S3:E13 Hiring a Systems & AI Manager with Jake Richards

Today’s Guest, Jake Richards

Jake Richards is the Systems Champion at Bayswater Projects, an Australian-based construction business. He transitioned from a Project Manager role to a full-time Quality and Systems Manager, spearheading the implementation of robust systems and AI integration.

Interview Takeaways:

1. From Disorganization to Systematization​

Jake shares how his personal journey from being initially unorganized became the catalyst for his embrace of systems. He realized that his own deficiencies prompted a need for better organization, leading him to actively seek and implement solutions. This evolution highlights that even individuals who don’t naturally gravitate towards checklists can become highly systemized, often driven by the desire to overcome operational challenges.

2. The Necessity of Systems for Growth

As Bayswater Projects experienced significant growth, maintaining operational consistency and ensuring workplace health and safety became paramount. Without a systemized approach, the director’s oversight would have become unsustainable, and the high consequences of errors in the construction industry necessitated robust processes. Systems were crucial in allowing them to scale effectively while preserving the quality and safety standards that are vital to their business.

3. Tangible Benefits and ROI

The business experienced clear and quantifiable wins from its systematization efforts. These benefits included vastly improved safety audit scores, a significantly streamlined new employee onboarding process, and crucial external validation from clients and even project management software companies. These positive outcomes demonstrate that investing in systems is not just about internal efficiency but also about building trust and enhancing a business’s reputation and appeal to external stakeholders.

4. The Strategic Value of a Full-Time Role

The transition to a dedicated full-time Systems & AI Manager role proved to be a significant competitive advantage for Bayswater Projects. This focused position allowed for consistent, needle-moving activity that was difficult to achieve when systems management was a part-time responsibility. The return on investment for this role has paid dividends multiple times over, making it a strategic rather than merely an operational expense.

5. AI Integration in Practice

Bayswater Projects is actively exploring and leveraging AI across their operations, showing that they are not burying their heads in the sand when it comes to new technology. Jake specifically discussed developing an AI onboarding agent, which automates many manual HR tasks related to information capture, emails, and documentation for new hires. This integration frees up staff for higher-leverage activities and fosters a continuous learning culture within the organization.

6. A Unique Career Path

The Systems Champion role offers an unparalleled understanding of an entire business, making it an excellent career path for aspiring entrepreneurs or future leaders. By working across all departments, from HR to operations and finance, and collaborating with top leadership, individuals in this role gain a holistic view of how a business functions. This comprehensive exposure perfectly prepares them for entrepreneurial endeavors or senior leadership positions.

7. Advice for Business Owners

For business owners who have achieved product-market fit and are generating sufficient sales, hiring a Systems & AI Manager is a strategic move that can multiply growth and mitigate risks. This role brings peace of mind by managing operational details that often overwhelm owners, allowing them to focus on high-level strategy. It’s presented as a relatively asymmetric bet, where the investment is modest compared to the significant potential returns in efficiency, growth, and reduced operational headaches.