Why Simple Systems Save More Time Than Clever Ones

There’s a quiet belief in many businesses that better systems must be more advanced.

More features.
More automation.
More complexity.

But in practice, the systems that save the most time are rarely the cleverest ones.  They’re the simplest.

I see this time and again when working with small businesses and operations teams: the problem isn’t a lack of tools or technology. It’s that systems have grown more complicated than they need to be — and people are spending time managing the system, rather than doing the work or getting the benefit of automation.

When “Clever” Systems Start Costing Time

Clever systems usually begin with good intentions.

A new CRM is introduced to centralise information.
A marketing tool promises to automate everything.
A spreadsheet evolves into something highly complex to cover every possible scenario thought possible.

Over time, though, complexity creeps in:

• Processes become harder to follow
• Only one person really understands how things work
• Workarounds multiply
• Training new people becomes slow and frustrating
• Small changes feel risky because “it might break something”

What was meant to save time starts doing the opposite.

Simple Systems Support How People Actually Work

Simple systems aren’t basic — they’re intentional and ‘designed’.  Just because they are simple doesn’t mean they are limited or unsophisticated. 

They’re designed around:

• How your work flows on a daily basis
• What information you genuinely need
• What decisions are made regularly
• Where handovers happen

A simple system doesn’t try to do everything.  It just does the right things.

That might mean:

• One master spreadsheet instead of multiple versions
• A shared or reusable template instead of starting from scratch and endless reinvention
• One written process instead of repeated explanations
• A documented checklist instead of relying on memory
• A CRM set up with only the fields you actually use

Simple systems can reduce friction, whereas clever systems often add it.

Where Complexity Sneaks In (Without You Noticing)

Most businesses don’t set out to build complicated systems. They arrive there gradually.

Do you ever hear yourself saying things like:-

• “Just one more column”
• “We might need this later”
• “I’ll remember what this means”

It’s all done with good intention, you want flexibility, you want to future-proof the system and avoid rework.  Common causes include:

• Adding features “just in case”
• Solving one-off problems permanently
• Avoiding decisions by adding more options
• Letting systems evolve without review

Over time, the system becomes something people work around, rather than with.  That’s usually the point when productivity drops and frustration rises.

Complexity isn’t a failure — it’s a natural outcome without pausing to review and reflect.

Why Simplicity Makes Delegation and Training Easier

One of the biggest benefits of simple systems is how well they support other people.

When systems are clear and straightforward:

• Tasks are easier to hand over
• Training takes less time
• Mistakes reduce
• Confidence increases
• Bottlenecks disappear

When systems are clever but complex, knowledge stays locked with one person — often the business owner or operations lead.  The person who set-up the spreadsheet or system with the intention of it saving them time.  But that’s not scalable, and it’s exhausting.

Simple Doesn’t Mean Static

A common worry is that simple systems won’t cope with growth.

In reality, simple systems are often more adaptable.

Because they’re easy to understand, they’re easier to improve, to extend, automate gradually, document and of course teach. 

The most effective systems I see aren’t always finished products. They’re clear foundations that evolve as the business needs them to.

A Practical Test: Is Your System Helping or Hindering?

If you’re unsure whether a system is serving you well, ask:

• Does it save time on a normal day?
• Can someone else use it without explanation?
• Is it easy to update when things change?
• Do people trust it — or double-check it?

If the answer to several of those is “no”, the issue usually isn’t effort or ability.  It’s design.

And here are three questions to help you simplify your own system.  Ask these next time you open ‘that’ spreadsheet or system:-

Qu 1: What am I recreating again and again?

• Monthly spreadsheets
• Reports
• Emails
• Lists

Qu 2: Where am I the middle person?

• Re-entering data
• Copying information between places
• Manually updating things that could link

Qu 3: Would this still make sense in six months?

• If you came back cold
• If someone else picked it up
• If priorities changed

But my advice, don’t do this with every system you open, start with just one. 

Observation the spreadsheets that work best are usually the ones you aren’t afraid to open.

How I Help at Oyster Flame

Much of my work is about helping businesses strip things back.

Not by removing value; but by removing friction.

That might mean:

• Simplifying a spreadsheet or process that’s got in a mess
• Re-structuring a CRM so it reflects reality
• Creating documentation people can actually use
• Designing training materials that make sense
• Turning “clever” tools into practical ones

The goal is always the same: Save time, reduce stress, and make systems feel supportive rather than heavy.

Final Thoughts

If a system needs constant explanation, it’s probably too clever.

The best systems fade into the background — quietly doing their job, while people get on with theirs.

Simple doesn’t mean unsophisticated, it means effective.