Checklist
Workflow Efficiency Checklist
Spot bottlenecks, handoff issues, and manual repeat work — without a consultancy engagement.
Summary
The fastest way to improve a workflow is to remove steps, not to optimise them. Ask "why does this step exist" before "how can it be faster".
Identify the workflow
- Pick one process with visible friction
- Map it as a list of steps from trigger to outcome
- Note who is involved at each step
Look for waste
- Any step repeated because the previous was incomplete?
- Any data re-entered between systems?
- Any step where someone waits more than 24h?
- Any approvals that rarely result in changes?
- Any reports generated but not opened?
Look for handoff issues
- Does anyone miss notifications for their part?
- Is the handoff via email/chat or a system?
- Is the recipient informed what to do next?
- How long does the average handoff take?
Quick wins
- Automate any data copy between two tools
- Replace email handoffs with shared task boards
- Remove approvals where rejection is rare
- Pre-fill forms with known data
- Batch similar tasks
Measure
Re-time the workflow after changes. Do not assume improvement — confirm it.
Frequently asked questions
Document before or after improving?
Document current briefly (30 min), improve, then update. Do not let documentation delay improvement.
Next step
Keep exploring related resources to strengthen this area of the business.
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