The Blueprint to a Self-Running Business: Systemising with Microsoft 365

The Blueprint to a Self-Running Business: Systemising with Microsoft 365

John Koziaris

Chief Executive Officer

Introduction

Transitioning a business from founder-dependent chaos to a scalable, process-driven machine is the “holy grail” of entrepreneurship. Inspired by the work of Layla Pomper, founder of Process Driven, this guide explores how to build these systems using the Microsoft 365 tools you already use every day.

At alltasksIT, we have taken these industry-best practices and integrated them into a “continuous improvement engine” that ensures our business runs smoothly, with or without direct leadership intervention.

The Inspiration: Layla Pomper’s Core Philosophy

The journey to systemization often fails because owners try to do too much at once. Layla Pomper’s approach simplifies this into the EDIT framework: Execution, Documentation, Ideas, and Team.

The biggest myth she busts is that Standard Operating Procedures (SOPs) must be multi-hour, 20-page documents. Instead, she advocates for:

Execution First:
Creating a clear “go-to” area for all tasks where every to-do has one person, one deadline, and one clear outcome.
Rapid Documentation:
Systemising any part of your business in 35 minutes or less by focusing on the “start, stop, and steps” rather than fancy diagrams.
Avoiding the “Loom Trap”:
While video is easy to record, it is hard to update. Written, editable checklists are the key to long-term scalability.

The Microsoft 365 Blueprint

To implement these principles, we recommend a “best-of-breed” approach using your existing Microsoft 365 ecosystem:

1. Define the "What" with SharePoint

The first step is answering exactly what your business does. Use SharePoint to maintain a central “Business Functions” list. This serves as the master directory of every repeatable task in the company—from invoicing and payroll to technical maintenance and domain renewals.

2. Visualize the "How" with Whiteboard (or Visio)

Before writing, you must map. Microsoft Whiteboard and Visio are the ideal tool for process mapping—creating a visual diagram that defines the series of steps required to achieve an outcome. This helps identify “invisible assembly lines” and bottlenecks before they are codified into procedures.

PS. We didn’t process map every single procedure. (just the more complicated ones)

3. Store the "Knowledge" in Microsoft Loop

Move away from static Word docs. Microsoft Loop allows you to create living, collaborative SOPs. These “recipes” are easily searchable and can be updated instantly by the team members actually doing the work, ensuring the documentation never goes stale.

PS. We also used Scribe to record some processes – We found that quite a time saver.

4. Drive Accountability with Planner

Execution requires accountability. We use Microsoft Planner for each department to manage their recurring to-do lists. This ensures that every task listed in SharePoint has a home where it is tracked, assigned, and completed on time.

5. Track Progress with Power BI

You cannot manage what you do not measure. Power BI can be used to pull data from your SharePoint lists and Loop components to provide a “Process Compliance” score. This dashboard shows the percentage of business functions that have valid, documented procedures compared to the total list, keeping the team aligned with your scaling goals.

How alltasksIT Implemented These Best Practices

At alltasksIT, we didn’t just read the theory; we built a rigorous internal process to ensure our operations are fully compliant with the Entrepreneurial Operating System (EOS) framework.

Here is our 7-step implementation workflow:

1. Function Listing

Every task performed across all departments is listed in a central SharePoint list.

2. Ownership Assignment

Each task is assigned to a specific role based on our Accountability Chart.

3. Documentation Linking

Living procedures are stored in Loop (or Confluence) and linked directly to the SharePoint task list.

4. Team Verification

Staff members verify their responsibilities to ensure the “What” in the list matches the reality of their daily work.

5. SharePoint Update:

For every task, we paste the procedure link, set the frequency (daily, weekly, monthly), and note who assists

6. Department Head Review:

Leaders validate that documentation is complete and that ownership aligns with the overall business strategy.

7. Final CEO/GM Approval

Leadership performs a final compliance check to verify that 100% of tasks have working, linked procedures and that all staff have confirmed their roles.

How We Track Success

Systemisation is not a one-time project; it is a cycle. To stay on track, we follow a strict review schedule:

Weekly EOS level 10 Executive Meeting:
Review Process Completion Score.
Quarterly:
We confirm all procedures remain accurate and that no “process drift” has occurred.
Annually:
We perform a department-wide review of all functions to see what can be automated or eliminated.
Role Changes:
Documentation is updated immediately whenever a role or responsibility shifts.

Conclusion

By the end of this journey, you will have a complete list of every business function, a responsible owner for every task, and a live, linked procedure for every role.

By treating systemization as a “continuous improvement engine,” you can finally build a business that runs—and grows—without you. As Layla would say, “Enjoy the Process!”

Need more details or want to explore our Entrepreneurial Operating System (EOS) framework?

If you’d like to learn more about the Entrepreneurial Operating System (EOS) framework or discover how it can improve your organisation, we’re here to help.

Simply complete the form on the right, and one of our team members will get back to you promptly.

Author

John Koziaris

Chief Executive Officer (CEO)

Founder and Principal of alltasksIT with 30+ years IT experience, John has a broad and varied experience across cloud computing strategies.

John has been successfully realising IT and networking solutions for small to medium businesses for over 25 years.