"I need to create some systems for my business."
I hear this often from business owners. They recognize something works on some level, but they want it to work better. Systems seem like the answer. Not always though.
Then panic sets in. "I'm not a systems person." Or "I hate project management software." Or "I don't know how to explain what I do - I just sort of... do it?" Or …”Systems?” I don’t even know what systems are!
Here's what most people miss: you already have systems. They might be inefficient or not obvious to you but they exist.
Every action you take in your business is already part of a system. Your job isn't to create systems from scratch - it's to recognize and improve the ones you're already using.
Most business owners want to construct something from nothing or copy systems that work for someone else. Why?
We're seeking certainty. Control. Predictability.
We've learned to believe that if we can just build the perfect system or adopt what our successful colleague uses, we'll be in complete control.
That's not how systems work.
You can't make a complex system do exactly what you want it to do. The idea of perfect predictability is unrealistic. There are too many variables, too many interconnections, too many things you can't control.
People sell "can't-lose systems" - guaranteed lead generation, no-fail hiring processes, foolproof social media strategies. Some of these have value, but they often don't fit your specific situation. More importantly, they prevent you from thinking critically about what actually works in your business.
Most business owners say "system" when they mean "procedure." Understanding the difference matters.
A system is a set of related components that work together to achieve an objective. It's an interconnected whole.
A procedure is a method for performing a task. It's a start-to-finish formula for a specific result.
A system is complex and nonlinear. A procedure is simple and linear.
Think about lead generation. The system includes relationships, communication channels, messages, content, tracking methods, follow-up processes - all interconnected and influencing each other.
The procedures within that system might be: write a blog post, send a newsletter, make networking calls, pitch podcasts.
Systems contain procedures, but can never be reduced to just one procedure.
When you try to reduce a system to a simple 1-2-3 process, you miss the connections and relationships that make it work. That's why copying someone else's "system" often fails - you get their procedure without understanding the system it operates within.
To identify a system, define three things: the objective, the environment, and the related components.
Why does this system exist? What's the real intent?
Don't just say "to generate leads." Dig deeper. What's the intent behind generating leads? To find people who will buy and benefit from what you offer? To produce revenue that supports your business goals? To solve specific problems for specific people?
Your system's objective might be: to find highly motivated potential buyers who make a purchase and experience the benefit of what we offer.
Once you define the real intent, you can assess whether your current system produces good results. Are your lead generation activities actually creating new customers? Are they producing revenue? Are they improving lives?
Your system doesn't operate in isolation. It exists within larger systems that influence how it works.
For lead generation, the environment includes your market, your business model, the channels you use, the competitive landscape, economic conditions.
Each layer affects how your system performs. What works in one market might fail completely in another. A lead generation approach that works for a consultant might not work for a product business.
Understanding the environment helps you see why your system behaves the way it does.
These are the parts you're most familiar with: the actions, tools, procedures, information, relationships that make up the system.
For lead generation: your website, content, networking activities, follow-up processes, tracking methods, messaging, relationships, events you attend.
Many components overlap between systems. Your lead generation system borrows from your brand system, your operations system, your communication system.
The easiest way to map this is with a simple mind map. You're not documenting some linear process - you're getting a feel for how different parts influence each other.
This isn't a document you use daily. It's a thinking tool that helps you understand how your business works at a higher level.
Once you map the system, you can identify the procedures within it that need documentation.
Going back to lead generation - maybe you notice you regularly send newsletters, book networking calls, and speak at events. Each of those is a procedure that should be documented.
Don't invent these procedures. They already exist. Just write down each step as you do it. It can be messy and incomplete - that's fine.
When you take a systems view, unexpected results don't mean you failed or your procedure is broken. You can see how other parts of the system influenced the outcome.
Instead of overreacting to one bad result, you can identify contributing factors and make measured adjustments.
For example, if your newsletter doesn't generate leads one week, a systems view helps you see what else was happening. Was there a holiday? Did you change your message? Was there industry news that distracted your audience?
Without systems thinking, you might scrap the entire newsletter approach. With systems thinking, you adjust based on what actually influenced the result.
Some procedures don't need to be streamlined or executed by anyone else. There's nothing wrong with not following a checklist for every task.
The value is having procedures documented so you can work with them when you want to make improvements. It doesn't have to be something you use every day - just something that's available when you need it.
You can't avoid being a "systems person." You're already interacting with systems every day. You're already executing procedures.
Some people are just more aware of this reality than others.
The good news: becoming more aware isn't a big project. You do it little by little, increasing your awareness with each task and decision.
Over time, thinking systematically becomes natural. And as it does, you become more confident in how you approach building your business.
Stop trying to create systems from scratch. Start recognizing the ones you already have. They're there - you just need to see them.
