TL;DR: Bad systems persist even when everyone wants better outcomes. Your business challenges likely stem from underlying systems—beliefs, routines, or habits—that need changing. Identify the systems causing problems in your business (like overwhelm or project-hopping) and implement simple adjustments to get different results. Small system changes create substantial improvements without requiring superhuman willpower.
When we first moved to Colorado, I knew the day would come eventually.
At some point, I would have to get a new driver’s license.
I dreaded walking into the dated DMV building, pulling a number tab from the machine by the door, and sitting on the uncomfortable plastic blue chairs while I waited for my name to be called.
But I had no choice, so I went.
It was every bit as fun as I expected. Meanwhile, the picture I got was far worse than my worst fears.
But I got it done, and it should be years before I have to go back.
I’m not the only one who hates going to the DMV. We all do. Why is that?
Why Do Bad Systems Persist Even When Everyone Wants Change?
As a systems person, I think a lot about systems gone wrong. What causes bad systems to exist? And what can we do about them?
Inefficient systems like the DMV are especially interesting because they serve no one. There’s no one anywhere who benefits from leaving members of the public in the waiting room for two hours. Every staff member at the DMV would love to have a string of happy customers rather than a series of increasingly frustrated people showing up at their window. State officials would prefer to have an easy process that incentivizes people to stay compliant.
But still, we all get what we get.
This is why systems are so powerful. Once a system has grown to encompass many people and deeply-rooted processes and principles, it can be filled to the brim with people who want the outcome to be different and still get the outcome the system is designed to get.
Every single person can wake up with the desire to have a different experience at the DMV, but until the system changes, that desire means very little.
What Do Broken Systems Mean for Your Business Success?
What does that mean for us as entrepreneurs?
It means that for many of the problems in our businesses, if we follow the thread back, we’ll be able to find a system that’s leading to that problem or allowing it to exist.
Once we can see the system, we can change it and get a different outcome.
So if you have a challenge in your business, take a step back for a second to see if you can find the foundational system (it may be a belief system, or a routine, or a habit) that’s leading you to that result.
How Can You Identify and Fix the Systems Causing Business Problems?
If you’re overwhelmed, did you say yes to a few things when you should have said no? What systems can you put in place to help you protect your time?
If you’re bouncing from project to project to project, where can you start batching or shutting out distractions?
If your team is constantly barraging you with questions, what communication systems can help them get what they need while giving you time for deeper work?
Wanting your outcome to be different isn’t enough, but the good news is that even the simplest systems can have substantial results.
Even just thinking in terms of systems can help you move from blame (either of yourself or others) to a more constructive conversation and a solution that lasts longer than a day.
Frequently Asked Questions About Business Systems
Q: What exactly is a “system” in a business context?
A: A business system is any repeating pattern, process, routine, habit, or belief that produces consistent outcomes. It can be as simple as how you respond to emails, how you schedule your day, or what criteria you use to say yes or no to opportunities. Systems operate in the background and often produce results regardless of your daily intentions or willpower.
Q: How do I know if a system is causing my business problem?
A: Look for recurring issues that persist despite your best efforts to change them. If you keep experiencing the same problem (chronic overwhelm, scattered focus, missed deadlines, team challenges), there’s likely a system creating that outcome. Ask yourself: “What process, habit, or belief keeps leading me back to this result?” The answer often reveals the hidden system at work.
Q: Can changing one small system really make a big difference?
A: Absolutely. Small systems compound over time and often have ripple effects throughout your business. For example, implementing a simple decision-making filter for new opportunities can protect hundreds of hours annually. Batching similar tasks together can dramatically increase your productivity. The key is that systems work automatically once established, so even minor improvements multiply across every repetition.
Q: What’s the difference between wanting better results and having better systems?
A: Wanting better results relies on motivation and willpower, which fluctuate daily. Systems, however, create automatic behaviors that generate results regardless of how motivated you feel. You might want to stop feeling overwhelmed, but without a system to evaluate requests before saying yes, you’ll keep overcommitting. The system determines the outcome, not the desire for change.
Q: Where should I start if I want to improve my business systems?
A: Start by identifying your biggest pain point—whether it’s overwhelm, inconsistent income, scattered focus, or something else. Then trace that problem backward: What decisions, habits, or processes consistently lead to this outcome? Once you identify the system, make one small change. For overwhelm, try implementing a 24-hour decision delay before saying yes to new commitments. For scattered focus, batch similar tasks into dedicated time blocks.
