Building business systems using traditional advice from YouTube takes hours, sometimes days. But what if you could systemize any part of your business in 35 minutes or less?
I know it’s possible because, unlike most gurus, I’m a process consultant. For the past seven years, I’ve helped over 1,900 small businesses streamline their operations. In this video, I’ll show you a six-step method to simplify and systemize your business—without the overwhelm.
Before diving in, let’s quickly debunk the traditional approach to system building.
The Traditional Approach (and Why It Fails)
Most traditional consultants start with overly complicated diagrams—value stream maps, business model canvases, or other big-picture tools. They look great in theory, but in reality? They’re one-off visuals that end up buried in a drawer.
Step two? Zooming into these diagrams to document every tiny detail. This is where you get lost in whiteboarding software, obsessing over icons and arrows until you have hundreds of steps mapped out—steps no one but you understands.
Next, you write massive work instructions—15- to 30-page Word documents that spell out every click and task. These documents take hours to create and often sit unused because they’re just too complicated.
Sure, this method works for Fortune 100 companies with unlimited resources, but for small businesses? It’s inefficient and impractical. So, let’s throw it out and move on to what actually works.
Step 1: Identify a “Needy” Area
Forget the complicated prioritization exercises—this is simple. Identify the one area in your business that generates value but is also a huge pain right now.
It could be onboarding, service delivery, sales, or content creation. The key is to focus on something valuable and problematic.
As a small business owner, you probably already know the area that needs attention. In fact, it’ll take you about 30 seconds to identify it.
Step 2: Pick the Most “Needy” Activity
Once you’ve chosen the area, break it down into activities. For example, if your area is “service delivery,” your activities might include:
- Ordering materials
- Scheduling jobs
- Communicating with clients
Now, prioritize the most painful and valuable activity. Let’s say it’s “ordering materials.” That’s where you’ll focus your energy.
Step 3: Clarify the Actions (What, When, Who)
This step is all about defining tasks. For each activity, ask:
- What needs to happen?
- When does it need to happen?
- Who is responsible?
For example, under “ordering materials,” tasks might include:
- Check upcoming orders weekly
- Call suppliers for updates
- Confirm shipments received
Write these tasks out clearly—no fluff, no jargon.
Step 4: Delegate Responsibility
Now, it’s time to assign ownership. Delegation isn’t just about handing off tasks; it’s about assigning responsibility for an entire system or activity.
Think of it like this: Delegating tasks is like hiring a babysitter—they’ll handle the basics, but nothing will improve. Assigning ownership, however, is like hiring a mentor—they’ll not only manage the system but make it better over time.
Even if you’re a solopreneur, you can still “delegate” to your future self by documenting what you’re doing now for easier handoffs later.
Step 5: Capture the Method
This step ensures that your system is scalable and repeatable. Create Standard Operating Procedures (SOPs), templates, or workflows that outline how tasks are done.
These don’t need to be 30-page novels. A simple checklist or example template is often enough. The goal is to ensure anyone—even a new hire—can follow the process without extensive training.
Step 6: Rinse and Repeat
Here’s the magic: Each time you systemize an area, you’ll save time. Use that saved time to systemize another part of your business.
For example, if streamlining “ordering materials” saves you 30 minutes a week, reinvest that time into fixing “scheduling jobs.” Repeat this process, and within six months, your business will run smoother than ever.
Why This Works
Unlike the traditional approach, this method focuses on quick wins. By tackling one area at a time, you’ll see immediate benefits, which motivates you to keep going.
For most businesses, this method is transformative—and it only takes 35 minutes to get started.
If you found this helpful, let me know in the comments! And if you want a deeper dive into task management or other system-building topics, drop the word “Task” below. Don’t forget to like, subscribe, and remember: enjoy the process!
