Why Smart Business Owners Never Write SOPs

Hey, can I share a little secret with you? Most business owners suck at documenting processes and systemizing their business. And the good news is, not only is that completely normal, that's okay. Because you as the business owner, you're not supposed to be doing it anyway. I've worked with thousands of business owners to help them get off the tools, systemize their operations and build a business that gives them true freedom. And the ones that make this work, the ones that move the fastest and get the best results, they're the ones where the business owner isn't doing the work. They have a person who owns this process and let them do it. We call that person the Systems and AI Champion. Now, if we haven't met, my name's David Jennings. I'm the best selling author of two books, Systemology and Systems Champion. And there is a chance you might have watched my previous two videos. And if you have, that means you already know where to get started systemizing and what systems to document first. You also know how you can start to do it fast with AI, but there's a chance you're still not doing it and you're not getting it done. And by the end of this video, I want to explain why the business owners are the worst at this. You'll also know exactly who should be systemizing your business, where to find them, how to set them up for success, and I'll even give you the exact role description for this systems and AI champion so so you can find yours. So let's go ahead and get started. Here's the uncomfortable truth. The reason I said that business owners are the worst people to be documenting processes and systemizing their business. It's not because you're lazy or you're incompetent. It's because of the way that you're wired as the business owner. You're a visionary. You see opportunities everywhere. You're always thinking three steps ahead. You want to grow, not focus on documentation. And that's exactly what makes you great at building businesses. But it's also what makes you terrible at creating systems and building repeatability. Now, I tried to do this myself for years. I'd start documenting a process I'd get halfway through, I'd be tweaking it and trying to make it just right, make it perfect. But I was also juggling 60 other tasks at the same time. So I was busy. Three months would go by and I'd have a bunch of these half finished systems that are delivering zero. Now, if that sounds familiar, the reality is when you try to Own systemization, it just becomes one more thing that sits on your plate, one more task that competes with marketing and sales and client delivery and staffing and answering client questions and everything else. Building out systems. It's important, but it's never urgent, so it sits on the to do list. It never gets done. Or if you do get to it, it's done poorly and you burn out just trying to get it done. And then the business stays dependent on you. You can't take a vacation, you can't scale, you're trapped. And the solution isn't trying harder. The solution is to give this to someone who's actually wired for it. And here's why this matters now more than ever before. Because we are at the most important moment in business history to systemize. Like the companies that are winning in the AI revolution, they're process first. They've got clear systems, they know how their business works. So it becomes obvious to them where they can plug AI in to improve their existing processes and see immediate results. And the companies that are losing, well, they're trying to throw AI at chaos and it just doesn't work. Here's the truth. AI doesn't help to fix broken processes, it accelerates what you already have. So if your processes are clear, AI makes you 10 times faster. If your processes are a mess, well, AI just makes them a bigger mess. Now this is too important to leave to chance. That's why I say you're going to need someone to own this, someone who is not you. I mean, I spotted this as the most important topic and leverage point for business owners right now. So I wrote a book about it. A systems and AI champion is the one person in your business who owns systemisation. They identify what needs to be documented. They work with your team to extract that knowledge and organize it into a central location. They maintain the systems, they make sure that your team actually uses it, and they look for the opportunities where AI can re engineer it and and make it even more efficient. And here's the best part. They love this work. What drains you energizes them. So the next question, what makes a great systems and AI champion? Well, there are three things. Firstly, they're naturally organized. They don't just tolerate processes, they crave it. They love creating order from chaos. They get satisfaction from checking boxes and closing loops. Second, they're curious about how things work. They ask a lot of why questions because they want to understand the logic behind the decisions. That helps them to spot inefficiencies without you having to point it Out. And third, they're great with people. This isn't just a documentation job. They need to be interviewing your team and working with them to extract that knowledge to get the team buy in and get them on board. If you want to see an example of this, one of our clients, Ryan Stanard, he runs a residential building company out of Adelaide. He identified his daughter Erin as his systems champion. Now, she had zero systems experience, but she had the right mindset. She was curious, she cared about the way that things worked. He plugged her into the systemology ecosystem and Erin just completely transformed that business. I'll pop a link through to the interview with Ryan and Erin down in the description and I'll mention it at the end of the video, but I think that will give you a real clear picture of how this is going to work for you. So where are you going to find this person? First, you can look inside your business. There might already be someone who fits this profile. They're the person who's already suggesting improvements. They organize team spreadsheets without being asked. They get frustrated when things are inconsistent. So I don't know if you have anyone like that that comes to mind. If you don't, that's okay. Also, I've seen many companies just hire someone that's junior that has the right traits. You don't need someone with 10 years of experience working with Six Sigma and Lean. You just need someone who's organized, curious, people oriented. And if you find the right person, all you need to do is give them a copy of the Systems Champion book and then they'll just follow the process.

Don't hire for experience and you're not going to have to pay some six figure salary here. Hire for mindset systems thinking, that can be taught. So you want to find someone who's just naturally organized and curious because those traits, they're a little bit harder to teach. Now, I know what you're thinking. Wait, what? I'm going to have to spend money to hire someone to make systems. And the short answer is yes. But I just want you to keep in mind that a system is an AI champion. They don't cost you money, they make you money because they make your team more efficient, they reduce errors and mistakes and every process that they end up documenting that becomes the foundation for AI powered processes. I think this whole AI revolution thing, it's too important just to have it sit on your plate. You're already busy and deep down you know, like if you're honest with yourself, if it's going to sit with you, it's not going to get done. I'm curious, do you have someone that comes to mind, someone that's already in your business, someone who might make a great systems champion? If you do, just drop their name in the comments and then share this video with them. If you don't have someone yet, that's okay too. I'll make it super simple for you. I've created a systems and AI champion position description. It tells you exactly what they should be doing and what qualities to look for. I'll pop a link in the description so you can just go ahead and down a copy of that. The takeaway here is just stop doing this yourself. You're a visionary, not a documenter. You want to look for someone who's organized, curious, good with people, experience doesn't matter. Then once you find them, share with them the CCF that we created from the earlier video and then let them use the AI tools that we talked about in video number two so they can document things fast. And then that's it. You don't need to be the one systemizing your business. You just need to be the one who finds the right person to do it. Now it's time to see this in action. So I'd like to share with you just a few case studies of some of our best clients. I mentioned a little bit earlier, Ryan and Erin Stanar. They're the builders from Adelaide. I'll share with you another link that you can check out. Shannon and Ryan Schmidt, their accountants in Mornington. I want you to check out some of these case studies. We literally have hundreds of these because success leaves clues. And when you watch these case studies, you'll see they all found their systems champion. They all are real stories about achieving extraordinary results. That starts with getting the right person to own this. So check out the links on the screen or it'll be down in the description. And then find your systems champion and change your business and achieve true freedom.