Bottlenecks You Can’t Ignore (And the Ones You Don’t See)
As your business scales, some bottlenecks are impossible to miss, such as the constant reliance on spreadsheets that slow down decision-making and introduce human error. Behind these obvious issues are hidden bottlenecks: the shadow processes and workarounds that teams create to keep things moving when the official systems aren’t enough. While these unofficial fixes might seem helpful, they quietly accumulate inefficiencies, delays, and extra costs that hold your business back.
The first step to tackling both visible and hidden bottlenecks is a comprehensive process audit. This audit uncovers not only the manual workflows and outdated processes that everyone’s aware of but also the shadow workflows that have become ingrained in daily operations without anyone really noticing.
A good process audit isn’t a box-ticking exercise. It’s the foundation for streamlining operations and preparing your business for growth. By identifying where your teams are relying on manual tools or informal processes, you gain the clarity needed to replace these bottlenecks with sustainable solutions that can grow with your business.
Process Audits (Like Flossing, But For Your Business)
Process audits aren’t glamorous. They’re a bit like flossing: not exactly thrilling, but absolutely essential if you want to avoid bigger problems down the line. Just like flossing prevents plaque buildup, process audits clear out inefficiencies that can gum up the works and slow your growth.
Many companies struggle to find the time and resources to conduct a deep-dive audit while they’re also focused on scaling. Ironically, the first process audit is often manual in nature, requiring significant effort just to uncover outdated workflows. Yet without this step, it’s impossible to see the full picture of what’s holding you back.
Audits highlight where automation can make the most impact. Whether it’s in recruiting, onboarding, compliance, or vendor management, audits provide the insights needed to streamline operations and build a foundation for sustainable growth.
The Process of Process Audits
Process audits give you a clear view of where things are getting stuck and, more importantly, what needs to change. In an unmapped organisation, it can be difficult to know where to begin. Focus on the areas causing the most pain or start by following the money, beginning with the processes tied to the biggest actual or potential cost. Recruiting, onboarding, compliance, and vendor management are often the workflows where manual processes slow you down and impact growth.
Process auditing is not a one-person job. It requires collaboration with the people who know the processes best: the team. Start with a rough sketch of how the process works and refine it in a workshop with the various teams involved. No one likes staring at a blank page. Hand the whiteboard marker to the experts and ask questions instead. Your team is closest to the action and will know where the pain points are, what workarounds have become the norm, and which tools are outdated. Shadow processes and hidden inefficiencies tend to surface during these conversations.
Once you’ve gathered insights, it’s time to map out the workflows. Document each step, identify manual tasks, and measure how much time or cost is tied to each one. This will help you prioritise which processes need automation or restructuring first. To make things smoother, use tools like Lucidchart, Kissflow, or good old Microsoft Visio to document and map your workflows as you go, laying the groundwork for future improvements.
Not all processes need the same level of focus. Low-frequency tasks or well-established, automated processes may not require immediate attention, especially if they don’t tie up valuable resources. For example, keeping the company pantry stocked might be an internal process that’s handled without much effort and doesn't impact core operations. Instead, prioritise the processes that have the greatest impact on your revenue, operations, or customer experience.
Fix What’s Broken, Automate What’s Boring
Once your process audit is complete, the next step is to take action. The insights you’ve gathered will show you which processes need immediate attention, but it’s essential to prioritise. Start by focusing on the processes that impact revenue, customer experience, or operational efficiency the most. Fixing these first delivers the greatest return.
Repair Broken Processes: Before jumping into automation, it’s critical to fix workflows that are inefficient or outdated. No process repair survives in a vacuum. It’s always a collaborative effort with the team that owns the process. Involve them in the restructuring from the beginning to ensure the changes are practical and effective. Map out a more streamlined version and implement improvements step by step.
Implement Automation: Once processes have been repaired, look for opportunities to automate repetitive tasks, such as approvals or data entry. Tools like Zapier or Integromat (Make) can help automate smaller workflows, while larger systems might require more advanced automation solutions. Sometimes, the audit will reveal a technology gap, meaning a new piece of software is required. Don’t rush out and buy the first solution that pops up in a Google search. It’s important to carefully procure software that fits the process requirements and integrates smoothly with your existing systems.
Training and Change Management: By including the team in the process mapping, repair, and automation work, half of the change management is already accomplished. They will be eager to see the benefits of less pain and greater efficiency. However, communication and training are still crucial. Ensure that all changes are well-documented and supported by clear Standard Operating Procedures (SOPs), so that the team is fully equipped to adapt to the new workflows.
Monitor for Continuous Improvement: After processes have been repaired and automated, regular reviews are necessary. Establish a regular cadence, whether quarterly or twice a year, for ongoing process audits. Once the initial mapping is done, these reviews become much easier to manage. Additionally, whenever a new function or system is introduced, the processes should be mapped and recorded. This documentation is invaluable for future certifications or regulatory compliance, such as ISO.
When to Get Help
Process audits can feel daunting, especially when your team is already stretched thin. The thought of diving deep into workflows, mapping inefficiencies, and restructuring processes can seem overwhelming. But ignoring these bottlenecks only makes things worse over time, slowing growth and increasing costs.
So, when should you get help? If your internal team is overwhelmed, if bottlenecks are persistent despite your best efforts, or if you lack the expertise to fully assess and optimise workflows, it may be time to bring in external support. A fresh perspective can help spot inefficiencies you might miss and provide the bandwidth to fix them effectively. It’s important to work with partners who offer practical, tailored solutions that align with your business needs.
Smaller businesses with growing complexity can benefit from process audits just as much as large corporations. A well-executed audit helps companies of any size streamline operations and set the stage for scalable growth.
Need help tackling bottlenecks? Get in touch with Squirrel9 to discuss how we can help streamline your operations and set your business on the path to smarter growth.
This article was first shared on LinkedIn:
Comments