BNB Business Club · Katowice · October 23, 2026
The book, the tools with prices and ready-to-use templates from the talk — everything you need to bring order to your business, in one place
Mykola Shorobura
Founder & CEO of Autirra
Chaos in a business is neither the owner's fault nor the employees'. It is entropy: in any system that gets no energy, disorder grows by itself. So the right question is not “who is to blame” but “how much energy do we systematically invest to keep it in check”.
Everything from the talk is here: the book worth starting with, one tool for each of the five business pains, how to combine them into one system that runs without you, and templates you can copy today.
Michael E. Gerber
Ukrainian edition: «Працювати на себе. Як не прогоріти в малому бізнесі», Nash Format, 2019
Polish edition: “Mit przedsiębiorczości”
Why most small businesses don't work and what to do about it. Gerber's core idea: the owner should work on the business, not in it — that is, build a system that runs without them.
“Systems run the business and people run the systems.”
Michael E. Gerber
Documented
it doesn't live in someone's head
Independent
it doesn't depend on a specific person
Autonomous
it works when you're not there
The Gerber test: could you open ten more businesses exactly like yours tomorrow? Not better ones — exactly the same. What do you have for that, apart from yourself? If the answer is “nothing”, you have just found what to work on.
One tool for each pain — plus alternatives if another one suits you better. All of them except SAP have a free plan or a trial: start there.
Prices checked on the official websites on October 20, 2026. Excluding VAT, per user per month unless stated otherwise. The price depends on your country, team size and whether you pay monthly or yearly — see the current one under “Pricing”.
Only the owner knows how things work. A new hire takes months to get up to speed, and one key person on vacation stops the process.
Your company's internal wiki: processes, onboarding, job descriptions, a decision log. Quarterly goals live in Atlassian Goals — they are in the free plan too and link to Jira projects.
First step in 15 minutes
Create a space and three pages: “How we work with customers”, “Onboarding”, “Our decisions”.
Free plan: Free — up to 10 users, 2 GB of files
Paid plans: Standard — $7.15, Premium — $14.10 per user per month (team of 11). Paid plans include the Rovo AI assistant
Video instructions: record once, embed in a Confluence page or a Jira task, and stop explaining the same thing for the tenth time.
Free plan: Starter — 25 videos per person, up to 5 minutes each
Paid plans: Business — $18 per user per month (up to 17% less when paid yearly)
Alternatives
Knowledge base and databases in one flexible builder.
Free plan: Free — for one person; team workspaces have a block limit
Paid plans: Plus — €9.50 (yearly) or €11.50; Business with AI — €19.50 or €23.50 per seat per month
Notes and a knowledge base stored as files on your computer — works even offline.
Free plan: the whole app, including for work; a commercial license is optional ($50 per year)
Paid plans: Sync — $4 per month (yearly) or $5; Publish — $8 or $10
Project status is found out by phone. “Did you do it?” — “I thought it wasn't me.” A task “for everyone” is a task for no one.
A board where every task has an owner, a deadline and a status — visible to everyone without phone calls. Three columns and a name on every task is already enough.
First step in 15 minutes
Create one project with three columns “To do → In progress → Done” and move your tasks there from the messenger.
Free plan: Free — up to 10 users, unlimited projects and tasks
Paid plans: Standard — $9.70, Premium — $19.60 per user per month (team of 11). Paid plans include the Rovo AI assistant
Alternatives
Simple task boards from the same Atlassian — for those who find Jira too complex.
Free plan: Free — up to 10 collaborators per workspace
Paid plans: Standard — $5 (yearly) or $6; Premium — $10 or $12.50 per user per month
Projects, deadlines and team workload in a clean interface.
Free plan: Personal — up to 2 users
Paid plans: Starter — $10.99 (yearly) or $13.49; Advanced — $24.99 or $30.49 per user per month
Flexible board-tables for any process — from sales to production.
Free plan: Free — up to 2 seats and 3 boards
Paid plans: Basic — €9, Standard — €12, Pro — €19 per seat per month (billed yearly, from 3 seats)
Customers live in Excel, in someone's phone, in heads and in chats. A manager leaves — and some customers leave with them.
A Google service that turns your spreadsheet into a mobile app without a single line of code: customer cards, orders, statuses, charts. Your Excel is already a database — all it lacked was an interface.
First step in 15 minutes
Make a Google Sheet with “Customers” and “Orders” tabs and build an app from it — with our step-by-step guide.
Free plan: building and testing, up to 10 test users
Paid plans: Starter — $5, Core — $10, Enterprise Plus — $20 per user per month. Core is included in most paid Google Workspace plans
One source of truth instead of “final_v2.xlsx”: AppSheet, Data Studio and AI all read the same sheet.
Free plan: with a Google account
Alternatives
ERP for small and midsize businesses: finance, inventory, sales and production in one system.
Free plan: none
Paid plans: price on request from SAP or a partner
The world's largest CRM; small businesses can start with ready-made Suites.
Free plan: Free Suite — $0
Paid plans: Starter Suite — $25 (€25) per user per month; Pro Suite — $100 (billed yearly)
How many customers and orders we have, what the revenue is right now and where the money goes — nobody can say right away.
A dashboard that updates itself: connect the same Google Sheet with orders and see totals by month and by manager. Google has renamed Looker Studio to Data Studio; old links still work.
First step in 15 minutes
Connect the orders sheet and build one chart: order totals by month.
Free plan: for report creators and viewers
Paid plans: Data Studio Pro — $9 per user per project per month: team management and Google Cloud support
Alternatives
Microsoft's BI platform — handy if you already work in Excel and Microsoft 365.
Free plan: Power BI Desktop and a Free account — reports for yourself
Paid plans: Pro — $14, Premium Per User — $24 per user per month (billed yearly)
BI with an AI assistant and hundreds of connectors, including Zoho CRM.
Free plan: Free — 2 users, 10,000 rows
Paid plans: Basic — €24 per month (2 users), Standard — €48 (5 users), billed yearly
An AI spreadsheet: ask in plain language — get calculations and charts.
Free plan: Free — 50 AI credits per month
Paid plans: Pro — $29, Max — $100 per user per month
Posts by hand, in each network separately, without a plan. Leads are scattered across comments, DMs and messengers.
One calendar for all social networks: create a post once and it goes out to several networks on schedule. Comments from all networks land in one inbox, and analytics show what worked.
First step in 15 minutes
Connect one network and schedule posts for the week ahead.
Free plan: Free — 1 brand, 20 scheduled posts per month
Paid plans: Starter — from €16 per month (yearly) or €20, up to 5 brands; Advanced — from €43 or €54
Auto-replies on Instagram, Facebook, WhatsApp and TikTok: a person sends a keyword and instantly gets a file, and you get their contact.
Free plan: Free — 25 active contacts per month, 2 channels
Paid plans: Essential — from $14 per month (billed yearly), Pro — from $29
Alternatives
An affordable post scheduler with an AI assistant.
Free plan: Free — 3 accounts, 15 scheduled posts
Paid plans: Starter — from $4 per profile per month (yearly); Standard — $23.20 (yearly) or $29, 6 accounts
A simple, reliable post scheduler for small teams.
Free plan: Free — 3 channels, up to 10 scheduled posts per channel
Paid plans: Essentials — $5, Team — $10 per channel per month (billed yearly)
Each tool solves its own pain. But five separate apps are five places to look for an answer, and entropy comes back — only now it's digital. What turns them into a system is an AI model that sees everything at once.
Every Monday at 9:00 it compiles the weekly report from Confluence, Jira and the AppSheet CRM on its own and saves it to Confluence. You're still having your coffee, and the report is already there — ready to compare with last week.
AI model of your choice
Claude
ChatGPT
Geminior another model — sees everything below and compiles the report itself
Confluenceknowledge, goals (Goals)
Jiratasks, projects
AppSheetCRM: customers, orders
saved to Confluenceruns on its owna ready report every week · comparison with last week
This is Gerber's third property of a process — autonomous: it works when you're not there.
Any of the three will do — what matters is that it has access to your systems and can work on a schedule.
Connects to Jira, Confluence and Google Drive through connectors and runs tasks on a schedule. This is the model we used to show the Monday report.
Free plan: Free — €0: chat and connectors to your services
Paid plans: Pro — €15 per month (yearly) or €18: scheduled tasks; Team — €18 or €21.04 per seat
The most popular AI assistant; the Plus plan includes projects and scheduled tasks.
Free plan: Free — PLN 0
Paid plans: Go — PLN 34.99, Plus — PLN 99.99 per month; Business — PLN 71 per seat (yearly) or PLN 89
Copy and adapt them — replace the square brackets with your own names.
Paste it into a scheduled task of your AI assistant: every Monday at 9:00.
You are the operations assistant of [company name]. Every Monday at 9:00 (Europe/Warsaw), prepare a report for the previous week, Monday to Sunday. Sources: 1. Jira — projects [project keys]: tasks closed during the week, in progress and overdue; the state of active sprints. 2. Atlassian Goals — quarterly goals: status and the latest update. 3. Confluence — space [name]: pages created or changed during the week. 4. CRM in AppSheet — the Google Sheet “CRM — customers and orders”: new orders for the week, their total, payment statuses. 5. Last week's “Weekly report” in Confluence — for comparison. Determine each project's status by this rule: 🟢 On track — the share of completed tasks is not lower than the share of time elapsed in the sprint or until the deadline; nothing is overdue. 🟡 At risk — there are overdue tasks or a lag of up to 20%. 🔴 Off track — a lag of more than 20% or the deadline has passed. Report structure: 1. The week's highlights — 3 points. 2. Sales (CRM): new orders — count and total; paid; overdue payments; top 3 customers. 3. Projects (Jira): for each — 🟢 / 🟡 / 🔴; done · in progress · overdue; blockers. 4. Quarterly goals (Goals): status and the latest update for each. 5. Knowledge (Confluence): new and updated pages, new processes. 6. Comparison with last week: what improved, what got worse, what stayed the same. 7. Plan for the week: top 5 priorities with owners. 8. Questions for the owner. Don't make up data. If a source is unavailable or there is no data, say so. Save the report as a Confluence page “Weekly report — [dates]” in the “Weekly reports” section and share the link.
On track — the share of completed tasks is not lower than the share of time elapsed in the sprint or until the deadline; nothing is overdue
At risk — there are overdue tasks or a lag of up to 20%
Off track — a lag of more than 20% or the deadline has passed
Two tabs in one Google Sheet — and AppSheet builds the app from them by itself.
“Customers” tab
| ID | Name | Contact | Phone | City | Status |
|---|---|---|---|---|---|
“Orders” tab
| ID | Customer | Date | Amount | Status | Manager |
|---|---|---|---|---|---|
Why a Google Sheet and not an .xlsx file: AppSheet, Data Studio and AI all read it the same way, and there is always just one copy — no “final_v2”.
≈20%
of the workweek office workers spend looking for information or for a colleague who knows the answer. A searchable knowledge base cuts that time by up to 35%.
McKinsey Global Institute, 2012×7
more likely to reach a decision maker: companies that respond to a lead within an hour. Those who wait a day are 60 times less likely.
Harvard Business Review, 201145
connections in a team of 10 — while a team of three has only 3. Complexity doesn't grow linearly: n × (n − 1) / 2.
For everyone who was at the BNB evening: 30 minutes one-on-one with Mykola Shorobura — online or in Katowice. We'll go through your processes, find where you lose time every week and suggest which tool to start with in your case.
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