Say this out loud: I will take a holiday on Monday, my team will deliver to my clients and I will not fight a single fire
In the next 7 minutes, I am going to prove to you that it's possible. I will give you all the knowledge you need to plan & visualize systems for your business or startup. Just like the ones used by Silicon Valley companies (but without hiring a team of Engineers at $100,000+ each)
Apple
Open AI
Anthropic
Amazon
Netflix
Marriott
FedEx
Salesforce
IKEA
Apple
Open AI
Anthropic
Amazon
Netflix
Marriott
FedEx
Salesforce
IKEA
Apple
Open AI
Anthropic
Amazon
Netflix
Marriott
FedEx
Salesforce
IKEA
Apple
Open AI
Anthropic
Amazon
Netflix
Marriott
FedEx
Salesforce
IKEA
Why?
So that clients don't need to talk to you to feel satisifed, team members stop asking you questions that you've answered a 100+ times and it finally feels like you have an asset with an exit value instead of a liability that drains you 24/7.
The Second Brain Operating System
But first what is a system and do you really need one?
A system is a step by step way of doing something to get the same results— every single time. But a good system doesn't rely on you to get those results. It works even when you're not the operator
Since I know you're smart and you don't have an ego, I can be honest with you...
Without a good system, you're not a business owner or a founder. You're a highly paid employee who does all the work under their own brand. And while it's great to be chanted as the hero at work, you end up losing at home and in your dating life.
A good system doesn't rely on you 24/7 to get results
It has acces to your knowledge, tools and workflows. And that's important because your absence shouldn't mean that your business stops running. Remember, the point of having a business is to be able to take holidays, not downgrade from 9 to 5 to 9 to never.
And if you find yourself doing the work you hired other people to do (or micromanaging), then it's not your fault. When good systems aren't in place, it's hard to trust your team because they won't deliver results nearly as good as you.
So what does a Second Brain Operating System look like & how can I help you implement one?
First, we identify the different moving parts (entities) in your business
Clients, Orders, Transactions, Vendors (to name a few) are the tangible things that interact with each other. Just like having a conversation, they exchange information in the form of data. And this analysis forms a picture of what your system's foundation (the database) will look like.
Next, I create a definition (schema) for each moving part that lets you narrow down the 20% of work that drives 80% of revenue
Remember that click sound when two Legos snap into place? This is only possible if the lego blocks in your system have well defined shapes and connection points. I want you to able to ask which Contact went from Lead to Buyer in under 7 days, what Orders they placed and what Tasks were relevant to bringing in real cashflow
Then I map out where data flows into your business from. It might be coming in from 20 different doors, some of which are driving you crazy
Right now, data is sneaking in from places because there isn't a clear path. But I want you to have forms that are smart enough to create the Contact, start the Order, and assign the Task - all from one interaction. Whether it's a form on your website, a WhatsApp message or an email inquiry, your system captures it once, correctly and automatically.
Next we figure out where valuable knowledge comes from (PDF's, Google Docs, Notion Pages, Notes, etc)
You and your team have insight that only comes from experience. Some of it is in Google Docs. Some of it is in Notion. Some of it is on paper. I look for opportunities to meaningfully relate and store this knowledge, so that you can use AI powered search to inform your decisions, answer team questions and strategise your growth.
Then I look for points to add "IF this happens, THEN do that" automation so that it's a no brainer to use your system
Status updates, new records and date changes are opportunities for smart automation. IF Order value exceeds $1000, THEN flag for priority & assign senior account manager. IF Task remains incomplete for 3 days, THEN escalate to supervisor. When the workflows are in place, getting consistent results without the mental overload is easy.
Next I build the bridges (API's & Webhooks) that let Slack, HubSpot, MailChimp, Stripe, QuickBooks & any tool you can name talk to your system
You shouldn't have to copy-paste between tools like it's 1995. To be compatible with the world, your system must have a predictable way to create, read, update & delete data. This makes it easy to connect any UI from Softr & Bubble to NextJS React for creating web apps & dashboards.
Next, I upgrade your bridges (API's) to be compatible with Claude & ChatGPT so that AI can operate it for you (or with you)
We calll this Model Context Protocol (MCP). It's a fancy tech term that means "we have one clear way in which every single AI model can work with your system". From finding that invoice from 3 years ago and reviving clients that went silent, you can hire AI to half your team and continue to grow ARR to 6 figures.
Then I add roles & permissions so that no single person can read, wipe or change all the data in your system
Someone can't accidentally delete all your customer records when they only have 'view' access. And someone can't see salaries unless they're actually in HR. I create boundaries: Sales sees contacts and deals, Operations sees orders and projects. Finance sees the transaction flow. Each role gets exactly the permissions they need to do their job - nothing more, nothing less.
Next I create visual interfaces & dashboards that update data in real time as you, your team or AI operate your system
Instead of drowning in spreadsheets, your sales manager sees exactly which deals need attention today. Your operations manager sees which orders are delayed. Your finance team sees which transactions need approval. With intuitive UI that is easy to navigate and operate, you can say goodbye to hours of exporting, formatting, & uploading. You get a clear picture in one glance.
And only if you want a fancy UI that follows minimalism (like mine), I switch the front end to deliver a modern, fluid Apple like experience
If you want a UI that puts you in the top league, I upgrade your system to NextJS with React to deliver a 21st century web experience. Because I build the backend with google cloud functions from day 1, your system is already enterprise ready. All we need to do is change the front door. And it also works wonders for raising capital, because your MVP looks like something out of the valley.
Finally, I make your system available to the world as an AI (Agentic) API that can work through WhatsApp, Slack, Telegram- wherever your people are
Leads message your WhatsApp & Instagram asking about services and your AI agent qualifies, books appointments and updates your system (+your CRM). Team members ask your Slack bot 'Who are our top 5 clients this month?' and see real-time data. And yes, it supports 30+ lanaguages.
Good systems are the difference between 5 figure local business that always have to hunt & beg for clients and 7-8 figure international brands that customers just walk to
There's a reason you still buy your fried chicken from KFC. It's the same result no matter which airport, city or country you're in. And what makes you go there isn't (just) the Zinger, it's (also) the trust that you will be met with consitency . When you have a good system, you will find it easy to delegate & trust your team because the system will make sure they deliver the same results (even when you're asleep, offline or just far away)
Deliverable | Tags |
|---|---|
First, we identify the different moving parts (entities) in your business | Phase 1Data Layer |
Next, I create a definition (schema) for each moving part that lets you narrow down the 20% of work that drives 80% of revenue | Phase 2Data Layer |
Then I map out where data flows into your business from. It might be coming in from 20 different doors, some of which are driving you crazy | Phase 3Data Layer |
Next we figure out where valuable knowledge comes from (PDF's, Google Docs, Notion Pages, Notes, etc) | Phase 4Knowledge Layer |
Then I look for points to add "IF this happens, THEN do that" automation so that it's a no brainer to use your system | Phase 5Automations & Notifications Layer |
Next I build the bridges (API's & Webhooks) that let Slack, HubSpot, MailChimp, Stripe, QuickBooks & any tool you can name talk to your system | Phase 6Automations & Notifications Layer |
Next, I upgrade your bridges (API's) to be compatible with Claude & ChatGPT so that AI can operate it for you (or with you) | Phase 7Automations & Notifications Layer |
Then I add roles & permissions so that no single person can read, wipe or change all the data in your system | Phase 8Roles & Permissions Layer |
Next I create visual interfaces & dashboards that update data in real time as you, your team or AI operate your system | Phase 9Interface Layer |
And only if you want a fancy UI that follows minimalism (like mine), I switch the front end to deliver a modern, fluid Apple like experience | Phase 10Interface Layer |
Finally, I make your system available to the world as an AI (Agentic) API that can work through WhatsApp, Slack, Telegram- wherever your people are | Phase 11AI Agent Layer |
During our 120 minute call, I apply these deliverables to your business. This gives you a roadmap with defintions & diagrams that paint a clear path to your system. As a bonus, I bring you up to speed with technical jargon and clear any gaps in your understanding. My goal here is to make sure no one can confuse you with complication, as a way to charge you for things you don't understand. This roadmap is designed to be intuitive for you as well as architects, consultants, engineers and developers.