Your Systems, Simplified: Learn What They Are and How They Are Different From Business Processes

You already have systems and processes in your business, even if you never intentionally put them there. 

In this blog, I’m breaking down what a system is, what a process is, and how they’re related. By the end, you’ll be able to identify each so that you can zoom out and see the bigger picture of how your business flows and zoom in to see how you and your team are taking care of the details.

The Systems Myth

When most entrepreneurs — especially those who are creative and inspired entrepreneurs — hear the word ‘systems’, they want to run! Instantly, they feel pressured to conform to how someone else does things. They feel boxed in. 

Systems should serve you and your business. They should make your business and life feel more aligned, not less! In my world, the purpose of systems isn’t to force anyone to work in a way that doesn’t honor themselves.

Having systems does not mean you’re the most organized person on the planet and have a perfect business. Heck, even my clients who tell me they’re ‘disorganized’ and ‘a hot mess’ can describe to me how things get done in their business — and that’s really what systems are.

Now, a system that includes a lot of procrastinating, waiting until the last minute to complete something, or doing tasks reactively is probably not the most effective or efficient system…but it’s still a system because it’s getting things done. 

We all have to start somewhere!

Confusion is a System’s Kryptonite

Your systems don’t have to be complicated. If your systems are complicated or confusing, they’re not doing their job!

Putting systems and processes in place is a powerful way to simplify your business — and your life as a leader.

When you assess, audit, and refine your systems regularly, they get even better. Your systems should grow with you. 

A Fun Way to Think About Your Systems and Processes

It can be helpful to think of a system in your business as the table of contents or the overall plot of a book. The table of contents shows you what can be found inside the book, in what order you’ll receive the information, and how things will generally flow. Similarly, the plot of a story gives you the main points and tells you how they’re connected. 

Processes are like each chapter of a book. The chapters in a book are all about the details. Chapters of a book bring a story to life just like the processes in your business will bring your work and service to life!  

Why Do I Need Systems in My Business?

A system defines how things are connected in a specific area of your business. They should answer the question, “What’s the general purpose and flow of work here?”

Examples of systems in your business would be:

• Marketing System
• Sales System
• Client Management System
• Onboarding/Offboarding System
• Service Delivery System
• Operations System

A system is not a spreadsheet, software, or business model. Systems are made up of individual processes. 

What is the Difference Between a System and a Process? 

A process is more task-based and detail-oriented than a system.

A process contains specific steps. You take these steps sequentially, one after another, to get from point A to point B.  

{A Note on Procedures} Processes and procedures are the same things. I tend to use the word process unless I’m referring to a specific Standard Operating Procedure, or SOP.

Processes answer the question, “Exactly how does this part of the system get completed?”

Your processes are nested inside of a system. For example, within your Marketing System, you might have the following processes:

• How you batch record and edit Instagram reels
• How you edit, organize, and schedule email newsletters
• How you schedule a podcast for publishing 
• How you track social media metrics and what to do with the data

How you send a new client their contract and invoice is another example of a process; this one would be part of your onboarding and offboarding system. A process for how clients book sessions with you and what template emails they get sent for confirmation, reminders, and follow-ups would be a part of your client management or service delivery system. 

If I hear a client refer to a process as a system or vice versa, it’s not the end of the world. Both systems and processes are essential elements of a successful and efficient business. And while I see them as distinct and different, their roles in your business are more important than the labels we put on them.  

A Recap of Systems and Processes

SYSTEMS 

• Define how things are connected
• Create a workflow and rhythm
• Are made up of processes
• Answer the question: “What’s the general purpose and flow of work here?”

PROCESSES (or procedures) 

• Contain clear steps that get you from point A to point B
• Task-based and detail-oriented
• Contribute to a bigger system
• Answer the question: “Exactly how does this part of the system get completed?”

Aligning your systems and processes with the heart and soul of your business starts with defining what really matters to you. In my 7 Pillar Business Assessment, I walk you through how to audit your business so you can eliminate friction, scale with ease, and get started with refining your systems and processes, so they serve your biggest, boldest business vision.

Get your FREE 7 Pillar Business Assessment here! ⚡