10 Easy Ways on How to Optimise Your Workflow for Maximum Efficiency

10 Ways How to Optimise Your Workflow for Maximum Efficiency | Business Tips | SPROUTED Business Coach and Mentor

As an entrepreneur, business owner or manager, you know that the much used saying time is money, is really true. The more efficient your workflow, the more you can achieve in a shorter time, increasing productivity which in turn will help you to grow and scale. We’re going to explore ten ways how you can optimise your workflow within your business for maximum efficiency, so you can get more done in less time.

10 Ways How to Optimise Your Workflow for Maximum Efficiency | Business Tips | SPROUTED Business Coach and Mentor

Analyse Your Workflow

The first step in optimising your workflow is to spend some time and analyse every aspect. Start by documenting your current workflow, including the steps involved, the time required for each step, and the resources required to complete it. This will help you to really identify areas where there is room for improvement.

Identify Bottlenecks

Once you’ve analysed what you are doing, it’s time to then identify any bottlenecks in your workflow that are slowing you and your team down. These can include tasks that take longer than necessary, dependencies on other team members, or inefficient processes. Once you have identified the bottlenecks, brainstorm ways that you can eliminate them.

Streamline Your Processes

Now that you know the workflow and the things that are slowing you down, you’re going to look at streamlining your processes to eliminate inefficiencies and reduce the identified bottlenecks. This can involve simplifying tasks, automating processes, or eliminating unnecessary steps. Look for ways to make your processes more efficient without sacrificing quality.

A way we like to help our clients visualise this is the Amazon ‘swipe to buy’ process. Where Amazon move unnecessary steps from the check out which saves the user time and increases their conversion rates as they’re not overcomplicating the process. Apply the Amazon ‘swipe to buy’ logic to all of your processes.

Use Technology

When it comes to business now, we’re in the tech age (think like the ice age period but far more advanced), technology can really help to streamline your workflow and automate the majority of processes. This can include project management software, collaboration tools, and automation tools. Technology can help you work more efficiently and reduce human error.

At SPROUT(ED) we’re massive advocates of future-proofing our own business and our client’s businesses with the use of technology.

Prioritise Tasks

When looking at your workflows it’s important that you prioritise your tasks to focus on the most important ones first. When we say important, we are referring to money producing activities. This can help you avoid wasting time on low-priority tasks and ensure that you are making progress on the tasks that matter most.

woman using laptop for remote work

Delegate Tasks

A massive part of burn out we see when we work with clients is that they aren’t able to delegate tasks to other team members to free up their time for more important tasks. However, to grow and scale and be more efficient in your business it’s important that you hand over tasks you can delegate when consciously looking at your workflows. Make sure that you choose the correct member of your team for the task, provide clear instructions, and set expectations for quality and timeline.

Create Standard Operating Procedures

Delegating tasks brings us on nicely to creating standard operating procedures (SOPs) to ensure consistency and reduce errors. SOPs provide a step-by-step guide for completing tasks, which can help reduce errors and improve efficiency. These can sometimes be referred to as Playbooks and it’s really beneficial that if you have a team (or are looking to scale to have a team) that every workflow and procedure in your business is documented so that everybody is singing from the same hymn sheet and that there’s continuity throughout your business processes.

Set Realistic Goals

Setting realistic goals in any aspect of your business is really important, and that’s why it’s also important for your workflow too, to ensure that you are making progress towards your objectives. Use metrics from across your business to measure the progress and continually identify areas where there is room for improvement. You’re looking to streamline your processes and continuously monitor and improve, this is not just a one time

Monitor Your Workflow

Monitoring your business and tracking analytics is paramount and your workflow is no exception. You need to continually identify areas where there is room for improvement. This can involve tracking metrics, such as productivity and efficiency, and evening using feedback from team members (monthly or quarterly) to make improvements within every department of your business.

Continuously Improve Your Workflow

We’ve mentioned it a number of times already, however optimising your workflow is an ongoing process. It’s important to continuously evaluate and improve your workflow to ensure that it is as efficient and effective as possible, we recommend touching base with things that are working well and not so well on a monthly basis and then performing in depth quarterly reviews to ensure that your business is as productive as it possibly can be. This involves monitoring your workflow, identifying areas for improvement, and implementing changes as needed, remember this isn’t going to be an overnight success! However assessing, tracking and tweaking will yield some great results for your business’ productivity and in turn profitability.


Hopefully now you know how to optimise your workflow that you can get to work and implement the strategy and changes as it is essential for achieving maximum efficiency and productivity. By analysing your workflow, identifying bottlenecks, streamlining your processes, using technology, prioritising tasks, delegating tasks, creating SOPs, setting realistic goals, monitoring your workflow, and continuously improving, you can achieve greater success in less time. Remember, optimising your workflow requires dedication and effort, but the rewards are well worth it.

If you’re looking for a cyclical, streamlined approach to growing and scaling your business you can work with us in one of two ways. Through our monthly membership, where each month you can access a module as part of a systemised approach plus receive TWO live group coaching sessions from our founders each month.

Alternatively if you’re currently turning over 6 figures or more we can work with you on a bespoke basis. Click here to find out how.


If you’ve enjoyed this nugget of business wisdom we’d love you to join us in our exclusive STRATIFY360, the monthly membership programme designed to help you grow and scale your business at your own pace.

Each month you’ll gain access to a systemised approach to help move the needle on your business and help dissolve the overwhelm, to give you more time and financial freedom. PLUS you’ll get access to 2 live online training sessions every month from our co-founders.

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