How Are You Building Your Systems & Processes?

I've been using Zapier Canvas. I like that it allows you to choose the app + the person that's responsible. I'm going through my client journey right now trying to squeeze a little more juice from the lemon.. 

Hi ryaantuttle ,

Fantastic question! This should be a section in itself: systems and processes.

Regarding flowcharts, I used to use Lucidchart but stumbled across Figjam for flowcharts and haven't turned back.  It's really simple to get started with their AI tool as well. You type a command like "flowchart for a sales process" and it gets you started.

Here’s a screenshot of a flowchart I created for a client. It illustrates the workflow after a job is completed in Jobber. This flow listens to Jobber’s API and showcases how a custom app (built in Retool) integrates with Jobber to enhance its functionality.

Training and documentation is the key a successful business.  For us (we are a residential cleaning company) it is imperative that we continously train and monitor our team to make sure they are doing their work properly.  We use Trainual where we have all of our training videos and we also do quizzes.  This way we can determine which questions the team struggles with.  In the office we use Jobber as a task manager for the admin team.  This way we see who is doing what.  We also have our SOP's in Trainual.  

I’m still building my business systems, but one thing I’m learning is that having a clear process makes everything feel more professional and less overwhelming.

Right now, I’m focusing on organizing my client intake, pricing, service agreements, payment steps, follow-up messages, and document tracking. I want each client to know what to expect from the beginning, what information I need from them, and what the next step is after they submit their request.

For me, a good system means better communication, fewer mistakes, and a smoother experience for both the business and the customer. I’m interested in learning what tools or steps other business owners use to keep their workflow organized as they grow.

Wow amazing