The 3 systems that run my businesses without me

By using 3 types of systems that work together…

I’ve built a portfolio of seven businesses that run without me being involved in day-to-day operations.

I call this the “systems pyramid”…

And getting these systems right can be the difference between owning a business and owning a full-time job that never ends.

Here’s how it works 👇

Every scalable business needs three types of systems working together:

1. Financial systems (so you know if you’re making money)

2. Operational systems (so the work gets done correctly)

3. Communication systems (so nothing falls through the cracks)

Let me break down each pillar:

Financial systems

These give you a real-time pulse on your business health.

I track key metrics through custom dashboards that consolidate yesterday’s revenue and performance indicators.

This lets me spot trends and catch issues early across all my businesses.

Monthly P&L statements show me exactly where revenue originates and how expenses break down. 

Without this monthly tracking, you’re essentially operating blind.

Cash flow monitoring is even more critical. When cash flow starts trending downward, fixing it should be your #1 priority.

Additionally, I rely on professional bookkeepers for weekly reconciliations and tax preparation. This keeps my numbers clean and frees me up to focus on higher-value work.

Operational systems

These guarantee consistent execution no matter who’s doing the work.

Every critical process in my businesses has documented Standard Operating Procedures.

When team members leave, replacements can maintain quality because everything is clearly mapped out.

This eliminates the chaos that happens when knowledge only exists in someone’s head.

Quality control metrics are equally important.

If your business needs 10 client calls daily to hit targets, then 8 calls means you’re 20% behind and need to adjust immediately.

Ongoing training is the third key component.

It’s critical for retention and performance, and needs to include job-specific skills and personal growth.

When you invest in developing your people, they become more invested in developing your business.

Communication systems

These keep everyone aligned and catch problems before they become crises.

I schedule weekly calls with my general managers to discuss what’s happening on the ground, employee issues, and upcoming challenges. These check-ins help me stay connected without getting pulled into daily operations.

Monthly deep dives are longer 60-90 minute calls that really dig into business performance.

We analyze what’s going well, what’s not, and where to focus our energy next.

I also maintain emergency protocols so managers can reach me immediately when critical decisions arise that require owner-level approval.

These systems create predictability

Most business owners think they need to be involved in all operations and solve every problem.

This is not true!

Your job is to build systems that ensure the work gets done correctly without you…

So you can step away without everything falling apart.

That’s how you go from working 80-hour weeks to working 2-3 hours a day while maintaining the same (or better) results.

If you’re thinking about buying your first business...

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Onward,

— Ben Kelly