Systemising Your Business: Signs That You Need a Process Workflow System

Photo by Andrea Piacquadio

Wondering why your business isn’t growing as fast as you’d like, after putting in countless hours? Joe’s story will show how systemising your business can help you get out of that cycle!

Maybe you’re constantly chasing leads, but feel like you’re running in circles, never really getting ahead. The truth is, many business owners face this issue—and more often than not, it boils down to one thing: a lack of systems.

Systemising your business means establishing a set of documented processes that allow your operations to run smoothly, whether you’re directly involved or not. 

It’s the difference between doing everything yourself and having a business that works for you. More importantly, it’s the foundation of scalability, helping to streamline tasks, reduce errors, and free up your time for strategic growth.

When to Know That You Need to Systemise Your Business: Joe Tucker’s story

For Joe Tucker, a property business owner, the tipping point came when he realised that his business was running in a repetitive, inefficient cycle. 

Leads came in, operations paused, sales were pushed hard, and once a deal was closed, the process reset—creating a bottleneck that prevented growth. 

He noticed he had no systems in place to ensure that tasks could continue running simultaneously, which left him constantly overwhelmed.

In this case study, we’ll explore Joe’s journey from disorganised chaos to business clarity and how systemising his workflows through the Grow With the Flow 2.0 service from TGH not only relieved the pressure but also unlocked new levels of growth for his business.

Need clarity in systemising your business? Sign up for our Grow With the Flow Service!

Sign #1: Overwhelming Workload

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Tasks keep piling up, and you’re constantly playing catch-up. This is the normal scenario Joe noticed in many businesses. And he saw this in how own business too.

Without a structured system, Joe’s property business had him running in circles. Every time a new lead came in, he would drop everything to focus on it, neglecting other business tasks. 

Then, after closing the deal, he had to start from zero again, repeating this exhausting cycle. 

After quite a while, he realised that without a proper system, he couldn’t handle the workload, and everything became overwhelming, causing him to lose time, focus, and energy.

If you are feeling the same in how your business operates, it might be best to pause and take a look at your processes. Chances are you don’t really need more effort in your marketing – but you do need to sit down and document your processes. 

When an influx of clients come in, you and your team will know exactly what to do without pausing other efforts, making your system a well-oiled machine.

Sign #2: Inconsistent Results

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If you’re running a business, of course you have goals! However, if you’re noticing that projects or services yield varying results, it’s probably because your procedures are not streamlined.

In Joe’s case, he realised that his business lacked a standard operating procedure, meaning that every deal required different efforts and strategies.

With no streamlined process, the results were inconsistent, making it difficult to predict success or replicate past wins. 

Here’s the thing: if you have a refined systemised business, you could create consistency, allowing your team to follow the same steps, ensuring smoother operations and more predictable outcomes.

If things don’t turn out as they’re expected, you can just revisit your processes and polish them, instead of guessing which way to turn next. This can save you so much time and energy!

Sign #3: Difficulty Delegating

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The third sign is that your team members struggle to understand their roles, and you’re frequently stuck micromanaging.

Many business owners think that when they get someone to work with them, they will immediately know what to do. That’s a myth!

With Joe’s experience, he admits, “Everything was in my head,” so delegating tasks was near impossible without constant supervision. 

He used to talk with his team in different times of the day just to ensure that they’re doing things the right way, which was not only frustrating but also inefficient. 

When he signed up to our Grow With the Flow service, he was able to map out his processes, refined them, and then documented them. 

Once he had this systems in place, a miracle happened! His team could now operate independently, following clear steps without needing him to check on them everytime. 

Imagine the chunk of time and stress he was relieved from!

Sign #4: Repeated Errors

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This sign is closely related with the inconsistent results. The same mistakes keep happening because there’s no standard documented process.

This was what Joe noticed: repeated errors in how tasks were handled because there was no formal system in place. 

Without a documented workflow, your team will also often make mistakes, leading to delays and confusion. And who would want that, right? It is a business owner’s worst nightmare to commit repeated mistakes over and over again. 

These errors can be costly – both in money, time, effort, and focus. So avoid these mistakes by having a properly documented system for your business today!

Sign #5: Business Growth Stalls

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Your business can’t scale because workflows aren’t defined.

Joe realised that his business had reached a plateau because he was stuck in the cycle of working on individual leads with no room for growth. 

The lack of a proper workflow made it impossible to scale, as he had no time or capacity to bring in new clients. 

This scenario is common with many business owners who thought they’re already doing fine. The truth is – they’re not. 

These signs are important to be watched out, to avoid mishaps and bottlenecks in your business success. 

The Grow With the Flow 2.0 – Systemology Service

So, how did Joe get out of the cycle? He found out about our Grow With the Flow service, signed up for it, and now he’s reaping the results!

Grow With the Flow is the solution to those everyday headaches: team members constantly coming to you with questions, the feeling of being stuck at capacity, and systems that no longer serve your growing business.

We’ve improved this since we first launched it, and we’re now officially partners with Systemology – so we definitely KNOW how to help you scale. 

The goal of this service is to help you:

• Fully document your core business processes to create consistency and reduce reliance on any one individual.
• Identify inefficiencies and operational gaps that are costing you time and money.
• Recommend improvements that boost productivity and increase your bottom line.

Now, nothing falls between the cracks, because there won’t be any cracks at all!

After implementing a process with TGH, Joe could finally step back and focus on scaling his business, confident that his systems were handling the day-to-day operations.

As he constantly says now:

“Get it all mapped out or documented, because without that, it becomes incredibly difficult to try and onboard someone and for them to understand. You will spend hours talking to them at different times to try and help them understand your systems that’s all in your head. So map it out on a piece of paper!”

(Or in our case, a Systems Hub!)

Watch his full story here:

Want to get down with your SOPs? Book in a time to speak to our Growth Specialist today!

Systemise Your Business with Grow With the Flow

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Through automation and optimised workflows, your business can operate efficiently, even with more clients, while giving you back time to focus on growth and strategy.

Joe Tucker’s transformation is a testament to the power of systemising your business. 

Most of the time, it’s not the marketing efforts that hold businesses back—it’s how you do things within. 

By taking the time to build a process, document workflows, and onboard efficiently, you can unlock incredible growth potential. 

So stop spinning your wheels—get systemised with TGH and watch your business accelerate to the next level!

Take the time to set up these systems now. Speak with our Growth Strategist to learn more about our Grow With the Flow 2.0/Systemology Service today!