Why Studying Systems Beats Studying Founders
At some point, every business owner has looked at a successful company and thought, “I wish I had thought of that.” Whether it’s Salesforce, Costco, Patagonia, or even a savvy competitor, the admiration is natural. Yet, the challenge lies not in admiration itself but in where entrepreneurs often direct their focus.
Many entrepreneurs spend countless hours studying founders’ habits, personalities, and morning routines. We listen to podcasts, devour leadership books, and analyze the charisma and decision-making styles of famous business leaders. While these insights can be inspiring, they often overshadow a far more critical element: the systems behind a company’s success.
Successful companies don’t just rely on visionary founders. Their real strength lies in repeatable, reliable systems—communication frameworks, accountability structures, and process disciplines—that enable consistent performance regardless of individual personalities. Understanding and adapting these systems can provide a tangible blueprint for growth and success.
Learning from Systems, Not Just Celebrities
In today’s business culture, founders are often elevated to celebrity status. Steve Jobs’ black turtleneck and Elon Musk’s relentless work ethic are dissected endlessly. However, less glamorous but more impactful elements like documented workflows, clear communication channels, and well-defined accountability mechanisms receive far less attention.
For example, a 2015 Harvard Business Review study found that only 55% of middle managers in surveyed companies could name even one of their organization’s top five priorities—despite these companies having formal communication processes. This gap highlights a pervasive communication problem rather than a people problem.
Small businesses, in particular, often operate with the assumption that everyone understands the company’s vision because the owner does. This misconception leads to misalignment, confusion, and frustration. Establishing clear, consistent communication systems is essential to ensuring everyone is moving in the same direction.
Communication: The Backbone of Successful Companies
Large organizations prioritize communication because they must. They answer to shareholders, boards, and thousands of employees. Priorities are clearly communicated, expectations are documented, and goals are transparent.
Small businesses can learn from this by implementing communication systems that clarify priorities and expectations. A simple but revealing exercise is to ask your leadership team to write down the company’s top three priorities for the next 12 months. If answers vary widely, it’s a clear sign that communication needs improvement.
Creating clarity doesn’t require a complex system. It requires consistency and discipline. This clarity empowers teams to execute effectively, reducing wasted effort and increasing alignment.
Accountability: Setting and Upholding Standards
Admiring a leader’s decisiveness or ability to hold teams accountable often leads to attributing success to personality. However, what truly drives accountability are the standards and systems that define what success looks like and how it is measured.
According to a recent Gallup report, only 47% of employees as of mid-2025 strongly agreed that they know what is expected of them at work. This gap is often due to small business owners struggling with accountability because of personal relationships with employees, which can make difficult conversations uncomfortable.
However, accountability doesn’t have to be harsh or impersonal. Effective organizations hold team members accountable with clarity and kindness, addressing performance issues promptly and coaching toward expectations. This approach builds trust and fosters a culture of continuous improvement.
Process Discipline: Building Structure to Enable Growth
Large companies develop documented workflows, defined procedures, and clear ownership because they must manage complexity. Small businesses often delay creating such structures until they “feel big enough,” but this delay can hinder growth.
To scale effectively, small businesses need to answer key questions: What are our top priorities? Who owns each priority? How do we measure success? What process do we follow when problems arise? When these answers are unclear, teams spend more time guessing than executing.
By implementing process discipline early, businesses can reduce uncertainty, improve efficiency, and build a foundation for sustainable growth.
A Practical Approach: Borrowing Systems, Not Just Ideas
When you admire a company, shift your focus from the founder to the systems behind their success. Ask yourself:
- What behavior are they trying to encourage?
- What system reinforces that behavior?
- How could I build a smaller version inside my business?
- How would I measure whether it’s working?
For instance, a larger business partner once launched a philanthropy initiative integrated into their culture and backed by measurable processes. Initially, it seemed out of reach for a smaller business with fewer resources. But by identifying the core behavior—encouraging community engagement—and designing a simpler volunteer tracking and reward system, a smaller version was successfully implemented.
Notably, a 2024 Deloitte survey of 1,000 U.S. office professionals found that 87% consider workplace volunteer opportunities important in deciding whether to stay with or leave an employer. This data emphasizes how such systems can positively impact employee engagement and retention.
Ultimately, the goal isn’t to become the next Patagonia or Salesforce but to understand and adapt the repeatable systems that drive their success. These behind-the-scenes mechanisms are often the most valuable assets to “steal” and apply.
Here is the full article for further reading.
