When Should You Systemize Your Business with EOS?
Timing is everything. Here are some signs that it’s time to start systemizing:- Your business is growing fast: A growing workload can impact service quality. Systemizing early helps maintain high standards.
- You’re hiring new people: When roles are clearly defined, new hires can jump in without missing a beat.
- You’re outsourcing tasks: Outsourcing works best when expectations are clear, and systemized processes make that easy.
- You need more freedom: Want more time for strategy and less time managing daily tasks? Systemizing is the way forward.
Reasons to Systemize Your Business
1. Nothing Works without a Process
Our co-founder, Gary Vanbutsele, learned this firsthand in 2018. Even with documented processes, a lack of proper systems forced him to repeatedly address the same issues.2. Business Processes Create a Frictionless Experience
Customer experience reflects internal organization. A smooth, well-structured workflow ensures clients receive a seamless experience.3. Systemization is the Fastest Way to Scale
Creating systems isn’t just about efficiency; it’s about freeing up time for high-value tasks that drive growth.4. Systemization Leads to a Happier, More Engaged Team
At Whale, we believe that simply having processes isn’t enough—true systemization is what empowers teams.Step-by-Step Guide to Systemizing Your Business
1. Identify Core Business Processes
List all key workflows (Sales, Marketing, HR, Customer Support, etc.). Focus on tasks that are repetitive and impact efficiency.2. Document Your Processes
Use Standard Operating Procedures (SOPs) and Checklists to outline step-by-step instructions.3. Automate Where Possible
Reduce manual work with automation tools:- CRM Software (HubSpot, Salesforce) – For sales tracking
- Email Automation (Mailchimp, ActiveCampaign) – For marketing
- Accounting Software (QuickBooks, Xero) – For finance
4. Assign Clear Roles & Responsibilities
Use the RACI Framework (Responsible, Accountable, Consulted, Informed) to ensure accountability.5. Train Your Team
Provide training through video tutorials and SOP playbooks in the form of micro-learning.6. Monitor, Optimize, and Improve Continuously
Systemization isn’t a one-time fix—it requires ongoing refinement. Gather feedback, track KPIs, and update processes as needed.7. Use a Centralized System
Keep all processes, documents, and tools in a single hub like Whale for easy access and seamless integration.“It's not just just EOS. It's a combination of all those things that make you a mature company. A place where people find some peace in their jobs and maybe peace in their personal lives, too. What I won't ever forget is the time that the wife of one of my colleagues came to me and said, 'Since my husband has been working with you guys, he's a different man. He's really changed for the better.'”
Koen Lepez
CEO, Direct
Get documenting & training NOW
FAQs about systemise your business
What are the benefits of systemization?
Systematizing in business happens whenever you establish a process that can be repeated. For instance, when you create and document a consistent method for managing vendor invoices, you are effectively systematizing that invoicing procedure.
What is an example of systematizing?
Standardizing processes allows businesses to replicate and grow their operations with ease. New hires can follow clear, proven steps, ensuring uniformity throughout. Additionally, systematization helps pinpoint areas of inefficiency, streamline tasks, and scale up without compromising on quality or productivity.
What are the steps to systematize your business?
The systematization process can be summarized in these 4 steps:
- Document key processes: identify and write down the core tasks that drive your business.
- Standardize procedures: create clear, repeatable procedures to ensure consistency.
- Automate tasks: use tools and software to automate repetitive tasks.
- Delegate and train: assign clear roles and train your team to follow the established processes.
