How to Set Up and Run Your Issues List System | Michael Nitschke
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How to Set Up and Run Your Issues List System

Thanks for signing up and taking the important step to build this system for your business. Below is everything you need to implement it — including your Airtable base link.

Watch: Full walkthrough

This video covers the full setup — how to install the Airtable base, customise it for your business, and get your team using it.

Why an Issues List?

If you've watched the video, you'll know this isn't just a tech setup or productivity play. This is about fixing one of the biggest problems small businesses face: too many ideas and issues swirling around, and no clear way to sort, prioritise, or act on them.

Without a system, you'll do one of three things:

The Issues List helps you avoid that.

The Workflow — Step by Step

Here's how the system works inside Airtable:

Step 1

Team members submit issues via a simple form

Every team member gets access to a quick online form (already built into your Airtable base). Whenever they spot a problem, opportunity, or idea, they submit it straight away.

They choose how urgent and important they think it is. We let the person submitting rate the issue — not management. The form captures who raised the issue and what department it relates to.

Tip: Bookmark the form link on your team's browsers or phones, so it's always accessible.
Step 2

Managers review and process issues

Once submitted, the issue lands in the Processing View, grouped by each manager. The direct manager's job at this stage is simple but important:

  • Speak with the person who submitted the issue
  • Clarify the real problem (sometimes the issue they describe isn't the root cause)
  • Decide: can this be solved immediately, does it need a department meeting, or does it need escalation to the leadership team?

This avoids jumping into solution mode too quickly and ensures you're solving the right problem.

Step 3

Department or leadership discussion using IDS

For issues needing a wider discussion, they move into your department's Issues List, ready for your next team meeting. We use the IDS Method:

  • Identify: What's the real issue?
  • Discuss: Talk it through as a team
  • Solve: Agree on action steps

The goal isn't just to talk. It's to solve. Once action is taken, update the issue status (In Progress, Completed, or Archived).

Step 4

Keep your list focused and goal-aligned

As your team gets used to the system, you'll get lots of submissions at first. That's normal. Here's how to stop the list becoming a dumping ground:

  • Prioritise issues based on their link to your business vision and quarterly goals
  • Be transparent with the team: not every issue will be solved right away
  • Use the team's priority ratings as one input, but always weigh that against broader business impact

Install your Airtable base

Click the link below to copy the Issues List base into your own Airtable workspace. If you don't have an Airtable account yet, you'll need to create one — it's free.

Install your Airtable base →

Once installed: add your team to the Staff Table, share the form link with your team, and start capturing issues.

Lessons learned

A few things we've figured out after using this for years:

Why this works

Since introducing this system, our business has changed for the better:

And most importantly: I'm no longer the bottleneck for every decision.

This isn't about adding more admin to your business. It's about creating space for you and your team to solve the right problems at the right time.

While you're here

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