How I Build Systems (so my business runs without me)

==🏗️ 체계적 비즈니스 시스템 구축하기==

1. 🚨 비즈니스와 개인 역할의 차이 이해하기

1.1. "당신 없이는 비즈니스가 운영되지 않는다"라는 인식

– 샘 카펀터의 책에서 인용된 명언, 즉 비즈니스는 당신이 항상 참여하지 않아도 돌아가야 함– '직업'과 '비즈니스'의 구분: 비즈니스는 독립적 시스템으로 존재해야 함

1.2. 만약 지금 7일간 무단 휴가를 간다면?

– 고객의 반응, 재정적 위험, 운영 멈춤 가능성 등 우려– 이러한 문제들을 해결하기 위한 시스템 필요성 강조

2. 🔥 비효율적 비즈니스의 현황과 문제점

2.1. 혼돈의 비즈니스 운영

– 모든 업무가 CEO에게 집중되어 있는 '혼돈 토네이도' 비슷한 구조– 모든 승인과 결정이 CEO를 거쳐야 하는 구조

2.2. 시스템 부재가 초래하는 문제들

– 비즈니스 지식이 '뇌'에만 저장됨– 수작업으로 인한 비효율과 피로– 적절한 위임과 확장 불가능– 일관성 없는 작업 품질과 실수 증가

3. ⚙️ 시스템의 정의와 역할

3.1. 시스템의 핵심 개념

– ==반복 가능한 프로세스들의 집합==– 일정한 결과를 생산하는 데 필요한 일련의 단계와 절차– 목표 지향적이며 재사용 가능

3.2. 예시로 배우는 시스템 구성

– ==유튜브 콘텐츠 제작 시스템 – 비디오 아이디어 추적, 파일 공유, 업로드, 스크립트 작성 등 – 기대하는 결과: 전문적이고 일관된 영상==– ==치아 관리 시스템 – 칫솔질 방법, 치실 사용, 치과 일정 예약 등 – 기대하는 결과: 충치 없는 건강한 치아==

4. 🔍 다양한 유형의 시스템

유형	예시	목표
개인 시스템	아침 루틴, 운동 루틴, 식단 준비	건강, 생산성 향상
재무 시스템	예산, 지출, 투자 관리	재정적 안전과 성장
비즈니스 시스템	콘텐츠 제작, 고객 서비스, 제품 배송	매출 증대와 고객만족도
서브시스템	소셜미디어, 고객 상담, 채용, 기술 지원 등	각 시스템의 세부적인 작업 수행

5. 📝 시스템 구축 절차와 구체적 방법

5.1. 전체 작업 브레인 덤핑

– 일상, 주간, 월간 반복 업무 모두를 떠오르는 대로 기록– 표나 스프레드시트에 정리 권장 (예: 노션 활용)– 실시간 추가, 수정 가능

5.2. 작업 우선순위 및 중요도 점수 매기기

– ==중요도 산출 공식==: (빈도 + 짜증 난 정도 + 사업 목표 달성 영향 + 단순성) / 4– 점수가 높을수록 우선순위와 프로세스화 필요– 예시: 자주 하는 작업, 짜증나는 작업, 영향력 클 것, 간단한 작업에 집중

5.3. 타깃 업무 선정 및 소유자 지정

– 현재 담당자와 이상적 소유자(즉, 누군가에게 맡기고 싶은 작업) 기록– 팀이 없는 경우 인력 채용을 염두에 두거나, 나중에 위임 대상 선정– 맡기고 싶은 사람 예시: 고객 지원 담당자, 가상 비서 등

5.4. 문서화와 매뉴얼 제작

– 중요 업무에 대한 서면 또는 영상 기록– 영상 녹화 툴 추천: Loom, Vimeo 등– 체크리스트, 의사결정 트리 등 활용– 정기적으로 업데이트 필요 (수개월 또는 1년 단위)

5.5. 최적의 위임과 사업 성장

– 최고 우선순위 프로세스를 외부 또는 팀에 위임– 업무 프로세스와 영상 자료를 활용하여 원활한 온보딩과 위임 시스템 마련– 부재 시에도 비즈니스가 안정적으로 운영될 수 있도록 설계

6. 🎯 조직을 넘어서 '시스템'의 확장

6.1. 시스템 중심 사고의 장점

– 모든 것을 체계화하여 누가 어떤 역할을 하든 일관성 유지– 성장과 확장을 위한 기반 마련

6.2. 시스템을 통한 최적화와 예방

– 문제 발생 전에 예방하는 방식으로 업무를 설계– 피드백과 업데이트를 통해 지속적 개선

7. 🛑 자주 겪는 장애물과 해결 전략

7.1. "모든 업무가 내 머릿속에 있다" 문제

– 머릿속에 저장된 업무를 모두 기록하는 것이 시작– 우선순위에 따라 가장 중요한 업무부터 체계화

7.2. '내가 없는 상태'에서 비즈니스 운전 불안감

– 시스템화 후에는 방치하는 게 가능하며, 휴가·여행도 문제없음– '휴가 가도 괜찮다'는 마음가짐이 핵심

7.3. 기술 활용으로 효율 극대화

– Zapier 같은 자동화 도구 활용해서 수작업 대체– 반복 업무의 자동화로 시간과 에너지 절감

8. 👩‍💼 이상적 인력과 역할 제안

– ==디지털 비즈니스 매니저(내 역할 등) 채용 추천– 업무 위임, 시스템 유지·관리 담당– ‘시스템 담당자’를 통해 비즈니스의 자율성 확보==

9. 🎉 궁극적 목표: 휴가·시간적 자유 확보

– 시스템화 후 ‘휴가 가기’가 자연스러운 일이 됨– 일하는 시간보다 성과와 구조에 초점 맞추기– '비즈니스가 내가 없더라도 돌아간다'는 성취감 느끼기

10. 📝 참고 자료와 마무리

– 노션 템플릿과 체크리스트 제공 (퀴즈 통과 후 무료 다운로드)– 지속적 업데이트와 점검 추천– 비즈니스 성장과 자유의 첫걸음, 지금 바로 시작!

대본

if your business can't run without you you have a job not a business i was shocked to my core when I read this quote from Sam Carpenters's book business as a definition implies that one does not have to show up in order to earn money and I was like what do you mean what do you mean imagine right now in your business what happens if you go right now with no warning and take a 7-day vacation so if you say something to the tune of "Oh I think my business would burn down oh my customers would be furious potentially bankruptcy all of the above we're going to be fixing this today in this video I'm going to show you exactly how I transformed my 40-hour job into a 200k plus business that can operate without me if I wanted to i would say most business owners have a business that looks a little something like this they are essentially trapped inside the swirling chaos tornado of their business right and everything everything Hey hey they were trying to mimic the chaos tornado for you guys okay so all the people are being managed by the CEO every single task has to be approved by the CEO everything has to flow through you because essentially instead of creating the business as a separate entity you are saying you're the system so the cost of not having systems is about a million things long number one the business only exists in the business owner's brain and that is the worst place to store a business there's this great quote from David Allen where he says "The brain is great for having ideas not storing them." Number two it takes way more mental energy to accomplish a task because you have to manually think about how it gets done instead of just having a process having a system that you can follow every single time if every single time I make a thumbnail I have to think okay what's the first step again okay I have to do this okay and then oh yeah and then I can't forget that okay okay i can't forget that okay that's chaos we don't want that third thing is if you don't have processes you don't have systems you cannot delegate anything properly which means you can't hire and outsource which means you cannot scale which means you are on your own forever i know a lot of business owners do this instead of creating systems and processes they just think hiring is the answer let me just hire people a bunch of people really quick and because all the processes live in their brain and they don't know how to properly hand it over to the people that they hire the people that they hire then don't do as good of a job as they want them to do the fourth thing this drives me crazy inconsistent output and quality and potentially costly mistakes happen right have you ever been to a cafe have you ever been to a cafe where you just know they do not have systems or processes in place it drives me nuts sometimes I go to the same cafe and one day I'll order matcha and it will be like sugared milk like there's no matcha it doesn't there's not even a whiff of greenness in the matcha and then another day I'll go and the matcha will like knock me out for seven business days that shows me immediately there's no process there's no training happening we want when customers come to buy our products or services that they know what to expect now I go to a cafe where I see them every time they make my matcha they put the cup on a scale and then they start doing the matcha and they're weighing exactly how much matcha is in the cup and that is why I go back to them over and over and over again now because I know every single time I'm going to have a banging matcha so this is essentially what we want ideally we want to pull you out of the system so it doesn't depend on you you can just look at it from above but all of them will operate on their own without your input without everybody asking you a million questions about is this correct or do can you approve this or what about this and is this okay and all this stuff okay so we're going to have our big systems our first layer of systems then we're going to have our subsystems and then we're going to have processes and that's what we're talking about in this video okay and the best news is once you have this system this is when you can perfectly start to delegate another great quote from the book Work the System is your task as a CEO is to optimize one system after another not carine through the day randomly taking care of whatever problems erupt your job is not to be a fire killer your job is to prevent fires from happening in the first place and if you're thinking "Oh my gosh that's me i'm currently the person that randomly goes through and tries to fix everything you are not alone that is the case for most business owners out there and that is what we're trying to solve so don't worry okay so first let's even define the word system because I feel like a lot of times people talk about it but they don't really define exactly what they think it is and obviously lots of people have different definitions but what I think they are is a collection of repeatable processes designed to produce consistent results without starting from scratch each time and to reach a specific goal so let's break that down so let's say the system of creating weekly YouTube videos the repeatable processes within that system are how you track video ideas how you share files with your video editor how you upload videos how you do your intros how you script certain parts of your videos the consistent results we want there are consistent professional optimized videos right and the specific goal that this system is pushing us towards is to grow our channel and build a personal brand on YouTube okay what about another system a teeth system so the repeatable processes within the system of your teeth right how you brush your teeth do you go left to right up or down how often you brush your teeth how you floss whether you floss um if you use those little interd dental brushes that your dentist always tells you to do but you just really hate using them um whether you book your dentist appointments those are all little processes within the system of teeth right the consistent result we want is clean teeth and the specific goal that this is achieving is no cavities which is the biggest win of all really so there are lots of different types of systems right you can have personal systems like for your health like your morning routine could be a system how your exercise routine is a system how you meal prep is definitely a system you could have money systems like how you budget how you spend how you invest you can also have business systems right content creation how you post to Instagram how you create content or product fulfillment like how do you fulfill your service actually step by step how do you onboard clients step by step how do you offboard clients step by step how do you handle conflict with your clients step by step so really and this is something I love to say is that everything is a system and once you have that systems mindset everywhere you look you're like everything's a system like looking at my phone I'm like the the process of creating my phone is such a system they need to do it so step by step otherwise everyone would get a different phone another example I was thinking about this non-stop when I was looking at Taylor Swift's era store collection of processes for outfits the multiple outfit changes for preparing outfits for the stage setup i mean if you've looked at the stage setup I think they have four replicas of that same stage that they were like it took them two weeks to set up and then like they had to take it down then drive it to the next city and then the second stage would be setting up and then she would perform on that one and then that one would go like they had an entire logistical system for how they got those stages set up even just one process like for example we just imagine she changes outfits so fast they probably have some sort of process for changing all these like for example assistant A receives Q and earpiece then assistant B arranges the outfit at the quick change station taylor enters the area assistants begin removing outfit top down then they remove the earpiece pack hands to audio tag audio tech changes battery pack they style helper step like there must be that process the fact that 150 shows almost all went off identically is insane and really just shows the level of the system that was working behind the scenes and if you get this meme you get this meme if you don't I'm sorry so if it wasn't clear by now first you work your system then your systems do the work so systems that you might have in your business might be things like marketing right how do you do all the marketing things so that people actually see your products and services how do you handle your team how do you handle all the little bits and pieces to hiring and training and onboarding product how do you actually fulfill your product and make sure that clients are happy right and then you might have subsystems within those systems so you might have within marketing social media paid ads affiliates within team you might have subsystems like how you hire how you handle payroll how you handle software for managing the team and then within product you might have subsystems like your course and you have a community and how you handle tech support or something like that and then within those systems you have your processes right for example and I mean it might be way more than this but for example how we film and edit Instagram reels how we set up Facebook ads how we edit weekly newsletters within team you might have processes like how we grant access to team files how we pay contractors how we conduct weekly meetings how we hire people how we send them contracts how we send them NDAs it's a million things right and if you're like Da that's a lot of stuff yeah you're right and guess where all of that is right now it's in your brain and if you're like yeah but DEA then everything still flows through me i have a solution for that at the end of the video we still have to cover the details first okay so the agenda here so let's dive into actually creating the system now so step one is we're going to brain dump everything that you're casually storing in your brain out this does not need to have any rhyme or reason to it i just want you to think of everything essentially you do recurringly in your business daily weekly monthly and just write them all out now I would recommend brain dumping into a table or spreadsheet because of all the steps that we're about to do together i'm going to be doing it in a notion table and yes there is a template and yes you can have the template for free but only if you do the pop quiz that I'm linking down below i want to make sure you're paying attention not just downloading a bunch of free stuff and not doing anything with it i only want people who are serious about creating systems to get this template that is why there's a pop quiz now you might be thinking "Okay Dia I brain dumped as much as I could but I still feel like there are things I'm forgetting that aren't in here." That's totally fine every time you come across the task that's not in here just go into the notion and then add it in and then I'm just going to add quickly what system it's a part of and the frequency of the system so how often do I do it do I do it every single week every single day bi-weekly monthly quarterly just add that in there all right the next thing we're going to want to do is now score things again there are a million tasks that we do within our business a million projects going on we can't be like "Okay now they're all equally important tasks and we're now going to have to create processes for all of them at the same time." So that's why we're going to score and we're going to create processes for the most important things that you do in your business that are the easiest to create processes and systems out of essentially so this is the formula that I came up with so let me just walk you through it frequency is basically how often you do it the more often you do something the more important it is for us to create a process out of it the next thing that I want you to score is annoyance on a scale of 1 to five how annoying is this thing to you one being like I'm totally good i could do this a million times i'm totally fine it's not annoying at all five being I would rather go on the stairmaster than do this task all right the next thing is impact and by impact I mean impact on your business goals so if your business goal is to I don't know hit six figures this year how important is this task to getting you there and this is also a good way to audit all the things you're doing and be like okay if I'm scoring something zero impact or one impact why am I doing it the next thing we're going to score is simplicity so simplicity is just how simple is the task how easy is it to give it to somebody else how easy is it to create a process out of that so for example the process of how to create an invoice for a customer in our business is very easy right step one duplicate our invoice template step two copy the customer information into the invoice step three make sure that the quantity is the right amount step four send it to it's like very step by step that's a very simple process so for a task like how to send a customer an invoice the simplicity might be five because it's super simple a more complicated process is for example how we ideulate for YouTube videos that's way more complicated anything that involves more creativity more strategy more like brainstorming thinking kind of task is a lot more complicated to hand off once you score those four things you will get a delegation priority score auto calculated your DPS and we want a high DPS so if you are using my notion template because you did the pop quiz and I'm proud of you then all you have to do is up here once you finish step one go to step two and something fun that I did if I do say so myself is I made it so that when you select the frequency like weekly daily bi-weekly or whatever it automatically creates a number for that instead so we can use it in our formula so you don't even have to fill in the frequency number all right amazing so we've scored everything and essentially what you'll already start seeing populate is your delegation priority score this is the magic equation that I came up with but again you can change it if you're like I want to prioritize processes or systems in a different way that's fine but essentially what I have it is frequency plus annoyance plus impact plus simplicity of task divided by four so the average essentially gives you a delegation priority score and if you're using the notion because you did the pop quiz and you were a good student this will automatically be calculated for you which is very exciting and if we score it descendingly then we will already notice what we need to create processes for first okay so it's time for a roadblock mini audit situation now that you have all the tasks listed out you have all the scores I invite you to have a little look at a few things if it's low impact busy work potentially you can delete it so I would just double check maybe it has impact for something else maybe it's like a long game thing you're doing if that's the case that's totally fine but if it's like low impact busy work that someone's doing and it's not really important this is an opportunity to be like we can stop doing that if there is a tool out there that can get a task that you do regularly done you have somebody manually taking the payment processing customer info and typing it into a CRM in Air Table there's a zap for that zapier is amazing for that go check out Zapier it will automatically zap between two tools information next one if it's impactful but super annoying and someone else can do it like 80 to 90% as well as you because the simplicity is pretty high then this is a great opportunity to document it which we're going to talk about in a second and delegate it okay so we've scored now step three is owners and I love I love this game i love this question so the owners part of this is and if you're using my notion all you have to do is just go on over and click the step three tab i mean if this is not a plug for studying taking notes on my videos and doing the pop quiz and getting the notion because it's perfectly laid out for you I don't know what is so go to step three and at this stage what you're going to do is you're going to put down who the current owner of this task is and the best part the ideal owner of this task okay so the current owner if you're currently alone in your business the current owner it's all you right so annoying now we're going to put in the ideal owner okay and this is a really good opportunity to look at what you actually want to do in your business and what you don't and I'm not saying that if you put ideal owner someone else you have to give that task up right away this is just kind of like a romanticized ideal perfect if you could wave a magic wand who would be in charge of each of these tasks and it's possible all of the ideal owners aren't you i want you to essentially dream big let yourself dream for a second and just be like who is the ideal owner and I feel like we don't ask CEOs that enough of like if you didn't have to do everything what would you choose to do in your business this is the opportunity to answer that question and at this stage if you're like "Okay D but I don't have any team members what should I put an ideal owner?" This is my favorite part because I feel like at this stage you can start thinking about who you might hire to fill some of these things right so who would be the person that could do this task for example I have this task here check Slack community and respond to all unread questions and threads i feel like somebody that could do that task that's not currently on my team would be like a program assistant a program manager a customer support person maybe or like uh an external coach I could hire into my system to help students with their questions and concerns so I might put something like program assistant or manager so now we finished dumping everything we can think of scoring we've put in the owners now we can start to think about who that first hire might be how we might outsource to them how we might delegate to them and that is why the next step is probably arguably the most important one and that is to document right before we delegate we always want to document we don't want to just hire a bunch of people on and they're like "How do you do these things in your business?" And we're like "I don't know figure it out." So a quick audit before we document i want you to run through these things do you currently already have a checklist that you follow if yes that's a great place to work off of also making templates for anything repeatable customer emails YouTube descriptions Instagram graphics anything that you do and you're like "Oh yeah this could easily be a template." Like for example if you have a customer support inbox it's very easy the next time you send you get a frequently asked question and you write a response just copy that into a document and title it frequently asked questions that customers ask me and then put in the question put in your response right and then next time you can just copy that and then make some changes and you don't always have to start from scratch right okay so making templates is really good audit your tools are you using too many tools i would say most business owners are and next audit point for every step that you are documenting ask why do you really need it or is it just how you've always done things all right step four now we're getting to documenting and again I'm not saying you have to document every single task that's in your system spreadsheet right now i'm saying you should prioritize the top ones right the ones that we can give away first potentially so you can choose your method here there are lots of different things you can do a video walkthrough which is my personal favorite you can use something like Loom or Vimeo any tool that allows you to screen record your screen and your microphone at the same time so you can explain what you're doing you can do a written step-by-step process or checklist if you want or advance sometimes I include this if the task is like I said a little bit more complex i might include something like a decision tree like how I make a decision in this process so for example like with video ideas like which ideas do we pick to create YouTube videos out of because we ideulate so much i might create a decision tree like has this been validated by this or this have we done this before recently this or this is it related to this topic i might do something like that if it's super complicated my best tips before you document is number one prep before you start recording just like have a little list of like things you definitely want to cover and you don't want to forget it's also always good to show an example of how it's done and keep it as simple as possible don't go off on rambling tangents if they're not necessary i really like using video to document processes because I feel like then when you give it to someone they can re-watch it as often as they want that's so different to showing someone how to do something like via Zoom and there also a lot of tools out there that can take your video walkthrough and turn it into written checklists or steps that you can then use as written documentation as well so I feel like video is just the best thing to start with and they can watch it on 2x 1.5x so it's really customizable to whatever this person needs so now we'll move on to step four in the notion right and looking at the scoring I'm like "Oh these two tasks if the ideal owner was somebody else and the current owner was still me those are the tasks I would prioritize giving to someone else first." So this is what we want right we want the systems the subsystems the processes we want the processes documented when we want to figure out what might be the first things we want to outsource for if you notice that a bunch of tasks at the top of your priority list which is like taking up a lot of your time and energy are things that can easily be handed off to a VA then that might be the first hire and what's cool about this system is once you have it and you hire someone new let's say say you have a bunch of tasks that's for ideal owner virtual assistant and you hire someone like Sandy for virtual assistant you can just change virtual assistant in the notion to Sandy and then Sandy can come in here and filter by Sandy and she'll see all the things that you want her to take over and all the videos of exactly how to do those tasks and how often they are done that is so if I were hired onto someone's team and they sent me this and they were like "Here are the things I would love for you to take over here's the frequency of when they're done and here's exactly a video of exactly how to do every single task." That's life-changing that's life-changing onboarding okay I'm sorry and then I would have something in my system that's like last updated so that it's when the last time you filmed the video is and then regularly maybe quarterly you can have someone more on that in a second checks when the processes were last updated and then ask people to update them if it's been too long let's say it's been 2 years since a process has been updated i would just ask them to update it and refilm a video and once you have team members they're the ones that should be filming the process videos not you because you're not doing the task anymore whoever is doing the task most currently should be filming the process videos so at this stage if you're like "Okay Dia this is really great i love this but I still don't want to be the person in charge of everything in charge of all the systems in charge of making sure the processes are updated in charge of making sure people are doing what they're supposed to be doing in charge of hiring all these people and onboarding and training all this guess what i have a solution you can hire a digital business manager." This is the role that I think a lot of business owners don't realize exists and would solve most of their problems digital business managers i train them in project team and systems management they know how to create systems they know how to create processes they know how to get the team to do these processes a DBM is a fantastic hire they can be the buffer between you and the system if that's what you want if you're like no I want to be the one managing that's great that's totally fine but if you're like I don't want to be the person in charge because if I go on vacation who's going to be monitoring the business the digital business manager can be doing that the business managers I train are incredible so I highly encourage you to check it out and see if that might be a good hire for you at your stage of your business and finally we get to mysterious step number five and that is you going on vacation because guess what after you create the system you will be able to how exciting is that so exciting and now if there's a little voice inside of you that's saying "Okay but if I'm not doing tasks in my business I'm not going to be productive is that okay is that allowed am I allowed to not work 40 hours am I allowed to not work 30 hours in my business what does that say about me am I going to be lazy i feel like I'm not doing enough what if I hand off all these things and I'm not doing anything in my business what then watch this video this video helped me be okay with working less than 40 hours a week again if you want the notion template do the pop quiz it's down below do it you'll have it for free and as always thank you so much for watching and I hope to catch you in the next one okay bye