👉 A system is just a repeatable way of getting a predictable result.

Once you see that, you can make a system out of anything.

1. Shift the Mindset

Instead of asking: “How do I do this?”
Start asking: “How could I do this the same way every time — without thinking?”

That’s the difference between tasks and systems.

2. Spot What Can Be Systemised

Look for anything you do more than twice:

  • Writing a blog post → outline → draft → SEO data → publish.

  • Going to the gym → warm-up → main lifts → finisher → log progress.

  • Managing funnels → page build → tracking → test → publish.

If it repeats, it’s a candidate for a system.

3. Break It Into Phases

Every system has phases (Example: Idea → Build → Launch → Grow → Monetize → Automate → Exit).
Example for content creation:

  1. Collect ideas.

  2. Create drafts.

  3. Convert drafts into formats (blog, tweet, video).

  4. Circulate through distribution channels.

  5. Check performance (analytics).

4. Define the Steps

Inside each phase, list the steps.
Example: Create Drafts → outline, write intro, fill body, polish CTA.
Keep them minimal but specific — “just enough” that anyone (or future-you) can follow it.

5. Add Triggers & Tools

  • Triggers: When does the system start? (daily, when a new lead comes in, when gym day arrives).

  • Tools: What helps it run smoother? (Google Docs, Notion, GrooveFunnels, our GPTs).

This is where automation lives. If you always copy data → spreadsheet → email → social post, Zapier/AI can do it.

6. Test → Refine → Lock It In

Run it. Notice bottlenecks. Cut fluff. Automate parts. Then lock it in as your “standard operating procedure.”
Your future self doesn’t decide how to do something — they just follow the system.

7. Store Your Systems

Don’t let them live in your head.

  • Use Notion, Google Docs, or even a text file.

  • Title them clearly: “🚀 Blog System v1.2”

  • Add screenshots, examples, GPT prompt templates. ( For example: I document my GPT instructions and the system for launching my products on Groove)

Over time you’ll build your own Systems Library.

💡 IMMachines Angle
You can even use GPTs to become systems themselves. For example:

Every GPT we build is a system in disguise. We’re not just making prompts; we’re encoding processes.

Quick Starter Exercise (do this today)

  1. Pick one thing you do weekly (e.g., writing a blog post).

  2. Write down the steps on paper — no detail, just bullets.

  3. Next time, follow the list. Notice what’s missing.

  4. Update the list until you can repeat the process without thinking.

  5. Congratulations — you’ve made your first airtight system.

If we are not getting the result we want from the system then we have to change the system. Is there a system for doing that?
ChatGPT said:

Great question, Mark — and very meta 👌.
Yes — there’s a system for improving systems. Think of it as the “OS update” for your operating manual.

Here’s a framework you can use (I call it S.I.M.P.L.E.) to diagnose and adjust any system that isn’t delivering:

🔄 The SIMPLE Framework: A System for Fixing Systems

1. Spot the Signal

Ask: What’s not working?

  • Is it too slow?

  • Too complex?

  • Not producing the intended outcome?

  • Creating stress instead of flow?

👉 Use data + gut. If your blog system was meant to take 2 hrs but always takes 6, that’s a signal.

2. Identify the Bottleneck

Where exactly is it breaking?

  • Phase issue: (e.g., idea collection is weak)

  • Step issue: (too many edits, no CTA)

  • Tool issue: (manual copy-paste instead of Zapier/automation)

  • Mindset issue: (perfectionism slowing things down)

💡 Tip: Bottlenecks usually hide in “hand-off” points — where one step flows into the next.

3. Map Alternatives

Brainstorm 2–3 possible tweaks. Don’t overthink — even tiny changes count.
Example:

  • Replace manual outlines → AI outline generator.

  • Cut editing rounds from 3 → 1.

  • Add a checklist step to reduce errors later.

4. Prototype the Change

Don’t rebuild the whole machine.

  • Swap just one piece.

  • Run the system once with the change.

  • Note what feels smoother (or worse).

5. Learn from Feedback

  • Did it save time?

  • Did the output improve?

  • Did stress decrease?

  • Would you want to run this version again?

If yes → keep it.
If no → backtrack and try the next alternative.

6. Evolve & Lock It In

Once you’ve found the tweak that works, document it.

  • Update your Systems Playbook/Notion doc.

  • Mark it as v1.1 (version control helps).

  • Teach it to your GPT if relevant, so it “remembers” the updated process.

💡 Meta-Twist

This itself is a system. You’re building a feedback loop:
👉 System → Test → Adjust → Repeat.

That’s why in Lean Start-up or Kaizen, the cycle never ends. The system is alive, always evolving.

✨ IMMachines Angle

I’ve built Sys Sensei GPT specifically to help my customers to improve their systems.

⚡ So yes— if your system isn’t giving the result, the fix is:

Don’t ditch systems. Improve them with a system.