Methodology
Our approach is designed to save and earn your company millions.
The Closest Thing to a Magic Pill In Business
We know that as a business owner, your goals are simple—more time, more freedom, and more control. While many consultants offer cookie-cutter solutions that prioritize their own methods, we focus on your unique needs, building custom systems that work for you, not against you.
At Systems and Teams, we shift your business from being people-dependent to systems-dependent. Imagine a business where new hires and senior staff alike can follow clear, reliable processes to produce consistent results without needing extraordinary individuals. Great businesses aren't built on exceptional people showing up perfectly every day—they’re built on strong systems that allow ordinary people to do extraordinary things.
Systems are predictable, unlike people. They remove guesswork, prevent mistakes, and ensure your business runs smoothly without constant oversight. Without them, your team fills the gaps themselves, leading to inconsistencies and wasted time.
With optimized systems in place, your business becomes more efficient, allowing you to focus on growth, strategy, and achieving the freedom you deserve as an owner.
Phase 1: Optimization
We don’t start by building new processes or rallying your team.
Instead, we begin by optimizing what’s already there. This isn’t just about improving your team—it’s about making your reality easier by optimizing yourself, your team, and your entire business. Removing friction points creates immediate results, freeing up 4-7 hours per week per employee, and even up to two full days for founders.
All without building anything new.
We leverage proven systems tested across 1,000+ businesses, focusing on upstream solutions rather than bloating your operations with new tools or hires. The result? A streamlined operation where your team works more efficiently, creating time and reducing stress for everyone.
Phase 2: Centralized Knowledge
Then we build a "business brain"—a centralized system where all your processes, systems, and structures live. No more unnecessary meetings or endless Slack messages.
Your team will follow a clear schedule, with everything they need easily accessible and organized. This shift eliminates chaos, allowing your business to operate independently of any single person’s knowledge.
With everything in one place, there’s no guesswork.
Processes will be improved with information, not more meetings or quick fixes. Your team will know exactly what to do, when, and how—minimizing errors and freeing you from constant involvement.
Phase 3: Process & Systems Design
Next, we design and build the custom systems and processes you need to operate smoothly.
Whether it’s HR, client workflows, sales operations, or admin duties, we’ve got you covered. Our processes are designed for real-world use, ensuring they’re actually followed by your team, and improving operational efficiency from day one.
We focus on the most frequent tasks first to create immediate leverage and avoid common pitfalls like building complex systems that won’t be used for months. Every process is designed to be clear, simple, and usable by anyone — no specialist knowledge required.
Phase 4: People and hiring
Finally, we’ll align your team with these systems. We’ll make sure you’re hiring people who can run the systems effectively, not just individuals who seem impressive during interviews.
Our systems-first hiring approach reduces time spent on interviews and applications, focusing on finding candidates who can seamlessly fit into your business processes.
Processes come before people. You don’t hire your way out of problems—you build your way out.
Our data-driven hiring system removes bias, ensuring you’re hiring the right people to scale your business without relying on high-maintenance "A-players."
Want to Know the ROI of Systemizing Your Business? Calculate It Now!
This ROI Calculator gives you a data-driven look at the tangible impact of systemizing your business—so you can make informed decisions backed by real numbers, not guesswork.
They Don’t Care About You — They Care About Their Profit:
We’ve seen it time and again—businesses spending a fortune in both time and money training their teams in methodologies, purchasing endless documents, or enrolling in mentoring programs and software that promise to fix everything.
Many alternative options out there are more focused on pushing their certifications, licenses, or one-size-fits-all solutions rather than truly fixing your business.
These firms and brands are in it to serve their model, not your success. When a company or consultant forces their biased views, software, licences, certifications, tools or rigid methodologies on you, it’s clear that their priority is profit — not providing solutions that help you reclaim your time, freedom, or control. They aren’t interested in fixing your real problems.
Instead, they’re focused on pushing products that benefit them, leaving you to deal with systems that don’t work for your specific needs. By offering quick fixes that might boost their bottom line, they fail to address your long-term goals, like scaling your business, reducing stress, or preparing for an exit.
It’s not about you — it’s about them selling what fits their model, not what actually solves your problems.
This is why we don’t do that. Instead of selling you cookie-cutter solutions, we focus on listening first and building systems that are tailor-made for your business. We want to get your business to a place where you no longer require us.
If you want to reclaim your time, scale your business, or create real freedom, then we need to focus on what truly moves the needle — not on meeting arbitrary standards or using a fixed method.
Our goal is simple: to give you back control, help you grow confidently, and build systems that work for your specific needs, not ones designed to serve us.
Stop Wasting Time on Quick Fixes:
We’re not here to sell you a methodology, a license, or attempt to get your business "accredited".
Instead, we focus on creating custom systems that align with your specific goals — whether you want to free up time, scale your business, dominate your industry, or prepare it for an exit. True freedom comes when your business operates seamlessly, with every team member empowered to work independently, using systems that are clear, effective, and tailored to your business’s unique challenges.
Unfortunately, this industry is littered with consultants and brands who act more like messengers than problem solvers.
These messengers swear by their own methods, backed by case studies, marketing materials, and a track record of previous successes. Many of these consultants rely on well-known methodologies like EOS, Lean Six Sigma, or ISO credentials — systems that focus more on selling books, courses, material, licensing, and products than solving problems that would render their services no longer required.
It’s like visiting a doctor who prescribes medication based on commission rather than addressing the root cause of your condition. Our focus is to get your business to a point where you no longer need us.
As your business grows, things should get easier — your systems should bear the weight of that growth, not your team.
Yet, businesses that adopt these outdated, rigid frameworks often struggle with friction, inefficiencies, and ongoing operational headaches, despite following so-called "best practices." They hire and expand the team, hoping it helps to share the load. They enroll, buy, and install the latest tools, AI, and software widgets.
The truth is, there’s no such thing as a best practice in a world full of unknowns. A best practice implies that the problem is fully understood and solvable within a fixed framework, but if that were true, your problems wouldn’t still exist.
Similarly, many Chief Operating Officers (COOs) or operations managers have been trained by these very same accreditations, limiting their worldview. Their experiences are shaped by where they studied and the narrow frameworks they’ve learned, often making them less effective at addressing the dynamic and varied challenges your business faces as it grows and scales.
This is why it seems logical that businesses should try to solve these problems internally.
However, in practice, these projects drag on for months and years, often leading to burnout and millions of dollars lost in opportunities and real team costs.
And No, Hiring More People Won’t Save You:
Problems often feel complex and overwhelming, especially when you’re trying to free up your time, scale your business, or prepare for an exit. But the truth is, problems are only hard to fix because the real issues aren’t fully defined.
A surface-level problem is almost always the result of deeper, upstream causes that block you from achieving your goals—whether that’s scaling, dominating your industry, or creating a business that runs without you. There’s a reason these problems exist—something happened before them, and that something was caused by another event. Nothing in business, or life, is random. It’s a series of cause-and-effect events that can be traced and solved at their root cause.
You may have heard the phrase, "the problem isn’t the problem." While this is true, it’s only part of the story.
Most business challenges stem from a combination of factors—small issues that build up over time and impact your ability to scale, take extended holidays, or even sell your business. These could include team errors, inconsistent processes, system failures, or simple miscommunication. All these small pieces interact with each other, creating the larger issue you’re experiencing.
It’s like a ripple effect—what starts as a minor issue upstream ends up creating big waves downstream, holding you back from growing or taking your business to the next level.
Many business owners believe they’re just one hire away from solving their problems or think that adding the latest tool, software, or quick-fix method will finally allow them to take a step back.
Unfortunately, trying to solve problems without addressing their true causes only leads to more frustration and complexity. This is why it can feel like you're being punished for "doing the right thing." This can derail your goal of freeing up your time, scaling your business, or positioning yourself as a market leader. What’s worse, these quick fixes often create more issues down the line.
Owners who rely on these temporary solutions find themselves trapped in the same cycle, spending more money, energy, and time without any lasting resolution.
The key to real progress is diagnosing the actual cause of your business challenges and understanding how these underlying factors interact within your operations, your team, and your service. Instead of trying to mask the symptoms to make today easier, we focus on getting to the root of the issue that will make forever easier—so you can truly scale, take extended breaks without worry, or sell your business confidently.
This approach not only saves time and resources but ensures that you’re building a business that can grow, dominate, and thrive without getting caught up in recurring problems.
How To Stop Overwhealm To Scale
with Confidence and Clarity:
In business, not all information is equal.
Some of it helps you move forward, while the rest just clutters your path, distracting you from what really matters. The key is understanding the difference between signal and noise.
Signal is information that conveys meaning—it’s what you should be paying attention to. Noise, on the other hand, is everything else. It obscures the important details, causing confusion and pulling you away from your goals, whether that's scaling your business, freeing up time, or preparing for an exit.
If you’re trying to scale, you need to focus on the signals that will move the needle—processes, systems, and structures that create growth. But too often, businesses get buried in noise. This noise comes in many forms—endless team meetings, constant Slack messages, poor internal communication, and even the latest tools and trends that promise to fix everything but only add complexity. This distraction slows everything down, creating friction, inefficiencies, and stress that stops you from achieving your goals.
Why does this matter?
If you don’t separate signal from noise, your business will keep running into problems you can’t see coming. This leads to wasted time, money, and energy trying to fix issues that could have been prevented. It also makes it harder to focus on scaling, growing, or freeing up your time.
What does this have to do with building systems?
Systems help you cut through the noise and focus on the signals that drive your business forward. By creating clear, structured systems, you reduce confusion and ensure everyone knows what to do, when to do it, and how to handle problems before they become major obstacles. Well-designed systems bring clarity, improve efficiency, and help your business run smoothly, so you can scale and grow without the constant firefighting.
Signal: meaningful information that drives decision making and progress.
Noise: everything that distracts from or obscures that clarity, causing confusion and inefficiencies.
The first type of noise is obscurity. When important issues are hidden by too much noise (infomation), making problems hard to spot until it’s too late.
Consider this: a top-performing team member suddenly quits after several years. Or inventory goes missing because everyone thought someone else ordered it. Or an unnoticed accounting error sets your company back by months, even years.
These are examples of problems lost in obscurity—signals that were drowned out by noise (infomation). By the time they surface, it’s too late, and you’re forced to react. You’re in firefighting mode, trying to fix something that could have been addressed earlier, had the signal been clear from the start. The more noise (infomation) in your business, the more obscurity clouds your ability to spot the issues early, leaving you blindsided when they finally erupt.
Then we have mystery. When tools or methods create confusion, leaving teams uncertain about what’s wrong and businesses stuck in inefficiency.
The business feels like it should be working, but there’s a lingering sense of confusion, and nobody is quite sure where the problem lies. This often happens when businesses adopt methods or tools that promise to solve everything—a widget, a piece of software, or a magic wand that seems too good to be true.
There isn’t enough signal (meaningful infomation), and the business operates in a fog of mystery. Over time, this leads to daily friction becoming the norm. People accept problems as a daily part of business and drag their feet to their job. The business becomes slow, bloated, and less profitable. Adding more people or tools only deepens the mystery instead of solving the problem.
Then there’s distraction. Not in the sense that your team is unfocused, but because the sheer volume of noise makes it impossible to do meaningful work.
When there are endless meetings, constant Slack messages, and poor internal communication, it becomes clear that the noise is taking over, and clarity is lost. These are signals that your business is drowning in distractions, which prevents it from scaling efficiently, reducing friction, or creating the space for you to step away.
If your goal is to scale your business, take extended holidays, or prepare it for an exit, you need to filter out the noise and bring clarity to the signals that matter.
The distractions and inefficiencies caused by noise will not only slow down your growth but will also pull you away from the freedom and control you're aiming for.
We help you cut through that noise by creating systems that bring clarity to your operations, streamline communication, and simplify processes. This allows you to focus on the signals that will drive success—ensuring your business runs smoothly, efficiently, and with direction.
By focusing on clarity—distilling the signals from the noise—you can step away from the day-to-day, confident that your business will continue to run like a well-oiled machine. You’ll see real progress toward your goals of scaling, dominating your industry, or stepping away entirely—without the distractions, obscurity, and confusion that have held you back in the past.
We build operating systems to scale your business, increase efficiency, boost profits, minimize errors, and reduce workload.
Why Technology and A.I Isn't The Answer:
Many businesses fall into the trap of relying too heavily on technology, hoping that the latest tool or software will solve their operational challenges.
But technology alone isn’t the answer.
Switching tools frequently only adds complexity and wastes valuable time and resources. While technology can certainly help streamline some tasks, it can’t address the deeper issues caused by poorly designed systems, inefficient processes, or over-reliance on key personnel.
These are the things that prevent you from scaling, taking extended holidays, or positioning yourself as the dominant player in your industry.
Rather than constantly chasing the next tech trend, we build systems that ensure your business runs smoothly, no matter what tools you’re using or who’s on your team.
This approach gives you the freedom to lead your business without being tied to day-to-day operations, allowing you to focus on growth, exiting your business, or taking your place at the top of your industry.
So, what is the solution?
You need a fundamental shift in how your business operates.
This shift requires a complete rethinking of your processes, systems, and team structures. At Systems and Teams, we guide you through this transformation, helping you build the systems that free up your time, allow you to scale effortlessly, and give you the control to lead your business strategically—whether that means preparing it for an exit, becoming the best in your industry, or enjoying more personal freedom.
Our team works with you every step of the way, ensuring your business not only addresses its current challenges but also positions itself for long-term growth and success.
With the right systems in place, you’ll finally be able to step away, knowing your business will continue to thrive and grow without your constant involvement.
This is the shift that will set you apart from competitors and position your business to lead, scale, and dominate.
It's our job to get your business, systems, and team to a point where you don't need us anymore. If we simply handle everything behind closed doors and then hand it back, you'll be forced to rehire us whenever something goes wrong, trapping you in a continuous cycle of dependency.
We aim to build, optimize, train, educate, and guide you so that at the end of our engagement, you'll be able to manage and steer the ship on your own, while enjoying your time and profits.
We are deeply passionate about solving problems and teaching the art of systems design.
Six Areas For Business Freedom
Instead of spending years putting out fires and figuring it all out alone, we’ll save you time, money, and stress by helping you shift from 'business operator' to 'business owner.'
Explore the six core systems that reduce friction and drive growth — no specific order needed.
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.
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A letter from our founder:
From The Desk Of Jamie Stenhouse
Adelaide, Australia (Bright and Sunny)
Re: Why you should consider us...
Great question! It's completely reasonable to approach this with a degree of skepticism.
Unfortunately, our industry has been marked by its fair share of companies that fall short on their promises—a landscape filled with empty guarantees and so-called "gurus."
Anyone can create an ad, launch a website, or produce a video claiming to be the best. But what truly sets us apart is not just the words we speak, but the work we’ve done.
Here’s what’s not easy:
- Working with over 1,000 business owners
- Testing a repeatable method across almost 100+ industries since 2018
- Building, scaling, and sell multiple businesses
- Spending millions of dollars of our own capital to refine our methodology
- Devote over 17+ years to the art and science of systems thinking
- Have your clients renew and refer their friends to you
At Systems And Teams, we solve problems.
At Systems and Teams, we’re committed to solving real business problems. Our team brings a wealth of experience and a relentless drive to continuously improve our services. Our goal is to deliver solutions that transcend industry, sector, geography, and business size.
We take pride not only in the results we deliver but in the relationships we build with our clients. Our collaborative approach ensures that every step of your journey with us is meticulously crafted to maximize your experience and generate results that truly compound over time.
Our mission isn’t just about achieving results—it’s about fundamentally improving your life, your business, and the trajectory of your future.
We would be honored to partner with you, helping to systemize your business so you can increase earnings, expand your impact, and truly enjoy the fruits of your hard work.
Looking forward to the opportunity to contribute to your success,
Jamie Stenhouse
Founder, Systems And Teams
"So good, I love this module The productised matrix helped me to identify my best-performing offering and confirmed what I suspected about my least profitable properties being larger houses.
And the client boundaries actually helped me to take back the power in some scenarios that I felt were "unfair" and "out of my control". There is power in having this level of certainty."
Nathan B
"I just want to say thank you so much. The project management system has changed my life!! And the life of my company to be honest. We hired two new people and transferred our onboarding to the Asana. The girls just completed it and we asked for feedback. They said it was the best onboarding they've EVER HAD in any job. And they also said that all the work we put in shows how much we care and they never want to
let us down. :)"
Jo C
"Hiring Framework GOLD!
I recently used the hiring frameworks taught by Jamie in the Prospecting Systems Library, and it worked wonders for my team. I received over 130 applications on Upwork for an appointment setter position, and thanks to Jamie's guidance, I was able to find the perfect fit. Thanks again, Jamie, for all that you do!"
Corey R
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