🎙 In this episode, I reveal how every new hire presents a golden opportunity to refine and strengthen your business systems. I share what I’ve been doing this week with a new team member and how using their “fresh eyes” has helped me identify weak spots, improve our onboarding process, and reinforce a culture of continuous systems improvement.

Whether you’re onboarding someone new or delegating a process to an existing employee, this episode shows you how to turn those moments into powerful catalysts for smoother operations, higher productivity, and stronger team engagement.

KEY TAKEAWAYS

💡 Onboarding Is a Systems Improvement Goldmine: Every new employee sees your business from a fresh point of view. They easily spot the unclear instructions and process flaws your team has learned to work around and stopped noticing. 

💡 Seek Immediate Feedback: Ask detailed questions in the moment, instead of weeks later. This uncovers the real causes of confusion, bottlenecks, or inefficiencies in your systems.

💡 Adopt a Non-Judgmental Mindset: Frame mistakes and misunderstandings as system flaws, not people problems. This builds trust, encourages openness, and turns new hires into your co-designers. From the start, you are priming them for continual improvement and efficiency.

💡 Document and Simplify: As you get feedback, refine your instructions step by step. Remove ambiguity until every action is crystal clear for anyone who joins you or takes on new tasks, in the future.

BEST MOMENTS

01:30 - 💬 “ The impression people get of you as a business in their first few days and weeks can change the whole landscape about how they approach the work with you; how successful they are.” 

05:27 - 💬 “ Take full responsibility for them not understanding exactly what you meant in the onboarding instructions.”

11:50 - 💬 “ If nothing else comes out of this, it means that I have now got this person into a mindset of systems improvement, of being part of the solution, not the problem.”

12:46 - 💬 “ Ask them the deep questions, ask them the feelings they had, figure out what went wrong, why they didn’t do it exactly the way you thought.”

TIMESTAMPED OVERVIEW

00:00 Why onboarding is your best opportunity to improve systems

01:23 How first impressions shape employee engagement and retention

02:11 Using a new hire’s feedback to uncover hidden flaws

04:05 Turning onboarding mistakes into systems improvements

05:29 The power of empathy and responsibility in system design

08:16 Creating a culture of open feedback and continuous refinement

10:19 How clarity drives confidence, productivity, and loyalty

VALUABLE RESOURCES

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  Free access to our flagship RECRUIT RIGHT FRAMEWORK

  
  

LINKS TO CONNECT WITH THE HOST

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  Podcast: https://www.systemizeyoursuccess.com

  
  


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  Website: https://systemsandoutsourcing.com/

  
  


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  Facebook Group: https://facebook.com/groups/systemsandoutsourcing/

  
  


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  LinkedIn: https://linkedin.com/company/systemsandoutsourcing/

  
  


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  Instagram: https://instagram.com/systems_and_outsourcing/

  
  


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  YouTube: https://youtube.com/@drsteveday42

  
  


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  TikTok: https://www.tiktok.com/@drsteveday42

  
  

ABOUT THE HOST

Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.