Flipping the Systems/Software Implementation Model

by Jean-Eric Plamondon | 5 Aug, 2025 | Management Operating System, Streamlined Processes

The short answer: Most companies start with software, then maybe training, and treat strategy as an afterthought. We flip that: strategy first, training second, software last. If you haven’t built the habits and internal alignment first, no tool is going to save you.

Most companies approach improvement backwards.

They start with software. Then, maybe, they do some training. And strategy? Often an afterthought.

But here’s how we do it:

Strategy first. Training second. Software last.

The software’s just the wrapper.

If you haven’t built the habits and internal alignment first, no tool is going to save you. In fact, it’ll probably make things worse. Or at best, gather dust.

That’s why we focus on change management, coaching, and habit-building from day one.

The biggest bottlenecks are rarely technical. They’re human.

On January 1st, people decide they’re going to get in shape.

So they order a Bowflex or a Peloton.

It arrives. It sits there. Collects dust.

Eventually it becomes a very expensive clothes drying rack.

Why?

Because there was no habit change. No push-ups. No sit-ups. No reps that lead to the big shiny tool that promised the 6-pack.

It’s the same with business systems.

Companies buy software thinking it’ll solve their problems. But software doesn’t solve process problems or people problems. Software is an amplifier and just makes them more visible.

So before we implement anything fancy, we dig out the rusty dumbbells from under the stairs.

Then we build the practice of showing up, doing the work, and developing consistency.

Start with habits, not systems.

We don’t start with a full-blown management operating system.

Instead, we build a lightweight, functional version that’s just enough to start moving.

Then we build the muscle of using it.

For example, with one of our clients, we created a simple intake form using Fillout, backed it with Airtable, and connected it to a GoogleSheet.

Not fancy. No big software budget (a whopping $30/mo).

But it gave them a place to practice new workflows.

Once those habits took root, everything got easier.

Better habits. Better results.

One of my favourite moments was with a sales guy who was filling out our new intake form. I asked him, “Ready to send this to design?”

He paused. “Actually… I’m missing some details.”

“Call the client,” I said.

He hesitated because he didn’t want to bother them.

After he made the call, he was glowing. “That call was incredible,” he said. “The client appreciated the questions. They were thrilled I actually took the time to understand their needs.”

Same person. Same job. Different habit.

Then the designer got the handoff.

I asked her, “What’s missing?”

She rattled off a few usual suspects, but when we checked the form, it was all there.

Changes that start small, stick

That intake form? It wasn’t just a form. It was a rep. A chance to flex a new muscle and learn a proper habit.

That’s how real change happens.

Not in a giant rollout. But in small, repeated actions that shift behaviour over time.

We don’t wait for everything to be perfect before we start. We start. We improve. We grow capacity from the inside out.

Because transformation isn’t an event. It’s a practice.

When you have good habits, the big system projects go smoother

And yes—we got to the big system eventually.

This wasn’t a bait-and-switch. It wasn’t “you asked for an ERP and we handed you Google Sheets.”

The Navy SEALS have a saying: Slow is smooth, smooth is fast.

Those simple tools might seem slow but they make things smooth. They build the habits, clarity, and alignment needed to make a more comprehensive system actually work.

Once the team had their habit muscles developed, we layered on the software and created the system they originally asked for. And because of our approach, the implementation ran smoother, disruption was minimized, and adoption happened more quickly.

Common questions

Why doesn’t new software fix business problems?

Software doesn’t solve process problems or people problems. Software is an amplifier and just makes them more visible. Without the habits and alignment in place, it’ll probably make things worse, or at best gather dust.

How is buying software like buying a Peloton?

On January 1st, people decide to get in shape and order a Bowflex or a Peloton. It sits there, collects dust and eventually becomes a very expensive clothes drying rack, because there was no habit change. It’s the same with business systems.

Where should a systems implementation start?

With a lightweight, functional version that’s just enough to start moving, then building the muscle of using it. For one client, that was a simple intake form using Fillout, backed with Airtable and connected to a Google Sheet, for $30 a month.

Do you still implement the bigger system?

Yes. Once the team had their habit muscles developed, we layered on the software and created the system they originally asked for. The implementation ran smoother, disruption was minimized and adoption happened more quickly.