How can small businesses streamline their workflow processes?

Small companies possess the valuable advantage of being able to streamline their processes before scaling up. Once this phase is complete, complexity increases significantly. This is because aligning processes on a large scale involves many stakeholders and users, and it's crucial not to disrupt their ongoing activities while implementing change. On the other hand, small companies might lack the resources to invest in process streamlining, but prioritizing it can yield long-term benefits. A common approach is to start with the AS-IS processes. However, I believe that a small company can be equally successful by initially focusing on the ideal TO-BE vision, and then incorporating alignments and exceptions to the existing AS-IS processes.

The three Ps are cruial. 1. PRODUCT (or service): The more products or services you offer, the more complicated your operations will be. If you can simplify your offerings, you'll make things much easier on yourself and your employees. Focus on the top ones and cut the long tails. 2. PROCESS: Simplify, standardize, and automate as much as possible. 3. PEOPLE: Don't try to do everything yourself! Delegate tasks to employees and give them the authority to make decisions. This will help you free up your time and focus on more important things.

Every small business stands to gain by mapping out their workflows across the different areas of the business. That roadmap will give you the opportunity to dissect and improve on multiple facets of the business. Asking tough questions like "is this the most effective way?" or "is this the best use of our time and resources?" help small businesses remain lean, and efficient on a regular basis.

After you've mapped out your process, it's important to ask a few questions. What can I eliminate that’s unnecessary? What can I automate that’s repetitive? What can I delegate that’s too consuming? In the end, you will have simplified your workflow and potentially created opportunities for delegation that free up decision makers time and energy. Having a second set of eyes go over the visual process always helps.

Initially, the founder or director of a small business handles the workflow and attempts to organize it into a distinct, logical structure. These policies are progressively and cautiously explained to new hires as they become part of the team over time. We can refer to this as training. After ensuring that the employee(s) have mastered the rules, they are now given ownership and become key implementers. As the company grows, the number of employees and the degree of authority increases accordingly, and employees begin to consider themselves the main part of the company. This has a positive effect on their motivation.

Regular check-ins on workflows and processes is essential for growth. Truth is, so many times we build business for the "operational" phase, but rarely for the "growth" phase. Checking and evaluating your processes and workflows regularly allows you to make tweaks and adjustment for consistent growth, avoiding large scale failures due to increased demand.