Creating an Optimal WorkFlow part 1

by | Aug 10, 2021 | Productivity Tips

First, what is a workflow?

Workflow is defined by the Merriam-Webster dictionary as “the sequence of steps involved in moving from the beginning to the end of a working process.”

If you have read through a few of my blog articles up to now or have worked with me, you know I am all about processes and creating routines and patterns. These all help increase your productivity and output.

We all have a project that requires a workflow. I bet you can think of a project right now that could use an improved workflow to make it easier. Keep this specific project in mind as we continue on in this article.

In terms of “optimal,” there is no definition because what might be optimal for one worker, can be different for another.

So in order to find YOUR optimal workflow for that project (do you still have it in mind?), let us go into setting realistic expectations.

Setting Realistic Expectations

After working in operations both in “corporate America” and in the remote world, one of my dreams is coming true!

I have the opportunity to create the ideal operational workflow process using people and automation without limitations. This is a dream of mine and I recognize that not many people have the perfect opportunity, but with these 4 things, you can get close to perfect as possible.


Creating a workflow that is optimized for you or your company or project is a time investment. This will take a lot of time and it can be frustrating. It can take longer than 6 weeks. With this in mind, don’t give up!

I cannot answer how long creating a workflow can be. Just keep in mind that the work you put in now, the less work you have to do in the long run. It might cost you 3 months of your time now, but the next 10 years (as an example) can be super successful.


Unfortunately, you cannot automate a team on trials and free versions. As a small business owner myself, I do understand the value of cost analysis and counting the pennies.

But just like with time, spending the money upfront, can make long-term costs less.

Let’s think about it. If we go through different trials and free versions, we spend more time and energy figuring out how to “play the system.” And as the cliché goes, time is money.

However, if you spend the money upfront, at the end of the day, you and other workers in the company will spend less time and energy while the project is still moving forward. So, at the end, you are actually spending less money!

Technical Help

Let’s say time and money is not an issue. One of the biggest obstacles to creating an optimal workflow process is having the technical help.

Not all of us are tech-savvy or coders. I also raise my hand in this!

Do you have someone who can and will figure out all those tiny details? This might be a time to invest in some external help. Be sure to take a look at my 2-Part Downloadable Guide to help you feel more confident in “Screening In” the right VA!

Lifelines or Accountability Checkpoints

What are lifelines? Another way to view lifelines is to have accountability checkpoints. Do you have people, things, and places you can reach out to/go to for extra support?

These can be in the forms of

  • Family

  • Friends

  • Fellow Entrepreneurs

  • Forums Online

Ready – Aim – Fire!

At the end of the day, you don’t want to start by jumping in the deep end. Start in the shallow end and slowly walk/swim to the deeper sections.

1) Prepare yourself

2)Outline your goals and objectives

3) Start!

If you need any additional guidance, schedule a call with me!

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