There are many reasons to improve business systems. You may have bought or inherited a business. Your team could have built a system using outdated software. You might have documented a system you used back when the company was formed, and now it needs to be updated to work for your expanded team.
Regardless of the reasons for needing improvement, the fact is that business systems are dynamic. They should be used consistently and updated on a regular cadence to ensure they remain both relevant and efficient.
In a recent discussion with Certified EOS Implementer® Michael Richman, Adi Klevit and Michael discussed what it’s like to buy a business with existing systems, what it takes to make sure things stay stable while keeping systems in place, and how you can improve inherited or legacy processes without losing the magic that made the business such a great purchase.
This information applies to any business, whether you bought it or you built it. Business systems need to be updated, but as the business owner, you also want to retain the essence of the process to ensure you don’t erase something that has been working for years.
Here’s how to do that.
How to Improve Older or Inherited Business Systems
Step 1: Evaluate Before You Change Anything
Too many business owners make the mistake of assuming existing systems are broken simply because they aren’t the ones who built them. But if you’re taking over a business that has customers, revenue, and a functioning team, there is likely a reason behind its success.
Start by assessing what systems are already in place:
- What processes are documented?
- What’s being followed consistently?
- Where are the gaps or workarounds?
This evaluation phase is essential whether you acquired the business or are trying to optimize your own long-standing systems. Take time to learn what works before you disrupt it.
Step 2: Document Before You Optimize
If the existing systems aren’t clearly documented, that’s the first step. You can’t improve what you don’t understand.
Work with your team to document how things are currently being done, not how you think they should be. This gives you a clear picture of:
- Redundancies or inefficiencies.
- Undocumented knowledge held by key employees.
- Areas ripe for streamlining or automation.
This documentation phase also builds buy-in. When team members are involved in capturing current processes, they’re more likely to support any future changes.
Step 3: Invite Your Team Into the Optimization Process
Company owners who build every system themselves often end up owning every responsibility. That’s not sustainable.
Instead of dictating new processes from the top down, utilize team collaboration to identify what needs to change. Ask:
- Where do we get stuck?
- What takes longer than it should?
- What do clients or customers complain about?
Creating a culture of continuous improvement helps you build systems that reflect real day-to-day needs and that your team will actually follow.
Step 4: Update for Simplicity, Not Complexity
When modifying or replacing existing systems, simplicity is your best friend. Don’t introduce a multi-page SOP when a checklist will do. Don’t add a new tool unless it solves a specific, clearly identified problem.
Optimize your systems for clarity, accessibility, and ease of use. When processes are easy to follow and well documented, they are more likely to be adopted across the entire team.
Step 5: Establish a System for Maintaining Your Systems
Business systems aren’t set-it-and-forget-it. They must evolve with your business. That means assigning responsibility for process ownership and review.
We recommend building a cadence to:
- Review high-impact processes every 6 to 12 months.
- Update documentation when tools, roles, or regulations change.
- Hold teams accountable for following the systems as written and proposing changes if something doesn’t work any longer.
Regular review ensures your processes remain relevant and effective, even as your business scales.
Systems Are Only Valuable When They’re Followed
Whether you’ve inherited someone else’s systems or are revisiting your own, the most important takeaway is this: systems are only valuable if they’re followed.
Documenting and updating processes is only the first step. Implementation is what drives consistency, scalability, and long-term success.
Do you need help auditing, documenting, or updating your business systems?
Get in touch with the experts! Contact the Business Success Consulting Group team. We’ll work with you and your team to evaluate what you have, streamline what you need, and build systems that scale.
