5 Essential Lessons on System Creation from SYSTEMology by David Jenyns
Systems! You've heard you need them in your business, but you're not sure how to get started. You might not even be sure what a system is or how you would go about implementing them in your business. The truth is, if you are like most business owners, you probably have some systems in place and you don't even realize it. Your social media calendar is a system; your intake process for new clients is a system.
However, there's a good chance that your systems live only in your brain or the brain of one of your employees, which can lead to disaster if the system holder gets sick, forgets the process, goes on vacation, or decides to leave the company. Your systems are an essential asset to your business, but they only have an ongoing life if they are documented.
David Jenyns’ book SYSTEMology is a step-by-step guide of how to set up and document systems for your business. While I won’t walk you through his entire 7-step system (you’ll have to read the book for that), I do want to share 5 essential lessons that you should know about business systems.
5 Essential Lessons on System Creation
1. Systems aren’t rocket science
There are so many words in business that can feel intimidating. Systems, algorithms, metrics… But the truth is that none of these things are particularly complicated – especially systems. For systems, I like to describe them as recipes. They are set of step-by-step instructions that include the inputs and tools necessary to complete a task. If the recipe (the system) is completed correctly, it should result in a standardized, quality result time and time again.
For example, in my business, I have a system mapped out on how to post our weekly videos to YouTube. The system includes a Zoom video showing the step-by-step process and a written checklist to make sure each step is done correctly and common mistakes are avoided. I use this system to train new interns, making the onboarding process super easy and from the get-go the new employee rarely makes a mistake.
2. Systems create time for the important stuff
While it does take time to map out systems for your business, once you’ve documented them you will open up so much time. Documenting systems allows you to pass work on to other employees. It speeds up training and onboarding. And it prevents unnecessary questions from employees who may have forgotten the process.
Plus, documenting systems helps you work faster too. For example, if you have something that you only do occasionally —maybe a monthly social media review—with a documented system you don’t have to waste time remembering how to do it each month. You can pull up the checklist and instructions and knock out that monthly task in no time.
All of these things will allow you to save so much time, meaning you will have more time to go after new opportunities, handle unexpected crises, and maybe even take some time off!
3. Systems don’t stifle employee creativity
Systems are most valuable for tasks that are repetitive and easily mapped out. Their effectiveness and efficiency won’t just save you time but will save your team time as well. This will create space and brain power for more creative projects. For example, if you have clear systems on how to add captions and stickers on an Instagram reel, your social media manager won’t have to waste time figuring out that part of the post, allowing them to spend more time designing a beautiful, creative video.
Systems don’t and can’t control everything you and your team do in your business. Creativity and problem solving will always be part of the equation. Documented systems just allow for redundant work to be done quickly and correctly, leaving more time for the fun stuff.
4. Keep your systems organized
No matter how great your system documentation is, if you or your employees can’t find what they are looking for, it’s useless. Make sure that you have a clear means to organize your systems. In fact, you will probably need to design a system to organize your systems.
Jenyns recommends using a Systems Management software to store and organize your system documentation and a Project Management software to easily assign tasks and check that the system has been completed.
While I’m fully on board with using Project Management software to assign tasks and confirm they are done (Trello, Asana, Basecamp - you choose), for a smaller business, a well-organized series of folders in Google Drive or Dropbox will likely suffice. When you have a larger staff and multiple divisions in your business, investing in a Systems Management tool can elevate your system organization.
5. For systems to work, your team needs to be on board
Introducing systems to your team can be a bit tricky, especially for people who are averse to change or are worried that systems will create a day full of tediously completing checklists. However, for systems to work, everyone on your team needs to be on board. When introducing systems to your team, acknowledge their concerns and then address them with the many benefits they will experience.
Some of the benefits that come from systems:
Fewer errors and less wasted time.
Reduced micromanagement from the boss.
Easier training making promotions or moving to a new position easier to execute.
Vacation without the stress of all your work piling up because someone else will be able to follow the systems while you’re gone.
More time for creative endeavors because your redundant tasks will be completed more quickly.
Hopefully with all these benefits, your employees will be eager to get on board with system creation.
Small Business Book Review – SYSTEMology
I am a big believer in the importance of documenting systems. Even before I brought on my first interns, I documented my own processes, so I wasn't reinventing the wheel every time I did a task. So, not surprisingly, I really enjoyed SYSTEMology. It does a great job of reinforcing the importance of systems, and it offers a clear step-by-step process to get you documenting – it’s a system for creating systems. While the book is designed for businesses with multiple staff members in multiple departments, with a little creative thinking the lessons from this book can be applied to any size business.
I give SYSTEMology a 4.5 out of 5 stars. It’s a quick, practical read that makes a business topic that often feels daunting—system creation—feel very doable.
