**credits
❌ The Traditional Approach (And Why It Fails for Small Businesses)
| Step | Description | Problems |
|---|---|---|
| 1. Diagram Everything | Use value stream mapping or business model canvases. | Too convoluted, one-time effort, not maintained. |
| 2. Zoom into Sub-Areas | Map out every internal step using whiteboarding tools. | Overwhelming detail, results in 200–500 unscalable process maps. |
| 3. Create Work Instructions | Document each step in 15–30 page instructions. | Takes hours, rarely read, not practical. |
| 4. Make Instructions Foolproof | Validate instructions using strangers or children. | Time-intensive perfectionism, unrealistic. |
Summary: While academically sound, the traditional method is impractical for small businesses and solopreneurs. It’s too slow, too complex, and never gets finished.
✅ The 6-Step Modern Systemization Framework
Objective: Systemize one business area in 35 minutes or less, and repeat for compounding returns.
🔹 Step 1: Identify a “Needy” Area
Definition: A part of the business that:
- Creates value.
- Currently causes frustration or pain.
Examples:
- Onboarding
- Content creation
- Sales calls
- Delivery processes
🎯 You should be able to name this in 30 seconds. No 32-step prioritization required.
🔹 Step 2: Pinpoint the “Needy” Activity
Definition: The specific process (set of related tasks) within the system that is both:
- High in value, and
- Causing the most pain.
Example:
If the system is “Order Fulfillment” in a trophy shop:
- Activities might include:
- Ordering parts
- Engraving plaques
- Packaging & shipping
- Pick the most problematic but high-impact activity. E.g., “Ordering parts.”
🔹 Step 3: Clarify Actions (Define Tasks)
Goal: Break the activity down into clear, assignable tasks.
| Task # | What | When | Who |
|---|---|---|---|
| 1 | Check upcoming orders | Every Monday | Ops Manager |
| 2 | Call suppliers | Upon material shortage | Assistant |
| 3 | Receive shipments | Daily | Warehouse staff |
📌 Tip: Write out as many “What, When, Who” tasks as you can. These are your operational heartbeat.
🔹 Step 4: Assign Ownership
Objective: Delegate responsibility for the system or process — not just tasks.
| Delegation Type | Description |
|---|---|
| System-level | Assign a team member to own the full system (e.g. onboarding). |
| Activity-level | Assign someone to a single activity if they’re more junior. |
Responsibilities of the Owner:
- Ensure tasks are completed.
- Improve the process over time.
- Handle mistakes and fix root causes.
🧠 Analogy: Assigning tasks is like hiring a babysitter. Assigning systems is like appointing a mentor to raise your “baby” business function into adulthood.
🔹 Step 5: Capture the Method (SOPs)
Create documentation or tools to preserve the method, including:
- ✅ SOPs (Standard Operating Procedures)
- ✅ Work instructions
- ✅ Templates (e.g. email formats)
- ✅ Software tools and automations
- ✅ AI workflows
- ✅ Example deliverables or guides
📦 All tools and references should be gathered into a single, accessible place to protect against turnover, sickness, or accidents.
🔹 Step 6: Repeat & Reinvest Time
Time Investment Summary:
| Step | Est. Time |
|---|---|
| Identify System | 5 min |
| Identify Activity | 5 min |
| Clarify Tasks | 10 min |
| Assign Owner | 5 min |
| Capture Method | 10 min |
| Total | 35 minutes |
ROI Loop:
- If the process you fix saves you 30+ mins/week, you get your time back in one week.
- Use that time to fix the next process.
- Repeat for exponential systemization.
⚙️ Definitions Reference
| Term | Definition |
|---|---|
| System | A high-level area of business activity (e.g. onboarding, order fulfillment). |
| Process | A group of related activities that make up a system (e.g. ordering materials). |
| Task | A single action within a process with clear “what, when, who”. |
| Owner | A person assigned to manage the process/system, responsible for task execution, improvements, and problem resolution. |
| SOP | Standard Operating Procedure — a documented method or recipe for executing part of a system. |
🚀 Summary: Why This Works
| Traditional Model | Modern Framework |
|---|---|
| Diagram everything at once | Prioritize one area at a time |
| Build for scale upfront | Iterate and scale as needed |
| Hours per process | 35 minutes per system |
| Corporate jargon overload | Simple language and metaphors |
| Perfection before delegation | Delegate early, document as you go |
This system has helped over 2,000 companies, with average SOP creation times under 12 minutes using this framework.
📝 Final Takeaway
- Systemizing your business is not about diagrams and 30-page PDFs.
- It’s about identifying pain, simplifying action, and transferring ownership.
- Enjoy the process. Then use the time you save to fix the next thing.