Build Effective Business Systems in 4 Steps

by | Jun 7, 2022 | Business

Like many growing entrepreneurs, you probably want to begin moving faster and scaling your business. But, you’re already tapped for time and energy as it is!

So, what’s the secret to reaching the next level without sacrificing every ounce of energy you’ve got? Systems. Effective business systems provide structure and consistency, eliminate a lot of time-consuming steps and help ensure that your business activities are seamless and efficient.

But the steps to building great business systems aren’t always obvious. Let me show you how to make your systems work best for you.

Step #1: Look at Your Essential Business Functions

The first question to ask yourself is what are the main activities that keep your business running smoothly? This will look different across industries, but you’ll want to consider all activities, not just client-facing ones. Maybe you send weekly emails and publish blog posts, do your bookkeeping every Friday night or refresh your website every month.

This step will give you a big-picture overview of your day-to-day business activities. By the end, you should have all the nuts and bolts of your biz laid out in front of you.

Step #2: Break Down Each Function

Now it’s time to dig a little deeper. Take a closer look at each function so you can really understand each step in the process. Let’s take scheduling your weekly social media content for example – there’s a lot more to it than signing into Facebook and whipping up a few posts. You probably do some research, use a program to create graphics, spend time writing captions and scheduling the content and use tools to track your performance.

Write down the step-by-step process you complete to successfully fulfill each function. Keep a close eye on how many steps each one has, too. This will help you get clear on where your time is going. Plus, those longer tasks will be perfect candidates for systematization.

Step #3: Ready, Set, Systematize!

Remember those functions we identified and itemized in step 2? Now, it’s time to build some systems to optimize them! These can be internal processes with your team or automated with software. The key is to be as efficient as possible.

Delegate must-do tasks across your team and anything that can be done by a computer, let it. Programs like Dubsado and ClickUp can do the everyday heavy lifting, leaving you and your team more time to think ahead.

Step #4: Test Your Changes

You should evaluate your changes regularly and make adjustments as needed. You might find some tweaks work better than others or that a tweak doesn’t work at all. Don’t be afraid to change things up even if it means starting from scratch again.
Whether there is a formal review process or you take a more collaborative approach, keep a close eye on how the changes you make impact your productivity.

Remember, perfection doesn’t happen overnight. Building systems is an ongoing process that you’ll need to revisit as your business grows and evolves. And if you make mistakes along the way or try new things that may not work out remember that failing forward is still progress!


Developing systems for your business is a major key in growing and evolving into the successful brand you’re aiming to be. Start by looking at your business functions, breaking them down into smaller pieces, looking at your goals, testing the changes you make and regularly revisiting the process.

Ready to learn more about building a successful business? Head here now:


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Hey, I’m Ari!

Certified business, success, & mindset coach helping online service providers hit consistent $10k+ months without working 10,000 hours a month: allergictohourly.com

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