Your processes are the backbone of your business, and it’s important to make them as smooth and problem-free as possible. That’s why it’s important to review them periodically, and you should look for issues like bad links, outdated processes, and—most importantly—bottlenecks.
What are Bottlenecks?
In business terms, a bottleneck is a place with stuck or stagnant flow. Much like the neck of a glass bottle, it’s the point of your process that constantly gives you trouble and restricts your access to the rest of the bottle- AKA the end of your process.
It can be anything from a time-consuming manual step to a stubborn person holding back information, and everything in between.
Even the smallest bottleneck can affect the growth and efficiency of your business. That’s why it’s important to find them before they get too big.
How to Identify Bottlenecks in Your Processes
There are two types of bottlenecks to look for when reviewing your processes: System-based and User-based.
System-based is when an old or outdated system causes backups in the workflow. Examples could include expired subscriptions, faulty computers or tech issues.
User-based is when a person (or team) causes backups by not meeting their output threshold, getting confused about the process, withholding information, or lacking the resources to get the job done.
Both types can severely bog down your processes. However, once you know which type you’re dealing with, you’ll know how to solve it.
Here’s how to find them.
Step 1: Write out your processes
The best way to find problem areas in your processes is to write them out. Take your SOPs and go through them, or write them from scratch using a project management system (like ClickUp), so you can have a visual representation of the steps. then, ask yourself, “Where can things get held up?”
For example, let’s say you have a social media process that keeps getting bottlenecked. So, you write down the process like this:
- Step 1- Create content ideas
- Step 2- Assigning them to your graphic design team
- Step 3- Sending the completed graphic to your co-operator for captions
- Step 4- Sending the completed post to the CEO for review
- Step 5- Scheduling it for publication (if accepted)/ Sending it back to the design team (if rejected)
- Step 6- Schedule and post
Now, you have a clear map of your process and can start looking for solutions to make it flow more efficiently.
Step 2: Implement solutions
Now that we have our processes written down, it’s time to find (and eliminate) those bottlenecks. Here’s how.
Option 1- Eliminate unneeded steps
By deleting extra or unnecessary steps, you can ease the flow of the process and make it more efficient. Take the example above. Does the CEO need to review every post? Can the graphic designer create the captions? Should you get someone who can do both? Both of those steps can be eliminated to create a more streamlined design.
Option 2- Plan things out in advance
When scheduling social media, emails, or other automated content, it’s best to plan them out at least one month in advance. That way, you have plenty of time to perfect the posts before the automation kicks in, which will help eliminate bottlenecks.
Option 3- Using (and trusting) your team
You hired your team for a reason, and trust is a big part of that. However, if your team is constantly missing deadlines and bottlenecking your processes, it’s time to figure out why. So, talk to them. Ask them what they need (or don’t need) to complete their work and make the processes run smoothly.
And, in the event that YOU are the bottleneck, then you might want to hire an Online Business Manager (OBM) to help run the business. You could give them the power to make adjustments, assign people, and make sure everything works as intended. Then, you can step back and trust your team to handle it and you don’t have to worry about the messy middle in between.
Step 3: Review and reflect
After implementing your solutions, you’ll want to check back every three months or so and review the progress. Compare the speed and quality of the process, the ease of use, and the number of problem areas to the time before the solutions. Hopefully, you won’t have any more bottlenecks to deal with- however, if you do, this information will help you tweak the process accordingly.
Finally, reflect on your processes. Do they work as intended? Are they necessary to your business? Have you automated them? Does your team have everything they need to make them work? Are you holding them back?
By answering these questions honestly, you’ll be able to pare down your processes, eliminate bottlenecks, and strengthen your business.
Final Thoughts
Bottlenecks are annoying spots in your processes that can hold up production, lose customers, frustrate your team, and cause general chaos within your business.
However, by using the steps above to identify and eliminate those bottlenecks, you can create streamlined processes that will benefit your business, boost your team’s productivity, engage your clients, and more.
