This is what I have heard from many business owners I’ve spoken to. Entrepreneurs and small business owners are busy juggling multiple aspects of their businesses. Systems are usually the last thing on their mind. Entrepreneurs are savvy, creative and ambitious (at least the ones I usually meet!), and they have a gut feeling when something isn’t working, but they don’t necessarily know what it is.
They see an ad, listen to a podcast, watch a YouTube video and hear how important systems are to success. So they go looking for a better system, a tool that will fix chaos and disorganization.
They open a browser, start a free trial, and maybe buy a subscription.
A week later, a month later, 3 months later, they have the subscription, but didn’t have time to learn the tool (or tried, got overwhelmed and forgot about it).
Yet, the original problem is still there. The tool just added another complication and frustration. The issue isn’t the system they picked. It’s that they went looking for a system before they understood what they actually needed.
That is what this blog is about, putting the cart before the horse, so to speak. Getting a good system in place does not start with a new tool or subscription.
It starts with getting clear on what isn’t working and what is.
How the Tool Becomes the Project
What starts as “I need to fix my client onboarding” becomes an afternoon of comparing software pricing plans. The original problem quickly disappears from view.
Now the project has become about the tool, choosing the right plan, and imagining how great it will be to have the problem solved. It doesn’t get scheduled, or if you look at it, you plan to set aside a time to work through it because it seems like a lot to take in. Weeks pass. The onboarding problem is still unsolved, and there’s a new monthly subscription coming out of the bank account to show for it.
You have done nothing wrong; most business owners have experienced this at least once if not multiple times in their business. What has happened is that the process of updating and implementing a new system has just gone in reverse.
It is like moving house. If you don’t sort out or let go of what you don’t want to take with you to your new home, you will take everything with you. The same issues will appear, even if the new house is bigger (if the new house is smaller, the issues will become clear much quicker).
If something isn’t working, putting it into a new package means it just looks better while it still doesn’t work. Therefore, we need to solve the problem before buying a new tool.
The Work That Comes Before the System
Before any system gets built, there’s a step most owners skip: getting clear on what’s actually broken and why. I’m not talking about symptoms; they are only the warning lights that something isn’t working.
We look at what is the cause behind the symptoms.
Say your client onboarding isn’t running smoothly. Clients are confused, forms aren’t being completed, and you’re fielding the same questions over and over. Before you do anything else, sit with a few questions first.
Is the process unclear, even to you?
Is it documented anywhere, or does it live in your head?
Is every client experience slightly different?
That’s where you start.
I know this part of the work isn’t glamorous. It doesn’t feel like progress the way a new app does, but it is what will direct you to what you actually need.
Clear Out Before You Build
Before adding anything new, clear out what isn’t working. A system built on top of a broken process is just a more complicated one. This is where simplicity must become the priority.
The system you end up going with is one that makes life easier. Moving into the future in a way that your company can grow and scale involves letting go of what is no longer working, not taking it along for the ride while storing it somewhere.
Simple isn’t a shortcut; it’s what you arrive at after an honest assessment of the current state of affairs in your business.
Ask: What can be removed? What can be simplified before it’s systematized?
How the Right Tool Reveals Itself
When the assessment is done, you know what’s broken, what’s staying, and what the workflow actually needs to do. Then the tool choice to get the job done becomes almost obvious. I always recommend keeping it simple, especially to start. As you map out your workflow, start with pen and paper or a Google Sheet or Word document. Use a tool you know really well.
This is where the mapping and testing are – using a tool that is familiar, with no learning curve, no new setup, or subscription management. You know how to use it, and so does your team.
This is the testing phase to work out the kinks in your process.
Once you get the kinks worked out with testing, then you will know exactly what you need from a software tool. When you go shopping, you are clear on what you want. You won’t get confused with upselling features and can compare options across must-haves, what would be nice and what the costs are involved.
Does that mean the first choice always works out? No, but you will save yourself considerable time, hassle and expense by doing your homework first. You’re matching a clear need to a specific function, not getting overwhelmed by options you aren’t sure about but sound like they could be good.
Your team, your budget and your peace of mind will thank you for leaving the tool to the last step of setting up your system.
Conclusion
The business owners who finally get their systems working aren’t the ones who found better software. They’re the ones who got curious first, who made space to ask what’s actually not working, and why, before they went looking for a fix.
That question, asked honestly, does more than any free trial.
The tool will still be there when you’re ready for it. Go do the thinking first.
Not sure where to get started on your own (aka feels like a bit of a mountain), reach out to me, we can do a FREE 20 minute chat to help you get clear on your next step.