Question 1

1. This all sounds great, but I'm already drowning. Where do I find the time to build systems?

Accepted Answer

This is the classic operator's dilemma. The crucial mindset shift here is to see system-building not as another task on your to-do list, but as a tool to shrink your to-do list forever. You don't have to block out a full day. Start with just 90 minutes on your calendar this week, dedicated to documenting the one process that is causing the most noise. It's an investment that will pay back your time tenfold.

Question 2

2. What if I build a system and my team doesn't follow it?

Accepted Answer

This almost always happens for one of two reasons: the system is too complicated, or the team wasn't involved in creating it. The best systems are co-created with the people who will actually use them. Keep it simple (MVS!) and ask your team, "What would make this process easier for you?" When they have ownership, they have buy-in.

Question 3

3. How do I know when a system is "good enough"? I get stuck trying to make it perfect.

Accepted Answer

This is the "Fixer's Trap" in action! A "Minimum Viable System" is, by definition, not perfect—it's just better than nothing. A system is "good enough" when it can be handed off to someone else and they can achieve an 80% successful outcome without you. You can (and should) iterate and improve it later, but done is better than perfect.

However, that does not mean its effects aren't real and significant. The feelings of chronic self-doubt, anxiety, and the persistent fear of being "found out" can be incredibly draining.

For leaders with ADHD, these feelings are often amplified. The experience of Rejection Sensitive Dysphoria (RSD)—an intense emotional pain connected to perceived failure or rejection—can turn a minor mistake into what feels like catastrophic proof that you are a fraud. This can create a constant state of high-alert anxiety.

Because of this, while imposter syndrome itself isn't a disorder, it can be a significant contributor to, and often co-exists with, serious mental health concerns like anxiety, depression, and leadership burnout. It's crucial to address these feelings with a qualified coach or therapist before they take a deeper toll on your well-being.

Question 4

4. My visionary CEO thinks systems will slow us down. How do I get them on board?

Accepted Answer

Never frame systems as a way to add control or bureaucracy. Frame them as a way to create speed and freedom. Explain to your visionary that clear, simple systems are what will free them up from being pulled into day-to-day operational questions. It's what allows the company to scale beyond the founders, giving them more time to focus on the next big idea.

Framing the conversation this way is a key skill we focus on developing in my coaching program.

Question 5

5. What are the best tools or software to use for this?

Accepted Answer

The best tool is the one your team will actually use. Don't fall into the trap of thinking a fancy new software will solve your problems. Start with what you have. A simple Google Doc can be a powerful process document. A basic Trello board can be a game-changing project tracker. The tool doesn't matter as much as the clarity of the process itself. Start simple, and only upgrade when the pain of your current tool becomes unbearable.

Business Process Management

A Simple Framework for Creating Small Business Systems That Work

Find Your Stability.
Lead with Confidence.

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Find Your Stability.Lead with Confidence.

Coaching

Resources

Company

Find Your Stability.
Lead with Confidence.