Your team still asks you how the job is done. We document it, so they stop.
We document how your business actually runs, done with you, so your team can run it without you. It takes 2 to 4 hours of your time each week.
Documentation only: nothing to log into, no online course and no marketing.
1Watch the video
2Answer seven quick questions
3Choose a time for your call
Please watch the video before you continue.
Question 1 of 7
Which of these sound like you?
Choose all that apply.
What have you tried so far?
Choose all that apply.
How many people work in your business?
Count everyone who works for you: employees, part-timers, VAs, contractors and freelancers, here or overseas.
How long has your business been operating?
What is your monthly revenue?
Are you open to making an investment in your business if the solution is the right fit?
Tell us about your business, in your own words.
Please write a few words here so that we know where to start.
Please write a few words here so that we know where to start.
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Rated on Trustpilot·1,121 businesses since 2017·To your standard, or you don’t pay
Industries we have worked in
Electricians
Mechanics and auto repair shops
Building maintenance contractors
Landscapers
Design and build firms
Guttering companies
Security installers
Auto body shops
Carpenters
Drainage contractors
Glass fencing and balustrade companies
Home exterior contractors
Plasterers and drywall contractors
Stove and fireplace installers
Window tinting companies
Functional medicine clinics
Chiropractic clinics
Occupational therapy clinics
Biotech companies
Cosmetic clinics
IV therapy clinics
Neurofeedback clinics
Psychological testing services
Nutritionists
Marketing agencies
Lead generation agencies
Printing companies
Sign makers
Outsourced sales agencies
Email marketing agencies
Tech companies
Artists
Packaging design companies
Writers and copywriters
Estate planning and probate firms
Architects and building designers
Virtual assistant agencies
Consumer law firms
Entertainment lawyers
Food safety consultants
Intellectual property firms
Notaries
Accountants
Financial advisers
Credit repair companies
Merchant services providers
Building suppliers
Farms
Industrial equipment companies
Agricultural contractors
Crowd control barrier manufacturers
Electronics manufacturers
Knife makers
Medal and award makers
Roofing suppliers
Real estate agencies
Property developers
Buyers agents
Property investment advisers
Self storage companies
Business coaches
Tutoring companies
Career coaches
Flight schools
Personal branding coaches
School program providers
Language schools
Event production companies
Dance studios
Family entertainment centres
Hotels
Parkour gyms
Sports clubs
Wedding and event decor companies
Computer and phone repair services
Bin cleaning companies
Day spas
Hot tub and spa companies
Tattoo studios
Dog walking and pet care services
Online stores
Clothing brands and boutiques
Consumer product brands
Grocery stores
Skincare and cosmetics suppliers
Tyre shops
Charities and community organisations
Addiction support services
Environmental charities
Electricians
Mechanics and auto repair shops
Building maintenance contractors
Landscapers
Design and build firms
Guttering companies
Security installers
Auto body shops
Carpenters
Drainage contractors
Glass fencing and balustrade companies
Home exterior contractors
Plasterers and drywall contractors
Stove and fireplace installers
Window tinting companies
Functional medicine clinics
Chiropractic clinics
Occupational therapy clinics
Biotech companies
Cosmetic clinics
IV therapy clinics
Neurofeedback clinics
Psychological testing services
Nutritionists
Marketing agencies
Lead generation agencies
Printing companies
Sign makers
Outsourced sales agencies
Email marketing agencies
Tech companies
Artists
Packaging design companies
Writers and copywriters
Estate planning and probate firms
Architects and building designers
Virtual assistant agencies
Consumer law firms
Entertainment lawyers
Food safety consultants
Intellectual property firms
Notaries
Accountants
Financial advisers
Credit repair companies
Merchant services providers
Building suppliers
Farms
Industrial equipment companies
Agricultural contractors
Crowd control barrier manufacturers
Electronics manufacturers
Knife makers
Medal and award makers
Roofing suppliers
Real estate agencies
Property developers
Buyers agents
Property investment advisers
Self storage companies
Business coaches
Tutoring companies
Career coaches
Flight schools
Personal branding coaches
School program providers
Language schools
Event production companies
Dance studios
Family entertainment centres
Hotels
Parkour gyms
Sports clubs
Wedding and event decor companies
Computer and phone repair services
Bin cleaning companies
Day spas
Hot tub and spa companies
Tattoo studios
Dog walking and pet care services
Online stores
Clothing brands and boutiques
Consumer product brands
Grocery stores
Skincare and cosmetics suppliers
Tyre shops
Charities and community organisations
Addiction support services
Environmental charities
Home builders
Renovation builders
Civil contractors
Audio visual and smart home installers
Fire protection contractors
Irrigation companies
Window and glazing companies
Building permit services
Concreters
Earthmoving contractors
Heating and air conditioning companies
Marine repair services
Solar and renewable energy installers
Synthetic grass installers
Bathroom renovators
Counselling and therapy practices
Healthcare consultants
Physiotherapy clinics
Children’s therapy clinics
Dental practices
Medical centres
Paediatric clinics
Regenerative medicine clinics
Optometrists and optical stores
Advertising agencies
Appointment setting companies
Promotional merchandise companies
Branding and creative agencies
Publishers
Podcast and media companies
Telecommunications companies
Bloggers and content creators
Public relations agencies
Business consultants
Immigration lawyers and consultants
Interior designers
Building surveyors and inspectors
Criminal defence lawyers
Export consultants
Grant writers and non-profit consultants
Labour hire companies
Online business managers
Mortgage brokers
Finance brokers
Outsourced CFO firms
Private equity and investment firms
Metal fabricators
Food manufacturers
Waste and recycling companies
Agronomists and farm consultants
Custom lighting makers
Equestrian equipment suppliers
Laboratory equipment suppliers
Pump and pipeline companies
Trailer parts manufacturers
Real estate investors
Property managers
Commercial real estate brokers
Property project marketers
Serviced apartment operators
Online course creators
Vocational training providers
Childcare centres
Music schools
Private schools
Truck driving schools
Universities and colleges
Gyms and fitness studios
Entertainment agencies
Golf coaches
Lifestyle and adventure clubs
Pilates studios
Theatre companies
Wedding and event DJs
Lawn care companies
Carpet cleaning companies
Gutter cleaning companies
Pool maintenance companies
Water filtration companies
Handyman and home maintenance services
Auto parts suppliers
Thrift and consignment stores
Dive equipment specialists
Jewellery brands
Vintage and antique stores
Home care providers
Youth care services
Aged care homes
Outdoor play providers
Home builders
Renovation builders
Civil contractors
Audio visual and smart home installers
Fire protection contractors
Irrigation companies
Window and glazing companies
Building permit services
Concreters
Earthmoving contractors
Heating and air conditioning companies
Marine repair services
Solar and renewable energy installers
Synthetic grass installers
Bathroom renovators
Counselling and therapy practices
Healthcare consultants
Physiotherapy clinics
Children’s therapy clinics
Dental practices
Medical centres
Paediatric clinics
Regenerative medicine clinics
Optometrists and optical stores
Advertising agencies
Appointment setting companies
Promotional merchandise companies
Branding and creative agencies
Publishers
Podcast and media companies
Telecommunications companies
Bloggers and content creators
Public relations agencies
Business consultants
Immigration lawyers and consultants
Interior designers
Building surveyors and inspectors
Criminal defence lawyers
Export consultants
Grant writers and non-profit consultants
Labour hire companies
Online business managers
Mortgage brokers
Finance brokers
Outsourced CFO firms
Private equity and investment firms
Metal fabricators
Food manufacturers
Waste and recycling companies
Agronomists and farm consultants
Custom lighting makers
Equestrian equipment suppliers
Laboratory equipment suppliers
Pump and pipeline companies
Trailer parts manufacturers
Real estate investors
Property managers
Commercial real estate brokers
Property project marketers
Serviced apartment operators
Online course creators
Vocational training providers
Childcare centres
Music schools
Private schools
Truck driving schools
Universities and colleges
Gyms and fitness studios
Entertainment agencies
Golf coaches
Lifestyle and adventure clubs
Pilates studios
Theatre companies
Wedding and event DJs
Lawn care companies
Carpet cleaning companies
Gutter cleaning companies
Pool maintenance companies
Water filtration companies
Handyman and home maintenance services
Auto parts suppliers
Thrift and consignment stores
Dive equipment specialists
Jewellery brands
Vintage and antique stores
Home care providers
Youth care services
Aged care homes
Outdoor play providers
Plumbers
Roofers
Landscape designers and architects
Cabinet makers
Flooring companies
Paving contractors
Arborists
Cabinet refinishers
Construction equipment hire companies
Foundation repair companies
Heavy machinery mechanics
Painters
Stonemasons
Waterproofing companies
Concrete pumping companies
Autism and behavioural therapy providers
Medical staffing agencies
Veterinary clinics
Clinical trial sites
Event medical services
Naturopaths
Psychiatry practices
Medical supply companies
Orthotics providers
Web design agencies
IT consultants
SEO agencies
E-commerce agencies
Real estate photography companies
Retail display and brand activation studios
Web hosting companies
Cybersecurity and data protection firms
Video production companies
Engineering firms
Recruitment agencies
Personal injury lawyers
Calibration laboratories
Employee benefits consultants
Food and farm certification auditors
Health and safety consultants
Law firms
Product design firms
Insurance brokers and agencies
Bookkeepers
Audit firms
Share trading services
Building products manufacturers
Fuel distributors
Aerospace companies
Coffee importers
Electrical and data cabling suppliers
Furniture wholesalers
Leather goods makers
Pump and water tank manufacturers
Freight and shipping companies
Short-stay rental managers
Affordable housing organisations
Facility management companies
Room rental operators
Strata and building managers
Training companies
Birth coaches
First aid and medical training providers
Performance coaches
Sales training companies
Wealth coaches
University admissions consultants
Party and event hire companies
Event planners
Gymnastics clubs
Martial arts studios
Retreat organisers
Travel agencies
Exterior cleaning companies
Pest control companies
Commercial cleaning companies
Hair salons
Professional organisers
Beauty salons
Water and fire damage restoration companies
Car dealerships
Amazon sellers
Florists
Skate shops
Auction houses
Disability support providers
Youth development organisations
Churches
Plumbers
Roofers
Landscape designers and architects
Cabinet makers
Flooring companies
Paving contractors
Arborists
Cabinet refinishers
Construction equipment hire companies
Foundation repair companies
Heavy machinery mechanics
Painters
Stonemasons
Waterproofing companies
Concrete pumping companies
Autism and behavioural therapy providers
Medical staffing agencies
Veterinary clinics
Clinical trial sites
Event medical services
Naturopaths
Psychiatry practices
Medical supply companies
Orthotics providers
Web design agencies
IT consultants
SEO agencies
E-commerce agencies
Real estate photography companies
Retail display and brand activation studios
Web hosting companies
Cybersecurity and data protection firms
Video production companies
Engineering firms
Recruitment agencies
Personal injury lawyers
Calibration laboratories
Employee benefits consultants
Food and farm certification auditors
Health and safety consultants
Law firms
Product design firms
Insurance brokers and agencies
Bookkeepers
Audit firms
Share trading services
Building products manufacturers
Fuel distributors
Aerospace companies
Coffee importers
Electrical and data cabling suppliers
Furniture wholesalers
Leather goods makers
Pump and water tank manufacturers
Freight and shipping companies
Short-stay rental managers
Affordable housing organisations
Facility management companies
Room rental operators
Strata and building managers
Training companies
Birth coaches
First aid and medical training providers
Performance coaches
Sales training companies
Wealth coaches
University admissions consultants
Party and event hire companies
Event planners
Gymnastics clubs
Martial arts studios
Retreat organisers
Travel agencies
Exterior cleaning companies
Pest control companies
Commercial cleaning companies
Hair salons
Professional organisers
Beauty salons
Water and fire damage restoration companies
Car dealerships
Amazon sellers
Florists
Skate shops
Auction houses
Disability support providers
Youth development organisations
Churches
Industries we’ve helped since 2017.
Accountants, Addiction support services, Advertising agencies, Aerospace companies, Affordable housing organisations, Aged care homes, Agricultural contractors, Agronomists and farm consultants, Amazon sellers, Appointment setting companies, Arborists, Architects and building designers, Artists, Auction houses, Audio visual and smart home installers, Audit firms, Autism and behavioural therapy providers, Auto body shops, Auto parts suppliers, Bathroom renovators, Beauty salons, Bin cleaning companies, Biotech companies, Birth coaches, Bloggers and content creators, Bookkeepers, Branding and creative agencies, Building maintenance contractors, Building permit services, Building products manufacturers, Building suppliers, Building surveyors and inspectors, Business coaches, Business consultants, Buyers agents, Cabinet makers, Cabinet refinishers, Calibration laboratories, Car dealerships, Career coaches, Carpenters, Carpet cleaning companies, Charities and community organisations, Childcare centres, Children’s therapy clinics, Chiropractic clinics, Churches, Civil contractors, Clinical trial sites, Clothing brands and boutiques, Coffee importers, Commercial cleaning companies, Commercial real estate brokers, Computer and phone repair services, Concrete pumping companies, Concreters, Construction equipment hire companies, Consumer law firms, Consumer product brands, Cosmetic clinics, Counselling and therapy practices, Credit repair companies, Criminal defence lawyers, Crowd control barrier manufacturers, Custom lighting makers, Cybersecurity and data protection firms, Dance studios, Day spas, Dental practices, Design and build firms, Disability support providers, Dive equipment specialists, Dog walking and pet care services, Drainage contractors, E-commerce agencies, Earthmoving contractors, Electrical and data cabling suppliers, Electricians, Electronics manufacturers, Email marketing agencies, Employee benefits consultants, Engineering firms, Entertainment agencies, Entertainment lawyers, Environmental charities, Equestrian equipment suppliers, Estate planning and probate firms, Event medical services, Event planners, Event production companies, Export consultants, Exterior cleaning companies, Facility management companies, Family entertainment centres, Farms, Finance brokers, Financial advisers, Fire protection contractors, First aid and medical training providers, Flight schools, Flooring companies, Florists, Food and farm certification auditors, Food manufacturers, Food safety consultants, Foundation repair companies, Freight and shipping companies, Fuel distributors, Functional medicine clinics, Furniture wholesalers, Glass fencing and balustrade companies, Golf coaches, Grant writers and non-profit consultants, Grocery stores, Gutter cleaning companies, Guttering companies, Gymnastics clubs, Gyms and fitness studios, Hair salons, Handyman and home maintenance services, Health and safety consultants, Healthcare consultants, Heating and air conditioning companies, Heavy machinery mechanics, Home builders, Home care providers, Home exterior contractors, Hot tub and spa companies, Hotels, Immigration lawyers and consultants, Industrial equipment companies, Insurance brokers and agencies, Intellectual property firms, Interior designers, Irrigation companies, IT consultants, IV therapy clinics, Jewellery brands, Knife makers, Laboratory equipment suppliers, Labour hire companies, Landscape designers and architects, Landscapers, Language schools, Law firms, Lawn care companies, Lead generation agencies, Leather goods makers, Lifestyle and adventure clubs, Marine repair services, Marketing agencies, Martial arts studios, Mechanics and auto repair shops, Medal and award makers, Medical centres, Medical staffing agencies, Medical supply companies, Merchant services providers, Metal fabricators, Mortgage brokers, Music schools, Naturopaths, Neurofeedback clinics, Notaries, Nutritionists, Occupational therapy clinics, Online business managers, Online course creators, Online stores, Optometrists and optical stores, Orthotics providers, Outdoor play providers, Outsourced CFO firms, Outsourced sales agencies, Packaging design companies, Paediatric clinics, Painters, Parkour gyms, Party and event hire companies, Paving contractors, Performance coaches, Personal branding coaches, Personal injury lawyers, Pest control companies, Physiotherapy clinics, Pilates studios, Plasterers and drywall contractors, Plumbers, Podcast and media companies, Pool maintenance companies, Printing companies, Private equity and investment firms, Private schools, Product design firms, Professional organisers, Promotional merchandise companies, Property developers, Property investment advisers, Property managers, Property project marketers, Psychiatry practices, Psychological testing services, Public relations agencies, Publishers, Pump and pipeline companies, Pump and water tank manufacturers, Real estate agencies, Real estate investors, Real estate photography companies, Recruitment agencies, Regenerative medicine clinics, Renovation builders, Retail display and brand activation studios, Retreat organisers, Roofers, Roofing suppliers, Room rental operators, Sales training companies, School program providers, Security installers, Self storage companies, SEO agencies, Serviced apartment operators, Share trading services, Short-stay rental managers, Sign makers, Skate shops, Skincare and cosmetics suppliers, Solar and renewable energy installers, Sports clubs, Stonemasons, Stove and fireplace installers, Strata and building managers, Synthetic grass installers, Tattoo studios, Tech companies, Telecommunications companies, Theatre companies, Thrift and consignment stores, Trailer parts manufacturers, Training companies, Travel agencies, Truck driving schools, Tutoring companies, Tyre shops, Universities and colleges, University admissions consultants, Veterinary clinics, Video production companies, Vintage and antique stores, Virtual assistant agencies, Vocational training providers, Waste and recycling companies, Water and fire damage restoration companies, Water filtration companies, Waterproofing companies, Wealth coaches, Web design agencies, Web hosting companies, Wedding and event decor companies, Wedding and event DJs, Window and glazing companies, Window tinting companies, Writers and copywriters, Youth care services, and Youth development organisations.
You have already tried to fix this.
Most owners have tried at least one of these.
Handing it to your team or a VA
They write a checklist and assume everyone knows what they know. It pulls them off their real work, costs more than you think, and a checklist is not a process.
An operations hire
Operations that are built properly run themselves, so a manager has little reason to finish the job. They reach for a checklist or a handbook, and you pay a senior wage for it.
A coach or consultant
They teach theory, from far fewer businesses than we have documented. They say a checklist or a recording is enough, and fit you to their framework instead of your business.
An online course
An online course assumes a lot about your business and invites shortcuts. You get someone else’s method, then still have to find the hours to do it.
Templates
A template gives you a format and nothing about how your business does the job. You fill every box from memory, and the steps come out generic.
A new tool
A tool only holds what you put in it. Without finished processes it is one more place nobody checks. Owners tell us they hoped it would write everything out.
Loom videos
Nobody rewatches twenty minutes to find one step. There are no written steps to scan, no marked-up images to check against, and nobody is assigned to it.
ChatGPT
It writes an outline from the average of the internet. It has never seen your team do the job, so the detail that matters is missing.
The SOPs you already have leave room for assumption and interpretation.
A lot of owners who try this on their own end up with the steps written out, and that is all they have. A list of steps only helps someone who already knows the job.
01
It was written for someone who already knows the job
“Send the quote” is a step. Which template, whose price list, who checks it, and when does it go? Your team has to assume the answers.
02
Words get read two ways
“Arrive at the job” says nothing about how you park or where you park. Everyone reads it differently, so the job comes out five ways.
03
Stored in a folder, assigned to no one
A drive or a binder holds your SOPs but does not hand them to anyone. A process is assigned to the person who does the job, so they know it is theirs and that you expect it followed.
Look at your meetings and group chats
Do you still need meetings with your team?Does the same question keep popping up in the group chat?
Then there is room for assumption somewhere. Every one of those questions, or every update someone needs, is a gap in your processes. That is good news, because your team is not the problem.
How it works
Show us once. We document it for good.
It takes 2 to 4 hours a week of your time, or your best person’s, to show us the work and answer our questions. Our team does the documenting.
01
You show us
Each job, once
Walk us through the job once, on a call or recorded as you work. You or your best person. There is nothing to write.
02
We document it
A complete process for every job
We put the job in order, catch the steps experts skip, and build the video, written steps and marked-up images. Then we check that someone new could follow it.
03
Your team runs it
And we keep it current
Every process is assigned to the person who does the job, in the place your team already works. When a question still comes up, we fix the process so that nobody asks twice.
What this is not
Nothing for you or your team to log into or learn
No online course for you to sit through on your own
Use your own code on the door keypad, and close the door behind you.
Step 2 of 22
Disarm the alarm within 30 seconds.
Enter your code, then press OFF. The screen should read DISARMED.
Step 3 of 22
Turn on the shop floor lights, switches 1 to 4.
Leave 5 and 6, the stockroom and the office, off until you need them.
Step 4 of 22
Set the air conditioning to 22 degrees.
Cool in summer, heat in winter. Never set it below 20.
Step 5 of 22
Log in to the till with your staff code.
Your code is on your staff card. Never use someone else’s.
Done when:The door opens at 9:00, the float is counted and the checklist is signed.
Process 21 of 58 · Trades
Start a new job on site
Who: Crew leadTakes: 30 minutes16 steps
Watch it done first
7:55 video, split into the same 16 steps
Step 1 of 16
Park on the street, not in the driveway.
Unless the customer asks otherwise. Their car needs to get out.
Step 2 of 16
Photograph the front of the property before you unload.
Stand on the footpath and get the whole front in one shot.
Step 3 of 16
Introduce the crew at the door, ID badges on.
Say who you are, what you’re doing today and roughly how long you’ll be.
Step 4 of 16
Walk the job with the customer and check the scope against the signed quote.
Room by room, item by item. Anything new goes on a variation.
Step 5 of 16
Write any extra work on the variation form before you start it.
The customer initials it. No initials, no extra work.
Done when:Photos are uploaded, the power is isolated and tagged, and the office knows work has started.
Process 8 of 33 · Online retail
Handle a refund request
Who: Customer service teamTakes: 10 minutes8 steps
Watch it done first
5:20 video, split into the same 8 steps
Step 1 of 8
Answer within three rings, with the standard greeting.
Use the greeting on the screen, word for word.
Step 2 of 8
Find the customer by order number, or by phone number.
Order number first. It’s in every email we send them.
Step 3 of 8
Check the delivery date. Refunds are within 30 days of delivery.
Count from the date it was delivered.
Step 4 of 8
Ask the reason and pick it from the list.
Pick it rather than typing it. The reason decides whether the item comes back.
Step 5 of 8
If the item is coming back, email the prepaid return label.
Faulty or wrong items only. Changed-mind items stay with the customer.
Done when:The refund is issued, the customer has the email and the ticket is closed.
Process 5 of 27 · Allied health clinic
Check in a new patient
Who: ReceptionTakes: 8 minutes12 steps
Watch it done first
6:05 video, split into the same 12 steps
Step 1 of 12
Before they arrive, find their booking in today’s calendar.
New patients get 45 minutes. If it’s booked as a follow-up, fix it now.
Step 2 of 12
Ask for photo ID and their health fund card.
Both cards, for every new patient.
Step 3 of 12
Check the name and date of birth match the booking.
If anything differs, fix the booking before you go on.
Step 4 of 12
Hand over the intake tablet, open on the new patient form.
Have it open before you hand it over, so they can start straight away.
Step 5 of 12
Check every section is complete, especially allergies.
If a section says Not started, ask them to finish it before they sit down.
Done when:The patient is marked as arrived, the forms are signed and the practitioner can see them.
Example 1 of 5
Owners who stopped being the bottleneck.
Real owners, on video and in their own words.
“I’m no longer a bottleneck. I feel less abused by my own business.”
Healthcare
“Being able to remove myself from the business.”
Medical supplies
“The biggest change is that I have more time.”
Digital marketing
Adam H
Digital marketing
Over 100 processes, each with video and marked-up steps
With a library of more than 100 processes, the agency has been able to bring on more freelancers.
“I now have over 100 processes in my internal library, all including videos and detailed written and image steps, and have seen amazing success from doing this! Not only are things running smoother and more efficiently, but we have been able to bring on additional freelancer support because of the process we have in place!”
Result: 100+ processes
BC
Owner
Beauty clinic
New starters called it the best onboarding they’d had
Two new hires worked through the clinic’s documented onboarding, then gave their feedback.
“We hired two new people and transferred our onboarding ... The girls just completed it and we asked for feedback. They said it was the best onboarding they’ve ever had in any job. And they also said that all the work we put in shows how much we care and they never want to let us down.”
Result: Best onboarding they’d had
Peter N
Investing
From 80-hour weeks to under 40
80-hour weeks are down to under 40, with more time for family.
“I have gone from working 80-hour weeks to working less than 40 hours a week and spending more time with family.”
Result: Under 40 hours a week
“Makes it easy so I can work on my business, not in it.”
Construction
“I was working like 60, 70 hours a week and barely finding time to do anything. Now I’m making over 30K a month recurring from my marketing agency.”
Marketing agency
“I don’t feel overwhelmed anymore.”
Packaging
Nathan B
Construction
20 hours a week back
A few months in, a new assistant took on 20 hours of work a week. That time now goes to family and to working on the business.
“I am only a few months in and have ... brought on a VA/PA who saved me 20 hours a week, which is more time with my wife and kids now and the chance to focus on working more on the business and less in the business.”
Result: 20 hours a week saved
Tom R
Medical training
Whole roles handed over with SOPs
As the business grew, SOPs made it possible to pass off duties to new people.
“Growth in the business has been insane, and I’ve been delegating and hiring key people. So far I have offloaded CFO duties, hired a new Director of Logistics and Operations, and a Chief of Sales and Marketing. ... Creating SOPs has been integral to being able to pass off duties.”
Result: 3 key roles handed over
Jimmy G
Medals and awards
A full day without putting out fires
For the first time in recent memory, the day went on planned work, and the whole list got done.
“Yesterday was the first day in recent memory I didn’t jump to put fires out, and got everything on my list done!”
Result: Whole list done
“Everything is running well. I’m really happy about it.”
Wealth building
“Efficiency, which is part of our goal overall to save money and time all the time.”
Professional organising
“These were game changers, as we can now get better value from our day.”
Disability services
Ken C
VoIP services
Several holidays, with the processes still working
Several processes went in, and the business kept running through several holidays. The numbers became steadier too.
“I went to work and implemented several processes in my business as you suggested. Just 4 months after I started ... our revenue started to ramp up. ... The numbers are also much more stable and predictable than before. I also took several vacations, and the processes I set up still worked well most of the time.”
Result: Kept running while away
Jo C
Packaging design
More clarity, and a feeling of calm
A clearer, calmer head for running the business day to day.
“I have noticed that this has given me so much more mental clarity and a feeling of calm.”
Result: Calmer and clearer
Ashley S
Sign making
Streamlined in the busiest season
Even in the summer rush, more has been streamlined than seemed possible.
“Summer is our busy season, and I’m blown away by how much of this I’ve been able to do this time of year. I can’t believe how much I’ve been able to streamline.”
Result: Streamlined in peak season
“Fully utilize my day a lot better.”
Digital marketing
“I feel less frantic.”
Creative consulting
“We’re on the way to opening up new locations.”
Automotive
Alex P
Insurance agency
Two hours a day for building processes
Two hours of every day are now protected for building the business’s processes.
“I was able to lock in 2 hours of my day just to focus on building processes.”
Result: 2 hours a day protected
Melissa L
E-commerce
No longer dependent on hiring A-players
The business used to need top performers to run. Now it no longer depends on finding them.
“I can’t believe how much this has changed my business! Seriously, my business has changed so much! ... I no longer feel stuck hiring all A-Players to make my business run.”
Result: Not reliant on A-players
Adena B
Fashion
Less to carry, and less stress
Too much was being carried in the owner’s head. Now a calmer, more productive way of working feels within reach.
“I have stress just due to too much whirling in my head, and trying not to drop balls. ... I might end up being a calm and productive person!”
Result: Calmer and more productive
“I was able to travel to 23 countries in six different continents. So I was able to do that while the business also grew.”
Telecommunications
“Within 5 days, we closed a deal and recouped the investment.”
Web agency
“It’s truly amazing. The workflow is so much easier for my clients.”
Publishing
Mandy P
Home maintenance
Daily problems no longer dreaded
Small daily problems used to be a source of dread. Now they’re seen as fixable for good.
“Instead of having the attitude of dreading dealing with small daily issues, I feel more positive, because I know they can be fixed long term.”
Result: Fixable long term
Ashley S
Sign making
Getting to the jobs that used to be put off
Work that used to be put off is now getting done.
“Literally everything is better. I’m getting so many things done that I used to put off. You’ve changed my life. For real. In a big way.”
Result: Everything better
Sanna K
Wealth consulting
More done in weeks than in a long time
After a long stretch of slow progress, there’s light at the end of the tunnel.
“To be honest, I have got more done in the past weeks than in a long time! I finally see light at the end of the tunnel, so this has been a huge relief.”
Result: A huge relief
“It changed my business.”
Manufacturing
“Exceed in every field and category I’ve brought to the table within the company.”
Residential remodelling
“I feel very confident in growing all of my different businesses.”
Multiple businesses
“Gives you the foundation to build a business that’s going to stand the test of time, scale and can be sold.”
Consulting
“I learned about unlocking my time.”
Health clinic
“Helped me to maximise my time.”
Marketing agency
“Helped me map out the full strategy and put all the pieces of the puzzle together.”
Recruitment
“Clarity and confidence, and he helped me to get focus on what I need to focus on.”
Real estate
“He comes up with really simple solutions to complex problems.”
Video production
“He’ll give you advice on what’s best. He’s a magician. I’ve worked with Jamie for over a year now.”
Coaching practice
“He is so genuine and authentic. He pushes my limits towards my goals.”
Artist
“I’m looking forward to continuing to grow and to become an even better leader.”
Functional health
“Step by step approach to building and scaling your business.”
Jamie founded Systems and Teams in 2017, after building, running and selling businesses of his own. He developed the method our team follows and leads the work, and you will hear from him. Our in-house team handles the day-to-day capture and documenting.
The guarantee
To your standard, or you don’t pay.
We judge every process against the recordings and examples you gave us. If one falls short of the standard you need, we revise it at no charge. If it is still not right, you get your money back.
If your team gets it wrong, you have still paid for their time. If we get it wrong, you do not pay.
Your team, VA or contractors keep coming back to you with questions
You have tried to document things before and it did not stick
You want whoever does the work to run it without you
This is not for you if
You work completely alone, with no staff, VAs or contractors
You want someone to build or set up tools
You need more leads or marketing
You need someone to recruit staff
Questions owners ask before they start
What exactly do I get?
A complete, franchise-level process for every job you hand us. Each process has a video of the job, every step written out with a marked-up image, the checks that matter and the hand-off to the next person.
We keep them current as your business changes.
How does it work, step by step?
It starts with a call to find where your business still runs through you. If we work together, a launch call sets the priorities: which jobs to document first, and in what order.
From there, you or your best person show us each job, either on a video call or by recording it as you work. Our team turns each job into a complete process, you check it, and we help put it where your team already works. Regular check-ins keep everything moving.
What does it cost?
Half what you would pay a mediocre employee. The exact figure depends on your team, how many jobs you want documented and how fast you want to move. You get one fixed price on the call, with the guarantee in writing.
If the price is not right, you will know before you leave the call, and you leave with a plan either way.
How much of my time does it take?
2 to 4 hours a week, mostly showing us how the work is done and answering our questions. You can hand much of that to your best person. The more time you give it, the faster it moves.
Is this a course, coaching or a tool?
None of those. We’re a documentation firm. You or your best person show us how the work is really done, and our team turns it into step-by-step processes your team can follow. There’s nothing new for your team to learn, and nothing for you to write.
Do I have to write anything?
No. Your part is showing us: you or your best person walk us through each job once, or record it as you work, and answer our questions. Our team does the documenting. People who know a job well skip the steps they take for granted, which is why it’s better done by someone outside the job, who asks about every step.
How long does it take?
There’s no fixed length. It depends on the size of your business, how many jobs you want documented and how much time you can give it each week. It begins with working out where your time goes and what to document first, then moves into recording and documenting, with the first processes coming back to you early.
We’ll give you a realistic timeline for your business on the call.
Why can’t my team just do this themselves?
They could try, and most owners have asked them to. But they’re too close to the work to see the steps they skip, and too busy doing it to finish. The drafts stall half done, written six different ways, and land back on your desk.
Documenting a job so someone new can follow it is a skill of its own, and it’s all we do. If we get it wrong, you don’t pay.
Why not just use ChatGPT to write our SOPs?
ChatGPT can give you an outline, but it has never seen your team do the job, so it leaves out the details that matter. Owners who try it get something tidy and generic, and their team still comes back to ask how the job is really done.
A process your team will follow is built from the real job being done, by your people, in your place of work, with the video and marked-up images to match.
We’ve tried documenting before and it didn’t stick. Why would this be different?
Most attempts stall because nobody has time to finish the writing, and the finished documents sit in a folder nobody opens. People also tend to start with the hardest jobs.
We take the documenting off you, start with short jobs that give you time back quickly, and build each process to be used where the work happens. If a process doesn’t meet your standard, you don’t pay.
What if my team doesn’t use them?
We build processes to be used: easy to find, quick to follow and in the format each person prefers. Watch it once, follow the images or read the steps. When a question still comes up, we treat it as a gap in the process and fix it there.
Will this work for my kind of business?
We’ve documented work in 96 industries, on screens and on job sites, in clinics, workshops and offices. If your team does a job more than once, it can be documented so someone else can do it the same way.
Every job we do is different. Can our work really be documented?
Yes. The finished result changes from job to job, but most of the work around it repeats: the enquiry, the quote, the preparation, the checks, the clean-up and the invoice.
Where a job branches, we document the choices as a decision tree: if this happens, do that.
Can you document hands-on work done on site, in a clinic or in the field?
Yes. Much of what we document happens away from a desk: loading a van, starting on site, preparing a treatment room, using a workshop machine. You film the job once as you do it, talking through what you’re doing, and we turn the footage into steps with images taken straight from it.
Some owners use a phone on a tripod, or a pair of camera glasses, so they can keep both hands free.
Does this work for virtual assistants and remote staff?
Yes. People working remotely need exact instructions more than anyone, because they can’t lean over and ask. Many of our clients use documented processes to hand work to assistants.
We already have a tool nobody uses. Do we need another?
No. We work with what you already have. Most tools fail because what’s inside them is incomplete.
Why not hire an operations manager or an assistant instead?
Whoever you hire still has to learn how your business runs, and right now that lives in your head. Without documented processes, a new manager or assistant becomes one more person bringing you questions.
Many owners do both: document the work first, then hire someone to run it.
Are there cheaper ways to do this?
Yes. Templates, a course, a freelance writer or ChatGPT all cost less up front. The question is what you have at the end: processes your team can follow without asking you, or documents that still need fixing. With us, if a process doesn’t meet your standard, you don’t pay.
How many processes do I need?
You don’t need a number before the call. We list the jobs your team does, then start with the ones behind the most questions and mistakes, the shortest and most repeated. Every job you hand us gets documented, and you decide how far to go.
I’m too busy right now. When is the right time to start?
Most owners say this. The busier you are, the more of your week goes on questions and fixes that a documented process would take off you. We begin with short, repeated jobs, so you get time back early.
Can I speak to one of your clients as a reference?
No, and it is a promise we make to every client, including you once you work with us. We speak with many owners every month. If each of them asked to call one of our clients, those clients would spend their weeks taking calls on our behalf. They came to us to get their time back, so we protect it.
Instead, our clients share their own stories on video and in writing, which you can see above. On the call we also show you real processes from a business like yours.
What happens on the call?
We look at where your business still runs through you and which processes would free you up first, and we show you real processes from businesses like yours. It’s a conversation to see if we’re the right fit. If we are, you get a fixed price on the call, and either way you leave with a plan.
What should I bring to the call?
Your one biggest problem, as specific as you can make it, and a rough picture of who does what in your team. If you already have SOPs, a list of what exists and what’s missing helps too.
If you share decisions with a business partner, bring them as well, so you can both ask your questions.
What happens after I say yes?
You sign the agreement, complete a short questionnaire about your business and book your launch call. On that call we agree the priorities: which jobs come first and what we need from you. Then the recording and documenting begins.
Begin with the one job you most want off your plate.
Watch the video, answer seven quick questions and choose a time. You leave the call with a plan, whether or not we are the right fit.