“Systematization” is “the kindness that makes people's lives easier”

https://note.com/kagitani/n/n8caa4035c240?app_launch=false

Completely free open chat: “The Room of Spirit and Time where you evolve with Takeshi Kagitani”

When people hear the word “systematization,” many get an inorganic and cold impression.
It brings to mind an image of being bound by rules and manuals, with people moving like cogs in a machine.

However, the “systematization” I think of is the exact opposite.
I believe that systematization is “the kindness that makes people's lives easier.”

Systems as “kindness”

Shortly after I founded Real Style, everyone was working recklessly.
We begrudged the time spent sleeping, stayed glued to our computers until late at night, and replied to emails manually.
We had passion. But our efficiency was by no means good.

At one point, one of our staff members fell ill and had to leave the front lines for several days.
That was when I first realized, “With this system, if someone collapses, everything stops.”

So I decided:
“Let's build a system. To make life easier for people.”

From there, I wrote down all our tasks and categorized them by importance and frequency.
That is the **Business Efficiency Matrix (Importance x Frequency)** that I still use today.

Framework: Business Efficiency Matrix

High Frequency, High Importance
A: Tasks to be automated/standardized (e.g., order processing, customer support)

Low Frequency, High Importance
B: Manualization/Sharing (e.g., monthly reports, closing accounts)

High Frequency, Low Importance
C: Tasks to be reduced/delegated (e.g., routine reports, confirmation tasks)

Low Frequency, Low Importance
D: Tasks to be stopped/reviewed (e.g., regular meetings with little value)

Using this matrix, you can see at a glance which tasks “should be done by people” and “should be left to a system.”

For example, order processing and sending shipping notification emails do not allow for mistakes and occur frequently.
That is precisely whywe automate the parts that do not require human judgment.
That is not “cold”; it is “protecting people's thoughts and time.”

“System = Replacement” vs. “System = Support”

What many people misunderstand is the idea that “systems replace people.”
In reality,systems support people.

Our company's order system is one such example.
Back when we were selling DVDs, orders via email, fax, and phone were the norm, and staff members entered them one by one.
By introducing a cart system and RPA (automated input system) there,
staff members became able to spend their time on “customer support and improvement proposals” rather than “data entry.”

Efficiency isnot about stripping away human emotion, but about reclaiming human time.
Systematization exists not “to make people work,” but “so that people can work happily.”

Companies with “kind systems” are strong.

Companies with systems do not rely on individual skills.
Even if someone takes a day off, operations continue with the same quality.
Conversely, companies without systems suffer from the stress of what is known as “personal dependency.”

Establishing systems is an act of fostering a “sense of security that avoids inconveniencing others.”
And that leads to psychological safety.

At Real Style, we have aimed for “zero personal dependency” in protein manufacturing and shipping as well.
Even if the person in charge changes, consistency in taste, quality, and service is maintained.
This is because the system supports “human kindness.”

Systematization = “The technology to preserve human intentions”

I want to convey one more essence of systematization.
That is, the “reproducibility of intentions.”

Since the early days of our founding, we have had a culture of “gratitude morning assemblies.”
It was a simple system where staff members would just share and express gratitude to one another in the morning.
However, that accumulation created an “atmosphere of knowing each other and valuing people.”

Systematization is also about transforming intentions into systems to preserve them.

For a “warm structure,” not a “cold system”

It is often thought that as systematization progresses, business becomes colder.
But in reality, a system is a “vessel for warmth.”
It is a structure for packing in thoughtfulness and a breakwater for protecting people.

In my consulting work, I also convey this.

The more an environment allows people to work with a smile, the better its systems are organized.
Organizations with kind systems last a long time.

💬 What are the “kind systems” around you?
It would encourage me if you could press the Like button.
Also, please let me know in the comments about examples such as “this is how we systematize things at our company.”
If you found this article helpful, I would be happy if you could share it.