Stop drowning in chaos. Do this instead.

Let’s call it what it is:

Most businesses aren’t chaotic because they’re growing too fast.

They’re chaotic because no one ever stopped to build the infrastructure for scale.

No systems.

No repeatable processes.

No delegation.

Just muscle.

It works—for a while.

Until it doesn’t.

Eventually, every founder hits the same wall:

They’ve traded 9-to-5 for 24/7.

They are the business.

And the second they step away, everything falls apart.

Sound familiar?

The Shift: From Firefighter to Architect

Here’s the shift that changed everything for me:

The best operators don’t run around fixing fires. They build machines that don’t catch fire in the first place.

Systems are the secret to that shift.

Not fancy tech.

Not some $20,000 mastermind.

Just simple, repeatable systems built to remove you from the daily grind.

It starts with clarity.

And clarity starts with inventory.

The Framework: Inventory → Identify → Systematize → Delegate

Let me break this down:

📍 Inventory – First, get it out of your head.

List everything you do across your week. Don’t guess. Track it.

This includes emails, Slack messages, calendar blocks, customer replies, vendor requests, approvals, check-ins… all of it.

📍 Identify – Look at that list and ask:

• What’s repeatable?

• What’s draining me?

• What could someone else do with 80% of the same outcome?

  This is your opportunity map.

📍 Systematize – Pick one of those tasks and document the steps.

Use a screen recording, a checklist, a Loom video—whatever gets it out of your head and into a format someone else can use.

You don’t need a polished SOP. Just a repeatable flow.

📍 Delegate or Automate – Hand it off.

Train someone.

Drop it into a tool.

Let a process take over so you can focus on building, not babysitting.

That’s how systems scale. One step at a time.

A Hypothetical (But Common) Scenario

Let’s say you’re the founder of a small agency.

Every time a new client signs, you personally:

• Write the welcome email

• Assign the team

• Set the kickoff call

• Customize the project board

• Send the invoice

• And follow up on payment

None of that requires you.

It just requires a system.

With 2 hours of work, you could:

✅ Write a templated welcome email

✅ Use a form to auto-assign a team

✅ Pre-schedule kickoff calls based on onboarding windows

✅ Use a tool like Zapier to spin up the board + send invoices

✅ Build a workflow to auto-remind clients for payment

Now, instead of 2 hours of your time per client…

You do none of it.

And everything runs like clockwork.

That’s the power of systems.

How to Start

If you’re feeling overwhelmed and don’t know where to begin, start here:

→ Take inventory

→ Find one thing you do more than once

→ Build a system around it

→ Remove yourself from it

That’s it.

Small systems add up fast.

They compound.

And eventually, they build you a business that doesn’t need you every second of the day.

Let this be the week you stop surviving the chaos… and start designing the machine.

Talk soon,

Justin