The 3 Little Known Components That Make An Effective Business System

12 March 2021

Everybody – and I mean everybody – is going on about systems, but they rarely – if ever – tell you what systems are.

It seems that we’re expected to know what it means when we start a business.

Here’s how I like to define Business Systems:

The combination of organisation guidelines, process steps and tools to achieve a specific purpose.

what is a system infographic by emilie gomez

Let’s break this down:

Component #1: organisation

Organisation isn’t just about what folders you need in Google Drive. It’s about how you organise and store all the information that a particular system requires so that you can easily find what you need.

Let’s take your Lead Generation System as an example.

Here are some of the organisation guidelines you’ll want to define (among others):

  • where you’ll store the lead magnet itself (the finished version)
  • where you’ll keep the information of people downloading your freebie
  • how you’ll tag the people downloading your freebie

I know you may think this is over the top. But trust me, this is essential. Too many entrepreneurs skip this step and just do whatever will give them the results they’re looking for right away. However, they soon find themselves feeling frustrated and doing the same thing repeatedly (such as creating the same document multiple times) because they can’t remember where they wrote the information last.

Having clear organisation guidelines is also crucial if you’re planning on hiring a team one day. Everyone in your team needs to know where they can quickly find the information they need to do their job efficiently. They also need to ensure that they know how to store the data correctly so others in the team (including yourself) can find it.

Component #2: processes

A process is a series of steps you need to perform to achieve the results you want.

Each step has a set of instructions that details how to complete that step. 

These instructions need to be documented in your Standard Operating Procedures (SOP). They also need to be comprehensive, so anyone can perform the steps without knowing anything about your business.

A system can – and will likely – have multiple processes.

Let’s continue with the example of your Lead Generation System.

Some of your processes may include:

  • Process #1: create PDF document using Canva
  • Process #2: collect email addresses on website
  • Process #3: promote new freebie on Instagram

Then some of the steps of Process #2 may be:

  • Step 1: create form in email marketing system
  • Step 2: create landing page

Then for Step 1, your SOP (or instructions) may be (with a lot more details, of course!):

  1. Go to [Add Email Marketing URL]
  2. Log in
  3. Go to “Form”
  4. Click on “Create Form”


Creating an SOP manual may seem like a lot of work at first. But documenting doesn’t mean writing it all down. You can screen-record yourself doing it or use screenshots. Whatever works best for you and your team. My recommendation is to start with video (as it’s faster) in case it changes and then work your way to text and screenshots (if you feel you need it).

Having detailed instructions clarifies what needs to happen when, which is a huge advantage when setting up automation. Don’t try to automate your process before you’re clear on your steps and instructions and have tested them many times.

Component #3: apps + tools 

People use many words to refer to tools, such as systems (as in IT systems), platforms, applications, backend, program, software, tech… They all refer to the same thing: a piece of technology that enables you to perform your process steps.

A system can involve many tools.

The common mistakes I see when business owners decide on a tool:

  • They choose the tool first without understanding what they are trying to achieve and how they want to achieve it.
  • They select a tool based on what others are doing and without understanding if it’s going to suit them. Of course, the fact that many other business owners use that particular too is social proof that that tool is good… for them. It doesn’t mean that it will suit you and your business.
  • They pick a tool based on where they want to be in 5 years, thinking they should invest now. This is a sure way to be overwhelmed and to waste money. By the time you need all the functionalities, your business model may have changed, and you may not need all these features. That tool may also be obsolete with better tools on the market for what you need then.

To avoid falling into this trap, you first need to know what you’re looking to achieve. Make a list of everything you’d like your tool to do. Then review that list and mark each item as “Must have” or “Nice to have”. Finally, do your research. Yes, this may involve asking others what they use, but it also means checking the features list and trialling it first and ensuring it meets your needs.

Systems aren’t fixed – they’re not a “set and forget” aspect of your business. They’ll evolve as your business grows and you refine the way you work. Make sure to always set time aside to review your systems or to take notes about things you’d like to change so you can implement them later.

Finally, there’s no “one size fits all” when it comes to business systems. But some systems are essential for your business if you want to be fully booked. In this guide, I’ve listed the 5 systems that booked out coaches and creative entrepreneurs have in place. I’ve also outlined some questions to help you design your own systems to support you in becoming fully booked.

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Systems seem to be the latest fad for online businesses. Everybody talks about it, but nobody tells us what they are. Fret no more! In this article, you’ll discover the 3 components that no one talks about, but that make all the difference when creating business systems that work for you! #onlinebusiness #businesssystems
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Systems Strategist, Intentional Productive Coach & ClickUp Alchemist supporting changemakers and rulebreakers to run their business with ease, fun and focus so they’re free to change the world.

Hi, I’m Emilie!

I’m a Business Systems Strategist, Intuitive Problem Solver & ClickUp Alchemist. I work with changemakers and rulebreakers who want to run their business with ease, fun and focus so they’re free to change the world.

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I hear you! Everybody - and I mean everybody - is going on about systems, but they rarely - if ever - tell you what systems are. It seems that we’re expected to know what it means when we start a business. Keep reading to discover the 3 elements that make an effective business and how you can implement this in your business. #onlinebusiness #businesssystems
There’s no “one size fits all” when it comes to business systems. However, there’s a structure you can follow to create systems that support you. In this article, you’ll discover the 3 elements that are essential to make your business systems work for you. #onlinebusiness #businesssystems