July 21, 2022
Whether we’re aware of it or not, we’re always executing processes.
Some of these processes are second-nature and are executed seamlessly, while others are more complex.
Optimizing processes efficiently is the key to scalability, profitability and time management.
The first two are business-oriented, but the third is universal.
I have a travel checklist that I reference before travelling. It allows me to more quickly pack, set check-in reminders for future return flights, and make sure I do anything else that needs to get done without wasting time.
Having optimized processes in your personal life will save you time, reduce stress and reduce errors.
How To Optimize A Process:
1. Understand The Process 🧐
Before you can optimize anything, you need to understand it!
The goal is to understand what has to get done. Ideally you can do this by actually executing the process multiple times rather than research.
2. Document 📝
Now that you understand the process, the next step is to document the As-Is, in detail. If the process is lengthy, create sections for each phase.
3. Simplify 🪚
The goal here is to simplify the process as much as possible by eliminating steps or simplifying instructions. If a particular step doesn’t solve a clear problem, this is a sign it may be unnecessary.
Once you’ve eliminated any unnecessary steps, migrate processes into checklists where possible. Checklists are actionable and they make it easier to alter existing processes.
4. Identify The Trigger 🚀
Make sure to clarify the trigger for every process. This can be a time-based trigger, but how and when the process should be executed needs to be crystal clear.
Make sure to implement alerts for when processes are overdue.
5. Automate 🦾
Steps that are predictable and repeatable should be automated where possible.
Zapier.com is an excellent no-code software that allows you to integrate other softwares and automate processes.
If you think something should be automated but you’re not sure how, create a job post on Upwork.com and consult with an expert.
6. Delegate 🗣
If something cannot be automated, the next question is whether it can be delegated.
Virtual assistants have played a major role in my success. If you want to grow, you need to learn the art of delegation.
Go ahead and try it:
- Understand the process in question
- Document it in detail
- Simplify & eliminate
- Identify the trigger(s)
See you all next Thursday 👋
PS. Whenever you're ready... Here are two ways I can help you gain back control of your time and feel less overwhelmed:
- How to get started with Virtual Assistants → Download The Free Guide
- Schedule a FREE 1:1 call to learn how you can optimize your business → Free Systems Audit
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