5 Lies You’ve Been Told About Business Systems for Small Businesses

I find that business systems stress entrepreneurs out. They don’t know what they need, how systems work, or how they will transform their business. I often come across a few misconceptions about business systems that entrepreneurs unfortunately believe. As someone who is ingrained in business systems for small businesses all day every day, they always surprise me! Let’s talk about the lies you’ve been told about business systems and why they’re false.

1. Systems = Tools.

Systems and tools are NOT the same. I see the terms used interchangeably so often, and it’s confusing to people who don’t understand the difference. So, let’s get to the bottom of it!

Systems are the HOW, and Tools are the WHAT. You manage your client experience (system) using ClickUp and Dubsado (Tools). Tools are how you implement your systems. They are a resource for your business, and your systems are strategies. They go hand-in-hand but are two different things.

2. You can cut and paste someone else’s process.

Well, technically, you can copy and paste, but you can’t guarantee you’ll get the same results. Processes are very unique to each business. Everyone has a different value proposition, differentiators, packages, audiences, etc. You can’t exactly copy someone else’s process and expect to get the same results.

Build processes that are unique to how YOU want to run your business, manage your clients, and make your clients feel. Your client management system is unique to you! You get to decide how to run your business. 

You can certainly use other people’s processes as inspiration for your business. If you have no idea where to start with implementing systems, I recommend getting inspiration from others as a starting point. Just expect to tweak things as you figure out what works best for you and the audience you’re trying to connect with.

3. You don’t have to make changes once your systems are set up.

If you’re not changing you’re dying 🤷🏾‍♀️ As your business evolves, so should your processes. You likely did a lot of DIY work at the beginning (I know I did!). At that time, you probably didn’t know what you know now. And that’s completely normal! Just know your systems will need to change as your business evolves. Regular monitoring, evaluation, and adjustments are essential to ensure systems remain effective and aligned with your business goals. After all, you can’t run a 7-figure business with 3-figure systems 🙃

how to use business systems as a small business

4. Systems are only for large businesses.

NOPE! Systems are for ANY and ALL businesses. You need systems in place for so many reasons. Here are just a few:

  • Streamline processes
  • Time management
  • Consistency
  • Scalability
  • Customer experience
  • Cost savings

5. Systems hinder creativity.

I sometimes hear entrepreneurs fear that implementing systems will stifle creativity and flexibility in their businesses. It actually does the opposite. Systems provide structure and consistency, allowing entrepreneurs to focus on creative aspects of their business by automating tedious, time-consuming tasks.

Have you fallen for any of these lies?! I hope this blog helped you see the truth about business systems for small businesses. If you need assistance putting new business systems in place, reach out to me! I’d love to help your business grow and be more productive, efficient, and profitable.

About Solution Integrators

To keep it simple, I’m Ashley, a Chief Systems Officer. I take your complex problems and find ways to simplify them. My goal isn’t just to save you time (saving you time is the easy part!) – I want to fully level up the way you interact, manage, and fulfill offers for your clients. I want to help you provide a cohesive experience. An experience that not only feels like quality but looks that way, too. From onboarding to offboarding – I want to transform each phase of interaction from lead to signed client. Let’s work together!


I analyze your current systems and client journey in order to simplify it so that you can easily scale your business.

Hey there, I'm Ashley!

Chief Systems Officer

Systems Setup & Automation

Business Growth Planning