When Natalie Joseph started as a research analyst at Mirror Group LLC, she naturally spotted process gaps and suggested improvements.
Two years later, she became their Process Champion, leading a transformation that created dozens of standard operating procedures and revolutionized how the Washington D.C. consulting firm operates.
This story reflects a growing trend. Smart companies are designating specific team members as Process Champions to drive systematic improvement and organizational growth. But what exactly is this role, and how can you implement it?
What Is a Process Champion?
A Process Champion (also known as a Systems Champion) is the dedicated person who manages and drives business systemization forward. They document processes, organize them into systems, and ensure those systems are implemented throughout the organization.
Think of them as the department head of your “systems” department. Just as your sales manager owns sales, your Process Champion owns the systems function. They report to senior leadership while having authority within their domain.
Key distinction: Process Champions aren’t COOs, operations managers, or second-in-commands. They focus specifically on process optimization rather than broad operational oversight.
Core Responsibilities That Drive Results
Process Documentation: They identify which business processes need documentation, focusing on essential, recurring tasks that create bottlenecks when only one person knows how to handle them.
Knowledge Extraction: Process Champions conduct interviews with “knowledgeable workers” – team members with the most expertise about specific tasks. This requires strong interpersonal skills and the ability to ask the right questions.
System Implementation: Creating documentation is only half the battle. They must ensure systems are actually adopted through training, accountability measures, and integration into daily workflows.
Project Coordination: Perhaps most surprisingly, the role requires significant project management. As Natalie discovered, “I thought I was going to be support, but I had to lead these people to the end.”
Cultural Transformation: Beyond documenting processes, they help create a systems-driven culture by communicating the importance of following procedures and encouraging systematic thinking.
Essential Skills for Success
The best Process Champions combine several key qualities:
Organizational abilities with strong attention to detail – they see patterns and create logical structures that make sense to others.
Communication skills that work across all organizational levels, from entry-level workers to senior management.
Technical comfort with various software tools for project management, documentation, and system storage.
Creative problem-solving to work around unique obstacles and find solutions specific to their organization.
Project management capabilities to coordinate timelines, track progress, and ensure deliverables are completed on schedule.
Real-World Implementation Success
Mirror Group’s four-month transformation provides a practical blueprint. They broke all systems into manageable chunks, tackling two to three processes weekly. Each process followed a cycle: knowledge workers recorded video explanations, the operations team transcribed them, and Natalie coordinated reviews and revisions.
The key was integration with company culture. They established a habit of checking documentation before asking questions. As she explains, “We got into the habit of if you have a question, did you check the SOP?”
They used Asana for project coordination, setting up automatic reminders and dependencies to make following through easy. A dedicated page houses all SOPs, making relevant documentation quickly accessible.
Finding Your Process Champion
Many successful Process Champions come from within the organization. Look for team members who naturally suggest process improvements, stay organized under pressure, and show interest in how different business functions work together.
When evaluating candidates, focus on behavioral indicators: times they’ve improved processes, coordinated projects, or helped team members learn procedures. Technical skills can be taught, but systematic thinking and organizational instincts are harder to develop.
Overcoming Common Challenges
Team resistance often stems from fear that documentation makes individual knowledge less valuable. Address this by framing systemization as freeing up experts for higher-level work.
Time allocation requires leadership support in protecting time for systemization activities and clear communication about priorities.
Maintaining momentum after initial implementation needs regular review cycles and integration of process improvement into team meetings.
The Bottom Line
Process Champions represent a strategic investment in organizational capability. They transform individual knowledge into institutional assets and create systems that support sustainable growth.
The role requires a unique combination of organizational skills, interpersonal abilities, and project management capabilities. As Natalie’s experience demonstrates, the right person can drive remarkable transformation in a relatively short time.
If you’re considering adding a Systems Champion role in your business, start by identifying someone who naturally thinks systematically and enjoys creating order from complexity. Provide them with proper authority, resources, and support. Then watch as your business operations become more predictable, efficient, and scalable.
The question isn’t whether your business needs better systems – it’s whether you’re ready to empower someone to create them.
