What cake and systems have in common

We all know I’m a systems junkie. I also love cake. So it should come as no surprise, that systems and cake actually have a lot in common!

To make a cake, you follow the recipe to get your cake. The process usually looks something like:

  • Find the recipe
  • Gather your ingredients
  • Gather your tools
  • Follow the recipe
  • Reap the rewards of the process (eat that cake!!)

You know that from following the recipe, you will (or should) achieve the perfect cake! Use the wrong recipe, and you will make a chocolate cake instead of a carrot one. Incorrectly measure an ingredient and your cake might sink when it comes out of the oven, use the wrong tools, and you might make butter instead of whipping cream.

The process for systems is the same:

  • Find the recipe – find the system for the outcome you wish to achieve
  • Gather your ingredients – open and prepare software needed, find any passwords
  • Gather your tools – locate any physical items you will need
  • Follow the recipe – follow the step by step process
  • Reap the rewards of the process – achieve the system outcome

Use the wrong system, get the wrong outcome. Incorrectly follow a process and your outcome will be full of holes (for example missed communications with client or team members, invoices not sent, missing information in your CRM or project management). Use the wrong tools or ingredients and never be able to find the information again.

Remember – a system is just a set of steps that allow you to achieve an expected outcome.

This is my systems recipe. It’s what I refer back to when creating each individual system for my business.


For ProjectBox, my most favourite recipe/system is my client onboarding one. It is the one that sets everything else up for success.


FYI: The picture of the cakes is some amazing little cupcakes my daughter baked over the weekend. Each one lovingly decorated and all tasting amazing (the nerds topping is by far my favourite!).



Pip Meecham

Systems and Operations Specialist & Founder of ProjectBox