How to Stop Putting Out Fires and Start Building Systems That Last

It’s easy to admire a well-run program from the outside.

Everything looks seamless—teams aligned, deadlines met, and outcomes delivered.

But under the hood? It’s not magic. It’s systems.

In my experience, the difference between a program that thrives and one that barely survives often comes down to how well it’s systemized.

Good systems aren’t just about efficiency. They’re about consistency—delivering results without burning out your team, losing focus, or reinventing the wheel every month.

Today, we’ll explore three key areas:

1. Why systems matter for scaling impact

2. Building workflows that grow with your program

3. Tools and templates for keeping your program on track

Let’s break it down.

1. Why Systems Matter for Scaling Impact

When you’re building something meaningful, chaos isn’t a badge of honor—it’s a liability.

Without systems:

• Tasks fall through the cracks.

• Deadlines get missed.

• Success depends on individual heroes rather than reliable processes.

But with systems:

• Progress becomes predictable.

• Teams know what’s expected and how to deliver.

• You can step back from day-to-day operations and focus on growth.

The key idea? Systems aren’t just about working harder—they’re about working smarter.

As James Clear says: "You do not rise to the level of your goals. You fall to the level of your systems."

If you want your program to scale, systems are non-negotiable.

2. Building Workflows That Grow With Your Program

Workflows are the backbone of any great system.

A workflow isn’t just a checklist—it’s a repeatable process that turns inputs into outcomes.

Here’s how to build a workflow that scales:

1. Map your process: Write down every step from start to finish.

2. Identify bottlenecks: Where are tasks getting stuck or delayed?

3. Assign ownership: Every step should have a clear owner.

4. Automate where possible: Use tools to reduce manual effort.

5. Document everything: If it’s not written down, it doesn’t exist.

Example: In an accelerator program, onboarding new startups might involve scheduling initial meetings, sharing key resources, and setting up reporting templates. A good workflow ensures this happens the same way, every time.

Start small. Build one workflow at a time. And review them regularly.

3. Tools and Templates for Keeping Your Program on Track

You can’t manage what you can’t see.

This is where tools and templates come in—they bring visibility, clarity, and repeatability to your program.

Some of my favorites:

• Notion: Great for creating a central knowledge base and tracking projects.

• Airtable: Flexible databases for managing startup profiles, events, and outcomes.

• Zapier: Automate repetitive tasks between tools.

But tools are only as good as how you use them.

Pro Tip: Build reusable templates for common tasks—like onboarding new startups, sending meeting follow-ups, or generating program reports.

Templates save time, reduce errors, and ensure consistency.

The Takeaway

If you want consistent growth, you need consistent systems.

Here’s your action plan for this week:

1. Identify one area of your program that feels chaotic.

2. Map out the workflow step-by-step.

3. Choose one tool or template to improve that workflow.

Start small, improve consistently, and remember—systems aren’t a one-time fix. They’re a commitment.

Hit reply and let me know: What’s one system you want to improve in your program?

Talk soon,

Yaniv