Episode 164-Getting Your Systems Straight with Ron Medlin
In this episode of The Prospecting Show, Dr. Connor Robertson sits down with Ron Medlin, a systems strategist and business coach who helps entrepreneurs turn chaos into clarity. The conversation focuses on what it really means to get your systems straight—from operations and communication to mindset and leadership.
Dr. Robertson opens with a truth every business owner knows but rarely admits: “Most entrepreneurs don’t fail because they lack talent—they fail because they lack systems.”
Ron nods. “Exactly. Passion gets you started, but systems keep you going.”
The Definition of Systems
Ron explains that “systems” often sound intimidating, but they’re simply repeatable ways of achieving predictable results.
“A system is just a documented way to get something done,” he says. “If you can do something once, you can create a process. And if you can do it twice the same way, you can automate it.”
Dr. Robertson adds, “That’s the foundation of scale. Without documentation, everything depends on memory and effort, not design.”
Ron agrees. “Most founders build businesses on adrenaline, not architecture. That’s great for momentum—but terrible for management.”
The Cost of Operating Without Systems
Ron shares that entrepreneurs often underestimate how much disorganization costs them. “Every minute you spend looking for information, making the same decision twice, or redoing work is money lost,” he says.
He calls it the “Invisible Tax” of inefficiency. “If your systems aren’t built, you’re paying that tax every day.”
Dr. Robertson notes, “That’s why in private equity we focus so heavily on systems during due diligence. They determine enterprise value.”
Ron smiles. “Exactly. Buyers don’t just purchase revenue—they purchase replicability. Systems make your business transferable.”
From Hustle to Structure
Dr. Robertson asks how founders can begin moving from hustle mode to structure mode.
“The first step is awareness,” Ron says. “You have to recognize where chaos hides.”
He explains that there are three levels of chaos:
- Operational chaos – no clear processes or tools.
- Cultural chaos – no shared communication rhythm.
- Personal chaos – no boundaries or discipline.
“You can’t scale a disorganized mind any more than a disorganized company,” Ron adds.
Dr. Robertson nods. “That’s a powerful point. Systems start with habits, not software.”
Ron agrees. “Exactly. Tools don’t create discipline—they amplify it.”
Identifying System Gaps
Ron walks through how to audit a business for system gaps. “Start with a simple exercise,” he says. “Ask yourself: what breaks when I step away for a week?”
He explains that those are the areas where systems don’t exist or aren’t trusted. “If your absence stalls progress, you’re the bottleneck,” he says.
Dr. Robertson adds, “That’s one of the biggest risks for small business owners. Dependence on the founder limits valuation.”
Ron nods. “Exactly. Systems are what make a business independent.”
He uses what he calls the 5P Framework to find weak spots:
- People – Are roles clear?
- Processes – Are tasks documented?
- Platforms – Are tools integrated?
- Performance – Are metrics tracked?
- Planning – Are priorities reviewed regularly?
“When one P breaks, they all suffer,” he says.
Building Systems that Scale
Dr. Robertson asks where business owners should start when building systems.
Ron suggests starting with what hurts most. “If client delivery is inconsistent, start there. If you’re losing track of leads, start with your CRM. Don’t overthink it—just fix what’s costing you sleep.”
He emphasizes the 80/20 rule. “Eighty percent of problems come from 20 percent of gaps. Find them, fix them, document them.”
Dr. Robertson adds, “That’s exactly how we scale acquisitions. We start by documenting the processes that touch revenue and cash flow first.”
Ron agrees. “Exactly. You can add sophistication later. First, you just need consistency.”
The Role of Automation
Automation often intimidates entrepreneurs, but Ron believes it should excite them. “Automation isn’t replacing people—it’s replacing repetition,” he says.
He recommends automating tasks that are:
- Repetitive – done the same way every time.
- Rule-based – follow clear conditions.
- Revenue-linked – tied directly to sales or delivery.
“Automation should give you time back,” he says. “It’s not about doing more—it’s about freeing yourself to do what only you can do.”
Dr. Robertson adds, “That’s where I see the biggest ROI—when automation creates bandwidth for strategic work.”
Ron nods. “Exactly. Systems buy freedom.”
The Human Element in Systems
Ron explains that the biggest misconception about systems is that they remove creativity. “Structure doesn’t kill innovation—it enables it,” he says. “When people don’t have to reinvent the wheel every day, they can focus on solving new problems.”
Dr. Robertson agrees. “Freedom comes from predictability. When your team knows what’s expected, they can actually innovate.”
Ron adds, “The most creative people thrive within structure. The least disciplined people hide behind chaos.”
Leadership and Accountability
Dr. Robertson brings up the role of leadership in maintaining systems.
“Systems fail without accountability,” Ron says. “You can document everything perfectly, but if no one owns it, it dies.”
He advises assigning an owner to every key process. “Ownership drives care. If everyone is responsible, no one is responsible.”
Dr. Robertson adds, “That’s the same principle in acquisitions—we don’t just document; we assign accountability.”
Ron nods. “Exactly. Systems work when people work them.”
Communication Systems
One of Ron’s strongest points is about communication rhythm. “A business without a communication cadence is a business running blind,” he says.
He recommends three layers of communication rhythm:
- Daily huddles – alignment and accountability.
- Weekly reviews – problem-solving and priorities.
- Quarterly planning – strategy and scalability.
Dr. Robertson adds, “That rhythm keeps everyone synchronized. Without it, even great systems drift.”
Ron agrees. “Exactly. Communication turns documentation into collaboration.”
Tools and Technology
Dr. Robertson asks what tools Ron recommends for building effective systems.
Ron says, “Tools are secondary. Choose ones that people will actually use.”
He typically recommends:
- Asana or ClickUp for project management.
- HubSpot or Pipedrive for CRM.
- Slack for team communication.
- Notion or Google Drive for documentation.
- Zapier for automation.
He adds, “The goal isn’t to have more tools—it’s to make your tools talk to each other.”
Dr. Robertson agrees. “Integration is what creates efficiency. Fragmentation kills it.”
The Psychology of Systems
Ron shares that systems aren’t just operational—they’re psychological. “When your environment is structured, your mind feels safer,” he says. “You make clearer decisions because you trust the process.”
Dr. Robertson adds, “That’s why great leaders build rituals. Systems create stability, and stability creates confidence.”
Ron nods. “Exactly. Structure is self-care for entrepreneurs.”
Systems and Scaling
Dr. Robertson asks how systems impact growth trajectory.
“Systems determine speed,” Ron says. “Without them, every new hire or client multiplies chaos. With them, growth compounds instead of collapses.”
He calls it “The System Dividend.” “Every documented process pays you twice—once in efficiency, and again in freedom.”
Dr. Robertson adds, “That’s why systems are the foundation of valuation. They turn effort into equity.”
Common Mistakes
Ron shares the most common mistakes he sees founders make when systemizing their business:
- Overcomplicating early. “Start simple. Complexity kills consistency.”
- Ignoring documentation. “If it’s not written down, it doesn’t exist.”
- Not involving the team. “The best systems are co-created, not imposed.”
- Failing to review regularly. “Systems need maintenance, just like machinery.”
Dr. Robertson adds, “That’s exactly what we see post-acquisition—systems decay when they’re not revisited.”
Ron nods. “Exactly. Systems are living organisms. They grow—or they die.”
Mindset Shift: From Operator to Architect
Ron believes the ultimate shift every entrepreneur must make is from operator to architect.
“Operators ask, ‘How can I do this better?’” he says. “Architects ask, ‘How can this work without me?’”
Dr. Robertson smiles. “That’s the difference between owning a business and owning a job.”
Ron agrees. “Exactly. Systems turn your business into a machine that runs with or without you. That’s freedom.”
Key Takeaways
- Systems create scalability by replacing memory with structure.
- The biggest cost of chaos is the “Invisible Tax” on time and efficiency.
- Start small—fix what hurts most and document it.
- Automation should enhance humanity, not eliminate it.
- Communication rhythm keeps systems alive.
- Simplicity wins over sophistication.
- Ownership and accountability sustain success.
- Systems buy freedom, not rigidity.
Ron closes the conversation with a memorable line: “Your business will always mirror your level of organization. If you want to scale, start with structure.”
Dr. Robertson nods. “That’s the truth every entrepreneur needs to hear—systems don’t slow you down; they set you free.”
Listen and Learn More
Listen to the full episode here: Getting Your Systems Straight with Ron Medlin