Setting Up Efficient Workflow Systems in Consulting

Yet another reason estimates are ridiculous. One of the silliest things about time estimates is that the vast majority of time it takes for a team to finish something is spent waiting. For the average development team to create something of value, only 10-20% of the total start-to-finish completion time is spent actively working on the item. The majority of the time is spent waiting. 🔵 Waiting for Reviews 🔵 Waiting for team member hand-offs 🔵 Waiting on other teams or departments So much time is spent waiting… instead of asking, “How much time will it take WORKING to complete this?” You’d be better off asking, “How much time will it take WAITING to complete this?” This, of course, is impossible to answer since most teams have zero control (or even awareness) of waiting time. You’re far, far better off ditching time estimates entirely and focusing on reducing wait states instead. But how? 1] Use Flow Efficiency ↳ Few teams are even aware of the most critical flow metric: Flow Efficiency. ↳ Flow Efficiency tells you how much time is spent actively working on increments of value (features, assets, stories, etc.). ↳ Flow Efficiency (%) = Active Time / Total Time X 100 ↳ Any good workflow tool will calculate your Total Time (Cycle Time). 2] Determine Active Time ↳ To figure out Active Time, you need to track your wait states by adding a “Done” state to every existing stage in your workflow. ↳ For Example: Development -> Development Done -> Testing -> Testing Done -> Review -> Review Done -> Released ↳ The “Done” columns are your wait states.  ↳ Now, you can effectively determine Active Time for each item in your flow vs. Wait Time. 3] Improve Flow Efficiency ↳ Once you can visualize and track wait times, you can focus on fixing the worst offenders. ↳ Add team members, reduce work in progress, remove dependencies… there are many ways to minimize wait states. ↳ Any reduction made to any of your wait states will improve Flow Efficiency An average team will have a Flow Efficiency of 20%. Your team should achieve a Flow Efficiency of 40% or greater to be considered high-performing. Will this take some effort? Of course! But far less effort and total team time (and annoyance) than asking for estimates. Plus, the increase in productivity will far outweigh any loss in imagined predictability.

If your team is missing deadlines or you feel like you’re constantly putting out fires, it’s time to fix your systems. Scaling a business is tough, but without solid systems, it’s almost impossible.  This is a straightforward guide to developing systems that can help your team scale efficiently. First, document everything. Start by writing down every process and procedure in your business. Use tools like Notion or Confluence to create a comprehensive knowledge base. This makes sure everyone on your team has access to the information they need and keeps everyone on the same page. Next, use advanced project management tools. Platforms like Monday or ClickUp can be customized to fit your specific needs, keeping projects on track and your team coordinated. Connect these tools with your CRM systems to streamline workflows and keep communication smooth across departments. Automation is your friend. Identify tasks that are repetitive and can be automated. Use platforms like UiPath or Blue Prism to handle these tasks, freeing up your team to focus on higher-value activities. Clear communication is critical. Set up a unified strategy that includes both asynchronous and real-time tools. Use Slack for immediate communication and Loom for updates that can be watched at any time. Regular check-ins and clear communication reduce misunderstandings and keep everyone aligned. Creating a culture that is always improving. Regular retrospectives and feedback loops with frameworks like Kaizen or Six Sigma can significantly improve your processes. Encourage your team to provide feedback and suggest improvements. This boosts efficiency and encourages a sense of ownership and engagement among team members. Role definitions need to be crystal clear. Develop a competency matrix to define roles and responsibilities clearly. This helps identify skill gaps and create targeted training programs, making sure everyone knows their part and performs it effectively. Training and development should be a priority. Create a learning and development plan using platforms like LinkedIn Learning or Coursera. Encourage cross-functional training to build a team capable of adapting to new challenges. Data-driven decision-making is key. Regularly review KPIs and adjust strategies based on data insights to stay on the right path. Streamline your onboarding process. Develop a comprehensive program that includes interactive modules, mentorship, and milestone-based assessments. This way, new hires integrate smoothly and contribute effectively from day one. Finally, promote collaboration. Use platforms like Miro or MURAL for brainstorming and project planning sessions. You need an environment where ideas can be freely exchanged and innovation thrives. You don’t need to change everything overnight. Start with one or two key areas and build from there.

My workflow automation strategy for streamlining operations: 1. Define the essential workflow components 2. Gather inputs from all team members involved 3. Create a clear map using a user-friendly visual tool 4. Integrate necessary systems, apps, and tools 5. Document every handoff point to avoid miscommunication 6. Compile a detailed list of potential automation enhancements 7. Develop the optimized workflow with an automation platform 8. Conduct thorough testing to confirm functionality and efficiency 9. Educate the team on utilizing the new automated processes 10. Implement, monitor, and fine-tune to maintain optimal performance I'll employ this plan consistently for my clients for each major workflow. Want to ensure comprehensive automation? Here’s my biggest tips: - Include feedback mechanisms in your workflow - Use analytics tools to track performance and identify bottlenecks - Set regular review points to adapt and evolve processes - Ensure all team members are on board with changes Every business is a world in itself. That’s why it’s so important for workflows to be created personalized to specific needs. There will never be a one size fits all.

𝗪𝗼𝗿𝗸 𝗠𝗲𝗮𝘀𝘂𝗿𝗲𝗺𝗲𝗻𝘁 𝗠𝗮𝗱𝗲 𝗦𝗶𝗺𝗽𝗹𝗲 𝘄𝗶𝘁𝗵 𝗣𝗠𝗧𝗦 Struggling with inconsistent workflows and lost time? Predetermined Motion Time Systems (PMTS) simplify work measurement by providing precise, data-driven standards. It’s a straightforward way to streamline tasks, reduce waste, and boost productivity. Here’s how PMTS simplifies work measurement with the SIMPLE Framework: Standardize, Improve, Measure, Plan, Learn, Execute. 𝟭. 𝗦𝘁𝗮𝗻𝗱𝗮𝗿𝗱𝗶𝘇𝗲: 𝗖𝗿𝗲𝗮𝘁𝗲 𝗖𝗼𝗻𝘀𝗶𝘀𝘁𝗲𝗻𝗰𝘆 PMTS removes variability by setting clear standards. Define Precise Tasks: Break down work into measurable steps. Align Teams: Ensure everyone follows the same process. Reduce Errors: Consistency minimizes mistakes and confusion. Standardization ensures every motion has a purpose. 𝟮. 𝗜𝗺𝗽𝗿𝗼𝘃𝗲: 𝗢𝗽𝘁𝗶𝗺𝗶𝘇𝗲 𝗣𝗿𝗼𝗰𝗲𝘀𝘀𝗲𝘀 PMTS helps refine workflows for maximum efficiency. Eliminate Waste: Remove non-value-added motions. Enhance Layouts: Simplify workstations for smoother operations. Balance Workloads: Distribute tasks evenly across teams. Improvement leads to faster and more effective workflows. 𝟯. 𝗠𝗲𝗮𝘀𝘂𝗿𝗲: 𝗧𝗿𝗮𝗰𝗸 𝗣𝗲𝗿𝗳𝗼𝗿𝗺𝗮𝗻𝗰𝗲 𝗔𝗰𝗰𝘂𝗿𝗮𝘁𝗲𝗹𝘆 PMTS provides precise metrics for work measurement. Set Benchmarks: Use PMTS data to establish realistic targets. Monitor Progress: Compare performance to time standards. Identify Gaps: Spot areas needing improvement. Accurate measurement drives meaningful action. 𝟰. 𝗣𝗹𝗮𝗻: 𝗕𝘂𝗶𝗹𝗱 𝗘𝗳𝗳𝗶𝗰𝗶𝗲𝗻𝘁 𝗪𝗼𝗿𝗸𝗳𝗹𝗼𝘄𝘀 With PMTS, you can design processes that work better. Organize Tasks: Plan workflows based on PMTS data. Minimize Downtime: Create smooth transitions between steps. Forecast Needs: Use standards to allocate resources effectively. Planning with PMTS saves time and resources. 𝟱. 𝗟𝗲𝗮𝗿𝗻: 𝗚𝗮𝗶𝗻 𝗜𝗻𝘀𝗶𝗴𝗵𝘁𝘀 𝗳𝗼𝗿 𝗜𝗺𝗽𝗿𝗼𝘃𝗲𝗺𝗲𝗻𝘁 PMTS is a tool for continuous learning. Analyze Data: Use results to refine processes. Test Changes: Validate improvements with PMTS metrics. Adapt Quickly: Stay responsive to shifting demands. Learning ensures operations evolve with your needs. 𝟲. 𝗘𝘅𝗲𝗰𝘂𝘁𝗲: 𝗧𝘂𝗿𝗻 𝗣𝗹𝗮𝗻𝘀 𝗶𝗻𝘁𝗼 𝗔𝗰𝘁𝗶𝗼𝗻 PMTS simplifies execution with clear, actionable steps. Provide SOPs: Equip teams with clear work instructions. Train Workers: Teach techniques based on PMTS standards. Track Results: Use PMTS to ensure goals are met. Execution is efficient when everyone knows the plan. 𝗧𝗵𝗲 𝗦𝗜𝗠𝗣𝗟𝗘 𝗔𝗱𝘃𝗮𝗻𝘁𝗮𝗴𝗲 The SIMPLE Framework shows how PMTS makes work measurement easier: Standardize tasks for consistent results. Improve processes to boost efficiency. Measure performance with accuracy. Plan workflows to minimize waste. Learn from data to drive progress. Execute with clarity and confidence. PMTS turns work measurement into a straightforward, results-driven process. Ready to simplify your operations with PMTS? - Insightful ? ♻️ Repost and inspire your network!

The 4-Step Playbook We Used To Scale To $600k ARR (Use it for yourself 👇) The Secret Weapon for Scaling Isn’t More Leads—It’s Better Systems Most businesses think scaling is all about getting more leads, but here’s the truth... It’s your operations that make or break your growth. Here’s what happens when you focus on leads without the systems to support them: → Missed follow-ups lead to lost opportunities. → Overwhelmed teams burn out. → Clients churn because onboarding is messy. If you double your leads tomorrow, can your team keep up? 1️⃣ Stress-Test Your Current Systems → Run a mock scenario where you’re operating at 2x capacity. → Document every bottleneck—manual processes, unclear communication, and delayed handoffs. Example: If your team is spending hours on manual lead routing, automate it with tools like Make or Zapier. 2️⃣ Create "What If" Scenarios → Plan for challenges like: A surge in leads from a campaign. A key team member out for two weeks. A sudden increase in client requests. Pro Tip: Build contingency workflows in Airtable for these scenarios so your team can act, not react. 3️⃣ Invest in Proactive Tools → Use automation to eliminate low-value tasks and free up your team for high-impact work. Examples: - Automate follow-up emails with EmailBison. - Use dashboards in Looker to track KPIs like response times and task completion. - Standardize repetitive tasks with reusable templates in Airtable 4️⃣ Standardize AND Innovate → SOPs provide consistency but leave room for optimization. → Encourage your team to suggest better ways to streamline processes. Quick Win: Set up monthly operational reviews where the team shares inefficiencies they’ve noticed and solutions they recommend. Scaling isn’t just about sales—it’s about systems that grow with you. ✅ Operations ensure leads turn into clients. ✅ Consistent workflows keep teams aligned. ✅ Scalability is about readiness, not just ambition. What’s one operational improvement that made the biggest difference for your business?