Business Process: Getting the Balance Right

A business owners' guide to uncovering the hidden benefits of organizational processes.

Are you the type of person who loves processes? You're a rule follower by nature who likes having a game plan to manage operations and troubleshoot issues.?

Or, are you the opposite? Do you cringe at the mere mention of the word "process?" Did you already roll your eyes after seeing the title of this article, thinking, "here we go again"?

Regardless of how you feel about organizational processes, here's some advice I'd like to share from my experience as a founder and CEO:

Never underestimate the value created from consistency and excellence through proper organizational processes and training.

Like it or not, organizational processes are essential for any business to succeed and thrive. They help streamline workflows, reduce errors, and increase profitability. Additionally, they help you set expectations and accountability among your teams. However, not every process is the right fit.

So the question now is this: how do you know if your process is working, falling short of expectations, or needing fine-tuning??

Step 1: Evaluate Your Process

From the extreme of a process-driven assembly line to the risk mitigation of process-oriented quality assurance, processes come in many forms and have uncountable applications and value.?

However, like any tool, you can only elevate its use with proper thought and discipline, or it will likely be ineffective and costly. Therefore, I recommend that before you even start making changes, you must identify how many processes you already have.

Unsure where to start? Here's a helpful exercise you can do right now.?

• Open your Google Drive, Dropbox, or server and search for "process."?
• Next, count how many results came up. Is it 5, 10, 20, or even more??
• Now, ask yourself:?
• How many of these processes are currently in use??
• How much time went into creating them??
• What issues were they trying to solve, and do those issues persist??
• Are there any processes you put into place that do work?

By answering these simple questions upfront, you can start identifying what's working, what's not, and what processes need further development.

Step 2: Revise Your Processes

After identifying which processes have the potential to be effective, the next step is giving them some thoughtful consideration. Here's what I recommend:

Keep It Simple

Keep each process concise and memorable. To do so, follow the 1-page rule when possible. Ask yourself: would you like to read a 12-page document on a process or a one-pager highlighting its key points?

This brings me to another point. Never overcomplicate the process. Strict rules and step-by-step instructions might sound helpful. But, in reality, it prevents creative problem-solving.?

Think of it this way:

Process should empower your team, not bind them to unrealistic expectations.?

Keep It Focused

Ensure it's understandable and doesn't require further explanation (i.e., team meetings, one-on-ones, etc.). Additionally, assign an author to each process—someone responsible for owning it, implementing it, keeping it updated, and understanding its purpose (i.e., the type of issues it aims to solve).

Remember, having a straightforward process can help reduce misunderstandings and conflicts, as everyone knows what is expected of them and their role in the process.

Keep It Special

Avoid overproducing processes. If you have too many, they will never get used. Instead, try to limit one document per department or one per operational function.

Step 3: Implement Your Process

Once you've evaluated and revised your current processes, the next step is creating buy-in and alignment with the entire team. After all, your process will only be successful if the team agrees and understands how to use it, when to use it, and when not to use it.?

Next, you'll need to organize your processes to ensure they're easily accessible to everyone. Translation: "don't bury them in your server."?

Finding the Right Balance

By establishing clear processes and procedures, your team has the tools to work efficiently, thereby reducing the time and effort required to complete tasks.?

Well-defined processes can also help reduce errors and mistakes, improving profitability. And when everyone understands their roles and responsibilities, working together towards a common goal becomes much easier. Finally, clear processes help identify areas where communication may be lacking, allowing you and your leadership team to improve where needed.?

Of course, not every process offers the same positive outcome. Aside from juggling too many, here are a few common pitfalls I see causing businesses (and teams) to underestimate the value of organizational processes:

1. You use processes to solve mundane problems. More specifically, issues that fall under different categories like training, proper staff ownership, and communication.
2. Your team jumps to a process at the first sign of any need.
3. Your leaders use process to solve "people issues."?

Aside from these mistakes, there is another reason why your process fails—and to me, this is why certain people avoid it at all costs. It's too rigid.?

To be successful, you must allow the process to be flexible by avoiding overly specific procedures or detailed checklists. This often decreases creativity and pragmatic thought. Therefore, be cautious of their use and implement them appropriately.?

For example, checklists are great for staying on schedule and keeping different departments on task, but they leave little room for flexibility or changes in scope. They can also lead to confusion if certain items need to be reorganized or removed entirely due to unexpected changes or delays.?

Don't let process outweigh purpose.

Process should be flexible enough to adapt to different scenarios but still grounded so that your team has clear instructions (and expectations) for completing an operation or troubleshooting a problem.

It's a delicate balance, but one that proves profitable when done correctly.

So tell me. Is process helping or hurting your business?

A clear and defined organizational process ensures that every employee follows the same steps and produces the same results.?

This consistency improves the quality of your products or services and helps build trust with your customers and clients. It also reduces the risk of errors or mistakes, saving your business time and money in the long run.