The 5 Steps To Optimize Processes

Optimizing processes efficiently is the key to scalability and profitability. That, I’m sure you already know. The bigger question is, how do you go about optimizing?

I’ve written about this before, but there’s a very simple framework you can follow to optimize any single process in your business.

When you know things aren’t operating efficiently, these steps will shine a light on where to start:

Before you can optimize anything, you need to understand it.

The absolute best way to understand a process is by actually executing it yourself multiple times. However, this isn’t always an option or necessary.

The next best thing (and non-negotiable step) in understanding a process, is to document it well. You can do so by creating a process map of the As-Is — That is, not what you would like to happen, but what is currently happening. This is critical.

Here’s an example of what my process maps look like (I use Whimsical, but the tool does not matter).

Don’t worry about the colors in this initial step.

Here’s where you pivot from documenting to optimizing.

First, highlight all of the areas of opportunity (as I like to call them). These are the steps you’ll want to focus on.

Next, you’ll want to see which of these steps can be simplified, merged, or eliminated.

Now that you’re clear on the process, identified opportunities, and simplified where possible, it’s time to begin exploring what can be automated.

Look at which of the highlighted steps are most repeatable and predictable. These will be the easiest to automate and allow you to get some quick wins. Then identify the trigger for each.

The trigger is what causes a step to be executed. It could be a signed agreement, a filled-out client form, or a manual change in your CRM.

You’ve identified which opportunities are repeatable and predictable, and you’ve clarified their triggers. We can now attempt to automate these and stop manually executing them (forever).

Depending on the software you’re using, there may be some native integrations/automations that you can implement. Take a moment to review any possible integrations your software has to offer. For example, Hubspot and Airtable offer native workflow automation.

Most of the time, native integrations aren’t going to be possible. This is where no-code software like Zapier will be helpful — They allow you to integrate different software and automate processes. There are others like it, but Zapier continues to be my top choice.

Go to their website and search for the tool you’re using and explore what integrations or automation are possible.

If something cannot be automated, the next step is to explore delegating it.

Virtual assistants have played a major role in my success, and they’re a cost-effective way to delegate. Upwork is a great place to find incredible talent.

If you want to grow, you need to learn the art of delegation.

See you all next Thursday 👋

PS. Whenever you're ready... Here are three ways I can help you systemize & automate operations: