manually, you can automate repetitive tasks like invoicing, scheduling, or follow-ups.
- More productivity: True productivity is about optimizing your time. With systems in place, you can focus on your big-picture strategy rather than day-to-day tasks.
- Better ROI: The less time and effort spent on routine work, the more profitable your business becomes. Systems allow you to maximize your resources, whether that’s your own time, your team’s workload, or your financial investment.
- More scalability: Want to grow your business without burning out? Systems help you scale without dramatically increasing your workload.
If you’re constantly overwhelmed, building systems is the fastest way to get your time back.
Let’s break down exactly how to do it.
How do you start building a system in your business in 7 steps?
Building systems doesn’t have to be overwhelming. You just need a simple process to make your business run smoother.
Let’s look at seven steps to help you do that.
1. Identify what you want to systematize
Carey and I live by our systems. Over the years, we’ve built them into many areas of our lives, giving us the freedom we’ve always wanted.
That said, you don’t need to systematize everything at once. Instead, focus on what will have the biggest impact right now.
Start with critical tasks that directly improve customer satisfaction. But also look at anything:
- Repetitive 🔁
- Time consuming ⏳
- Frustrating 😩
My favorite things to systemize ASAP are:
- Client onboarding
- Sales follow-ups
- Content creation
- Payroll and invoicing
- Customer support
- Cleaning
Once you know what you want to systematize, it’s time to map out how you’ll do it.
2. Map your process
Before you start improving a system, you first have to see how it’s working right now. After all, if you don’t know what’s broken, you can’t fix it.
🗺️ Start by mapping out:
- Each step from start to finish
- Who handles what at each stage
- Any unnecessary steps, bottlenecks, or delays
Once you’ve mapped everything out, you’ll have a clear picture of what’s working and what’s slowing things down.
From there, you can improve it step by step. Let’s look at how to do that next.
3. Analyze and optimize
The Theory of Constraints says that every process has one main bottleneck slowing everything down. If you fix that first, the whole system runs more smoothly.
That’s why before locking in a system, you need to optimize and remove inefficiencies.
Ask yourself if you can:
- Remove unnecessary steps?
- Standardize workflows and procedures?
- Automate repetitive tasks?
For instance, if you’re spending hours responding to the same questions, create FAQ templates or set up a chatbot.
It takes some effort upfront but saves you countless hours in the long run.
The goal? Make the process as simple, fast, and efficient as possible. 🚀
Once you’ve streamlined your system, the next step is to take it even further with automation.
4. Automate processes
Automation removes repetitive tasks so you can focus on high-value work.
A simple rule: If you find yourself doing a task more than five times, it’s time to automate it.
One of the best ways to do this is with a task management system.
For us, that’s Asana—our to-do list on steroids.
It tracks EVERYTHING. And because all our tasks, deadlines, and priorities are neatly in one place, nothing falls through the cracks. 🗂️
Plus, we can manage our own tasks and check in on our team’s workload anytime. (No more chasing people for updates!)
Want to see exactly how we use Asana to organize our entire life? Check out this video:
5. Delegate tasks
Once you’ve optimized and automated what you can, it’s time to hand off the rest.
But here’s the catch: Delegation creates more work if you’re always re-explaining tasks or fixing mistakes.
That’s why you need a simple, repeatable system:
- Assign clear roles and responsibilities to your team
- Create SOPs (Standard Operating Procedures) for tasks
- Use video tutorials to make training easier (Loom is great for this)
For example, we onboard freelancers with tutorials and screencasts. This way, we know tasks will be done how we need them without constant check-ins.
The result? More time to focus on the work only we can do.
💡Tip! Delegation isn’t just for work. We’ve been outsourcing our laundry for years, saving us hours every month.
Ready to start delegating like a pro? In this video, Carey breaks down how to do it:
6. Test your systems
Don’t assume your system is perfect right out of the gate. Instead, test and refine it.
- Track key metrics: Check key indicators like task completion time, error rates, and efficiency.
- Get team feedback: Your team might spot things you didn’t. Are there steps that feel unnecessary? Are certain tasks still getting stuck?
- Make improvements: Fix inefficiencies and tweak where needed.
Most systems are an eternal work in progress. But the more you embrace failures and use them to improve, the less likely your system will collapse later on.
Got your system working? Then it might be time to scale it…
7. Scale your systems
Scaling allows you to handle more business without drowning in extra work.
For example, you could:
- Automate more steps
- Optimize workflows
- Train more team members
- Handle more leads and demand
Now, I’ve noticed that many people confuse scaling with growing. But there’s a difference:
- Growing means adding revenue at the same pace you’re adding resources
- Scaling means increasing revenue faster than costs
If you scale too soon—before your systems are solid—you won’t be scaling your business, you’ll just be scaling your overwhelm.
That’s why systematizing first is key.
Examples of business systems
Ready to systemize your business? Here are three key systems to put in place ASAP, along with the exact steps to get them running.
Marketing system
Instead of scrambling for ideas and posting last minute, a marketing system keeps everything running on schedule.
- Create a content calendar to plan ahead (Notion, Trello)
- Batch content creation to produce several pieces at once
- Schedule posting (Buffer, Later)
Sales system
Without a strong sales system, leads get lost, follow-ups are inconsistent, and deals fall through.
- Use a CRM (Customer Relationship Management) to track leads
- Automate follow-up emails
- Standardize your sales process with scripts and templates
Client onboarding system
A great onboarding system makes clients feel welcome and supported from the start. Plus, it removes unnecessary back-and-forth.
- Automate welcome emails and next steps
- Pre-record client walkthroughs to answer FAQs
Next steps
And that’s how to build systems in your business! The right systems can mean the difference between constantly working in your business and having your business work for you.
But even the best systems won’t work without a clear plan. Knowing exactly what to do each week helps you focus on what moves your business forward.
That’s why we created the Winning the Week Method PDF. It gives you a simple, proven system to structure your week and free up hours without working longer or harder.
We’ve used this exact method to transform our lives, and now we’re sharing it with you for free.
Grab your copy now and start seeing results right away.
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