As humans, we’re faced with countless decisions every day. Thankfully, our brains have developed shortcuts to help us navigate life’s complexities. Daniel Kahneman, in his book Thinking Fast and Slow, describes this as System 1 thinking—the automatic, habitual processes that guide much of our daily lives, from brushing our teeth to driving a car. Without these mental shortcuts, we’d be completely paralyzed by the sheer volume of decisions we face.

In fact, some leaders have famously embraced simplicity in their daily routines to minimize decision fatigue. Steve Jobs, for instance, wore the same black outfit every day to conserve his energy for more important decisions. In business, the same principle applies: implementing robust systems removes unnecessary decision-making, allowing leaders and teams to focus their energy on higher-value tasks.

Real-World Examples of Systems in Action

At my former business, Mark Spain Real Estate, we had an inside sales team responsible for managing new leads. When the company was smaller, the team relied on personal relationships with agents to decide which agent should be matched with each lead. This worked well when the scale was manageable, but as we grew, those relationships became less frequent, and conversions started to decline. Leads were being dispersed randomly, and it was clear something needed to change.

We put a lot of thought and effort into creating a decision-making matrix that automated the lead flow process. This system considered key factors like an agent’s expertise in specific areas, their success with certain price ranges, their tenure on the team, and their conversion rates. We integrated this matrix into Salesforce and built custom software that would run new leads through the system, generating a shortlist of two or three agents most likely to convert the lead.

The results were immediate. Conversions improved significantly, the inside sales team became more efficient, and the process was streamlined across the board. By removing personal bias and manual guesswork, the system ensured that leads were matched with the agents best suited to handle them. This not only saved time but also led to better outcomes for both clients and the company.

Another example of a great system we’ve implemented is our due diligence process at Faris Capital Partners. Before we did our first deal, we sat down as a team and created a robust list of over 100 items that needed to be addressed to ensure a successful investment. By taking the time to build out this system, the due diligence process no longer requires guesswork. Every team member knows exactly what they need to do to ensure that their piece of the process is completed on time and with the appropriate outcome.

Why Systems Are Essential

A robust system isn’t a constraint—it’s a framework that removes guesswork, reduces decision fatigue, and improves consistency. When you minimize the number of decisions you need to make, you free up your energy for the decisions that truly matter. By creating systems in your business, you allow yourself and your team to focus on the tasks that drive growth and deliver results. Systems create freedom, not limitations.