Business Management Systems
90 Day Holidays Are Real
A well-designed business should be self-managing. But when a key problem solver leaves the business or takes a break, things can collapse under the weight of the unknown.
A business should be able to self-manage and address problems, solutions, and innovations within a structured framework. Designing a business to grow in this way can eliminate the need for team meetings as a primary communication channel, foster a strong systems-thinking culture, and allow the owner to take extended breaks. That's our own founder's goal - to have your business run so autonomously, you can take a 90 day holiday and not return to a disaster.
A self-managing business also reduces team friction and improves the quality of the work environment by minimizing micromanagement.
Managers and leaders should work for the team, not the other way around. When managers prioritize supporting their team, they focus on growth by clearing obstacles. With a clear path, the team can manage the business effectively without compromising decision quality.
Preventing Team and Business Fatigue.
Team fatigue manifests as a decline in productivity, increased errors, and a general sense of burnout among team members. This problem is exacerbated by the constant demands of communication, especially through video conferencing, excessive emails and pointless Slack notifications.
The cause of this stems from poor business management, prioritising responses to problems rather than building permanent solutions. The effect of this is team fatigue, which can lead to business and owner fatigue.
There are telltale signs of employee fatigue. Your people may seem disengaged during meetings, display a noticeable drop in their usual work quality, or exhibit signs of stress and irritability.
Increased absenteeism and a higher turnover rate can also be indicators. If team members frequently seem tired or express feelings of being overwhelmed, it’s a clear sign that fatigue is taking a toll. These symptoms, if left unaddressed, can lead to more severe issues such as burnout, negatively impacting both the individuals and the overall business dynamics.
After meeting with so many different clients and their teams, we know the primary culprits of team fatigue are excessive and poorly managed meetings, insufficient processes, and a lack of trackable KPIs.
Meetings are used as a communication channel to exchange information in real-time, but can also take attendees away from their actual roles and measurable KPIs. Unnecessary meetings reveal inefficiencies or a need for micromanagement, as most of the necessary information should already be accessible by any appropriately trained worker in your business.
Business fatigue is a pervasive issue that can cripple even the most promising enterprises. It begins subtly, often with small errors that lead to more significant problems. These initial mistakes cause teams to take shortcuts to keep up with demands, resulting in inconsistent processes where everyone does things their way. The lack of standardized procedures exacerbates the chaos, leading to a fragmented approach that undermines efficiency and consistency.
Teams are left feeling lost, with no clear direction or understanding of how their efforts contribute to overall success.
Without visibility and trackable KPIs, the cause-and-effect relationship between employee efforts and outcomes becomes obscured. Critical information is scattered, making it hard to identify and address the root causes of issues. Teams are left feeling lost, with no clear direction or understanding of how their efforts contribute to overall success. This disorganization not only slows down operations but also erodes team morale, as employees struggle to find meaning and purpose in their work.
As the business grows tired and slow, the impact becomes increasingly evident to customers. Delays, errors, and bad service reflect poorly on the company, amplifying the downward spiral. Dissatisfied customers lead to increased complaints, further disheartening the already overburdened team. The compounding effect of these issues can be overwhelming, causing even the most dedicated business owners to question the viability of their ventures. The initial passion and drive are replaced by frustration and doubt. As they grapple with ongoing challenges, they may begin to wonder if it’s all worth it. The business, once a source of pride and aspiration, now feels like a burden.
It's not just about trying to enforce culture into your team with a bunch of words or trying to motivate them to self-manage. Nor is it about setting KPIs and tracking them on a dashboard. Management is active, not passive. Like operating a machine, there are levers to pull, buttons to press, tracks to clear, and systems to build. The business must be managed with a proprietary daily workflow that the CEO and managers conduct. Instead of simply responding to problems and creating new projects, the business must be managed into perfection, with support systems installed early in the business's growth cycle.
Breaking this cycle requires a fundamental shift towards systematic organization, clear processes, and effective management systems that can restore order, boost morale, and reinvigorate the business’s potential for growth and success.
Management Systems Philosophy
Systems and Teams adopts a systematic approach to building efficient, self-sustaining businesses that thrive on process optimization rather than relying on individual heroics.
This proactive stance empowers businesses to drive
change instead of merely reacting to it.
Business owners often struggle with effective management because they mistakenly believe it's all about the team, their skill, and the service. They fail to realize that each of these elements is an isolated unit that can be tweaked and improved independently to allow for greater throughput with less friction. Effective management requires understanding that these components—team, skill, and service—must be optimized individually to create a cohesive and efficient system.
A common misconception among managers is that their role is indispensable. However, when systems and processes are designed well, the team has everything they need to perform effectively without constant oversight. Most managers tend to "add" more to problems in an attempt to fix them, which often results in a bloated, slow-moving business, thereby increasing fatigue. The goal should be to create a self-managing team supported by robust infrastructure. When the team's life is easier, the owner's life is easier too.
Our business management philosophy blends leading by example with the principle of clearing the path for the team, akin to an Anteambulo from Ancient Rome, or "one who walks in front and clears the way". Building systems and processes to measure key indicators with clear cause-and-effect relationships is essential. These systems should trigger actions at specific baselines or fall-throughs, ensuring that problems are addressed promptly and efficiently.
Cultivating a culture of "how can I help" is crucial. Managers and leaders should focus on supporting their team by removing obstacles and providing the necessary tools and resources. This proactive approach fosters a supportive environment where employees feel empowered and motivated to excel. Operating in the reality that actually exists, rather than the idealized version in the owner's or manager's head, ensures that decisions are grounded in practicality and effectiveness.
Working with clients, we can nearly eliminate the need for internal meetings.
This channel is often necessary for businesses that are late, delayed, extremely complex, uncertain, or missing information.
These issues can and should be addressed at the process root. When done correctly, the need for meetings is removed.
At the heart of effective management is the concept of baseline management, where personal discipline and business routines intersect.
The unpredictability of business is tamed through rigorous routine and optimization. By eliminating unpredictability, we reduce the time and energy required to manage daily operations, allowing for a focus on higher-level strategic initiatives.
This involves controlling decision fatigue, planning tomorrow today, and limiting inputs to maintain focus on essential tasks. Optimization extends beyond personal habits to encompass the entire team and business operations.
Effective management starts with a deep understanding of cash flow, the lifeblood of any business. Monitoring cash flow daily ensures that we are aware of the financial health of the company, catching any discrepancies or unnecessary expenses early.
Operations management is another pillar of our philosophy, ensuring that core systems like marketing, sales, and customer support operate smoothly. Daily reports on key performance indicators (KPIs) such as bookings, quotes, and revenue help in identifying trends and making informed decisions. No decision should be made based solely on feelings. The data should clearly communicate the problem with certainty. If this isn't the case, it indicates that the business hasn't been managed correctly up to this point.
A fundamental aspect of our management philosophy is minimizing meetings. Meetings should be the exception, not the rule. According to a survey conducted by the founders of Jira and Trello, most employees attend more than 62 meetings per month. By asking critical questions about the necessity of meetings and exploring alternative collaboration tools, we can reduce time wasted and increase productivity. Working with clients, we can nearly eliminate the need for meetings. Businesses must recognize that meetings are merely a communication channel for transferring information between parties. This channel is often necessary for businesses that are late, delayed, extremely complex, uncertain, or missing information. These issues can and should be addressed at the process root. When done correctly, the need for meetings is drastically reduced.
The ultimate goal of our management philosophy is to achieve one-day management, where all management tasks are condensed into a single day each week. This requires meticulous planning and the establishment of robust systems for daily operations. By setting aside a dedicated day for management activities, leaders can maintain uninterrupted focus on strategic initiatives for the rest of the week.
This approach reduces the mental strain of constant context switching and allows for deeper, more impactful work. To achieve this, it is essential to install and master project management systems, ensuring that tasks and processes are efficiently assigned and tracked. Being reachable and responsive during the management day is crucial for addressing any issues that arise and maintaining the smooth operation of the business. By focusing on core functions and delegating effectively, leaders can maintain control while empowering their teams to operate independently.
The core philosophy at Systems And Teams is to create an environment where teams can thrive independently. This involves designing systems that provide clarity, consistency, and support, enabling the team to focus on their core tasks without unnecessary distractions. By doing so, we empower business owners to step back from day-to-day operations and concentrate on strategic growth, ensuring long-term success and sustainability.
Our approach is about designing a business that operates seamlessly, allowing leaders to focus on growth while maintaining control over daily operations.
Key Areas of Management Systems:
Managing Culture & Values
Manage and enhance your team’s culture and values to avoid ineffective dynamics that hinder long-term rapid growth. Implement best practices that drive performance and elevate morale.
Team Management Systems
Effortlessly manage a group of any size and enhance overall productivity and morale with a system that improves internal communications, manages team behavior, and prevents fatigue.
Daily CEO Systems
Leading your team involves navigating complexities as you balance profit goals with effective human management. Elevate your leadership effectiveness by mastering the CEO role, and guide your team toward success.
Systemising & Removing Team Meetings
Eliminate team meetings and enhance efficiency with a systems-based approach that serves everyone, by streamlining communication and prioritising key discussions.
Management Daily Workflow Process
Stay on top of crucial tasks with a daily process designed to ensure key business aspects are monitored consistently, maintaining clarity and focus. Delegate effectively while keeping priorities front and center.
Dashboard & KPI systems
Define, set up, and manage your company’s KPIs effectively without the need for micromanagement with this systemised process designed to clear the way forward.
Forced Sabbatical System
Scale your business by stepping away from it. Create time in your day using the Forced Sabbatical method to achieve a 7-day, 90-day, or even 365-day break while your business thrives independently.
"Your lessons have empowered me to be more confident in my changes. I feel like I have come a long way in a short period of time. My team is thankful :=)"
Rebecca T
"Lots of light-bulb moments. I'm actually surprised at how much I've gotten out of it so far when I haven't completed much if that makes sense? I have a lot of work ahead
but really looking forward with cracking on."
Diane P
Six Areas For Operational Excellence
Instead of spending the next few years acting as a firefighter in your business as you figure it out alone, we'll save you from the time, money, and stress of trial and error when you switch from “business operator” to “business owner”.
Explore the 6 core system areas where we can reduce friction and drive growth for your business. No specific order of these is required.
Optimize your operations, services, and team for greater efficiency, productivity, and happiness. Reclaim an average of 4-6 hours per week per employee / founder.
Foster accountability and transparency across teams by reducing meetings, emails, and time on Slack. Cultivate ownership and a team-wide commitment by making information and skills accessible to all.
Eliminate assumptions and ambiguity. Our Perfect Process Method™ replicates the effectiveness of A-players, duplicates decision makers, and clones creativity.
Streamline your hiring process by reducing time spent on applications and interviews. With our systems-first approach, focus on attracting the right person for the right system, rather than role-first hiring.
Begin to run your business like an operator and an investor. Develop dashboards, operational systems, and KPI levers that enable your business to function with clock-like predictability.
Integrate our top-performing sales systems to easily boost revenue per employee with less effort. This integration also provides increased visibility to identify and address sales problems before they escalate.
Overwhelmed by Your Business?
Take The Systems Health Benchmark Assessment.
Provide 22 data points for a personalized business report. This benchmark assessment evaluates whether your business operations rely on individual personnel or structured systems and assesses your business's scalability.
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