# How To Create Scalable Systems That Actually Work

## Метаданные

- **Канал:** CEO Entrepreneur
- **YouTube:** https://www.youtube.com/watch?v=DFeMqIwUKTQ
- **Источник:** https://ekstraktznaniy.ru/video/28623

## Транскрипт

### Segment 1 (00:00 - 05:00) []

Most business owners think systems means documenting every little step, creating a 50-page manual, or just automating absolutely everything only for those manuals to become overdesigned disposable coffee coasters. But here's the real test for a system. If your system still requires you to clarify, explain, or answer, or tell people how to follow it, then it's not a system. Unfortunately, it's a bottleneck disguised as a glorified to-do list. Think about McDonald's. They don't hire master chefs. They hire 16-year-olds. Yet, the burger comes out the same every single time. And that's because they've designed systems that work regardless of who's actually executing them. And that's exactly what you should be doing as a small business owner is creating systems that are so clear, so repeatable that they will still run without you having to depend on hiring unicorn employees so that they can function properly. Meanwhile, with McDonald's ice cream machines, they're always broken. Hey, McDonald's, what's that about? But why is it that they actually work flawlessly usually? Let's break that down a bit. It's because they actually prioritize clarity over complexity. And we as small business owners don't do that. We love complexity for some reason. Most small business systems are too complex, too rigid, and they're about as useful as an IKEA furniture manual without the pictures. And here's the problem. Most business owners think that they're doing something really good here. They think that they're actually creating something useful where in actual fact, they're building systems that are confusing people more than clarifying. And that's not what we want to be doing in our business if able to take that step back and let the business run and let the people do what we want them to do. Which brings me to a really important point here in terms of what a system actually is. I've created a video up here already which kind of breaks this down in a lot more detail in terms of what the difference between a system and a process as an SOP is. So if you're interested and you don't quite know all of the details, click on the link here after you watch this video so that you can explore that a little bit more. But for the sake of this video, it's really important to understand what a system is so that we can build on that. And I just want to get one thing straight. A system is not a checklist or a fancy piece of software. It's a combination of people, processes, technology, and behaviors all working together. working together. If you don't design your system with people in mind, you'll end up with a system that looks great on paper, but will just fall apart in reality. And just like those manuals, they will leave you confused. frustrated and questioning your life choices. And that's why a real system isn't about documenting everything. It's about making things easier to do things the right way rather than the wrong way. A great system is going to be simple. It's going to be intuitive. designed so that your team can follow it without them having to have a PhD in deciphering SOPs. So, how do you go about building systems that people actually follow? Here's the thing. People don't follow systems. They follow incentives. So if a system makes their job harder, they're going to ignore it. But if it helps them get their results faster or easier, they're going to follow it every single time. So if you want systems that actually work, you need to build them around these three key principles. Number one, clarity over complexity. As we've been saying, most systems fail because they're just too complicated. If someone needs a manual to figure out what to do, then they're just not going to do it. A great system should be so simple that someone brand new should be able to follow it with minimal training. Number two is that it needs to be built for the end user. A lot of business owners create systems for themselves, not actually for the people who are going to use them. So if your team doesn't find the system useful, they'll work around it and then you'll wonder why they're not following it. So when you're designing your systems, involve the people that are actually doing it in the process and ask them, does this make your job easier? If not, fix it before you start rolling it out. And if you are building a system or a process before you start hiring people, then you're going to want to look at number three. Number three, feedbackdriven. Most people treat systems like a set and forget, but the best systems evolve over time. If something isn't working, monitor it, tweak it, and if people aren't using it, then ask why. A system is only as good as its adoption rate. Remember, so when you focus on clarity, usability, feedback, your team will actually follow your systems instead of fighting against them. But even with a great system, most business owners will still get stuck. Why? It's because we try and do everything ourselves. So, why don't we try and fix that next, shall we? By the way, just a quick message here. If you're finding this video valuable, I would really appreciate you just hitting the like button. It's going to cost you absolutely nothing and it will take you 2 seconds, but it really does help this video so that it can be shown to more other business owners like yourself who are struggling with building the right systems and how to go about doing it properly. Thank you very much. Let's get back to our normal programming. If you have to micromanage your system, it's not a system, unfortunately. It's just a suggestion. Most business owners struggle with systems because they don't have a structured way to create, document, refine them, and get people to actually follow them. The truth is, what you need is a system for building systems. Otherwise, you're always going to be in reactive mode, fixing things on the fly instead of actually creating a business that runs smoothly. And that's why at CEO Entrepreneur, we created something called the CEO autopilot, which is our system for building systems. And it's a structured framework that helps you map

### Segment 2 (05:00 - 10:00) [5:00]

out your systems, connect the dots, document them, update them, automate them, streamline them, and put down all of your processes and SOPs in one place. But it also guides you on how to create systems and how to continually improve those systems. But whether you use this system that we've created or you create your own, it doesn't really matter. The important thing is that you have a repeatable method for systemizing your business and that is going to be critical to your scaling sustainability. And as part of your system for building systems, one of the first things that you're going to need to do is to be able to identify and map out what systems your business has. And that's where our systems mapper comes in. And essentially what this does is it allows you to break down all of the essential systems in your business. And it helps you identify and pinpoint gaps and implement the right processes. I'll put the links in the description below so that you can start mapping out and identifying your systems today. And it's free of charge, no questions asked. But mapping out and documenting your business systems is really only the beginning. The real challenge is making sure that they become a part of your daily operations instead of them sitting unused in a document. And that's where execution matters. If you want a business to run without you constantly putting out fires, that means that you need systems to work on their own. And here's how to build systems that run by themselves. The first thing is you identify the biggest bottlenecks and you make those into your systems. Anything that is a bottleneck or recurring problems, turn them into systems and then simplify and simplify again. Break them down into repeatable steps and simplify again. Once you've simplified it down to its core and you've got no complexity, and I don't mean add every single step here. This is key here. We're simplifying, not complicating by adding even more and more steps. Once we've done that, you assign ownership, not just tasks. One person must own the outcome, not just check off steps. Once you've got that, now you've got a structured system for scaling. There's one final piece that's going to determine whether or not your systems actually get done or they get ignored. And without it, even the best systems will fail. So, why don't we break that down? You can have the best systems in the world, but if your team doesn't care about using them, then they're going to be absolutely worthless. Whatever. That's going to come down to one thing, and that is your business culture. Now, before you click away and say to me, "Fluff, listen up here, because this is really, really important. " You see, even your team of professionally challenged chaos enthusiasts, let's call them that. They need a system to follow. And culture is that system to follow. It's actually the system behind all of your systems in your business. Every business already has a system running in the background, and it's called your culture. And if your culture doesn't support accountability, efficiency, and ownership, then no amount of systems is going to fix it. If your team ignores systems, cuts corners, and is constantly trying to find workarounds, it's because your culture allows it to do that. On the flip side, if your culture values efficiency, it values consistency, responsibility, your team will naturally follow systems even without you enforcing them. And unfortunately, culture happens whether you design it or not. So if you don't take control, you're going to end up with a choose your own adventure workplace where everyone makes up their own rules. So now you know you need to build a culture system in your business. So how do you go about doing that? Well, the first thing is that you define cultural expectations. You see, culture needs to be as clear as your business processes. You'll need to identify and communicate the behaviors, attitudes, and values that drive performance. And no, I am not talking about those copy and paste values that live on a website that never see the light of day. Because saying something like, "We value integrity," means absolutely nothing if Jim keeps borrowing office supplies like he's running a side hustle on eBay. Instead, a real behavior could be, "Do the right thing always, even when no one is watching. " So, what I'm saying here is that you need to be defining real observable behaviors that reinforce your business's core principles. And I mean observable behaviors, the things that people actually do so that you can drive daily performance. The second thing is that you want to start embedding culture into your daily workflows because systems work when they're reinforced daily. And so culture being a system is something that's going to work and work better when you do actually start reinforcing it on a daily basis. It will build habits and it will actually make people want to follow them. But also what you want to be doing is part of your own culture is that you start rewarding and incentivizing people that follow the process and follow the company and demonstrate the company values in action rather than just ending up getting the results. And that will incentivize people to know that actually if we follow the processes, this is what we need to be doing. This is how we get appreciated. rewarded. Try and do that at the beginning of all of your meetings where you recognize people for demonstrating company values or demonstrating following processes or demonstrating any of these things. And then soon enough it becomes part of your daily routine and part of your daily behavior for your business. And that then becomes part of your processes and part of your culture system. Lastly, you want to be creating accountability mechanisms who ensures the culture system is followed. Just like any other business system and

### Segment 3 (10:00 - 12:00) [10:00]

process, you need to assign culture champions and people that own these processes and allow them to provide regular check-ins and reward alignment with the core values of your business. Once you start allowing other people to take ownership as well of these processes, these behaviors, these values, these the whole culture system, that will then allow you to be able to step away without you having to constantly tell people what they should be doing it and how inside your business. Once you've got your culture system in place, your culture system should reinforce all of your other business systems. And here's how to make sure that they align. Remember, you should be leading by example. If you don't follow your system, your team won't either. Remember, your actions set the standard. Reward adherence, not just results. If someone cuts corners to get results, they undermine the system. Reward those who follow the processes and then build habits, not just rules. A culture system isn't about enforcing policies. It's about making behaviors second nature in your team's daily work. Now that you understand how to systemize your business the right way and by making sure that you've got a system for building systems and ensuring that you've got the system behind all of your systems, which is your culture system, it's time for the most important step. It's taking action. Systems don't create freedom unless they're used, refined, and embedded into your business. So, I want you to start today. Identify one key area of your business that needs a better system. Map it out and commit by making it work. Because when you build the right systems, you're not just creating efficiency. You're creating a business that's going to give you back that time, that control, and the ability for you to scale without chaos. And that is how you truly step into your role of the CEO for your own business. Thank you very much. I hope you found this valuable. I'm going to put up here a couple of videos that you might find relevant and useful for you so that you can start better understanding how you map out and implement your systems in the right way. The link is in the description below to be able to download our free systems mapper. And I hope all of that will be valuable for you.