4 Steps to Create Workflows That Will Take Your Business from Chaos to Clarity
Do you ever feel like your online business processes are a bit chaotic and scattered?
Maybe you’re juggling multiple tasks and responsibilities, or trying to manage a team with various moving parts.
It can be overwhelming and stressful, but the good news is that there’s a solution: workflows.
What are workflows and how can they benefit your online business?
First, let’s define workflows. Essentially, workflows are a series of steps that need to be completed to accomplish a specific task or process. Some people also call workflows standard operating procedures or processes and procedures. They are all essentially the same.
By breaking down complex processes into smaller, more manageable steps, workflows can help your business achieve greater efficiency and productivity.
The benefits are workflows are numerous. Here are just a few:
Increased efficiency - With workflows in place, tasks are streamlined and you or your team members know exactly what you need to do and when. This can help minimize time wasted and improve overall efficiency.
Better organization - Workflows provide structure and clarity to your business processes, making it easier to stay organized and on top of tasks.
Improved consistency - Workflows can help you ensure that you are consistent in some processes. For example, a blog process, video editing, social media, measuring KPIs, etc. will all improve in consistency with the use of workflows.
Improved collaboration - Workflows can also help facilitate collaboration between team members, as everyone knows their role and responsibilities within a particular process. This can be especially helpful during peak times, like a launch.
4 steps to create effective workflows for your business
So, how do you go about creating effective workflows in your business?
Here are a few steps to get you started.
Identify the tasks and processes that need to be streamlined or documented. This may involve taking a step back and looking at your business processes from a high-level perspective.
Define the steps involved in each process or task. Break down each process into smaller, more manageable steps that can be completed in a logical order.
Map out the workflow and assign responsibilities, including the responsibilities for each task if it is a process that includes multiple team members.
Use tools and software to manage and automate workflows. There are several tools and software available that can help you manage your workflows effectively.
Let’s look at an example of a workflow
In my business, I write my blogs in advance.
On Fridays, I block two hours of time to create all of my social media for the next week.
I use the first 90 minutes to map out what posts I want to create for Instagram (5 posts / 1 per day Monday-Friday) and Pinterest (21 posts / 7 days: 1 for each blog post and 1 for my current lead magnet), writing the copy for posts and creating the graphics in Pinterest.
The last 30 minutes are used for scheduling. I use Tailwind for scheduling my Pinterest posts. I use Meta Business Suite and schedule my Instagram posts. I also schedule those Instagram posts to publish to my Facebook page 7 days later. (If you’re curious about why or how I do this, shoot me a DM)
Whenever I need someone to take this process over for me, having it documented ensures there are no hiccups or missteps and everything posts correctly.
Tips for implementing workflows in your business
When people think of workflows it can sometimes feel like a daunting task to document your processes but it doesn’t have to be.
Here are some tips to help you get started.
Record video - Often people think of a huge manual or binder of SOPs when they think of workflows. But recording video saves you so much time. As you go to do the task in your regular day, use Loom or another software to screen capture the process. For my social media posts, I made 5 brief videos as I was creating a week’s content - 1) planning and writing copy, 2) creating Instagram graphics, 3) creating Pinterest graphics, 4) scheduling in Meta Business Suite and 5) scheduling in Tailwind.
Communicate with team members to ensure everyone understands their roles and responsibilities within each workflow.
Identify areas for improvement and address them in the workflow. You need to understand that workflows are not set in stone. They are fluid, living documents.
Since they are living documents, don’t be afraid to adjust the workflow as needed to improve effectiveness. If you find a particular step isn’t working as well as you had hoped, test and adjust as needed until you’re able to improve efficiency and effectiveness.
By implementing workflows in your business, you can simplify processes, improve efficiency, increase consistency and achieve clarity.
So, now’s the time for you to take action.
Set aside some time in your calendar to identify areas where workflows can improve your business processes. Pick one that will be the most impactful in the immediate future and schedule time to begin working on the workflow.
If you have any questions, DM me and I’ll be happy to help.