Beyond the Zap: How to Scale Business Processes Without Creating a Franken-System
Zap Today, Chaos Tomorrow
Here’s how it usually goes.
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One Zap to move emails into Slack.
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Another to copy leads into your CRM.
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A third to update invoices.
You feel clever. Efficient. A tech whiz.
Six months later, your business is being run by a duct-taped labyrinth of invisible rules that only one person understands. When that person takes leave, the whole thing collapses.
Welcome to Franken-system territory.
Why Quick-Fix Automation Backfires
System spaghetti One integration becomes ten, becomes thirty. Nobody can remember what plugs into what.
The “silent fail” problem Automations don’t tell you when they break. They just… stop. Usually when you’re relying on them most.
People don’t scale with hacks Your team is forced to work around clunky automations. Instead of freeing them up, the system creates more admin.
The Audit: Is Your System Scalable?
Ask yourself:
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Can three different people explain the workflow? If not, it’s a black box.
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Do you have documentation? Screenshots of Zaps don’t count. (But using Scribe to help you make documentation as you go by recording your screen does)
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Can you swap tools without everything imploding? If no, you’re overdependent.
If you failed even one, you’re scaling chaos, not processes.
A Better Way: Blueprint Before Build
Before plugging in another Zap, grab a whiteboard:
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Map the process, step by step (what really happens, not what you think happens).
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Define ownership (who’s responsible if it breaks).
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Set rules for exceptions (what happens when the “normal” isn’t normal).
If you can’t explain it on a page, you shouldn’t automate it.
The Upgrade Path
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Level 1: Smart hacks (Zapier, Make, Power Automate). ((We LOVE Make!))
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Level 2: Consolidation (all-in-one CRMs like Zoho or Notion).
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Level 3: Enterprise systems (ERP-level for complex ops).
Most SMEs should aim for Level 2: enough integration to reduce chaos, not so much that you’ve outgrown your own systems.
Takeaway
Automation is brilliant until it turns into a hidden tax on your business. Build blueprints, not monsters.
Your next read: It Should Be Easy But It Isn’t: Automation (Part 1)
