Strategies for Simplifying Complex Workflows

Recently helped a client cut their AI development time by 40%. Here’s the exact process we followed to streamline their workflows. Step 1: Optimized model selection using a Pareto Frontier. We built a custom Pareto Frontier to balance accuracy and compute costs across multiple models. This allowed us to select models that were not only accurate but also computationally efficient, reducing training times by 25%. Step 2: Implemented data versioning with DVC. By introducing Data Version Control (DVC), we ensured consistent data pipelines and reproducibility. This eliminated data drift issues, enabling faster iteration and minimizing rollback times during model tuning. Step 3: Deployed a microservices architecture with Kubernetes. We containerized AI services and deployed them using Kubernetes, enabling auto-scaling and fault tolerance. This architecture allowed for parallel processing of tasks, significantly reducing the time spent on inference workloads. The result? A 40% reduction in development time, along with a 30% increase in overall model performance. Why does this matter? Because in AI, every second counts. Streamlining workflows isn’t just about speed—it’s about delivering superior results faster. If your AI projects are hitting bottlenecks, ask yourself: Are you leveraging the right tools and architectures to optimize both speed and performance?

As organizations grow, complexity compounds. This often correlates to lost productivity & increased costs. Each new process, tool, or approval layer doesn't just add linear cost, it creates coordination complexity that can strangle innovation. The math is sobering: Add one person to a team of 5, and you've increased potential communication pathways from 10 to 15. But add that same person to a team of 50, and pathways explode from 1,225 to 1,275, a complexity burden that grows faster than most realize. The hidden complexity tax manifests in multiple ways: 1️⃣ Decision paralysis as approval chains multiply beyond necessity 2️⃣ Information fragmentation across disconnected systems and processes 3️⃣ Coordination overhead that consumes increasingly larger portions of productive time 4️⃣ Innovation bottlenecks as new ideas must navigate Byzantine approval structures What's particularly insidious is how this complexity accumulates gradually. Each addition seems reasonable in isolation: "We just need one more approval step for compliance." "This new tool will solve everything." "Let's add a steering committee to coordinate better." Before long, organizations find themselves trapped in what consultants call "structural quicksand," unable to move quickly because every action requires navigating multiple systems, stakeholders, and processes. The antidote? Complexity auditing. Forward-thinking organizations are now conducting regular "complexity inventories": → Mapping decision trees and identifying redundant approval layers → Cataloguing all tools and systems to eliminate redundancies → Measuring the true cost of coordination across teams and functions → Implementing "subtraction strategies" alongside addition initiatives One manufacturing company reduced their approval processes from 23 steps to 7, cutting product development cycles by 60%. They asked a simple question for each step: "What would happen if we eliminated this entirely?" As you evaluate your organization's growth trajectory, remember: simplicity is a strategic advantage. Before adding anything new, whether it's a process, tool, or layer of oversight, first identify what you can eliminate. What "hidden complexity costs" have you encountered? How has your organization fought back against the accumulation of unnecessary complications? Share your experience below 👇 ♻️Repost if you found this valuable Do. Fail. Learn. Grow. Win (rinse & repeat). ____ ➕Follow John Brewton for content that helps. ➕Follow Operating by John Brewton for weekly deep dives on the history and future of operating and optimizing companies (sub 🔗 in the comments)

80% of workflow bottlenecks are hiding in plain sight. But most teams don’t look closely enough to see them. When I design workflows, I don’t add new tools right away or build complex systems. I start by mapping the current process. Without knowing every step, we’re just guessing at what’s slowing us down. Here’s my go-to checklist for spotting the hidden issues: 1 - Map every step Document each click, handoff, and decision. Most teams skip this, but it’s where the real insights are. 2 - Spot repetitive tasks Repeated steps often go unnoticed. They feel like “just part of the job” but usually add no real value. 3 - Measure task times Check how long each step actually takes. When times drag, it’s a sign of inefficiency that needs fixing. 4 - Look for approval delays Every extra approval is a potential bottleneck. Too many checks can slow things down more than they help. 5 - Align skills with tasks Ensure tasks fit the person’s skill level. If experts are doing routine work, it’s time to rethink the setup. 6 - Automate simple tasks Automation isn’t about flashy tools. It’s about freeing up your team’s time for critical work, not admin tasks. It’s surprising how often these basics are ignored. Do this if you want to do more with less. Or skip it if you’re okay with unnecessary delays and wasted resources.

In one year, an Inc 5000 CEO whose revenue growth had stalled grew to their highest revenue AND most profitable year ever. They focused on simplifying their execution system down to these 5 key elements. Here's their 'Vision to Results' Playbook: 1. Simplify The CEO eliminated multiple project tools, tracking spreadsheets, and complex workflow diagrams. They consolidated everything into one platform (ResultMaps) where teams could see priorities, progress and issues clearly. Pro Tip: When everyone sees the same picture of reality, people naturally begin making better decisions. 2. Focus on communication quality over quantity They replaced scattered status meetings, constant messages and reports with three powerful rhythms: - Quick 90-second daily updates in ResultMaps to keep everyone aligned  - One focused weekly meeting to track progress and solve problems - Quarterly business reviews Every update tied directly to company targets, so teams always worked on what mattered most. 3. Create clear ownership without micromanagement Rather than constant check-ins, they mapped clear accountability and let teams drive. Everyone could see how their work connected to company goals. 4. Let the data surface problems early With everything visible in one place, the team could spot trends and patterns before they became issues. No more surprises in projects and quarterly reviews 5. Build momentum through wins Teams could see their impact directly. The development team went from needing oversight to driving results independently. ________ Here's a real-world example of how this worked: Their development team began living in ResultMaps. The CEO could check progress anytime without interrupting work or calling meetings. Issues surfaced faster and got solved before becoming problems. ________ I'm sure many of you are thinking... "This sounds too simple to actually work." I get it. But consider this: Most companies make execution complex by adding more tools, more meetings, and more oversight. This CEO proved simpler is better - one platform, clear visibility, real results. The playbook is timeless and will work for any company that wants to: - Make vision shared by everyone - Create clear ownership - Drive more engagement - Drive real results Traditional approaches of tool sprawl and constant meetings will only get you so far. DM me if you'd like to learn more about implementing this playbook.

Most SOPs fail before they even get written Why? Because they’re written for the boss, not the team. A lot of small business owners treat SOPs (Standard Operating Procedures) like a rulebook. Long. Rigid. Complicated. But real documentation isn’t about control. It’s about CLARITY. One client came to me after her VA kept missing steps in the onboarding process. She had a Google Doc. It was 7 pages long. No one used it. So we rebuilt it, together. ↳ We started by identifying just the three core workflows she needed help with most. ↳ Then we simplified. ↳ Created a step-by-step checklist for each task. ↳ Added visuals to show exactly how things should look. ↳ Recorded short Loom videos (each under 3 minutes) to walk her VA through the process. The result? ✅ Her VA stopped asking the same questions. ✅ Tasks were completed on time. ✅ She finally stopped waking up to Slack messages at 6 a.m. Here’s the truth most people miss: Good systems don’t live in your head…. They live where your team can find and use them. And when your team has access to simple, repeatable SOPs, they stop waiting, guessing, or spiraling. They just do the work. Struggling to get your team to actually USE the SOPs you’ve created? I created a free guide to help you build simple, streamlined SOPs your team will follow, without extra meetings, micromanagement, or overwhelm. Link is in the comment section below. This is exactly what I help small business owners do: Turn over complicated processes into clear, practical systems that actually get used So your team runs smoother, and you stay focused on growth. #systems #leadership #business #strategy #ProcessImprovement