How to Build Systems That Fit Your Business
What Got You Here Won’t Get You There: Aligning Your Systemisation Approach With Where Your Business Is Now
The systems (or workarounds) that got your business off the ground won’t be enough to take it to the next level.
Growth demands change, not just in your strategy, but in how your business runs behind the scenes.
And if your business feels stuck, chances are it’s not your people, it’s your systems.
Too often, business leaders try to shortcut systemisation by copying what seems to work for others. But what works for a business at one stage of growth can create chaos at another.
The truth is, your business needs a different systems approach depending on where you are right now. Trying to implement ‘scalable’ solutions when you’re still in survival mode will only lead to frustration.
The key isn’t to copy and paste. It’s to understand where your business stands right now, and from there, building systems that are fit for purpose.
Why Copy-Paste Systems Don’t Work
It’s tempting to adopt frameworks and tech-stacks that seem to be working well for others especially when you're juggling growth, people, and operations. But a one-size-fits-all approach often leads to wasted time, increased friction, and stalled momentum.
Why? Because businesses move through different stages of systemisation, and each one calls for a different approach.
Successful systemisation isn’t about plugging in someone else’s model. It’s about building something that fits the way your business operates, today, and evolves as you grow.
The 4 Stages of Systemisation
We’ve worked with hundreds of organisations looking to systemise, and what we’ve seen time and time again is that they tend to fall into one of four stages.
Understanding these stages can help you pinpoint where you are now, and where you want to be next. Each stage comes with its own set of challenges and opportunities. The key is recognising what’s holding you back and what actions will move you forward.
1. Survival: “Everything depends on me.”
This is the stage of constant chaos. The business runs at full speed, but nothing feels in control. You’re stuck in firefighting mode - pulled into every issue, juggling priorities, and putting out fires daily. Systems are non-existent or ignored. Your team avoids the process, and instead relies on asking you what to do.
There’s no consistency, and no one else seems to take ownership. Deep down, you’re exhausted. But here’s the hard truth:
you are the bottleneck, and you probably don’t realise how much that’s costing you.
The danger here isn’t just the inefficiency; it’s the burnout and the belief that this is just what business ownership looks like.
Your Focus
The goal here is to create space and visibility. You can’t systemise what you can’t see. Start by stepping back from the chaos to see the patterns.
- Identify recurring tasks that only you handle.
- Write down the steps, even roughly.
- Choose one small process and delegate it (even if it’s clunky).
- Book time weekly to reflect on the business, not just work in it.
2. Stationary: “We’re stuck and I don’t know why.”
You’ve got a team, you’ve seen some growth, and from the outside, things look fine. But inside the business, you know you’ve plateaued. Everything still runs through you - decisions, approvals, direction. Your team is capable, but they all do things their own way.
The knowledge in your business lives in people’s heads. There are no standard ways of working, and that shows up in inconsistent results. You can’t step back without quality slipping. You feel pulled in all directions, and no matter how much you hire or hustle, you’re stuck at the same level.
You’ve hit a ceiling. And now you’re working harder, not smarter.
Your Focus
The shift here is from person-dependence to process-dependence. That’s how you unlock the next level. Begin extracting what you and your team know.
- List the key activities that drive your business day to day.
- Record or document how those are currently done without aiming for perfection.
- Capture team input - how they do things, where the gaps are.
- Start building shared templates, guides or checklists.
3. Scaleable: “We have systems… but they’re not working together.”
This is a better place to be and often where ambitious businesses sit before they make their next big leap. You’ve done the work to start creating systems. Some are written down. Some are in your project management tools. But they’re scattered, hard to find, and not consistently used.
There’s still friction. Team members need constant reminders. Some prefer to do things their way. Systems exist but they’re not
fully embedded. You’ve invested in tools, but the tech stack feels clunky or disconnected. You’ve built momentum… but
you’re not yet getting full return on your effort.
You’re no longer the only cog in the wheel, but the machine still isn’t running smoothly.
Your Focus
The shift here is from “we have systems” to “we run on systems.”
Move from scattered to streamlined.
- Centralise your systems in one easy-to-access location.
- Create a consistent format (so it’s easy to train and repeat).
- Run a short team training to explain where the systems live and how to use them.
- Start linking systems to roles, make it part of how you manage performance.
4. Saleable: “The business runs with or without me.”
This is the stage every business owner should aim for, even if you’re not planning to sell. Here, your business is reliable, efficient, and independent. Processes are mapped, accessible, and embedded in how the team works. Everyone knows who does what, by when, and follows through.
You’re no longer the central cog. You’ve hired key people to lead, and the systems give them the structure to succeed. You can take a holiday, reduce your hours, or step into growth projects without fear that the wheels will fall off.
A business at this stage is more valuable, not just to buyers, but to YOU. It gives you options, freedom, and peace of mind.
Your Focus
The shift here is from “systems help us operate” to “systems help us grow.”
Refine and optimise.
- Review your key processes quarterly for improvements.
- Integrate systems into onboarding and performance reviews.
- Link your systems to measurable outcomes (so you know what’s working).
- Keep building team ownership, create system champions internally.
Getting Your Systems Right for Where Your Business Is Now
The key is not just knowing your stage but acting on it. Here are practical steps to help you tailor your approach:
Identify Your Stage
Look at how your business operates today. Are you still in the weeds of daily operations, or is your team beginning to take ownership? Honest reflection here helps you prioritise the right next step, not a generic best practice.
Assess Your Bottlenecks
Each stage has its pain points. Whether it’s knowledge trapped in people’s heads, unclear roles, or inconsistent customer experiences, pinpoint what’s holding you back. Then build systems to solve that.
Build Stage-Appropriate Systems
- Survival? Start small. Document core workflows. Delegate repeatable tasks.
- Stationary? Capture tribal knowledge. Centralise processes. Build out training.
- Scalable? Streamline and involve your team in improving the system.
- Saleable? Audit, optimise, and strengthen alignment between strategy and operations.
Tailored systems don’t need to be complicated. They need to be useful, followed, and adaptable.
Embrace Custom Solutions
Avoid the temptation to rely on off-the-shelf solutions. Tailor each strategy to your specific challenges and opportunities. Start with your goals, your people, and your business structure, then bring in the tech to support what you’ve created, not the other way around. This could mean developing new workflows, investing in team training, or creating documentation that empowers your staff to take ownership.
Why Tailored Systemisation Pays Off
When you align your strategies with your business stage, the benefits can be transformative. Here’s what you can expect:
- Increased Efficiency: Streamlined processes reduce bottlenecks and improve operational flow.
- Scalability: Tailored systems lay the groundwork for sustainable growth.
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Empowered Teams: Clear, accessible documentation fosters a culture of accountability and empowers team members.
- Strategic Focus: With the right systems in place, business owners can shift their focus to high-level strategies that drive long-term success.
Where to From Here?
You don’t need to overhaul everything overnight. You just need to start with where you are, and build from there.
At Your Business Momentum, we know every business is different so a cookie-cutter approach doesn’t cut it. That’s why we tailor our systems approach to match your current stage, your structure, and your goals.
We partner with you to create practical, done-for-you systems that bring clarity, control, and freedom, so you can focus on the big-picture decisions that drive real results.
If you know where your systems are today, and you’re serious about scaling, we’re here to help you move forward.
Because the next stage of growth? It’s built on better systems.
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