1. Choose a real example
Pick a recurring activity with a clear beginning and end: onboarding a client, approving an invoice, or delivering a project. Use a recent example rather than the ideal version of the process.
2. Write down the steps
For each step, record what triggers it, who does it, what information they need, which tool they use, and what they hand to the next person. Include the reminders and workarounds.
3. Mark the friction
Look for waiting, repeated data entry, unclear decisions, and work that returns to an earlier step. Ask the people doing the work where they lose time or confidence.
4. Improve one handoff
Choose a small change: a complete intake form, a named owner, or a definition of done. Test it on the next few pieces of work and compare the result before changing the tools.
Want to know where to start? Take the Systems Checkup for a structured look at your current setup.
Put this into practice
A Business Systems Audit can turn the friction you find into a prioritized plan for improvement.
Explore the Business Systems Audit →