Implementing AI Starts with One Thing – Systems
- Brainz Magazine
- Oct 27, 2025
- 5 min read
Lauren Lea Fenn-Ellis, founder and CEO of OBM Associates, leads a globally trusted business management agency. Named one of the Top 10 Disruptive Entrepreneurs, she helps founders scale with clarity, strategy, and operational excellence.
Let’s be honest, the noise around AI right now is deafening. Everyone’s talking about the next big tool that promises to revolutionise your business overnight, and while AI can absolutely transform the way you operate, here’s what most people won’t tell you, AI can’t fix what isn’t already working.
If your business doesn’t have clear systems, processes, and accountability in place, adding AI won’t make things smoother, it will just expose the cracks faster. This isn't about being anti-AI, it’s about being intentional. When you layer AI on top of strong foundations, that’s when it becomes a true accelerator, not another distraction.
AI is having a moment right now. Everywhere you turn, there’s another tool, another headline, another promise to change how we do business. And it’s easy to feel like you’re falling behind if you’re not already using it.
But the truth is, success with AI isn’t about being the first to adopt every new system. It’s about having a business that’s ready to absorb it. If your data isn’t clean, if roles aren’t clear, or if your processes live only inside your head, no amount of automation will fix that.
AI is powerful, but it can only amplify what already exists. Without strong foundations, it doesn’t create freedom, it creates confusion.
When your systems are documented, your team understands their roles, and your operations are running smoothly, then AI can truly help you scale. It becomes a tool that supports your growth rather than something that adds to your workload.
So before you jump into the latest trend, start with your systems. They’re what make innovation actually work for you, not against you.
Fix your foundations first
Trying to implement AI without SOPs, documented workflows, or even a clear onboarding process is like trying to build a house on sand. It might stand for a moment, but the second it rains, it all starts to crumble.
Let's take onboarding a new team member, for example. AI can absolutely help. It can answer questions, direct people to the right resources, and even walk them through training. But that only works if your business has a knowledge base for it to pull from.
Strong systems look like this:
Every recurring task has a documented process or checklist.
Your project management tool mirrors how your team actually works, not how you wish it worked.
There’s one source of truth for SOPs, templates, and client information.
Your team can execute confidently without waiting for you to approve every move.
AI can't create structure where none exists. It can only enhance what's already there.
Automation vs. AI: What's the difference?
Automations and AI often get lumped together, but they're not the same thing.
Think of automation as the "if this, then that" logic. Tools like Zapier and ClickUp already use it, and platforms like Dubsado are gradually building in more of that functionality (you’ll notice it in forms and workflows). Either way, the goal is the same, to handle the repeatable stuff so you don’t have to.
AI, on the other hand, can interpret data, adapt responses, and even learn over time, but only if it has a system to plug into.
Automation | AI (Artificial Intelligence) |
Follows the rules you set | Can make choices based on data |
Handles repeatable tasks | Handles tasks that change or need judgement |
Example: sends invoice reminders | Example: suggests payment plans or drafts follow-ups |
Great for saving time | Great for improving decisions |
Example: an automated invoice reminder that goes out three days before a due date? That's automation. An AI finance assistant that follows up with clients, suggests payment plans, and updates your records in real time? That's AI built on top of solid systems.
So before you start experimenting with AI tools, ask yourself, “Have you mastered the simple automations that already exist inside your business?” Because most companies haven’t even scratched the surface of what’s possible with the tools they already pay for.
The big myth: AI replaces operations
Here's the myth I need you to release. AI isn't a shortcut to operational maturity. It won't replace your systems, your team, or your leadership. In fact, the best-performing businesses use AI to enhance what's already working, not to patch what's broken.
If your team still comes to you for every answer, AI won't fix that. Systems and training will because AI can replicate knowledge, not leadership. And that's why your operations still need to come first.
AI doesn’t replace your COO or your OBM. It supports them. The goal isn’t to remove the human element but to remove the friction. This can only happen when your humans already have clear roles, resources, and systems to work within.
How to know if you're ready for AI
Before you start exploring AI tools, check your foundations. Here's a quick reflection list to see where you're at:
Do you have SOPs (standard operating procedures) for core processes?
Are your workflows documented and implemented with automations?
Does your team know where to find answers without coming to you?
Are you delegating effectively, or are you still the bottleneck?
If you answered "no" to a few of these, start there. That's exactly what we help our clients do, build the structure, the systems, and the clarity their business needs to operate without them being the glue.
Once those pieces are in place, AI stops being a shiny toy and starts becoming a real growth tool, one that your entire team can use confidently and consistently.
AI as a scaling tool, not a starter pack
AI isn’t the foundation. It’s the accelerator. You still need the structure beneath it (the systems that keep your business running smoothly) before it can truly make an impact.
Once your systems are in place, that's when AI becomes a game-changer, freeing you to focus on the creative, strategic, and visionary parts of your business.
Imagine:
An AI onboarding assistant that trains new hires using your documented processes.
A content repurposing bot that takes your weekly blog and spins it into social media posts.
A client experience assistant that personalises follow-ups using your CRM data.
That's AI working with your systems, not against them. And the real win? You get to spend less time reacting and more time leading and doing the work that actually grows the business instead of maintaining it.
You're not behind: You're building smart
If you're still working on your systems, don't let the AI hype make you feel behind. You're not late to the party. You're building the structure that AI needs to truly thrive.
Because the real magic happens when your operations run smoothly, your team feels empowered, and you have the freedom to lead, not manage. That's when AI becomes the cherry on top, not the foundation itself.
So before you start adding more tools to your tech stack, start with clarity. Get your systems airtight, your team confident, and your operations aligned. When your business runs like clockwork, AI doesn’t replace you, it amplifies you.
If this post resonated with you and you want to build a business with solid systems that actually support AI implementation, subscribe to my newsletter. Get actionable advice on creating the clarity, structure, and processes that let you scale without the chaos.
Read more from Lauren Lea Fenn-Ellis
Lauren Lea Fenn-Ellis, Agency Founder and Fractional COO
Lauren Lea Fenn-Ellis is the founder and CEO of OBM Associates, a globally trusted business management agency supporting high-growth entrepreneurs. With nearly two decades of operational leadership experience, Lauren and her team partner with visionary founders to scale intentionally through strategic systems, high-performing teams, and operations designed for clarity, efficiency, and scale. Named one of the Top 10 Disruptive Entrepreneurs, her work turns operational friction into focused momentum. For founders who are ready to step out of the day-to-day and into confident, sustainable leadership, OBM Associates builds the structure that sets them free.
