Make It SIMPLE: How Smart Systems Create Real Business Leverage
- vapostol
- Nov 14
- 6 min read
Create Systems that work for you
Let’s face it—many entrepreneurs struggle with figuring out which systems they need. Often, they struggle because they believe a system has to be some complicated tool or process. When in fact, some of the most effective systems are very simple, and are right in front of your face.
That’s why I created the SIMPLE Systems Framework.
In this newsletter, I’m going to walk you through:
The six elements of the SIMPLE framework
What makes a system truly work
How to apply leverage through simplification
Real-world strategies to reduce overwhelm and regain control
Let’s begin.
Part 1: What is a S.I.M.P.L.E. system?
In the beginning, I thought I needed complex, highly detailed systems. But then I realized:
Effective systems aren’t necessarily the most detailed or complex —they’re the most usable.
And that’s what led me to create a framework to show people how to create S.I.M.P.L.E. Systems.
For a system to be maximally effective, it needs to be simple.
I created this acronym to provide a framework for creating optimal (smart) systems for a business:
S tandardization
I nstruction
M anuals
P olicies
L ogistics
E fficiency
Part 2: The SIMPLE Framework for Streamlined Systems
Let’s look at each of the S.I.M.P.L.E. concepts in more detail:
✅S = Standardization
Systems in a business can make sure things operate the same way all the time, with standardized processes and procedures.
Examples:
Every McDonald’s hamburger tastes the same, whether in Budapest or Buffalo
The safety announcements on a flight are usually the same every time.
A hotel room is cleaned the same way every time.
Standardization allows your customers to receive consistent quality. Your team members always know what is expected of them.
Can you think of an experience as a customer in a business that did NOT have standardized systems or processes? How did that feel?
✅ I = Instruction
Training – provide detailed “How-tos”
for every critical function
and equipment.
Make sure everyone knows how to perform their job and how to use the appropriate equipment.
Example: From coffee makers (and fancy espresso machines) to copiers to specialized manufacturing equipment, or software, there is a certain amount of training needed to make sure people know how to properly use whatever equipment is being used for their job.
The lack of proper training can result in broken equipment or at least wasted time and productivity.
Training in processes is also needed.
✅ M = Manuals
Create a manual for every job - a job description and how-tos.
Write it down! Or record it on a video!
List every task and step for each position, each job, and every area of the business.
Think of it in terms of:
“Anyone can take this manual and learn how to do this job.”
These manuals will reduce training time and make it easier to replace someone who is on vacation or sick, or quits. They allow you to create redundancy so that you have a backup when you need it..
Do you have written or video manuals or standard operating procedures (SOPs) for all the jobs in your business? Are they easily accessible to all who need them?
✅ P = Policies
Policies - record your policy guidelines in writing.
This will help people make decisions based on actual policy, rather than just “winging it”.
Your policies can include rules, regulations, and Customer Service guidelines, for example, what refunds are offered, and when?
Other examples:
Human resource policies regarding sick leave or vacation
Safety protocols
Purchasing decisions, like who has the authority to purchase what, and what dollar level triggers higher-up approval?
Why is this important?
The policies can provide your team with the answers they need to continue to operate even if you are not around. And that gives you more freedom!
✅ L = Logistics
Every business has some logistical considerations, but they vary from company to company.
You need to assess what they are for your business, for example:
Machinery and equipment
Is shipping involved?
Supply chain - where do the supplies come from to be able to conduct your business?
Communications - Internet and telephone
What other technology is needed?
Physical space – does your team work remotely or in person?
Signage – where is it needed?
Safety measures
✅ E = Efficiency
You want your business to operate as efficiently as possible. Efficiency saves time and money, both of which impact the bottom line.
What can you do within your business to increase efficiency?
Consider Automation and technology - how is it used and where can it help?
For example, do you have automated bill paying or invoicing?
How is information handled? How does it flow?
Who needs to know, and how can the communication be simplified?
Is there software that can ease the communication time and clarity?
Is there a clear sequence of actions that minimizes the number of people, steps, or places involved?
Part 3: Where is Streamlining needed in Your Business?
Here are 5 areas where a system can help you streamline:
1. Client Onboarding
Use a single checklist that includes:
Contract sent
Invoice issued
Welcome email triggered
Intake form completed
First meeting scheduled
One place. One flow. No confusion.
2. Recurring Tasks
If it happens weekly, monthly, or quarterly, it should be automated or checklist-based.
Examples:
Weekly financial reviews
Monthly content planning
Quarterly goal check-ins or project reviews
3. Team Communication
Set a simple standard:
4. Client Support
Create a central FAQ or response library so your team isn’t reinventing answers. Use templates, canned replies, or even short video walkthroughs.
5. KPI Tracking
Revenue and new sales
Expenses
Profit
Team capacity
Lead flow
Update weekly. Keep it visible. Share it.
Part 4: Simplification Is a Form of Leverage
Too many entrepreneurs think leverage only means hiring more people or using advanced tools.
Reduces training time
Speeds up delegation
Increases confidence
Builds consistency
Every overly complicated process is a drag on your business. Simplification removes friction so you and your team can move faster—with less effort.
Remember: You’re not building systems just to be organized. You’re building systems so the business can grow without relying on you.
Part 5: How to Start Creating SIMPLE Systems Today
Here’s a quick action plan to systematize one area this week:
Step 1: Choose One Process That Feels Messy
Examples:
Invoicing
Scheduling
Content planning
New client intake
Step 2: List the Actual Steps
Write it out as it’s currently done—not how you wish it worked.
Step 3: Apply the SIMPLE Framework.
For each system you are creating, ask:
How can the steps be standardized?
What training or instruction is needed?
Do we have a manual? If not, create one.
Are there policies involved? Spell them out.
What are the logistical considerations? Equipment, supplies, communication, etc
How can we make it more efficient? Cut extra steps. Merge tools. Use templates. Create a checklist.
Step 4: Share It with Your Team
Once you have the new, improved system, share it. And get feedback. Maybe someone else sees a way to make it even better. Implement it. Check back in two weeks to refine, if needed.
There you have it - One system at a time. One simplification at a time. That’s how real momentum builds.
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I recently joined Troy Trewin on the Grow a Small Business podcast to share my journey from scaling Hawaiian Vacations to 8-figure revenue and ultimately selling to Alaska Airlines. We talked about the power of systems, culture, and automation—and how they can transform not just your business, but your freedom.
This episode dives into the realities of growth, leadership, and resilience, with practical lessons every entrepreneur can apply to achieve sustainable success.
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Final Thoughts: Systematize to Scale
A system can be thought of as “Saving Your Self Time, Energy, and Money. It’s about doing what matters—faster, better, and more consistently.
When you build SIMPLE systems:
Your team gets clearer
Your operations run more smoothly
You regain hours every week
And most importantly:
You step into the role of owner, not operator.
So, let me ask you:
What part of your business could run more smoothly if you simplified it?
Reply and tell me—I'd love to hear where you're making the shift.
And if you want support designing systems that give you real leverage and lasting freedom…
Stop Running Your Business Like A Job And Start Running It Like A BOSS.
Join the BOSS Entrepreneurial Mastermind Program waitlist now: https://go.ralwest.com/
Subscribe to my YouTube channel for insights on business systems, leadership, and entrepreneurial freedom.
What was your biggest takeaway from this week's newsletter?
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