Systematic Leader

What happens when a smart leader builds the wrong solution? Preston Zeller found out the hard way, and the story he shares in this episode might save you from making the same expensive mistake. Preston and I dig into the messy, honest side of problem-solving that most leaders never talk about. Why your first instinct about what's broken is almost always wrong. How asking one overlooked question can change the entire direction of a project. And what Preston learned from a failure that looked like progress until it wasn't. The Question Most Leaders Forget to Ask Preston has a simple approach to solving problems that most leaders skip entirely. It has nothing to do with tools, frameworks, or fancy software. It starts with a conversation most people rush through. You'll hear exactly how he uses it and why it changes everything. A Costly Mistake You'll Want to Avoid Preston opens up about a project that went sideways. Not because the team was bad or the idea was wrong, but because of one critical step he skipped at the beginning. This story alone is worth the listen if you've ever launched something and wondered why it didn't land the way you expected. Why Your Pricing Strategy Is Probably Backwards If you've ever looked at your competitors' prices and thought "we'll just charge a little less," Preston has some words for you. He introduces a research technique most small business owners have never heard of that takes the guesswork out of pricing entirely. The Habit That Separates Good Operators from Great Ones Karl and Preston land on a practice that most leaders know they should do but almost nobody actually does consistently. If you build this one habit into your business, everything else starts to improve on its own. Timestamps • 0:00 — Introductions and small talk • 3:46 — Podcast format and goals • 6:16 — Approach to problem-solving and systems • 12:15 — Lessons from past mistakes • 34:15 — Pricing strategy and research • 41:30 — Recap and next steps About the Guest Preston Zeller is an operations and product leader with deep experience in building systems, pricing strategy, and cross-functional problem-solving.

Every ambitious executive in the service sector has felt it: that nagging suspicion that, despite the high-performance software, the latest marketing "hacks," and the tireless hours, the business is actually running you. In this episode, Karl sits down with Jessica Lackey, a Harvard and McKinsey-trained strategist, to dissect the quiet crisis facing small and mid-sized service businesses. If you feel like you’ve been building a "Frankenstein" company—stitching together pieces of advice from gurus and competitors that don't quite fit your anatomy—this conversation is the mirror you need to look into. The Casino Trap Most leaders are playing a game they didn't realize they signed up for. Jessica, author of Leaving the Casino, argues that service-based businesses often fall into a repetitive cycle of "betting" on the next big tactic without understanding the fundamental architecture of their own success. We explore why adopting a strategy before defining your business’s soul is a recipe for operational exhaustion. Is your business a nimble boutique or a high-volume engine? If you don't know, your tactics are likely fighting each other. Beyond the Frankenstein Model We’ve all seen it: a company with a high-end service heart but a cut-throat, automated sales soul. This internal friction is what Jessica calls the "Frankenstein" effect. It leads to a business that looks functional from the outside but is barely holding together at the seams. This episode challenges you to stop looking for the "right" answer and start asking the right questions about your foundational values and goals. Before you can scale, you must achieve Business Clarity. We dive into why the most sophisticated AI tools and automated rhythms are completely useless—and often dangerous—if they are solving the wrong problems. The "Roots to Fruits" Perspective Forget traditional, cold KPIs for a moment. Jessica introduces a more organic, sustainable way to view your progress. By shifting your focus from just the "fruits" (the revenue and the results) to the "seeds" (your daily activities) and the "roots" (your long-term projects), you can begin to spot "sprouts"—those early signals of growth that most executives miss because they are too busy looking at the bottom line. Why Systems Must Serve the Human Systems are often viewed as cages—rigid structures that stifle the "sparkle" of a service-based business. Jessica and Karl flip this narrative. They discuss how to create a "rhythm of business" that actually protects your creativity and allows your team to focus on the human side of care and consulting. If you are tired of the "administrative gunk" and feel like your business has become a series of manual workarounds and mismatched strategies, it’s time to stop betting and start building. Are you ready to leave the casino? You can learn more about Jessica Lackey over at Deeper Foundations. You can check out her book, Leaving the Casino (Amazon link). You can also connect with her on LinkedIn. As always, if you have any questions or want to submit an amazing guest for the podcast, just reach out to me on the Systematic Leader website, and I’ll do my best to get them on. If you enjoy the interview, please take 30 seconds to rate the Systematic Leader podcast on your favorite platform. Thanks! Check out similar episodes here: Why the ‘Open Door Policy’ Is Failing With Mark ReichYour Story Is the Bridge to Their Trust with Matthew Dicks

What separates messages that get ignored from ideas that inspire movements? Jay Acunzo has built his career creating frameworks that stick, ideas so distinctive they become inseparable from his name. In this conversation, he reveals why most business communication fails to move people and shares the hidden structure behind narratives that transform understanding into action. If you've ever wondered why some leaders can rally teams and attract ideal clients effortlessly while others struggle to get buy-in, this episode exposes the systematic difference. The Fatal Flaw in Business Communication Most leaders are optimizing for the wrong metric entirely. Jay reveals why the conventional approach to reaching your audience actually weakens your influence—and introduces a counterintuitive principle that makes your message magnetic to the people who matter most. The question that changes everything: Are you broadcasting or building something deeper? How to Build Ideas That Become Competitive Advantages Jay pulls back the curtain on his process for developing intellectual property that competitors can't copy. This isn't about being first to market. It's about creating frameworks so aligned with your unique perspective that they become your signature—your professional lighthouse that ideal clients naturally navigate toward. What you'll discover: The iterative testing system Jay uses before an idea goes public Why the "messy middle" is where your most valuable thinking happens The difference between borrowed wisdom and ownable IP The insight: Your best ideas aren't found—they're systematically developed through a specific refinement process. The AI Trap Most Leaders Are Falling Into Here's what nobody's talking about with AI tools: They can make you faster while making you forgettable. Jay shares his selective framework for when AI enhances your thinking versus when it dilutes the very thing that makes your communication magnetic. The warning: There's a hidden cost to automation that shows up in your influence, not your efficiency metrics. The opportunity: A smarter integration approach that amplifies your voice instead of replacing it. The 6-Step Structure Behind Every Persuasive Narrative Want to know how master communicators move people from "I understand" to "I must act"? Jay breaks down the exact framework he uses to construct arguments that don't just inform—they transform. This is the systematic structure behind presentations that get standing ovations, pitches that close deals, and content that converts browsers into believers. What makes this different: Most people start their narrative in the wrong place. Jay reveals where persuasion actually begins and the specific progression that builds unstoppable momentum toward action. Fair warning: Once you see this structure, you'll recognize it everywhere—and you'll never communicate the same way again.

Most small business owners treat marketing like throwing spaghetti at the wall. You try Facebook ads. You update your website. You send out newsletters. Sometimes it works. Mostly it doesn't. And you have no idea why. Joanna Wiebe has a different approach: treat marketing like an engineering system, not a creative guessing game. As the founder of Copy Hackers, Joanna has spent years helping businesses build what she calls a "Copy Selling System". A repeatable assembly line that moves prospects from complete strangers to paying customers. No more random tactics. No more copying what worked for someone else's business. Just a structured, measurable process that works for YOUR customers. The Fatal Flaw in Most Marketing Here's the mistake almost every small business makes: they skip straight to talking about their product features. You've got a great service. You know all the bells and whistles. So naturally, you lead with those details, right? Wrong. Your prospects aren't ready to hear about your features yet. They don't even know they have a problem you can solve. Or if they do know they have a problem, they're still exploring different types of solutions. Joanna breaks down the journey every buyer takes through five distinct stages of awareness – and your message needs to match where they are in that journey. Jump ahead too fast, and you lose them. The Single Question That Changes Everything Want to know the secret to writing copy that actually resonates? Stop making it up and start listening. Joanna's team uses a brilliantly simple system: a one-question survey that appears on confirmation pages right after someone takes action. "What was going on in your life that brought you to [action] today?" That's it. One question. But the responses? Pure gold. People tell you their exact pain points, in their own words, at the exact moment they're most optimistic about solving their problem. This isn't feedback from angry customers on their way out. This is insight from engaged prospects who just voted with their wallet. This voice-of-customer data becomes the foundation for every piece of marketing you create. You're not guessing what matters to your audience. They're telling you directly. Make Your Solution Unforgettable Here's a five-minute exercise that could transform your positioning: Name the specific problem you solve. Not a general category, the exact issue your customers face. Name the specific mechanism in your service that solves it. What's the unique approach, process, or "secret sauce" that makes your solution work? Joanna calls these your "Unique Problem Mechanism" and "Unique Solution Mechanism." When you can articulate both clearly, you create a memorable, defensible position in the market. Think about Lucky Strike's "It's toasted" or TurboTax's "Refund Calculator." These aren't just taglines – they're named mechanisms that explain exactly how the product solves a specific problem. What's yours? Why AI Makes This Even More Critical With ChatGPT and other AI tools flooding the market with generic copy, standing out has never been more important, or more difficult. AI can write copy. But it can't interview your customers. It can't identify the specific pain points that drive your buyers. It can't build a systematic process that fits your business model. That's where you come in. The businesses that win in this new landscape won't be the ones with the fanciest AI prompts. They'll be the ones with the strongest systems, the deepest customer insights, and the clearest positioning.

When Justin Banner's company hired their second salesperson, everything fell apart. Not because the new hire was incompetent, but because there was no system. No documented process. No clear path from prospect to close. The sales team was flying blind, and Banner realized something critical: What isn't documented, can't be scaled. But here's the twist most business leaders miss: your sales team isn't the only one struggling in the dark. The Celebration Gap That's Killing Your Culture Picture your last team celebration. Chances are, it was for hitting a sales milestone. Maybe your top salesperson closed a big deal. Maybe you exceeded quarterly revenue targets. The sales team got the spotlight, the applause, the recognition. Now picture your operations team. Your QA specialists. Your developers. Your fulfillment crew. When was the last time they got celebrated? This isn't just about fairness, it's about retention. Banner discovered that operational teams often feel like second-class citizens because their wins don't come with a built-in scoreboard. A salesperson knows exactly when they've won. But when does a QA analyst "win"? When does a developer deserve applause? The solution: Create specific, measurable celebration triggers for every team. At Banner's company, the QA team celebrates after 15 defect-free website launches. Developers earn recognition when post-launch complaints drop below a certain threshold. When these milestones hit, the entire company stops for an impromptu celebration: lunch, games, genuine recognition. The message is clear: Excellence matters everywhere, not just in sales. The Priority Problem Nobody's Talking About Here's a scenario that plays out in small businesses every single day: Two departments both claim their project is "urgent." Leadership says everything is important. Team members make their own judgment calls. Nothing gets finished well. Sound familiar? Banner's solution is brutally simple: a documented, ranked priority list reviewed every Monday in leadership meetings. Not a vague strategic plan, a crystal-clear roadmap where Priority 1 gets 60% of team time, Period. The genius isn't in having priorities. It's in documenting them so thoroughly that your team never has to guess. Why Your Annual Values Exercise Is Failing Most companies spend hours crafting mission statements and core values that sound impressive on the wall but mean nothing on Monday morning. Banner tried that approach. It didn't work. His breakthrough? Replace everything with one memorable mantra that changes annually. This year's mantra: "Evolve." Not because it sounds good, but because the company was facing significant changes and needed a North Star that would reduce resistance. The team proposed options. They voted. They owned it. One word. Constantly reinforced. Actually used in daily decisions. That's more powerful than ten values nobody remembers. The AI Integration Nobody's Forcing Here's what doesn't work: Mandating AI adoption. Here's what does: Monthly training lunches led by internal AI champions who share success stories. Like the developer who optimized 100 lines of code down to 15 using AI. Banner uses AI daily for brainstorming, drafting, and iteration. His team adopts it at their own pace. The key? Provide tools and permission, then let success stories spread organically. The bottom line: Systems aren't about control. They're about clarity. They're about ensuring your operations team gets the same recognition as your sales stars. They're about making sure everyone knows what "winning" looks like, and actually celebrating when it happens. Because what gets documented gets scaled. What gets measured gets improved. And what gets celebrated gets repeated.

What if the biggest obstacle to your business growth isn't your systems, your team, or your market—but the stories you're telling yourself? Adam Coelho discovered this truth at one of the lowest points in his career. Facing the prospect of losing his job at Google, he could have spiraled into panic and desperation. Instead, he made a choice that changed everything: he shifted his mindset and began envisioning new possibilities. The result? He didn't just save his career—he found a role that aligned perfectly with his vision for the future. Your Brain Is Building Your Future Right Now Here's something most business leaders don't realize: your thoughts aren't just passive observations about reality. They're actively creating it. Adam explains the neuroscience behind this phenomenon—how neuroplasticity and the brain's predictive nature mean that the stories we tell ourselves literally shape what we see, what we pursue, and what becomes possible. This isn't feel-good motivation; it's hard science about how our minds work. Beyond Positive Thinking: Practices That Actually Work Adam doesn't just talk about mindset—he provides concrete practices that busy executives can implement: Journaling that goes beyond venting to actively shape your future vision Strategic conversations where you articulate your vision to others, making it more real Affirmations grounded in possibility rather than wishful thinking Visualization that primes your brain to recognize opportunities Mini-experiments that plant seeds for the future you want without requiring massive commitments These aren't add-ons for when you have spare time. They're strategic tools that can shift how you approach every challenge in your business. The Culture System You're Probably Missing In a fascinating turn, the conversation moves from individual mindset to organizational culture. How do you systematize something as intangible as company values? The Feedback Loop That Drives Continuous Improvement One of the most practical parts of our discussion centers on gathering ongoing feedback from clients and participants. Not annual surveys. Not occasional check-ins. Continuous feedback loops that help you improve in real-time. When Envisioning Meets Action Here's where many mindset discussions fall apart: they focus on thinking differently but forget about doing differently. Adam is crystal clear on this point—envisioning isn't about hoping things will magically improve. It's about priming your mind to recognize and act on opportunities that align with your vision. Why This Matters for Service Business Leaders If you're running a service-based business, you're juggling multiple realities: the business you have today, the business you want to build, and all the friction points between the two. You're managing teams, serving clients, handling operations, and trying to find time to think strategically. When Adam was facing that career crisis at Google, he didn't just update his resume. He changed his story. He envisioned new possibilities. He took action aligned with that vision. And the result was better than simply keeping his old job—it was finding a role that actually fit where he wanted to go.

What happens when you build a thriving medical practice but realize your systems can't keep up with your success? Dr. Mikel Daniels, President of We Treat Feet Podiatry, knows this challenge intimately. Managing over 50 employees across multiple locations while still seeing patients, he's discovered what many growing service business owners face: the very growth you've worked so hard to achieve can become your biggest operational headache. The Feedback Paradox Here's a puzzle that keeps many healthcare executives up at night: You need patient feedback to improve your service, but the patients who respond to surveys are rarely the ones you need to hear from. Dr. Daniels shares the frustrating reality of single-digit response rates and the peculiar challenge of anonymous online reviews that offer criticism without giving you any way to make things right. Even more challenging? When patients do voice concerns in the moment, addressing them requires a delicate dance between medical care and customer service. Dr. Daniels reveals how his team tries to catch issues before they become expensive problems and why this proactive approach doesn't always work as planned. The Geography Problem Try getting 50+ employees together for a meeting when they're spread across multiple locations. Now imagine trying to maintain consistent quality, culture, and communication when you can't simply walk down the hall to check in with your team. This is where most growing service businesses hit a wall. Dr. Daniels discusses how he's built his management structure around this challenge, relying heavily on his VP of Operations to be his eyes and ears. But even with great people in place, the question remains: How do you scale yourself without burning out? The CEO Who Can't Stop Being a Doctor Perhaps the most relatable struggle Dr. Daniels shares is one that transcends healthcare: the founder who can't let go. As both a practicing physician and the CEO/owner, he finds himself pulled in two directions constantly. Should he see patients or handle the financial projections? Should he focus on clinical excellence or business operations? The answer, he's learning, isn't either/or, it's about creating systems that allow you to do both without working yourself into the ground. But how do you make that transition when your expertise (and let's be honest, your passion) lies in the clinical work, not the spreadsheets? The Distance Dilemma Here's a leadership challenge that doesn't get talked about enough: How do you maintain appropriate boundaries with employees who are also professional colleagues? Dr. Daniels shares his thoughtful approach to interacting with his physician staff, knowing when to be the friendly colleague and when to be the employer, making tough business decisions. This balance becomes even more critical as your business grows. The informal communication style that worked with five employees creates chaos with fifty. The open-door policy that made you approachable becomes unsustainable when everyone needs "just five minutes." Technology as the Great Enabler In a fascinating discussion about AI and automation, Dr. Daniels explores how technology could transform his practice's administrative burden. From streamlining documentation to improving patient communication, the possibilities are tantalizing, but so is the challenge of implementation. The real question isn't whether these tools can help, but how to integrate them without disrupting the human-centered care that makes a medical practice successful in the first place.

Ever think you don't have systems in every part of your business? Think again. That's the core insight from my recent conversation with O'Brien McMahon on The People Business Podcast. Whether you realize it or not, the way you run your business is a system, it might just be a chaotic one. O'Brien and I dove deep into what systems thinking actually means and why it's the difference between businesses that scale smoothly and those that stay stuck fighting fires. The Truth About Systems Here's what most people miss: you already have systems. The question isn't whether you have them—it's whether they're designed to get you the results you want. As Charlie Munger said, "Show me the incentives, and I'll show you the results." Your systems create your incentives, and your incentives drive your outcomes. If you're not getting the growth you want or you're watching opportunities slip through the cracks, your systems are telling you exactly what's wrong. The creative who says "the universe tells me what to do" still has a system. Maybe they need a walk before designing. Maybe they journal before going on stage. It's all systems supporting what we're trying to accomplish. Start Where You're Leaking O'Brien shared a brilliant framework I want you to steal: don't rebuild everything from scratch. Instead, ask yourself: Where am I leaking right now? Are you leaking sales opportunities? Energy? Attention to detail? Anxiety? Find your biggest leak, fix that one thing, work it until it becomes habit, then move to the next leak. This iterative approach beats the comprehensive overhaul every single time. The Consistency Advantage Leaders who are clear on their vision and how they execute get consistent results. The chaotic ones? Sometimes they win big, sometimes they don't. The difference comes down to consistency. Your systems should connect your leading indicators to your lagging indicators. Why aren't you growing your email list? Why are customers dropping off at checkout? Your systems will tell you if you've designed them to measure what matters. My Systems Origin Story I learned this from my dad, a German electrician who ran his own business. Everything was systematic—how he set up his day, executed his work, and followed through on billing. I saw it all working alongside him. That gift of systematic thinking is why I named the podcast Systematic Leader. The leaders who understand their systems and execute consistently are the ones who transform their businesses from reactive chaos to proactive growth engines. The Annual Systems Check-Up Here's your homework: step back at least once a year and map how all your systems connect. You'll find systems that aren't working as well as they used to, broken processes, and opportunities to double down on what's working. This exercise shows your team you're not here to do the minimum, you're committed to improving every single day. That standard-setting matters more than you think. Start Where It's Uncomfortable O'Brien nailed it at the end of our conversation: "It's probably gonna be most effective in the area you least wanna do it." The thing you're avoiding? That's probably your biggest opportunity. Don't try to jog eight miles on day one. Build a small system that gets you going for five minutes. Make it routine. Watch the results compound. When you see customers coming back more and referring more because of one small systematic change, that's when you realize: this actually works. Your Next Step Pick one area where you're leaking: time, money, opportunities, or energy. Design one small system to plug that leak. Work it for 30 days. That's how you transform from firefighter to growth engine. Want help identifying where your systems are breaking down? Take the 5-minute Customer Experience Assessment at systematicleader.co and let's find those hidden leaks before they become expensive problems. Thanks you O'Brien McMahon

Most marketing agencies are drowning in AI-generated content. But Christy Pretzinger, CEO of WG Content, discovered something crucial: the more her team used AI, the worse their client relationships became. In this episode of Systematic Leader, Christy reveals the counterintuitive system that helped her 30-person agency balance AI efficiency with genuine human connection—and why she believes the "soft skills" everyone dismissed are about to become your most valuable business asset. What You'll Discover: The Culture System That Actually Works How WG Content uses four core values (kindness, empowerment, curiosity, fun) as decision-making filters, not just wall decorationsWhy monthly employee recognition isn't about being nice. It's about reinforcing the behaviors that drive resultsThe exact process they use to handle difficult client conversations without losing relationships AI Integration Without Losing Your Soul Why tailoring AI's tone for each client is just the beginningThe hidden biases in AI content that are quietly destroying trust with your customersWhere AI consistently fails (and why that failure is actually your competitive advantage) The "Better Quotient" Framework Christy's 3-step system for making better leadership decisions in high-pressure moments:Real example: How she transformed her reactive leadership style using this framework The Skills That Will Matter in 2030 Why empathy, vulnerability, and emotional intelligence are becoming MORE valuable as AI gets betterHow to systematize "soft skills" development in your organizationThe leadership mentor model that helped Christy become a better follower AND a better leader The Bottom Line: As AI handles more of the tactical work, the businesses that win will be the ones that systematize human connection. This episode gives you the exact frameworks to do both, leverage AI for efficiency while building deeper relationships with clients and team members. Perfect for: Service business owners who want to integrate AI without losing the personal touch that made them successful in the first place. Want to build magnetic systems that help you fix issues before they become expensive problems? Book a Systems Jam Session at SystematicLeader.com

You inherit a team of 35 people. Morale is in the basement. Processes don't exist. Nobody knows what success looks like. And somehow, you're supposed to turn this around. Most leaders would panic. Ryan Ford built a system. In this episode, Ryan breaks down exactly how he transformed an underperforming team into a high-functioning operation—not through motivation speeches, but through structured systems, clear metrics, and a decision-making framework that stopped making him the bottleneck. The Reality of Inheriting a Broken Team Ryan walked into 35 people with low morale, unclear expectations, and no real processes. The kind of situation where everyone's busy but nothing meaningful gets done. His first move wasn't motivation—it was understanding. Before changing anything, he invested time learning the team dynamics and figuring out where the breakdowns actually happened. The uncomfortable truth: Sometimes the people aren't the problem. The lack of clear expectations and accountability systems is. The LEAF Decision Framework: Stop Being the Bottleneck Here's where most leaders kill their own productivity: they become the decision-maker for everything. LEAF Decisions - Low-impact decisions that don't require leadership approval. If it's a LEAF decision, the team makes the call and keeps moving. How to implement it: Create a decision tree with your team. Map out what requires your input and what doesn't. Give them permission to make LEAF decisions without asking. Then get out of their way. The Turnaround System: Metrics, Accountability, and Cadence Ryan didn't turn around his team with a single meeting. He built a system with three core elements: Clear Metrics: Everyone knew what "good" looked like. No more subjective performance reviews. Accountability Structure: Regular check-ins where progress was reviewed and blockers were identified. Not micromanagement—strategic support. Rapid Adjustment: When the plan wasn't working, they changed it. No ego about sticking to a failing strategy. Real example: Ryan led a critical product launch with tight timelines. He established daily check-ins, tracked progress against milestones, and adjusted when reality didn't match the plan. The product launched successfully because the system caught problems early. From Individual Contributor to System Builder The hardest transition for new leaders: realizing your job is no longer about what you personally accomplish. It's about what your team accomplishes through the systems you build. What Ryan learned to love about leadership: Setting people up for successBuilding cultures where high performance becomes normalCreating teams that function even when he's not in the room Why Systems Beat Heroics Every Time Heroic leaders jump in and save the day. They make all the critical decisions. And they become the ceiling on their team's performance. System-building leaders create frameworks that allow their teams to solve problems without them. They empower LEAF decisions and reserve their energy for choices that actually need their expertise. The result: Teams that perform consistently, not just when the leader is present. The teams that win aren't the ones with superhero leaders. They're the ones with systems that turn ordinary people into high performers. You can learn more about Ryan Ford over on LinkedIn. Want help designing systems that make your business more effective? Let’s talk about creating a customer experience that catches problems early and turns your team into problem solvers. You can join the next Customer Experience Zoom Workshop to find out how to improve your customer experience and get more referrals.

You know your expertise inside and out. You've got proven processes that deliver real results. But here's the problem: your business only grows as fast as you can personally deliver. Sound familiar? This week's guest, Ryan Musselman, cracked the code on something most service business owners struggle with—creating systems that scale your expertise without making everything feel automated and soulless. The Custom GPT Framework That Saves 15+ Hours Per Week Ryan didn't just throw ChatGPT at his content problem. He built an interconnected ecosystem of custom GPTs that generate stories, case studies, and sales copy that actually sounds human. Here's what makes his approach different: each GPT knows exactly what it's supposed to do, how it should sound, and what outcomes to deliver. The result? Content that scales without sacrificing quality or authenticity. Why Your AI Content Sounds Like a Robot (And How to Fix It) Most business owners try AI once, hate the generic output, and give up. Ryan shares his process for identifying the telltale phrases that scream "this was written by AI" and systematically eliminating them from his system. This isn't a one-time setup—it's a continuous improvement loop that gets better with each iteration. Sound like someone's approach you know? The Onboarding System That Catches Problems Before They're Expensive Here's where it gets really interesting for service businesses: Ryan built a centralized feedback system that gathers client input from day one. No more wondering if your onboarding process has friction points. No more clients silently struggling with parts of your program. Instead, you get immediate visibility into what's working and what needs adjustment—before small issues become big problems that cost you clients. What Actually Matters When You're Building a Business In a refreshingly honest moment, Ryan pulls back the curtain on his personal systems for maintaining perspective. Daily exercise. Journaling. Prayer. These aren't just nice-to-haves—they're the foundation that keeps him from getting lost in the weeds of running a 7-figure coaching business. Because here's the truth: the best systems in the world won't matter if you burn out trying to implement them. The Most Valuable Insight There's no single "right way" to grow a service business. Ryan's systems work brilliantly for him, but the real lesson isn't about copying his exact approach. It's about finding the systems and processes that align with your personality and strengths. Some coaches thrive on intimate, high-touch relationships with a small group of clients. Others excel at scaling through group programs and automation. Both can build highly successful businesses—they just require different systems. Why This Matters for Your Business If you're running a service-based business and feel stuck at your current revenue ceiling, chances are it's not a strategy problem. It's a systems problem. Ryan's approach shows you how to: Leverage AI without losing the human touch that makes your business special Build feedback loops that help you improve continuously Create operational systems that free up your time instead of consuming it Stay grounded in what actually matters while scaling This episode is packed with practical, implementable ideas you can test in your business this week. No fluff. No theory. Just real systems from someone who's already figured out what works at scale. Listen now to discover how to build magnetic systems that help your business grow without requiring you to clone yourself.Want help designing systems that make your business more effective? Let's talk about creating feedback loops that catch problems early and turn your team into problem solvers.Learn more about working together.

Most service business owners are asking the wrong question about AI. They're wondering "What can AI do for me?" when they should be asking "How can AI help me understand what my customers really need?" Dan, an AI systems expert who works with founders who refuse to blend in, sat down with us to flip the AI conversation on its head. His background in ministry and psychology gives him a unique lens on technology—one that puts human understanding first and automation second. The Hidden Gold Mine in Your Customer Conversations Here's what keeps most service business owners up at night: They know their customers are telling them valuable things, but there's simply not enough time to capture and act on all those insights. Dan shares how AI can analyze your customer interview transcripts and surface patterns you'd never catch manually—the repeated pain points, the subtle language your customers actually use, the themes that connect seemingly unrelated conversations. This isn't about replacing human judgment. It's about augmenting it so you can actually use all that customer wisdom you're currently leaving on the table. Your AI Project Manager (That Never Takes a Day Off) Forget the hype about AI replacing workers. Dan reveals how he uses AI as a personal project manager to stay organized, track priorities, and document daily wins—essentially creating a second brain that remembers everything you'd otherwise forget in the chaos of running a business. The key? Maintaining control. Dan walks through his process for continuously refining AI systems through "meta-prompting"—having the AI itself suggest improvements to how it serves you. It's like having an assistant who proactively figures out how to be more helpful. Real Results: The Valuation Firm Case Study Theory is nice, but results matter. Dan shares how he helped a valuation company transform their data extraction process from legal documents. The result? Dramatically increased team capacity without hiring. But here's what makes this different from typical automation stories: The AI handled the tedious extraction work so the humans could focus on the high-value analysis and client relationships. The business became more human-centered by letting AI handle the robotic parts. The Bottom Line for Service Business Leaders If you're running a service business, you're sitting on mountains of customer insights and drowning in administrative tasks. Dan's approach shows how AI can help you: Capture and act on customer feedback you're currently missingStay organized and strategic instead of constantly reactiveFree your team to do the work only humans can doScale your capacity without sacrificing the personal touch that makes you valuable The businesses that will win with AI aren't the ones that use it to remove humans from the equation. They're the ones who use it to make their teams more effective at understanding and serving customers. Want to explore how AI could work specifically in your service business? The conversation is just getting started. This episode is essential listening for any service business owner who's drowning in data, struggling to scale, or wondering how to use AI without losing the human touch that built their business.

Most service business owners make the same hiring mistake: they either clone themselves or swing too far in the opposite direction. Dave MacDonald, founder of The MacDonald Group, has cracked the code on bringing in leadership that elevates your business without losing what makes it profitable. In this episode, Dave shares his battle-tested approach to hiring leaders who bring proven systems from larger operations—without the disconnect that kills profitability. If you've ever wondered how to scale past $10M, $20M, or beyond without chaos, this conversation is your roadmap. The "Descending Ladder" Hiring Strategy That Changes Everything Dave's counterintuitive approach: hire leaders from companies roughly double your size. Not too small (they won't bring new systems), not too large (they'll lose touch with the hands-on work that drives profit). The sweet spot: If you're running a $20M service business, target leaders from $40M firms. They've seen the systems that work at scale, but they're still close enough to remember the grind. The danger zone: Hiring someone from a $100M operation for your $20M business. They'll design systems for problems you don't have yet—and profitability vanishes while they build their empire. "Throw Them in the Pool" - The Onboarding System That Reveals Everything Forget the standard two-week onboarding playbook. Dave's approach tests what really matters: can they swim when unexpected challenges hit? Phase 1 - The Pool Phase 2 - The Brick Phase 3 - Juggling The Three I's: Building a Culture That Repels the Wrong People Dave's non-negotiable cultural framework filters out mismatches before they become expensive problems: Integrity - Takes a full year to truly assess. You can't shortcut this one. Intensity - Either they match your pace or they don't. Create an environment where low intensity feels awkward. Intentionality - Can be taught, but natural focus is gold. Look for people who think three steps ahead. Systems That Actually Improve (Instead of Just Existing) The Annual Rewrite: Every Standard Operating Procedure gets completely rewritten yearly. Yes, completely. This forces evolution and prevents "we've always done it this way" from killing your growth. The Weekly Rhythm Feedback loops that matter The People-First AI Strategy for Service Businesses Dave's refreshingly practical take on AI: "Old-world values with today's most robust technology." What they're actually using AI for: Writing and presentation creation Back-office automation (invoicing, payroll) Initial candidate screening What they're NOT doing: Chasing bleeding-edge tools that aren't proven Replacing the human connection in recruiting Top-down AI mandates Why This Matters for Your Service Business If you're stuck between $5M and $20M, you're probably missing one thing: leaders who've already solved the problems you're facing. The systems you need exist—you just need someone who's lived them. Dave's approach removes the guesswork. Hire people who've already built what you're trying to build. Test them hard and fast. Build a culture so strong that mediocrity feels uncomfortable. Most importantly: don't let your systems gather dust. Annual rewrites might sound exhausting, but it's the difference between a business that scales and one that plateaus. Want to transform your hiring and onboarding systems? These aren't just recruitment tactics—they're the foundation for scalable growth. The question isn't whether you can afford to implement these systems. It's whether you can afford not to.

Ever feel like you're drowning in your own business? Nick Lawless was running two companies, writing a book, and battling a lawsuit—all while his ADHD brain was working overtime. His solution? An AI-powered system his team calls "The Lawless Longhouse." This isn't another theoretical discussion about AI. This is a real-world case study of how one entrepreneur went from chaos to control using systems designed specifically for his brain. The Entrepreneur's Paradox We dive into why the skills that make you great at starting businesses often sabotage your growth. Nick shares the hidden cost of entrepreneurial ADHD and why structure isn't actually your enemy. You'll hear his journey from government work to founding two security companies, and the moment he realized something had to change. When Your Brain Works Against Your Business Nick opens up about the turning point when he realized his biggest bottleneck was himself. We explore why traditional productivity systems fail for neurodivergent entrepreneurs and uncover the surprising connection between vision, values, and staying organized. This conversation will resonate with anyone who's ever felt like their own mind was working against their business goals. Building Your AI Chief of Staff Jennifer Spielman reveals the "Lawless Longhouse" system in detail. You'll discover how AI now manages Nick's calendar, coordinates his teams, and bridges his personal and professional life. Jennifer walks through the specific automation that saved Nick hundreds of hours and explains why this isn't about replacing humans—it's about freeing them to do what they do best. The real results speak for themselves: Nick's productivity transformed even during a lawsuit. The System Behind the System We tackle the reality that your best system today will need updating tomorrow. The conversation explores how to build review processes that actually stick and shares the framework for iterating on what works while ditching what doesn't. This is where the rubber meets the road for sustainable business growth. The Leadership Lesson That Changes Everything Nick shares the mentorship that shaped his entire approach to leadership. He reflects on what Amy Whiteman taught him about authentic leadership and why empowering others is the ultimate scaling strategy. Most importantly, he reveals how to lead effectively when everything feels like it's falling apart. Key Takeaways for Your Business Your systems should fit YOUR brain, not the other way around. Nick's ADHD isn't a weakness to overcome—it's a factor to design around. This fundamental shift in thinking can transform how you approach building processes in your business. AI isn't the future—it's the present. The Lawless Longhouse isn't science fiction. It's working right now, coordinating schedules, managing tasks, and keeping a multi-company CEO on track. This episode demonstrates practical applications you can start implementing today. Structure doesn't kill creativity; it protects it. The more automated and systematic Nick's routine tasks became, the more mental space he had for strategic thinking. This is the paradox that busy business owners need to understand. Systems are never "done." Even the best processes need regular review and iteration—especially when your business faces unexpected challenges. Nick's experience with the lawsuit proves that adaptable systems are resilient systems. The best leaders make themselves less necessary. Nick's ultimate goal demonstrates the power of magnetic systems: build processes so good that your businesses can thrive without you constantly intervening.

What happens when you take manufacturing efficiency principles and apply them to an industry built on human care? Most leaders would say it's impossible. Alen, COO of Cedars-Sinai Medical Network, proved them wrong. In this episode, Alen reveals how he's using Lean methodology to standardize processes across one of the nation's leading healthcare systems—without turning patients into numbers or doctors into robots. What You'll Learn: The Lean Healthcare Paradox How Cedars-Sinai Medical Network reduces waste and inefficiency while maintaining deeply personalized patient care. Alen breaks down the systems that allow standardization and customization to coexist. The Resistance Turnaround Alen shares a powerful story about implementing a change that employees initially hated. Instead of pushing harder, he did something counterintuitive—he listened. What happened next transformed not just the process, but the culture around change itself. The CEO Who Changed Everything Learn about the former CEO who mentored Alen and demonstrated that even in massive organizations, leaders can make genuine personal connections. This isn't soft skills fluff—it's a systematic approach to building trust at scale. Listening Rounds That Actually Work Alen reveals his system for staying connected with frontline employees across dozens of clinics. He doesn't just visit randomly—he tracks connections to ensure every employee feels seen. This simple metric has profound implications for engagement and retention. When Feedback Changes the Plan Most leaders say they're open to feedback, but few have systems to actually capture and act on it. Alen walks through a specific example where frontline staff feedback completely changed his implementation approach—and why that made the system stronger. Perfect For: Healthcare leaders struggling to balance efficiency with patient careCOOs and operations executives implementing change in large organizationsBusiness owners who want to bring Lean principles to service-based businessesLeaders who've faced employee resistance and need a better approachAnyone building systems in industries where "the human element" can't be sacrificed Key Quotes: "The frontline staff knew something we didn't. Our job wasn't to convince them we were right. Our job was to listen until we understood what they were seeing." "You can't mandate connection. But you can build systems that make it more likely to happen—and measure whether it's actually happening." Why This Episode Matters: If you've ever thought "systems and processes will make us too rigid" or "our industry is different—we can't standardize," this conversation will challenge everything you believe about the relationship between efficiency and humanity. Alen proves that the right systems don't constrain care—they create the space for it to flourish. Listen now to discover how one of America's leading medical networks eliminates waste, engages employees, and delivers world-class care—all at the same time. Episode Length: 45 minutes Guest: Alen Voskanian, COO of Cedars-Sinai Medical Network Host: Karl Staib, Systematic Leader Want to build systems that improve the customer experience without losing your company's soul? This is the episode you've been waiting for. Learn more about Alen Voskanian over at Reclaiming the Joy of Medicine. You can also connect with him on LinkedIn. You can check out his book (link to Amazon). You can get the Magnetic Systems Method (and other systems guides) to find issues before they become expensive problems As always, if you have any questions or want to submit an amazing guest for the podcast, just reach out to me on the Systematic Leader website, and I’ll do my best to get them on. If you enjoy the interview, please take 30 seconds to rate the Systematic Leader podcast on your favorite platform. Thanks!

Ever wonder how successful entrepreneurs make decisions that consistently drive growth? Sam Vander Wielen, the powerhouse behind a thriving seven-figure legal education business, sits down with Karl to reveal the exact systems she uses to scale while staying true to her unique voice. The Curiosity Framework That Transforms Teams Sam drops a game-changer: curiosity as a core business value. But this isn't just feel-good leadership fluff. She shares the specific techniques she uses to turn her team into problem-solvers who aren't afraid to experiment and fail forward. The Voice-of-Customer System That Drives Real Results Here's where Sam gets tactical. She reveals her quarterly feedback system that goes beyond basic surveys. This isn't about collecting compliments – it's about gathering data that actually changes how she builds products and crafts messaging. The twist? Sometimes the data forces her to pivot away from her own assumptions. Sam shares how customer feedback helped her make decisions that felt counterintuitive but drove significant growth. AI Integration Without Losing Your Soul Sam's approach to AI is refreshingly strategic. She's not jumping on every shiny new tool – instead, she's thoughtfully integrating AI for specific tasks while fiercely protecting what makes her business unique: her voice and perspective. She reveals exactly where she uses AI (social media, email reminders) and where she draws hard lines (core content creation). Why This Matters for Your Business If you're a small business owner struggling with: Team members who wait for direction instead of taking initiativeMaking decisions based on gut feeling rather than solid dataWondering how to use AI without losing what makes you differentScaling while maintaining quality and authenticity ...then Sam's systems provide a blueprint you can actually implement. The Bottom Line Sam proves that systematic curiosity and strategic feedback loops aren't just nice-to-haves. They're the engines that power sustainable growth. Her approach shows how the right systems can help you scale without sacrificing the human elements that make your business special. Ready to build magnetic systems that make your team more proactive and your customers more engaged? This conversation gives you the roadmap. Want to design feedback systems that actually drive growth in your business? Let's talk about how to turn your people into problem-solvers who help you scale smarter, not harder. Learn more about Sam Vander Wielen over at her website. You can also connect with her on LinkedIn. You can get the Magnetic Systems Method (and other systems guides) to find issues before they become expensive problems. As always, if you have any questions or want to submit an amazing guest for the podcast, just reach out to me on the Systematic Leader website, and I’ll do my best to get them on. If you enjoy the interview, please take 30 seconds to rate the Systematic Leader podcast on your favorite platform. Thanks! Related podcasts and articles: The Hidden Force Behind 95% of Your Team’s Decisions with Mark C. CrowleyThe Power of Systems Thinking in Your Company

Ever wonder how some business owners seem to effortlessly scale while others work 70-hour weeks just to stay afloat? Dr. Thomas Powell cracked the code, and he's sharing the exact system that turns struggling founders into magnetic leaders. What You'll Discover: The "Green, Yellow, Red" Dashboard Secret Why tracking daily activities beats obsessing over outcomes every time The simple 3-color system that keeps founders accountable without micromanaging How this dashboard prevents expensive problems before they crash your business The "Old Bold Guys" Principle for Smart Risk-Taking Why most entrepreneurs fail at balancing bold moves with smart caution The skiing lesson that could save you from catastrophic business decisions How to assess risk-reward like a seasoned pro (without losing your entrepreneurial edge) The PLOD Method: Turn Your Team Into Problem-Solving Machines The 4-letter framework that transforms how you receive feedback Why most leaders think they're listening but are actually just waiting to talk How curiosity becomes your secret weapon for uncovering hidden friction points AI as Your Personal Business Coach How Dr. Powell uses ChatGPT for brutal self-reflection (and why it works better than traditional coaching) The "prompt engineering" technique that exposes your biggest blind spots Why technology amplifies human systems instead of replacing them From Family Dreams to Business Reality Real talk about supporting ambitious family goals while building sustainable businesses How personal systems mirror business systems (and why both must work together) The Hidden Gem: Dr. Powell reveals why founders struggle with talent retention and compensation alignment - plus the systematic approach that fixes both problems simultaneously. Bottom Line: This isn't another "work harder" interview. It's a blueprint for working smarter through magnetic systems that make your business run like clockwork. Ready to stop throwing away time and money on broken processes? This conversation shows you exactly how to build the feedback loops that fuel sustainable growth. Listen now and discover the systematic approach that transforms chaotic operations into profit-generating machines. You can learn more about Thomas J. Powell at his website. You can also connect with him on LinkedIn. Check out similar episodes here: Why the ‘Open Door Policy’ Is Failing With Mark ReichYour Story Is the Bridge to Their Trust with Matthew Dicks

What if the communication skills holding back your business growth aren't what you think they are? Most service business executives invest heavily in presentation training and public speaking courses, only to sound more robotic and less persuasive than before. Tristan, a World Championship of Public Speaking finalist, reveals why traditional communication training focuses on the wrong symptoms entirely—and shares the counterintuitive systems that help leaders show up authentically in high-stakes client meetings and team presentations. From his revolutionary "accordion method" that eliminates the need for notes or memorization, to the 2-minute exercises that outperform weekend workshops, this conversation exposes the hidden methodology behind truly powerful business communication. Why Your Communication Training Is Making You Worse (Not Better)  Most executives invest in presentation skills, public speaking courses, and communication workshops—only to sound more robotic than before. Tristan reveals why traditional training focuses on the wrong things entirely. Instead of fixing external symptoms, there's a deeper root cause that transforms how you show up in client meetings, team presentations, and high-stakes conversations. The Authenticity Paradox: How "Being Yourself" Became Bad Business Advice  Everyone tells you to "be authentic," but what does that actually mean when you're presenting to a potential million-dollar client? Tristan breaks down the difference between authentic communication and performative communication—and why most business leaders are unknowingly choosing the path that repels rather than attracts. From World Championship Finalist to Business System: The Feedback Loop That Changes Everything  Tristan didn't just reach the World Championship of Public Speaking by accident. He cracked the code on constant iteration and feedback that most people are too uncomfortable to pursue. This same methodology became the foundation of Ultraspeaking's approach—and it's why their clients see dramatic improvements in weeks, not years. The Short Exercise Revolution: Why 2-Minute Drills Beat 2-Hour Workshops  Forget lengthy training programs and weekend seminars. Tristan's breakthrough discovery involves short, feedback-driven speaking exercises that build fundamental skills faster than traditional methods. The secret isn't in the length of practice—it's in the intensity and frequency of specific types of challenges. The Accordion Method: How to Never Use Notes Again (Without Memorizing Anything)  What if you could deliver compelling presentations without slides, notes, or memorization? Tristan's "accordion method" involves a counterintuitive approach of progressively shortening and lengthening your speaking time. This forces something most business leaders never achieve: true clarity of thought and complete internalization of your message. Ready to discover why the best communicators in business aren't naturally gifted—they just know different systems? This conversation reveals the methodology behind authentic, powerful communication that drives real business results. Learn more about Tristan de Montebello over at Ultra Speaking. You can get the Ultra Speaking Playbook to build your speaking skills today. You can also connect with him on LinkedIn. You can get the Magnetic Systems Method (and other systems guides) to find issues before they become expensive problems As always, if you have any questions or want to submit an amazing guest for the podcast, just reach out to me on the Systematic Leader website, and I’ll do my best to get them on. If you enjoy the interview, please take 30 seconds to rate the Systematic Leader podcast on your favorite platform. Thanks!

What if your pursuit of perfection is the biggest obstacle to your business growth?  While most service business leaders get trapped in endless planning and process refinement, Jacqueline Basulto has built SeedX into a powerhouse using her "incomplete circle" system that embraces imperfection and constant iteration. From turning junior employees into strategic thinkers who challenge leadership decisions, to building a culture of radical honesty that accelerates growth without destroying relationships, Jacqueline reveals why "good enough" execution consistently outperforms perfect planning. This conversation exposes the counterintuitive leadership philosophy that transforms one-time clients into long-term strategic partnerships—and why getting it wrong in the right way might be the fastest path to getting it right. The Incomplete Circle System: Why Perfection Is Killing Your Progress  Forget everything you've been told about excellence. Jacqueline reveals her counterintuitive "incomplete circle" leadership approach that's driving explosive growth at SeedX. While competitors get stuck perfecting their processes, her team moves fast, learns faster, and leaves everyone else behind. The secret isn't in getting it right—it's in getting it wrong in the right way. How to Turn Junior Employees Into Strategic Powerhouses  What if your newest hire could spot the flaw in your biggest strategy? Jacqueline has cracked the code on fostering critical thinking at every level of her organization. Her approach transforms order-takers into engaged strategic contributors who actively challenge decisions and drive improvements. The result? A team that thinks like owners, not employees. Radical Honesty: The Feedback Culture That Most Leaders Are Too Scared to Build  SeedX's culture of radical honesty sounds brutal—but it's actually what creates unshakeable accountability and continuous improvement. Jacqueline breaks down how leaders and team members provide direct feedback to each other without destroying relationships or morale. This isn't about being harsh; it's about being honest in a way that accelerates growth. The Client Relationship Strategy That Eliminates One-Hit Wonders  Tired of constantly hunting for new clients? Jacqueline's iterative, collaborative approach transforms SeedX from a campaign executor into a long-term strategic partner. Instead of delivering projects, they deliver outcomes. Instead of one-time engagements, they build relationships that compound over years. The shift in mindset changes everything. The Co-Founder Dynamic That Shapes Billion-Dollar Thinking  Behind every great leader is usually another great leader. Jacqueline credits her co-founder and husband Justin as the thought partner who helped shape SeedX's revolutionary approach. She also reveals how she studies historical leaders' daily habits and decision-making processes to continuously evolve her own leadership style. Ready to discover why "imperfect" execution beats perfect planning every time? This conversation reveals the leadership philosophy that's transforming how service businesses compete and win. Learn more about Jacqueline Basulto over at Seedx. You can also connect with her on LinkedIn. You can get the Magnetic Systems Method (and other systems guides) to find issues before they become expensive problems. As always, if you have any questions or want to submit an amazing guest for the podcast, just reach out to me on the Systematic Leader website, and I’ll do my best to get them on. If you enjoy the interview, please take 30 seconds to rate the Systematic Leader podcast on your favorite platform. Thanks!

After witnessing a marketing agency's feedback system publicly destroy an employee's career, Austin Church completely reimagined how successful leaders build accountability and drive growth. From the specific implementation strategy that turns company values into powerful business systems, to the 5-minute daily habit that outperforms most strategic planning sessions, Austin reveals why good intentions often sabotage results—and shares the counterintuitive "levers" framework that separates scaling service businesses from those stuck in revenue stagnation. This conversation exposes the hidden systems that transform well-meaning leadership into business-transforming leadership. The Feedback System That Destroys Careers (And What Smart Leaders Do Instead) Austin witnessed a marketing agency's feedback culture that publicly humiliated employees—and it completely changed how he thinks about accountability. Discover why traditional performance management systems backfire in small service businesses and the empathy-driven approach that actually drives results. Why Documenting Your Values Isn't Enough (The Missing Piece Most Executives Ignore) You've spent time crafting your company values, but are they actually shaping your business culture? Austin reveals how core values like "kindness" and "improvement" become powerful business systems that attract the right people and repel the wrong ones. The secret isn't in writing them down—it's in this specific implementation strategy. The 5-Minute CEO Habit That Outperforms Most Strategic Planning Sessions While most executives default to checking their phones between meetings, Austin uses these micro-moments differently. His 5-minute "thinking bursts" throughout the day have become his secret weapon for solving complex problems and driving business progress. This isn't meditation—it's strategic thinking on steroids. The "Levers" Framework: Why Some Service Businesses Scale While Others Stagnate Austin breaks down what he calls business "levers"—the key drivers that separate growing service companies from those stuck in the same revenue range year after year. These aren't the obvious metrics everyone tracks, but the hidden growth multipliers that transform how your business operates. From Parenting Wisdom to Business Strategy: The Surprising Leadership Lessons How does reflecting on "these are the good old days" change the way you lead your team? Austin and Karl explore the unexpected parallels between parenting challenges and executive decision-making, revealing insights about presence, future planning, and creating environments where people thrive. Ready to discover the systems and strategies that separate successful service business leaders from the rest? This conversation reveals the counterintuitive approaches that actually work. Learn more about Austin Church over at Freelance Cake. You can also connect with him on Linkedin. You can get the Magnetic Systems Method (and other systems guides) to find issues before they become expensive problems.