Common Workflow Infractions and Their Solutions
In today’s fast-paced work environment, inefficiencies and communication breakdowns are all too common. Whether you're dealing with disorganized files, scattered communication methods, or too many software tools, these issues can slow down productivity and drain your team’s energy. Let’s take a look at some of the most common workflow infractions and how to fix them.
1. Criminal Communications
Infraction: Too many ways to communicate with no clear rules—email, Slack, text, Zoom, and more. This often leads to lost messages, confusion, and unnecessary back-and-forth.
Solution:
Cull communication types to the minimum.
Set simple rules for when to use each communication method (email for formal, Slack for quick chats, etc.).
Implement email etiquette—clear subject lines, short and to-the-point messages, and callouts for action items. This ensures communication is efficient and doesn't fall through the cracks.
2. Bummer Briefs (Unclear Briefs)
Infraction: Briefs that are either unclear or missing entirely, leading to confusion about project goals, expectations, and deliverables.
Solution:
Use a simple brief template that everyone can follow.
For larger projects, consider a job start form that includes the brief template and feeds directly into a centralized dashboard. This keeps everyone on the same page from the start.
3. Resource Raucous
Infraction: No clarity about who's working on what, when, or if two people are duplicating efforts.
Solution:
Define roles clearly so everyone knows their responsibilities.
Create a centralized dashboard to see project information, including status, key dates, resources, and links to files. This ensures everyone can access the same information and see what’s being worked on.
4. Problemed Prioritizing
Infraction: Projects and tasks lack clear prioritization, which can cause deadlines to shift, surprise projects to pop up, and confusion about the importance of each task.
Solution:
Clarify project priorities and make them visible on the dashboard.
Implement a system that helps track deadlines and ensures key tasks are addressed first. If a project changes in priority, everyone should be notified in real-time.
5. Flagrantly Filthy Files
Infraction: Files are scattered across various platforms, and there’s no clear system for storing or retrieving them.
Solution:
Create a simple file structure for all assets, with naming conventions that are easy to follow.
Link all files to the centralized dashboard, so everyone knows where to find what they need at any given moment.
Implement a process to track the latest file versions to prevent confusion about which version is the most up-to-date.
6. Sickening Sum of Software
Infraction: Too many software tools are used but not in a consistent or effective way. Some tools go unused or are misused because no one knows exactly how or when to use them.
Solution:
Audit your tools—determine which ones are truly necessary and why.
Cull the software to the essentials, and make sure everyone knows how to use them properly. This simplifies your workflow and reduces confusion about which tool to use for each task.
Putting It All Together
When workflows are disorganized, your team spends more time putting out fires than getting work done. By simplifying your communication methods, organizing your files, defining roles, and streamlining software usage, you can create a smooth, efficient workflow that keeps your team productive and focused.
Start by implementing these small changes, and soon you'll see the difference in your team's efficiency, productivity, and overall morale. Ready to optimize your workflow? Let’s talk!