Small Workflow Fixes That Make a Big Impact

You’ve already started the process:
✔️ Identified the chaos in your workflow
✔️ Mapped what’s really happening
✔️ Spotted common breakdowns

Now it’s time to do something about it.

The good news? You don’t need a massive overhaul to improve your workflow.
Some of the most effective changes come from small process improvements that bring clarity, consistency, and breathing room to your team.

Here are a few of our go-to starting points for teams looking to clean up their operations and move projects forward faster:

1. Create a Project Intake Form

Standardize how work enters the pipeline.
Ask for the right info such as goals, deliverables, deadlines, stakeholders and you’ll cut down on scope creep and midstream confusion.

2. Add a Midpoint Check-In

Projects drift when no one pauses to realign.
A simple 15–20 minute check-in halfway through a project can surface blockers, reset expectations, and help teams course-correct.

3. Build Repeatable Templates

If your team is constantly reinventing the wheel, it’s time to standardize.
Create reusable templates—like briefs, kickoff agendas, task checklists, or timelines—to reduce guesswork and speed up execution.

4. Automate Simple Tasks

Use your project management tool to auto-assign tasks, send reminders, or launch workflows when a form is submitted. These small automations free your team to focus on higher-value work.

5. Clean Up Your Meetings

Nix the meetings with no clear outcomes.
Move updates to async tools and use meeting time for problem-solving or alignment—not regurgitating what’s in the tracker.

6. Set Up One Central Hub

Whether it’s Asana, ClickUp, Smartsheet, or Trello—pick one workflow management system and stick with it. Centralizing timelines, task assignments, and communication reduces tool fatigue and eliminates "Where’s that file?" chaos.

You don’t have to fix everything at once.
Pick one or two improvements. Do them well.

You’ll notice the difference:
🔹 Projects move faster
🔹 Teams feel supported
🔹 Stress levels go down
🔹 Results go up

The goal isn’t perfection.
It’s sustainable progress—and that’s what we help our clients build every day.

If your team is feeling stuck, start with revisiting the earlier steps in this series to see where your process might need structure, not more pressure.