How to Spot and Solve Your Biggest Operational Headaches
Hey, CEO, yeah, you with a to-do list longer than you’d like to admit.
If running your business has you in a constant scramble, it might be time to zoom out and look at what's really going on behind the scenes.
When you’re putting out fires on the daily, those underlying issues in your operations or systems deserve a closer look. The magic in scaling is all about simplicity and efficiency, and guess what? It’s all within reach once you know where to focus. Let’s break down how to uncover and tackle those pesky pain points so you can get back to running your business (instead of it running you).
Dive into a process audit.
The first step? A solid process audit. Start by mapping out each step in your business operations, from client onboarding to project delivery, to see where things might be bottlenecking. (Don’t worry; it doesn’t need to be perfect!) Here’s what to look for:
Where are projects or tasks consistently delayed?
Which tasks could be automated or delegated?
Is communication flowing smoothly, or does it hit a wall somewhere?
By laying out each piece, you’ll start to see where things feel clunky or need a tune-up. You’re looking for patterns highlighting where your systems are breaking down.
Collect honest feedback from your team (if you have one)
Your team knows these processes inside out—they’re in the trenches daily, seeing firsthand what’s clunky or outdated. Give them a chance to share their thoughts without any pressure. Here’s what to ask:
Which tasks feel like they’re stuck in quicksand?
Are there tools or systems that slow things down or feel irrelevant?
Where do they see the best opportunities for improvement?
Their feedback isn’t just helpful; it’s a shortcut to identifying where things are going sideways. You might find that even small tweaks can make a massive difference.
Conduct a time and resource check.
Take a step back and look at where your time and resources are going. If low-impact tasks are hogging all the hours or budget, it’s time for a pivot. Consider these questions:
Are you spending too much time on repetitive, low-impact work?
Is there a process draining resources but offering little in return?
Do errors and re-dos keep popping up, soaking up extra time?
Highlight the tasks that are eating up more than their fair share of time and resources. It’s usually a sign those processes need some tightening up or even a total revamp.
Look to your clients for feedback.
Listen to your clients’ experiences—they hold up a mirror to your business. Do you notice any themes in the feedback? Delays? Communication hiccups? Even minor complaints reveal where your systems could use some love. Try running a quick client satisfaction survey and focus on these insights:
Are there recurring areas where clients feel less than thrilled?
Do specific phases in the client journey lead to common issues?
Are there improvements clients suggest?
Seeing things from their perspective can help you understand where things go south and how to get ahead.
Make a game plan and get to work.
Once you’ve zeroed in on the problem areas, it’s time to set priorities. Focus first on changes that impact time, money, or client satisfaction the most. Put together a plan to hit these head-on, whether adding new tools, streamlining workflows, or rolling out better training for your team. Here’s where to start:
Try tools to automate the repetitive stuff
Adjust workflows to cut out bottlenecks
Equip your team with any support or training they need
Keep in mind it’s a marathon, not a sprint. Improving your operations is ongoing, and each small fix sets you up for bigger, better results.
Running a business that actually works for you (and not the other way around) is possible. Take a deep breath, get a bird’s-eye view of those operations, and start making changes that stick. You’ll thank yourself later!
