Systems That Stand the Test of Time
When it comes to processes and systems, people usually fall into one of two categories: those who love them and those who can’t stand them. Group 1 thrives on structure, always searching for ways to optimize and improve. Group 2, however, dreads the thought of another system, often rolling their eyes when the topic comes up.
At the end of the day, a good system should serve you or your organization—not the other way around. If a system becomes a bottleneck or hinders your objectives, it’s no longer effective. No matter where you fall on the spectrum, one thing remains true: we should be building systems that stand the test of time. Systems that aren’t just tailored to one individual but can function seamlessly regardless of who is in the role.
Key Principles for Building Long-Lasting Systems
1. Identify the Need
What problem are you trying to solve? Before jumping into implementation, take a step back and clarify your target. The need should be clear, specific, and address a real issue within your organization. Because most systems are born out of either a leadership challenge or an operational gap, identifying the true need ensures you create something valuable rather than just adding another layer of complexity.
2. Define the Why
After identifying the need, it’s tempting to dive straight into execution. But before addressing the "how," you need to understand the "why."
For example, let’s say a church sees a successful weekly worship team coaching program at another church. They might ask, "How do we implement this?" But the better question is, "Why was this system put in place?" The answer could be that the church's vision is to develop musicians for all generational ministries—kids, youth, midweek events, and weekend services. Their "why" determines their "how."
Without a clear "why," a system can quickly become irrelevant. It’s also essential to assess what resources you already have. This prevents unnecessary reinvention and helps refine what’s currently in place. Before adopting a system, ask: What is the "why," and does it still apply? Many processes remain in place long after their purpose has expired simply because no one stopped to question their relevance.
3. Build a Sustainable "How"
Once you have a solid understanding of the "why," you can construct a "how" that is built to last. Ask yourself:
Will this system work regardless of who is in the role?
Does this process rely on a specific person’s way of working, or can anyone step in and succeed?
A common mistake is creating systems that are too personalized. Leaders often design processes that align with their workflow but don’t necessarily translate to a team. I once asked a team member for a "master to-do list" for an event, and they provided just five bullet points. While it seemed concise, it quickly became apparent that it only made sense to them—it wasn’t comprehensive enough for the team to follow. As leaders, we must ensure that what we build isn’t just effective for us but for those who follow.
What Are the Best Platforms for Systemizing Processes?
There are plenty of tools available to help streamline systems and processes. Here are a few platforms that might work well for your organization:
Microsoft To Do
For those seeking a simple, cost-effective to-do list, Microsoft To Do is a great option. This program allows you to create tasks and subtasks, making it easy to track specific steps within a process. A key feature is the ability to share tasks with team members, ensuring collaboration. Since it's part of the Microsoft suite, it integrates well with other Microsoft products and is also available as an app for iOS and Android.
Monday.com
If you need a more detailed and visually appealing tool, Monday.com is a great option. While it can be used as a basic to-do list, it is far more robust, allowing for project management, task assignments, and real-time progress tracking. This tool is ideal for teams working remotely, as it provides a clear snapshot of a project’s progress. A major advantage is the ability to create reusable project templates that can be archived and reopened when needed. Keep in mind that Monday.com requires a paid subscription per user.
Microsoft Excel
For those who prefer a more traditional approach, Microsoft Excel can serve as an effective system for tracking processes. By utilizing cloud-based features, teams can update sheets in real time. If your organization already uses the Microsoft suite, this tool is included at no additional cost.
Notion
Notion is a powerful all-in-one workspace that combines note-taking, database management, and task tracking. It allows you to create custom templates, making it a flexible tool for systemizing processes. Notion is great for teams that need a collaborative space where documents, checklists, and workflows are all accessible in one place.
Trello
Trello is a simple yet effective project management tool that uses a card-based system to organize tasks and workflows. It’s great for visual thinkers who prefer a drag-and-drop approach to tracking progress. With its ability to integrate with various third-party apps, Trello can help teams maintain efficiency and transparency.
Avoiding Common Pitfalls in System Implementation
While implementing a new system can be exciting, there are common pitfalls to avoid:
Over-complication: If a system is too complex, people won’t use it. Keep it simple and user-friendly.
Lack of Training: A great system is useless if no one knows how to use it. Invest time in training your team and leaders.
Ignoring Feedback: Your team members are the ones using the system daily. Their feedback is invaluable for refining and improving processes.
Failure to Adapt: A rigid system that doesn’t evolve with organizational needs will become obsolete. Also, it’s important that there is buy in from the top down your organization. Failure to do so can lead to systems that are compromised even before they start.
Final Thoughts
The best systems are those that enable teams to thrive beyond the current leader. When creating new processes, ask yourself: Am I designing something that will benefit the team long-term, or just something that works for me right now?
By prioritizing sustainability, clarity, and adaptability, we can develop systems that truly stand the test of time. Regardless of the platform you choose, focus on creating practical steps that align with your goals and can be used by anyone, regardless of their personality or work style.
Tim Cruz
Guest Writer, Associate Campus Pastor - Gateway Prosper
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