What Workflow Systems Are and How They Can Immediately Save your Business Time and Money
- A. Marie Dingwall
- Feb 12
- 4 min read
Updated: Mar 4
51% of workers spend two or more hours per day on repetitive tasks. [1] Some businesses can lose up to $1.3 million a year to inefficient processes. [2] That’s around $40-$50 in the time it takes you to read this article..
How much time and money can you afford to lose?
As a workflow consultant, I've seen firsthand how effective workflows can transform businesses of all sizes. Whether you're a solo entrepreneur or managing a team, having streamlined processes in place is crucial for success and essential for saving you both time and money. But first . . .
What is a Workflow?
Most of the time, one of the first things I do as a consultant is educate my clients on what a workflow is.. The good news is every business has them, even if they don’t realize it. A workflow is a sequence of tasks that defines how work gets down by outlining all the steps involved in completing a process from start to finish. That’s a stuffy way to say it’s essentially a roadmap for getting tasks done in your business. Workflows also show how these tasks interconnect, and who's responsible for what at each point in the process.
Think of a workflow as the backbone of your business operations. As I see it, almost any repeatable process in your business can be a workflow. Onboarding new hires or new clients? Workflow. Marketing campaign? Workflow. Processing a customer order? Workflow.
You may be asking yourself why further discussion is even necessary if what you’re doing is already a workflow. The difference between an established, streamlined workflow and post-it notes and prayers is detail (are you just winging it or do you actually know what’s going on?) and efficiency (are you taking 57 steps where 10 would do?). [Unsure if you need Standard Operating Procedures? Get the free checklist here!]
Why Should You Care?
Workflows save businesses time and money, and you need both. Solopreneur or team of more than 200, you need both.
1. Increased Efficiency and Productivity
This is probably the most obvious. One of the primary benefits of implementing proper workflows is the significant boost in efficiency. You and your team will always know what needs to be done next and who’s responsible for it. This keeps bottlenecks, delays, and barrages of questions to a minimum.
For example, a small bookkeeping business I worked with implemented a very simple daily workflow for their team. It freed up enough time for the owner to get some more certifications, simply because everyone knew exactly what they were responsible for and no hands needed to be held.
2. Reduced Errors and Improved Quality
Workflows provide consistency. Every new hire gets added to the proper Slack channel. Every new client gets the same onboarding materials. Every buyer of your awesome product gets an invoice that looks the same. Every person that signs up for my workflow consulting goes into the same system, gets the same onboarding materials, has access to the same calendar I use so there are no missed deadlines, gets communication from the same email address, etc.
Consistency keeps your team and customers happy; errors cost you money and reputation. (Side note: Being consistent in your processes is especially important if your industry is heavily regulated and subject to quality and compliance requirements.)
3. Smarter Use of Assets
With a clear workflow in place, it's easier to see bottlenecks and inefficiencies in your processes. Can you reassign a task to a team member with less on their plate? Does all of your marketing get hung up in creation or in approvals? Do you need more material for sweatshirts but fewer for hats? Perhaps there are ways to reduce what you’re using and paying for.
That bookkeeping client of mine I mentioned earlier? The business was able to reduce their tech stack (software tools) by a third, removing expensive subscriptions to software they just didn’t need.
4. Improved Collaboration and Communication
Workflows clearly map out where different departments and team members need to work together—and where they don’t. Improved and streamlined collaboration leads to faster project completion and better outcomes.
I've seen many examples of miscommunication causing project delays and budget overruns. I was once asked to look at the workflow layout of a potential client. One simple process, just one, had more than 30 steps and many of those steps had substeps. Information was bounced back and forth between different apps, email accounts, team members, and even the customer. Just trying to implement that unwieldy system caused them to miss several deadlines. I wish they would have let me help.
What Should You Do Right Now?
If you're still managing your business without defined workflows, you're likely experiencing some of the following:
- Missed deadlines and rushed work
- Inconsistent quality in your products or services
- Frustrated employees who aren't sure what to do next
- Difficulty scaling your business as you grow
Even as a solo entrepreneur, having workflows in place can make a world of difference. They help you stay organized, ensure you're not missing important steps in your processes, and make it easier to delegate tasks as you grow your team.
Implementing workflows doesn't have to be complicated or expensive. In fact, simple workflows can take a couple hours to map out, which is way less time than you’ll spend putting out fires if you don’t. Start by identifying the most critical processes in your business. Figure out what you want to accomplish, the steps involved, and who's responsible for each task. And it doesn’t have to be static. A workflow should be flexible enough that you can adapt down the line, especially if it’s automated—but that’s another blog post for another day.
TL;DR: workflows aren’t just for large corporations. They're essential for businesses of all sizes to operate more efficiently, reduce errors, and ultimately save time and money. Don't wait until running your business on notebooks and vibes starts costing you customers, talented employees, or a good night’s sleep. Have an expert start mapping out your workflows today and take the first step towards a more organized, streamlined, and profitable business.
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