For owners with staff, VAs or contractors

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.

  1. 1Watch the video
  2. 2Answer seven quick questions
  3. 3Choose a time for your call

Please watch the video before you continue.

Rated on Trustpilot1,121 businesses since 2017To your standard, or you don’t pay

Systems and Teams

Industries we have worked in

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.

Why it did not stick

A checklist is not a process.

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
  • No marketing, lead generation or recruiting

What you get

Every job you hand us, start to finish.

Each one comes back as a finished process your team can follow without asking you, on a screen, at a counter or on a job site.

  • A video of the job, recorded once by the person who does it best.
  • Every step written out, in the order it is done, in the words your team already uses.
  • A marked-up image for every step, with arrows, circles and highlights on what to click, check or use.
  • Assigned to the right person, so every job has an owner and your team knows where to find it.

Your team does not need to read a manual. Most people watch the video once, then work from the marked-up images.

Process 14 of 62 · Trades office

Send a quote to a new enquiry

Who: Office managerTakes: 15 minutes5 steps

Watch it done first

4:12 video, split into the same 5 steps

Step 1 of 5

Open the oldest quote request in the shared inbox.

Quote requests carry a yellow tag. Work from the oldest first, so no enquiry waits more than a day.

Shared inboxInbox12Quote requests3Follow-upsSentArchiveInbox12 conversationsWebsite enquiryKitchen splashback, quote request8:47Quote requestSupplier accountsMarch statement attached8:12Site teamPhotos from Tuesday’s jobYesterdayAccountsInvoice 2214 paid, thank youYesterdayWebsite enquiryBathroom renovation, quote requestMonQuote requestCouncilPermit approved for the lot 7 extensionMonOldest first1

Done when: The quote is sent from the shared inbox and the follow-up is booked.

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.”

HealthcareUnited Kingdom

“Being able to remove myself from the business.”

Medical suppliesUnited States

“The biggest change is that I have more time.”

Digital marketingUnited States

Adam H

Adam H

Digital marketingUnited States

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

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

Peter N

InvestingSweden

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.”

ConstructionUnited States

“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 agencyAustralia

“I don’t feel overwhelmed anymore.”

PackagingAustralia

Nathan B

Nathan B

ConstructionAustralia

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

Tom R

Medical trainingUnited States

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

Jimmy G

Medals and awardsAustralia

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 buildingFinland

“Efficiency, which is part of our goal overall to save money and time all the time.”

Professional organisingUnited States

“These were game changers, as we can now get better value from our day.”

Disability servicesAustralia

Ken C

Ken C

VoIP servicesCanada

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

Jo C

Packaging designAustralia

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

Ashley S

Sign makingUnited States

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 marketingUnited States

“I feel less frantic.”

Creative consultingUnited States

“We’re on the way to opening up new locations.”

AutomotiveUnited States

Alex P

Alex P

Insurance agencyUnited States

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

Melissa L

E-commerceUnited States

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

Adena B

FashionCanada

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.”

TelecommunicationsCanada

“Within 5 days, we closed a deal and recouped the investment.”

Web agencyUnited States

“It’s truly amazing. The workflow is so much easier for my clients.”

PublishingAustralia

Mandy P

Mandy P

Home maintenanceCanada

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

Ashley S

Sign makingUnited States

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

Sanna K

Wealth consultingFinland

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.”

ManufacturingUnited States

“Exceed in every field and category I’ve brought to the table within the company.”

Residential remodellingUnited States

“I feel very confident in growing all of my different businesses.”

Multiple businessesFinland

“Gives you the foundation to build a business that’s going to stand the test of time, scale and can be sold.”

ConsultingAustralia

“I learned about unlocking my time.”

Health clinicCanada

“Helped me to maximise my time.”

Marketing agencyAustralia

“Helped me map out the full strategy and put all the pieces of the puzzle together.”

RecruitmentMonaco

“Clarity and confidence, and he helped me to get focus on what I need to focus on.”

Real estateUnited States

“He comes up with really simple solutions to complex problems.”

Video productionAustralia

“He’ll give you advice on what’s best. He’s a magician. I’ve worked with Jamie for over a year now.”

Coaching practiceAustralia

“He is so genuine and authentic. He pushes my limits towards my goals.”

ArtistAustralia

“I’m looking forward to continuing to grow and to become an even better leader.”

Functional healthUnited States

“Step by step approach to building and scaling your business.”

Marketing agencyAustralia

“Jam packed with value.”

Real estateGreece

“I have been so, so thrilled.”

FashionCanada

“I’ve learned more than I expected.”

Project managementUnited States

Student consultancyUnited Kingdom

Jamie Stenhouse, founder of Systems and Teams

Who you will hear from

Jamie Stenhouse, founder

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.

This is for you if

  • Your business works, but it still depends on you
  • 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.