Akin Owolabi
When Ibukun Awosika opened her furniture manufacturing company, The Chair Centre, she quickly noticed a problem — her growing team relied too much on her presence. If she wasn’t on the shop floor, orders got delayed and quality dropped.
She knew this model couldn’t sustain growth. So, she began creating systems — standard designs, quality checks, clear roles, and training manuals. Over time, the business became less about her personal effort and more about repeatable processes.
Systems are the invisible structures that keep a business running efficiently — from customer service protocols, supply chain processes, financial management, to human resource practices.
Systems help businesses move from being people-dependent to process-driven. Instead of relying on one person’s memory or effort, systems create repeatable frameworks that allow a business to scale, reduce errors and ensure consistent delivery of value to customers.
As Strive Masiyiwa, Zimbabwean billionaire entrepreneur and founder of Econet Wireless, puts it: “Businesses don’t fail because of the lack of great ideas. They fail because of the lack of great systems.” This insight is not just theory; it’s a reality lived by entrepreneurs who have built scalable enterprises by focusing on strong operational systems.
Why Systems Matter for Businesses
Consistency
Systems create predictable results. Whether you run a bakery in Lagos or a tech start-up in Abuja, consistency builds trust. Customers return because they know what to expect.
Scalability
Without systems, growth can break your business. Imagine handling 20 orders a week with no inventory tracking system. Now imagine handling 2,000. A strong system allows you to scale without chaos.
Efficiency
Systems save time and reduce waste. They standardize processes so employees don’t reinvent the wheel each time.
Accountability
With systems, everyone knows their role. Performance can be measured objectively, not based on assumptions or personal bias.
Notable Business Leaders on Systems
Michael Gerber, author of “The E-Myth,” famously noted, “Work on your business, not just in your business,” emphasizing the need to create reliable systems that allow a business to operate independently of any single individual. Building repeatable processes ensures consistency and frees leaders to focus on higher-level strategic growth.
Jack Welch, former CEO of General Electric (GE), advocated relentless execution guided by clear systems: “Good business leaders create a vision, articulate the vision, passionately own the vision, and relentlessly drive it to completion.” His leadership at GE included transforming the company through systematized processes that improved efficiency and quality, enabling GE to scale globally.
Clayton Christensen, a Harvard professor and author of “The Innovator’s Dilemma,” showed how disruptive innovation could scale when supported by adaptable business systems that balance innovation with operational discipline.
Tony Elumelu (Chairman of Heirs Holdings & UBA) quipped “Institutions endure, not individuals. For businesses to thrive across generations, you must build structures and systems that outlive you.”
Elumelu’s philosophy reflects why his conglomerate has been able to operate across multiple sectors, from banking to power. His focus has always been on creating institutionalized systems, not personality-driven organizations.
Tabitha Karanja (Founder of Keroche Breweries) started Kenya’s first large-scale brewery owned by a local entrepreneur. Karanja highlighted how important it was to put systems in place to ensure compliance, production efficiency, and brand reputation. She noted: “Without structures, you cannot fight giants. Systems give you discipline and credibility in the market.”
Jack Ma (Co-founder of Alibaba) often emphasizes how Alibaba grew not because of his genius, but because of systems: “We succeeded because we built teams and systems, not because I was smarter than others. One person cannot support a company of thousands.”
Alibaba’s supply chain and payment systems (like Alipay) are examples of how structured processes can revolutionize commerce.
Narayana Murthy is a Co-founder of Infosys, one of India’s largest IT companies, which became globally respected because of its robust corporate governance systems. Murthy said:
“In God we trust. For everything else, we need data and systems.”
By emphasizing transparency and accountability systems, Infosys won international trust, making it one of India’s most credible tech exports.
Practical Systems Every Business Should Build
Financial Systems
For budgeting, bookkeeping, invoicing, and expense tracking.
Using tools like QuickBooks, Zoho Books, or even simple Excel templates.
This prevents cash leakages and ensures clarity in profits.
Customer Relationship Systems (CRM)
It facilitates centralized customer databases, feedback loops, and communication systems.
Tools like HubSpot, Zoho CRM, or WhatsApp Business help facilitate excellent customer relationships.
Customers feel valued when interactions are consistent.
Human Resource Systems
Recruitment processes, onboarding manuals, performance review methods should be consistent.
This reduces dependency on personal bias and ensures fairness.
Operational Systems
Standard Operating Procedures (SOPs) for production, sales, delivery and so on, should be available.
Example: A restaurant should have exact recipes and service protocols.
This maintains quality and reduces training time for new staff.
Technology Systems
Automation tools for repetitive tasks (emails, payroll, stock management).
It saves time and reduces human error.
How to Start Building Systems
Document What You Do
Write down your processes. For example: How do you onboard a new client? How do you handle refunds?
Standardize
Decide the best way to do things and make it the rule.
Automate Repetitive Tasks
Automation frees resources by handling routine tasks such as invoicing, inventory tracking, or customer support. For example, Salesforce’s CRM automation helps businesses manage customer relationships.
Streamline Processes
Mapping and continuously improving business processes helps reduce waste and increase operational efficiency.
Train Your Team
Systems fail if only the owner knows them. Everyone should be trained to follow them.
Monitor and Adjust
Regularly track KPIs (Key Performance Indicators) to measure system effectiveness and make timely improvements. Systems should evolve. Review quarterly to see what works, what needs to be discarded and what needs upgrading.
Conclusion
Building systems for your business is not just about efficiency; it is about legacy. As successful entrepreneurs have shown, systems are what transform a small hustle into a sustainable enterprise.
Aliko Dangote, Africa’s richest man, once noted:
“You must run your business as a system that works without you. That is when you own a business, not a job.”
The future belongs to businesses that are not built on individuals but on processes, data and systems. If you want your enterprise to outlive you, to scale beyond your presence, and to earn the trust of customers and investors alike. It’s time to start asking yourself:
What systems do I need to put in place today to build the business I dream of tomorrow?