The comfort of routine often blinds cities to the true cost of maintaining poor work habits and systems. Time, effort, and money are silently drained away through inefficient workflows, redundant processes, and frankly poor work habits. Employees may spend hours on tasks that could be automated or streamlined, leading to reduced productivity and job satisfaction.
Systems and goals are two approaches aimed towards achieving success. While goals focus on specific end results, systems emphasize the processes and habits that lead to continuous improvement. Most cities and organizations I have worked with are falling short because they lack clear, measurable objectives, and are stuck in outdated routines and systems that hinder progress. James Clear accurately said, “You do not rise to the level of your goals. You fall to the level of your systems.”
Goals are typically one-time achievements or milestones that you aim to reach at some point in the future. For example, losing 15 pounds, getting an A on an exam, or earning a million dollars are all goals. They provide direction and can be motivating in the short term. However, goals can also create a sense of constant failure until they are achieved, and once reached, they often leave individuals unsure of what to do next.
Systems, on the other hand, are the regular actions and habits you perform consistently to move in a desired direction. For instance, eating healthy and exercising regularly, studying daily, or continuously improving your business processes are all systems. A goal is a specific objective that you either achieve or don't sometime in the future. A system is something you do on a regular basis that increases your odds of happiness in the long run. If you do something every day, it's a system. If you're waiting to achieve it someday in the future, it's a goal.
I like to think that goals guide the system. If we think of a goal as a desired outcome, it helps serve as a compass for building more effective systems. When we clearly articulate what it is we want to achieve, it is easier to design a system that aligns with your objectives.
While goals and systems are not mutually exclusive, many experts argue that prioritizing systems over goals can lead to better long-term results. James Clear uses a metaphor to illustrate this: goals are like the rudder of a boat, determining direction, while systems are the paddles that determine progress. By focusing on developing effective systems, you can create lasting change and achieve success across multiple areas of your life, often surpassing your initial goals in the process.
The key advantage of systems is that they focus on continuous improvement and daily progress rather than distant outcomes. This approach tends to be more sustainable and adaptable. Systems allow you to succeed every time you apply them, providing regular positive reinforcement. Good systems open doors to new opportunities and better outcomes, rather than fixating on a single predetermined outcome. The great football coach Bill Walsh accurately said, “Concentrate on what will produce results rather than on the results, the process rather than the prize.”
A culture of complacency within the organization happens when there is a lack of clear objectives and team members are resistant to change. Employees become accustomed to workarounds and inefficiencies, accepting them as normal rather than seeking improvements. This mindset can stifle creativity and innovation, preventing the organization from evolving.
Breaking free from this cycle requires a willingness to critically examine existing systems and processes. Organizations must foster a culture of continuous improvement, where questioning the status quo is encouraged and innovation is rewarded. By regularly auditing their systems and being open to change, cities will uncover significant opportunities for efficiency gains and improved performance. The initial discomfort of change is often far outweighed by the long-term benefits of implementing more effective systems and processes.
The Superiority of Systems Over Goals
Systems offer several advantages over traditional goal-setting approaches. I like to tell my kids that lots of people have the same goals, but very few have the same systems.
Consistency: Systems promote consistent action, whereas goals can lead to sporadic bursts of effort. By focusing on the daily habits and processes that contribute to success, individuals are more likely to make steady progress and achieve their desired results.
Long-term focus: Systems encourage continuous improvement, while goals often result in short-term thinking. When people fixate on achieving a specific goal, they may experience frustration or disappointment until that goal is reached. In contrast, a system-oriented approach allows for continuous improvement, and satisfaction throughout the journey.
Flexibility: Systems can adapt to changing circumstances, whereas rigid goals may become irrelevant. Striking a balance between consistent practices and the flexibility to evolve is crucial for long-term success.
Reduced stress: Systems alleviate the pressure of constantly chasing targets, fostering a more positive work environment. Systems based employees succeed every time the system is applied while goal-oriented employees often feel discouraged or let down until they achieve their goal.
Compounding effects: Over time, the consistent application of systems leads to exponential growth and improvement.
Our organization has found that the most effective strategy for achieving better outcomes is building strong systems. When we have done this well the framework for consistent performance and to enduring and sustainable success has been the result. We use what I have deemed CivicMetrics to track and understand the contributions our team members are making, and we have seen monumental returns.
We switched to a system-based way of doing street sweeping. We decided to sweep Monday through Wednesday instead of intermittently or when we felt time allowed. We implemented the new system, tracked our miles, and watched our output shoot from 322 miles a year to 3,321, that is a 931% change. Credit to a consistent system, and a top-notch employee!
Implementing Systems for Success
Begin by identifying a specific area or process that could benefit from systematization. Implement a small-scale system, refine it based on feedback, and gradually expand to other areas of the organization. Encourage employees to think in terms of systems rather than individual tasks or goals. This shift in mindset can lead to more consistent, innovative, and efficient approaches to work.
As our organization has successfully implemented systems we have witnessed these transformative results:
Improved efficiency and productivity.
Enhanced quality and resident/customer satisfaction.
Reduced errors and waste.
Increased employee engagement and satisfaction.
Sustainable long-term growth and success.
Results we can be proud of and share with residents and elected officials.
Goals can be great for setting the direction, but it is the consistent application of well-designed systems that truly drives organizational success. We have witnessed this firsthand with the compounding effect of these systems and great work by employees will benefit our employees, our organization, and the residents for years to come.
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