5 Essential Systems Every Small Business Needs
Every small business has processes—whether intentional or not. But when you're constantly putting out fires, it can feel like there's no extra time to get organized. However, spending a little time each day working in systems rather than tasks can save you time, energy, and mental space in the future.
Building systems creates structure, which is essential if you’re a small team looking to grow. It helps you:
✅ Identify new roles your business may need.
✅ Create a consistent client experience that fuels word-of-mouth referrals.
✅ Take operations out of your head and into checklists and templates so anyone—even a new hire—can understand how your business works.
Here are five essential systems that every small business needs to run efficiently:
🛠️ Tools Used to Build These Systems
Before we dive in, here are the key tools I use to manage these five systems:
Asana – Project and task management
Google Drive & Google Suite – Document storage & collaboration
Email – Client communication
DocuSign – Digital contract signing
Bonus Software: Sunsama for task management
1️⃣ Project Management System
Every business needs a central hub to track projects, tasks, and team responsibilities.
Key Features to Look For:
✅ Single task in multiple projects – Allows batching of similar tasks across projects.
✅ Personal task dashboard – View all assigned tasks in one place.
✅ Task delegation – Assign responsibilities to team members as you scale.
💡 Tool Recommendation: Asana
I tested many project management tools while managing a small kitchen and bath renovation company. Asana (Business Tier) was the best fit because it included all three essential features above.
2️⃣ Document Management System
Keeping documents organized reduces wasted time searching for files. We use a three-part system:
1. Google Drive & Google Suite – Organizing files using the PARA system
We use Tiago Forte’s PARA system, organizing all documents into four folders:
📁 Projects – Short-term projects.
📁 Areas of Responsibility – Department/team-specific files.
📁 Resources – Manufacturer info, educational materials, logins.
📁 Archive – Completed projects.
2. Asana – Document search & retrieval
Forward important emails (with attachments) to Asana for easy searchability.
Attach files to Asana tasks to keep documents grouped by project.
3. DocuSign – Contract management
Upload sales agreements and collect client signatures digitally.
File signed documents in Google Drive and Asana for reference.
3️⃣ Communication System
Internal Communication (Team & Project Updates)
💡 Best practice: Keep internal communication out of email to reduce clutter.
We use Asana task comments for project-related discussions.
External Communication (Client Communication & Email Management)
💡 Best practice: Keep client communications in email but integrate with your project system. This worked best for us as a lot of our clients are not tech-savvy.
Forward important emails to Asana to create tasks and store relevant details with the project.
Helps batch email responses at designated times instead of reacting all day.
4️⃣ Process Documentation System
Why Process Documentation Matters
✅ Ensures consistency in client experience.
✅ Helps train new team members more efficiently.
✅ Provides a measurable way to improve operations.
Step 1: Identify Your Core Business Functions
Make a list of all the “departments” in your business, even if you handle them all yourself. Examples:
📌 Leads
📌 Project Reviews
📌 Client Shopping Approvals
📌 Marketing Content Calendar
📌 Bookkeeping & Accounting
📌 HR & Hiring
📌 Administration
Step 2: Break Each Function into Processes
For example, "Leads" includes:
Referral Tracking
Client Onboarding
Estimating Process
Step 3: Document Each Process as a Checklist
Example: Referral Tracking Process
Fill out a client intake form with contact info, project details, and referral source.
Store referral info in Asana: Create a task titled “Client Name – Referred by [Source].”
Track referral sources using Asana projects or tags (e.g., “Word of Mouth,” “Website,” etc.).
Step 4: Measure Key Metrics
Example: Referral Tracking Process
Referral Sources – Breakdown of how clients find you.
Conversion Rate – Percentage of referrals that turn into sales.
Source Effectiveness – Which referral sources have the highest conversion rates?
📊 Example Use Case: If word-of-mouth referrals convert at a higher rate than online leads, invest more in customer referral incentives.
5️⃣ Time & Task Tracking / Productivity System
Once processes are defined, you need a way to manage daily tasks.
How We Manage Tasks in Asana:
✔️ Set start & due dates to prioritize workload.
✔️ Organize tasks by urgency (e.g., “Immediate,” “Later,” “Batch by Type”).
✔️ Use the “My Tasks” section to get a daily overview.
💡 Bonus Productivity Tool: Sunsama
Connects with Asana to help schedule daily tasks.
Helps estimate how long tasks will take.
Encourages daily reflection on productivity.
Final Thoughts: Why Systems Matter
Building these five essential systems in your business will:
✔️ Save you time and mental energy.
✔️ Allow you to delegate with confidence.
✔️ Create a scalable, organized business model.
🔥 Want to start brainstorming your processes and metrics? Download my free template by signing up below!
