When I first started working with teams, I thought shared systems were only for big groups. Small teams? Surely they could just “talk it out” or keep things in their heads.

I was wrong.

Even the smallest groups run into the same problems: tasks get lost, messages get missed, and everyone ends up duplicating effort. That’s where a shared system comes in. Not a complicated one. Not a rigid set of rules. Just a framework that everyone can follow, so nothing falls through the cracks.

I’ve built small systems for teams that started as simple trackers or shared notes. Over time, those little frameworks became essential. People didn’t just follow them because they were asked to—they relied on them. The system made their work smoother, reduced stress, and freed up energy for the work that mattered most.

A shared system does a few key things:

• Keeps everyone aligned. No more wondering who’s doing what or when.

• Saves time. Decisions that used to require discussion now happen automatically.

• Reduces mistakes. Small oversights are caught before they become problems.

• Scales naturally. As the team grows or projects expand, the system grows with it.

Even if your team is just two or three people, having a shared framework makes a difference. It turns a group of capable individuals into a cohesive unit.

The lesson I’ve learned is simple: the system isn’t the work itself. It’s the foundation that lets good work happen consistently. When everyone knows where to put their ideas, track their tasks, and check in with each other, the team can focus on creating, solving, and moving forward.

If you’ve ever felt frustration in a small team, take a step back and look at your systems. Even a small framework can make a huge difference. Start simple. Watch it grow. And let it do the work of keeping everyone on the same page.