Efficiency vs. Effectiveness: Build Better Systems for Business and Life

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“Efficiency is doing things right; effectiveness is doing the right things.”

- Peter Drucker

In business, we’re always analyzing systems and processes. We look at the tools we use, the way our team communicates, how tasks get done, and where time is being wasted. It’s all about figuring out how to do things better, faster, and smarter—because results matter.

But here’s the part we don’t talk about enough: We should be doing the same thing in our personal lives. Your life has systems too—your morning routine, your eating habits, your time management, your workouts (or lack of them). If something feels off, it's usually not you—it’s the system you're running.

Let’s break this down, starting with business.

Running a Business Isn’t the Same as Running a Team

If you're a high-level leader or business owner, you’ve probably already trained yourself to be efficient. You’ve built in structure, work ethic, and the ability to problem-solve under pressure. You know how to get things done.

But the real challenge? Getting other people to do the same.

That’s where leadership really gets tested.

You’re not just running a business—you’re teaching others how to work within systems. And because every team member brings different skills, personalities, and ways of thinking, it takes real effort to build a system that works for everyone.

You can’t just set it and forget it. You’ve got to constantly check in, adjust, and make sure the system is serving the people—not the other way around.

Stop Sleeping on Technology

Let’s talk about tools. I’m still amazed by how many business owners either avoid tech or underutilize the tools they already have.

Listen, if you’re not using automation, project management software, CRM systems, or financial tools to help you work smarter—you’re choosing to work harder than you need to.

And I get it—sometimes it feels expensive or overwhelming to implement something new. But here’s the truth: if it saves you multiple hours a week, it’s probably a no-brainer.

Do the math. What’s your hourly rate? If a tool saves you 5 hours a week and you value your time at $100/hour, that’s $500 worth of time saved. The tool costs $100/month? Cool—you just bought back $400 in value. That’s ROI.

Efficiency equals time. And time equals opportunity.

Systems Run Everything

“Systems run the business. People run the systems.”

- Michael Gerber, The E-Myth Revisited

One of the biggest mistakes I see is people thinking success is all about hustle. No—success is about the systems you build.

In finance, we use systems for everything: analyzing data, building client strategies, managing follow-ups, staying compliant, and keeping communication tight. But just because we use tech doesn’t mean we remove the human element. In fact, systems allow us to be more present, more strategic, and more connected.

We still bring experience, instinct, and empathy to the table. But systems make sure we’re not dropping the ball while we do it.

Fix the System, Not the Person

“Every system is perfectly designed to get the results it gets.”

- W. Edwards Deming

This quote hits hard. If your business (or a part of it) isn’t working, it’s not necessarily because your team is lazy or unmotivated. Most likely, it’s a systems issue.

Think about it - if someone is struggling, maybe they haven’t been shown the right process. Maybe they weren’t trained properly. Maybe they’re operating in fear and don’t feel safe asking questions or offering feedback.

“If you can’t describe what you’re doing as a process, you don’t know what you’re doing.”

- Deming again, dropping truth bombs

If you can’t explain the how behind a task, how can you expect someone else to replicate it - or improve it? Whether we’re talking about onboarding, sales calls, client follow-ups, or marketing - it all has to be part of a clear, repeatable system.

And when we take the time to map it out, that’s when we get real results.

What About Your Life?

Okay, now let’s turn the mirror on ourselves.

Everything I just said about business applies to life too.

You have systems - whether you realize it or not.

Your morning routine is a system.

How you eat, sleep, exercise, or unwind - that’s all part of a system.

If you feel overwhelmed, stressed out, tired, or like you’re just going through the motions, chances are… the system’s broken.

Now, I’m gonna keep it real for a second.

When people say, “I just don’t have time to work out or cook healthy meals,” what they usually mean is, “I haven’t made it a priority.”

Most of us can find 30 minutes to scroll social media or zone out in front of the TV. That same 30 minutes could be used for a walk, a quick workout, or meal prep for tomorrow. Stack two of those habits, and you’ve got a simple, powerful daily system that supports your health, energy, and focus.

If It Matters, You’ll Make Time

I’m not saying change is easy. It’s not.

But here’s what I am saying: we bend over backwards to adjust when our job requires it, right?

Why don’t we have that same urgency when it comes to our health?

If you’re constantly feeling off, in pain, or drained, and you’re still not willing to adjust your daily habits… that’s not a time issue - that’s a value issue.

Bitching about feeling crappy while refusing to take action is just a cycle of self-sabotage. You deserve better than that. And the truth is - you’re capable of better than that.

You just need a system that supports the life you actually want.

Ready for a Reset?

If you’ve made it this far, you’re probably feeling a few things:

• You know some systems in your business or life need an upgrade.
• You’re tired of wasting time on things that aren’t moving the needle.
• You’re ready to get serious about making real, lasting changes.

Cool. You don’t need to overhaul your whole life in a week.

Just pick one area - business or personal - and start building a better system around it.

And if you don’t know where to start? I know people. Or, hey - maybe I’m your people.

“Your habits will determine your future.”
- Jack Canfield

Let’s make sure those habits - and the systems they live in - are setting you up for success.

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