Even the best tools become messy, inefficient or simply unused without structured follow-up. Many teams invest in tools like Notion, Teamleader, and Make to streamline their operations, but over time, the following issues often arise:
- Everyone uses the same tool… in a different way
- Automations don’t run as expected
- New team members struggle to find their way
It’s rarely the tool that’s the problem. What’s missing is someone who keeps an overview and guards the way of working. What you need is a Systems Lead.
What is a Systems Lead?
A Systems Lead (SL) is someone within or around your team who:
- Maintains a clear overview of all tools in use
- Monitors whether systems are being used correctly and efficiently
- Continuously improves usability and consistency
They’re not your typical IT person. Nor are they a project manager.
This role sits between technology and collaboration: the SL ensures that digital systems are well aligned with the team’s daily operations.
What does a Systems Lead do?
The way this role is shaped can vary per organisation, but a few core responsibilities come up time and again:
1. Overview and knowledge management
A Systems Lead understands your digital setup:
- Which tools are used for what?
- How are they connected (e.g. via Make)?
- Which features are available or underused?
They stay on top of developments and implement them purposefully. Think of new features in Notion, Teamleader, or Make.
2. Structure and consistency
Consistency across tools is essential for clarity and collaboration. Without agreements, chaos creeps in quickly. A Systems Lead:
- Manages templates
- Ensures logical naming conventions
- Defines how databases, tasks or clients are structured
This prevents every team member from creating their own version of the truth.
3. User-friendliness
Not everyone is a digital wizard - and that’s perfectly fine. That’s why an SL listens actively to how the team operates:
- Where do people get stuck?
- Which features are misunderstood or underused?
- Is there a need for quick training or support?
This isn’t a one-off action, but a continuous process. The SL checks in regularly to see what’s working well and what’s not, providing instructions or training where needed.
4. Monitoring and improvement
A digital system is never truly finished. With monthly follow-ups, the Systems Lead keeps a finger on the pulse, spotting mistakes, frustrations or emerging needs early on.
Who is your Systems Lead?
This doesn’t have to be a full-time role. There are three accessible options:
- Internal: a colleague who has a passion for structure, digital tools and teamwork
- External: a specialised partner who supports temporarily or on an ongoing basis
- Hybrid: a mix of both, where an external expert trains an internal colleague over time
A hybrid approach, such as a service contract, allows you to gradually build internal knowledge and eventually take on the role independently.
The key point is: give structured attention to the system itself, not just the tasks or projects inside it.
In many teams, there’s someone who quickly tweaks a template, answers Notion questions or sets up new automations. But as long as this responsibility remains informal, it’s often undervalued or fragmented. By explicitly naming someone as a Systems Lead, three things happen: • Recognition: you acknowledge the work someone is already doing • Clarity: it becomes clear who the go-to person is • Structure: you create space to grow or pass on the role It’s a small step with a big impact on collaboration, follow-up, and the long-term success of your digital systems.
Conclusion
If you use digital tools, you’ll benefit from someone making sure they’re used effectively.
A Systems Lead ensures that your tools serve your people - not the other way around.
Whether you're a small team or a growing organisation, it’s worth shaping this role intentionally. Do you already have someone who handles these tasks but without the title? Then now is the moment to name the role and embed it more firmly in your team.
Without this responsibility, valuable time gets lost in searching, asking, frustration, or duplicate work.
Need a Systems Lead? Want to explore how this could work in your team? Book a 15’ call or send us an email - we’d love to help.