Hiring Without Systems Is Like Opening a Coffee Shop Without a Menu

Hiring without systems is like opening a coffee shop without a menu, messy and expensive.

A while back, I got an email that said something like: “You don’t need systems in place. Just hire and things will work themselves out.”

And honestly? That line has stuck with me. Because here’s the truth: it sounds simple, but it’s a total recipe for frustration. Hiring before your white label systems are ready doesn’t magically give you more capacity. Nine times out of ten, it just creates more confusion, longer timelines, and extra stress for everyone involved.

The Reality I See Most Often

Here’s the thing, most agencies who bring on a White Label designer don’t actually have their systems fully in place. And half the time, they don’t even realize it.

From my own experience, I’ve seen the whole spectrum:

• Agencies with no systems at all, where we’re basically making it up as we go.
• Agencies with some systems, but we’re piecing theirs and mine together mid-project just to keep things moving.
• And then a handful with really solid systems, where I can plug right in and focus 100% on the creative work.

And honestly? Those last ones… they’re always smoother, faster, and way less stressful for everybody involved.

When Agencies Don’t Know Their Own Processes

One of the trickiest situations I see? Agencies telling a WL designer to “just follow the process”… when they don’t actually know their own process yet.

If you can’t confidently say how long projects usually take in your studio, or what the exact steps look like start to finish, it’s really hard for a WL partner to adapt. That’s when deadlines start slipping, revisions pile up, and everyone feels frustrated.

Here’s the truth: WL designers want to follow your systems. But if those systems only live in your head (or don’t exist at all), the partnership is basically set up to struggle from day one.

What You Need in Place Before Outsourcing

If you want WL support to actually feel like support (instead of more work on your plate), there are a few basics that need to be ready first:

• Project Management: Pick a home base. Asana, ClickUp, Notion, Trello… it doesn’t matter which one. What matters is that tasks, deadlines, and deliverables live there instead of being buried in your inbox.
• SOPs: Think of these as your “how we do things here” notes. File setup, revision rounds, approvals, the repeatable steps that keep your projects from going off the rails.
• Communication: Be clear on who your WL designer is actually talking to during the project. Is their point of contact the creative director? The lead designer? A project manager? The business owner? Having one clear line of communication keeps projects moving and avoids crossed wires inside your own team.
• File Organization: Please, for the love of your future self, have a clean system. No more “final-FINAL-v3” sitting in a mystery folder. Your WL designer should be able to jump in and find what they need without guessing.
• Tool Access: Don’t assume every WL partner has used your exact PM platform before. A quick walkthrough goes a long way. The platform itself doesn’t matter nearly as much as how clearly you use it.

The Risks of Hiring Before Systems

Here’s the part nobody wants to hear: skipping systems comes with a cost.

• You lose time chasing missing details.
• Projects drag out with endless back-and-forth.
• Expectations get fuzzy and people end up frustrated.
• Clients notice when your process feels cracked.
• And instead of support, outsourcing just adds more stress.

That whole “just hire and figure it out later” mindset? It doesn’t work.

A Quick Systems Audit

Before you bring on WL support, ask yourself:

• Do I have a project management tool where everything lives?
• Are my SOPs actually documented (and easy to share)?
• Does my WL designer know exactly who their point of contact is (creative director, lead designer, project manager, or me as the owner)?
• Is my file system simple enough for someone else to follow?
• Could a WL designer hop in and understand what’s going on within 15 minutes?
  

If you can honestly say yes to all of these, you’re in a good spot. If not, pause and build your systems first it’ll save you so much time (and stress) later.

White Label Designers Need Systems Too

This isn’t just on agencies. WL designers need systems too.

If you don’t know your own timelines, how you organize files, or how you handle revisions, it’s going to be really hard to adapt to an agency’s way of working. That’s when deadlines slip and partnerships get rocky.

Inside The White Label Way, we dig into this in Module 3, mapping out your workflow, knowing the right questions to ask on lead calls, even how to navigate PM tools you’ve never touched before. Because when you know your own process, you can show up confidently inside someone else’s.

The Bottom Line

Hiring without systems is like opening a coffee shop without a menu: messy, confusing, and way more expensive than it needs to be.

But when those systems are in place? Everything shifts. White Label support actually multiplies your capacity instead of draining it. It frees you up to focus on growth, gives your clients a smoother experience, and sets both sides up for a long-term partnership.

Whether you’re an agency getting ready to outsource or a WL designer stepping into new partnerships, remember this: systems are the foundation that makes the partnership work.

And if you’re reading this thinking “well… I don’t really have those systems in place yet, “ you’re not alone. That’s exactly why we’re rolling out a new service to help.

Book a call with me, and we will figure out what support you actually need (and how to get your systems working for you, not against you).