Design Your Digital Business System: Building Your Tech Stack

A Business Operating System isn't Just a Binder - It's a Machine

Author

Don McCormack
May 13, 2025

In partnership with

🧭 BOSS Newsletter | Special Edition Part 3

Design Your Digital Business System: Building Your Tech Stack

You’ve set up your BOS Binder. You’ve organized your business by function. But here’s the reality: A modern Business Operating System isn’t just a Binder and a bunch of digital folders with files, it’s an integrated set of powerful tools that function together as a machine to achieve your business goals.

And that machine needs to run smoothly — automatically, consistently, and without your constant input.

That’s what we’re building today.

This is where your BOS goes from a static plan to a living system — powered by the right tools, connected by smart automations, and scalable for growth.

But before you can build it, you need to know what tools you actually need — and how they should work together.

Let’s do this.

🌟 Purpose & Why It Matters

A true Business Operating System (BOS) is not just a plan. It’s an integrated system that:

✅ Automates repetitive tasks

✅ Connects your data across tools

✅ Uses AI properly to reduce manual work

✅ Scales with your business

In this edition, we’ll show you how to:

  • Audit your existing tools and identify gaps

  • Choose and align the right tools for each core function of your business

  • Design your BOS tech stack — whether you use a single platform like BizPilot 360 or a hybrid setup made up of multiple tools

You’ll walk away with a fully mapped-out, scalable digital BOS — ready to power your business.

BOS-003
Design Your Digital Business System: Building Your Tech Stack

Category: BOS Foundations
Difficulty: Intermediate - Advanced
Time: 8 to 16 Hours (Depending on Business Size)

🛠 Tools & Files Needed

A quick list of what you need to complete the task.

✅ Your BOS Binder and digital folder system from Parts 1 and 2

✅ BOS Tool & Integration Worksheet (See Downloads Below)

✅ BOS Functions List (from Part 2)

⚙️ Step-By-Step Instructions

Step 1: Audit Your Existing Tools

  1. Open the BOS Tool & Integration Worksheet.

  2. List every software, app, and tool you currently use in your business. For example:

    • Email Marketing (e.g., Mailchimp)

    • CRM (e.g., HubSpot, Zoho)

    • Project Management (e.g., Trello, Asana)

    • Payments (e.g., QuickBooks, Stripe)

    • Scheduling (e.g., Calendly)

    • Document Storage (e.g., Google Drive, Dropbox)

  3. For each tool, fill in the following columns:

    • Purpose/Function: What is this tool for?

    • BOS Category: What part of your business does it support? (Marketing, Sales, etc.)

    • Monthly Cost: What do you pay for it?

    • Integration Status: Does it integrate with your other tools? (Yes, No, Partial)

    • Keep, Replace, or Cancel: Is this tool essential, replaceable, or redundant?

    • Notes: Any specific issues, missing features, or thoughts.

Step 2: Identify Gaps and Redundancies

  1. Review your completed tool list.

  2. Look for redundant tools — apps that do the same thing or very similar functions.

  3. Look for missing tools — are there areas of your business without digital support?

    • Do you have a CRM for lead tracking and customer management?

    • Do you have a task management tool for projects?

    • Do you have an automation tool to create workflows and save time?

  4. Highlight any tool that:

    • Doesn’t integrate well or connect to your other apps (red flag)

    • Requires constant manual work (red flag)

    • Costs too much for the value it provides

🧭 These will be your targets for replacement or upgrade.

Step 3: Define Your Core Tech Stack

Let’s make your BOS powerful and seamless by choosing the right tools — the right tool for each major function. Some examples are provided below.

📣 Marketing

🧲 Sales & CRM

🛠 Operations & Fulfillment

💰 Finance & Payments

💼 Admin & HR

  • Document Signing: DocuSign, PandaDoc, or BizPilot eSign

  • Employee Management: BambooHR, Google Workspace

📊 Analytics & Reporting

🤖 AI & Automation

Step 4: Design Your Ideal BOS Platform

You have three main options:

  1. All-in-One System: (Recommended)

    • Use a single platform that covers all functions (BizPilot 360).

    • Benefits: Fewer tools, easier integration, lower costs, time savings, and better scalability.

  2. Hybrid System:

    • Use a few specialized tools, connected via automation (e.g., Google Drive + Trello + Mailchimp connected using tools like Zapier or Make).

    • Benefits: Customizable, but requires setup.

  3. DIY System:

    • Use free versions of tools like Google Workspace, Notion, and Zapier.

    • Benefits: Cost-effective but may become messy over time.

✅ Use the BOS Tool & Integration Tracker to finalize your stack, cancel tools that don’t work or integrate well, and add the best tools for your business.

Step 5: Set Up Initial Integrations and Automations

  1. Identify manual tasks you repeat daily or weekly:

    • Sending follow-up emails

    • Scheduling client calls

    • Sharing documents with new clients

    • Sending invoices

  2. Use BizPilot 360 Workflow Automation or another automation tool (Zapier, Make) to automate:

    • Lead follow-up emails

    • New client onboarding (welcome email + shared folder)

    • Invoice sending

    • Other manual tasks that take time you could be spending making sales!

🔧 Automation = your secret weapon for growing your business the smart way.

🤖 AI + Automation Boost

🔁 Automate Repetitive Processes (Without Code)

Use a tool like Zapier, Make, or BizPilot360 Workflows to eliminate manual tasks.

✍️ Use AI to Draft Your SOPs

Writing SOPs can be tedious. Let AI give you a draft to work from using tools like ChatGPT, BizPilot Content AI, or Notion AI.

🤝 Implement Smart AI Assistants

Use AI agents to handle things you or a VA would normally do — automatically, 24/7. Using tools like:

  • BizPilot AI Navigator: Prebuilt to handle common small business scenarios

  • Tidio or ManyChat: For website/live chat AI

  • Cody: For custom workflows or internal agent training

💡 Use Cases:

  • Respond to inbound leads in real-time

  • Guide visitors through a form or quote calculator

  • Answer common client questions via Chat or Voice call

Reminder: Automation is not about replacing people — it’s about freeing up your time to focus on high-leverage work and client impact.

Tips & Resources

💡 Pro Tips

🔁 Automate what you repeat. Start with the tasks you do weekly — then eliminate them from your to-do list by implementing automation.

🧠 Use AI as your drafting assistant. Get SOPs, emails, and client messages 80% done in seconds.

🔗 Fewer tools = less chaos. Choose systems that integrate well and do multiple jobs.

🎯 One category at a time. Don’t try to systematize everything at once — start with your biggest bottleneck.

🗂️ Mirror your BOS folder structure across tools. It makes SOPs easier to find, delegate, and automate.

📅 Schedule a BOS Check-In once a month. Use it to review tools, processes, and improvements.

🧩 Let One Sheet Solutions drive your setup. Each SOP you build will begin to streamline your day to day activities.

🔗 Resources & Downloads

Resources and downloads for the One Sheet

Looking for unbiased, fact-based news? Join 1440 today.

Join over 4 million Americans who start their day with 1440 – your daily digest for unbiased, fact-centric news. From politics to sports, we cover it all by analyzing over 100 sources. Our concise, 5-minute read lands in your inbox each morning at no cost. Experience news without the noise; let 1440 help you make up your own mind. Sign up now and invite your friends and family to be part of the informed.

Final Thoughts

❝

A Business Operating System without the right tools is just a stack of paper

Don McCormack

🤝 Share The Sheet

Know someone who could use this One Sheet? Forward this email or share the link:

What do you think?

How do you feel about using One Sheet Solutions in your business?

Login or Subscribe to participate in polls.