Setting Up Efficient Workflow Systems in Consulting

About 3yrs ago, I lost count of how many times I subscribed to a new software, just because a creator said it helped them with this or that. If you run a business, you’ve probably Signed up for every app. That’s why you’re stuck. The top 1% know better & this is what they’re doing differently ___________________________________________ Every time I add a new tool, I feel hopeful for about five minutes; then I’m right back where I started. If you run a business today, you’re bombarded with “must-have” tools every time you scroll. Morris on Instagram says one app made him six figures. ___________________________________________ So you sign up for one. Then another. Maybe you migrate your whole setup, hoping this time it will change your life. But what really happens? You end up with a graveyard of apps, half-finished dashboards, and three platforms that do the same thing. Tools don't build workflows for you. They give you structure, but you still have to build the workflow and make it work. ___________________________________________ The Fix: Start With Your Actual Workflow Instead of starting with tools, start with your work. Example 1: Let’s say you’re a Business Consultant, you Workflow might look like this : → Attract leads → Qualify and book calls → Deliver proposals and close deals → Onboard clients → Run sessions and deliverables → Collect feedback ___________________________________________ Knowing this, your tool stack should be simple: → Calendar/booking (Calendly) → CRM (HubSpot/Notion) → Video calls (Zoom) → Document tools (Google Docs) → Loom & Scribe to save you time → Simple invoicing No need for five CRMS or multiple funnel builders. ___________________________________________ Example 2: Now, let’s say you’re a social media manager. Your workflow is different: → Content planning and approval → Scheduling posts → Engaging followers → Reporting analytics Your tool stack might be: → Content calendar (Notion, Trello) → Scheduling (Buffer, Hootsuite) → Analytics (native or Sprout Social) Copying the consultant’s workflow here makes no sense for you & vice versa ___________________________________________ My Simple Formula: Keep, Kill, or Add → Start with your workflow. Write your process step by step. → Map tools to steps. Add tools only if they support a step. → Audit regularly. If unused for a month, kill it. If two tools do the same job, pick one. → Don’t copy, customize. What works for Morris might not work for you. ___________________________________________ You don’t need more tools. You need the right ones for your process. Start with your workflow, then pick tools that fit. Not the other way around. Do this, and you’ll spend less time getting overwhelmed and more time moving your business forward. ___________________________________________ P.S: I share the juicy stuff in my comment section

Just because you bought ClickUp doesn't mean your chaos is fixed. I just wrapped a deep dive session with a consultant about our ClickUp & operational headaches it sparked some serious reflection. Here's the uncomfortable truth: Even the most powerful project management tool becomes glorified shelf-ware without proper implementation. Sound familiar? Many agencies are sitting on a Ferrari but driving it like a golf cart. I've been there too. The Reality Most Agencies Face: • Years of "we'll fix it later" setups • Team members actively avoiding the system • Task management that feels more complex than the actual work • Workflows living across 5+ disconnected platforms The Path Forward (What Actually Works): • Build the Foundation First Map your existing processes (yes, even the messy ones) Define clear ownership and handoffs Create standardized templates that make sense for YOUR work Connect your SOPs directly to task workflows • Put People at the Center Roll out training in digestible chunks (not overwhelming sessions Focus on building team confidence through small wins Develop pod-specific workflows that honor how teams actually work Enable team leads to manage their own spaces • Connect the Ecosystem Bridge the gap between client communication and internal work Create feedback loops that don't require 17 clicks Automate the routine stuff that drains creative energy Establish one source of truth everyone trusts The breakthrough comes when you shape tools around your team's natural workflow instead of forcing everyone into some idealized system that exists only in webinars.

I spent 25+ years as an ERP consultant. In the last 5 years I managed to cut our close time by 40% Here’s how we streamlined financial close processes. 𝐏𝐫𝐨𝐛𝐥𝐞𝐦 #1: Discrepancies arose from multiple reporting formats. 𝐇𝐞𝐫𝐞'𝐬 𝐰𝐡𝐚𝐭 𝐰𝐞 𝐝𝐢𝐝: Using automated templates, we standardized their department reporting, eliminating rework—to reduce close time. Customized templates for each department and integrated data directly from ERP and CRM systems for consistent, reliable data entry. 𝐏𝐫𝐨𝐛𝐥𝐞𝐦 #2: Our multi-entity structure caused reconciliation delays. 𝐇𝐞𝐫𝐞'𝐬 𝐰𝐡𝐚𝐭 𝐰𝐞 𝐝𝐢𝐝: Used our ERP’s multi-ledger capabilities for seamless consolidation and currency translation, cutting cross-entity data entry. Set custom dimensions for smooth currency conversions, reducing exchange variances. 𝐏𝐫𝐨𝐛𝐥𝐞𝐦 #3: Traditional reports delayed insights. 𝐇𝐞𝐫𝐞'𝐬 𝐰𝐡𝐚𝐭 𝐰𝐞 𝐝𝐢𝐝: Created real-time dashboards for key metrics (DSO, Current Ratio) in Sage X3, giving immediate financial visibility and reducing review time. Used Sage’s drag-and-drop reporting to build stakeholder views and reduce manual adjustments. 𝐏𝐫𝐨𝐛𝐥𝐞𝐦 #4: Manual reconciliation took days and was error-prone. 𝐇𝐞𝐫𝐞'𝐬 𝐰𝐡𝐚𝐭 𝐰𝐞 𝐝𝐢𝐝: We automated bank statement imports in the ERP, cutting reconciliation from 3 days to less than one day and reducing errors. Connected bank feeds to your ERP for real-time transaction updates and reliable, high-volume account matching. 𝐏𝐫𝐨𝐛𝐥𝐞𝐦 #5: Mismatched intercompany entries required manual adjustments. 𝐇𝐞𝐫𝐞'𝐬 𝐰𝐡𝐚𝐭 𝐰𝐞 𝐝𝐢𝐝: Automating elimination entries for intercompany transactions reduced reconciliation time. We clearly defined elimination entries within the ERP to streamline and prevent mismatches. 𝐏𝐫𝐨𝐛𝐥𝐞𝐦 #6: Manual validation increased errors. 𝐇𝐞𝐫𝐞'𝐬 𝐰𝐡𝐚𝐭 𝐰𝐞 𝐝𝐢𝐝: Automated validation rules and alerts flagged discrepancies, reducing post-close adjustments. For example, we used Sage’s Workflow and Alerts to create rule-based validations, catching errors before they escalate. 𝐏𝐫𝐨𝐛𝐥𝐞𝐦 #7: Approval delays across departments. 𝐇𝐞𝐫𝐞'𝐬 𝐰𝐡𝐚𝐭 𝐰𝐞 𝐝𝐢𝐝: Workflow tool streamlined approvals, reducing review time. We used our ERP’s workflow dashboards to keep tasks on track, avoiding bottlenecks. 𝐏𝐫𝐨𝐛𝐥𝐞𝐦 #8: Remote work caused delays. 𝐇𝐞𝐫𝐞'𝐬 𝐰𝐡𝐚𝐭 𝐰𝐞 𝐝𝐢𝐝: Switching to a cloud-based ERP allowed real-time access and reduced close time. We set role-based access for secure, seamless collaboration. Follow Shobha Moni. Because I share my own strategies to get you the best out of your favourite ERP system.

If your internal processes aren’t clearly defined, custom software won’t fix the chaos - it will just automate the confusion. Companies know things aren’t running efficiently, but when dig deeper, here's what is happening: – Same processes vary from team to team – The same task is performed five different ways depending on who’s doing it – There’s no clear agreement on what “efficient” actually looks like In this environment, building custom software doesn’t solve the problem - it just locks in broken processes and makes future changes even harder. So what’s the solution? Standardize first. Automate second. Here’s a simple 3-step framework to help you prepare for custom software the right way: Step 1: Map Your Current Workflows Don’t aim for perfection, aim for visibility. Start by documenting/drawing how work is actually done today, even if it’s messy. This will reveal inconsistencies, redundancies, and gaps you might not even realize exist. Step 2: Identify the Inefficiencies Where are things slowing down? Look for repetitive manual tasks, excessive handoffs, duplicated data entry, and areas where spreadsheets are being used to “patch” broken systems. These are the bottlenecks that custom software should eventually solve. Step 3: Define the Ideal Future State Clarify what the standard process should look like moving forward. This doesn’t mean over-engineering every workflow. It means aligning teams around a clear, repeatable way of doing things. Once that’s in place, software can scale and support it. _____ Even though we build custom solutions, the truth is, custom software isn’t a magic fix. It’s a powerful tool to scale what’s already working but it can’t design your processes for you. If your team is struggling to stay aligned and operational headaches keep popping up, focus on process clarity first. Then invest in technology that will take your efficiency to the next level. #enterprisedevelopment #construction #processautomation

If your team is missing deadlines or you feel like you’re constantly putting out fires, it’s time to fix your systems. Scaling a business is tough, but without solid systems, it’s almost impossible.  This is a straightforward guide to developing systems that can help your team scale efficiently. First, document everything. Start by writing down every process and procedure in your business. Use tools like Notion or Confluence to create a comprehensive knowledge base. This makes sure everyone on your team has access to the information they need and keeps everyone on the same page. Next, use advanced project management tools. Platforms like Monday or ClickUp can be customized to fit your specific needs, keeping projects on track and your team coordinated. Connect these tools with your CRM systems to streamline workflows and keep communication smooth across departments. Automation is your friend. Identify tasks that are repetitive and can be automated. Use platforms like UiPath or Blue Prism to handle these tasks, freeing up your team to focus on higher-value activities. Clear communication is critical. Set up a unified strategy that includes both asynchronous and real-time tools. Use Slack for immediate communication and Loom for updates that can be watched at any time. Regular check-ins and clear communication reduce misunderstandings and keep everyone aligned. Creating a culture that is always improving. Regular retrospectives and feedback loops with frameworks like Kaizen or Six Sigma can significantly improve your processes. Encourage your team to provide feedback and suggest improvements. This boosts efficiency and encourages a sense of ownership and engagement among team members. Role definitions need to be crystal clear. Develop a competency matrix to define roles and responsibilities clearly. This helps identify skill gaps and create targeted training programs, making sure everyone knows their part and performs it effectively. Training and development should be a priority. Create a learning and development plan using platforms like LinkedIn Learning or Coursera. Encourage cross-functional training to build a team capable of adapting to new challenges. Data-driven decision-making is key. Regularly review KPIs and adjust strategies based on data insights to stay on the right path. Streamline your onboarding process. Develop a comprehensive program that includes interactive modules, mentorship, and milestone-based assessments. This way, new hires integrate smoothly and contribute effectively from day one. Finally, promote collaboration. Use platforms like Miro or MURAL for brainstorming and project planning sessions. You need an environment where ideas can be freely exchanged and innovation thrives. You don’t need to change everything overnight. Start with one or two key areas and build from there.

📌 The #1 Mistake Costing Businesses Thousands in Project Management Tools... Want to know what successful businesses do differently when implementing new tools? They start with workflows, not trials! Here's the right order: ➡️ Create your workflow first. ➡️ Get the trial version. ➡️ Set up your tool. One of my clients, a service-based business owner with a team of 12, was struggling with project chaos. Before jumping into ClickUp, we mapped out their client delivery workflow: Service Delivery Process: ➡️ Client onboarding and requirement gathering. ➡️ Project scope definition and timeline. ➡️ Service delivery phases with checkpoints. ➡️ Client feedback and adjustments. ➡️ Project completion and testimonial collection. The result? Their team's onboarding time reduced from 3 weeks to just 5 days! Why is workflow mapping so powerful? ✅ It helps you understand your actual needs before trying any tool. ✅ Your team knows exactly what steps to follow, reducing confusion. ✅ You can spot bottlenecks before they become expensive problems. ✅ Tool setup becomes faster because you know what you need. Remember: A tool is only as good as the workflow it supports. Start with your workflow, and the rest will fall into place. P.S. Want to save even more time? Share your workflow with your team before implementing any new tool. Their insights might surprise you! 💡

8 systems to take back control of your time as a consultant At one point, this is what I realized: My calendar was full, I was doing "stuff", the days were long, and I still felt like nothing was properly finished. I can handle a big workload, that wasn't the problem. It was how I operated that was the issue. And then we made some changes - I took back control and my time. Here are 8 systems that actually changed how we work - and how we protect our time. 1. A written scope that doesn’t change If scope can change, everything gets messed up. You need a place where: - deliverables are set - exclusions are clear - changes are acknowledged and tracked In Keid, scope and deliverables are part of the project itself - not hidden in old emails. 2. One shared workspace for the entire project. One place to keep track of everything. Using too many tools gives you mental drag. Your brain never rests when files are in one place, feedback in another, and decisions somewhere else. KEID pulls the work into one environment so you stop jumping tools and contexts all day - this alone will save you many hours per week. 3. Decisions are recorded so everyone can see them If decisions aren’t written down, they don’t exist. Or someone said something important but you can't remember if it was on slack, via email, or someone put it in a meeting note in a folder. You don't want to hear: “I thought we said…” KEID keeps approvals and decisions attached to the work. 4. Clear client responsibilities This is clear leadership, tht your clients will love you for. Write down: - what the client owes the process - when you need their input - what happens if it’s late When this is visible, delays drop dramatically. 5. A clear meeting standard If meetings are your default, something upstream is missing. Before saying yes, ask: - what decision is being made - what changes after this call KEID reduces meetings by making progress and feedback visible without a call. 6. Onboarding that doesn't just welcome, but sets the rules The first week decides the entire project. Strong onboarding clarifies: - how communication works - where feedback goes - how approvals happen KEID has this structure built in the system so you can focus on doing the work. 7. A live view of “what’s next” The question “where are we?” should never EVER be asked by your client. They should see: - what’s done - what’s coming - what’s blocked - who’s holding it up - and what needs their attention/action KEID shows this by default. 8. Clear boundaries No system works if boundaries are optional. Decide: - when work happens - how fast responses are expected - what counts as extra Tools support boundaries. They don’t replace them. The point is not to work faster. It’s to remove the friction that eats up your day. That’s why we built Keid. It’s the operating system we use to run client work with clarity, fewer interruptions, control and piece of mind. Busy burns you out. Structure scales. keid dot io

My workflow automation strategy for streamlining operations: 1. Define the essential workflow components 2. Gather inputs from all team members involved 3. Create a clear map using a user-friendly visual tool 4. Integrate necessary systems, apps, and tools 5. Document every handoff point to avoid miscommunication 6. Compile a detailed list of potential automation enhancements 7. Develop the optimized workflow with an automation platform 8. Conduct thorough testing to confirm functionality and efficiency 9. Educate the team on utilizing the new automated processes 10. Implement, monitor, and fine-tune to maintain optimal performance I'll employ this plan consistently for my clients for each major workflow. Want to ensure comprehensive automation? Here’s my biggest tips: - Include feedback mechanisms in your workflow - Use analytics tools to track performance and identify bottlenecks - Set regular review points to adapt and evolve processes - Ensure all team members are on board with changes Every business is a world in itself. That’s why it’s so important for workflows to be created personalized to specific needs. There will never be a one size fits all.

BA+GenAI: Coaching What if the most time-consuming tasks in Business Analysis could run in the background while you focus on strategy and stakeholder alignment? Many BAs spend more time documenting than analyzing. Automation in workflows changes that reality. Definition Automated workflows use AI and rule-based systems to extract information, transform it into usable formats, and generate reports without manual effort. Purpose The goal is to reduce repetitive work, improve accuracy, and speed up decision-making. When done right, automation frees Business Analysts to focus on value creation instead of administrative tasks. Automated Requirements Extraction AI identifies requirements from sources like emails, transcripts, and user stories. It highlights functional needs, constraints, and acceptance criteria with greater consistency. Automated Report Generation BA reports such as dashboards, traceability matrices, and compliance summaries can be generated automatically using structured data and templates. This results in faster delivery and reduced human error. Example in a BA Workflow During stakeholder interviews, transcripts are fed to an extraction model that tags requirements. Those tagged items automatically populate the BRD and backlog. A change in requirements instantly updates impact analysis reports. Framework for Implementing Workflow Automation 1. Select High-Effort Repetitive Tasks. Identify documentation or reporting tasks that consume hours but add low analytical value. 2. Standardize Input and Output Formats. Ensure consistent templates and data structures that automation can interpret. 3. Integrate Tools with Existing Systems. Connect CRMs, ticketing platforms, and documentation tools so information flows seamlessly. 4. Create Validation Checkpoints. The BA reviews and refines automated output to maintain accuracy and stakeholder trust. 5. Measure Efficiency Gains. Track the reduction in cycle time, rework, and manual effort to show tangible improvement. Key Takeaway The future BA is not replaced by automation. The future BA is amplified by it. Which BA task do you believe should be automated first in your team?

It’s true that you can get by with squishy systems and processes, and it’s also true that you’re playing the freelance game on hard mode. That’s what I did for 9 years. I’m not proud of that feat, considering that anxiety pitched a permanent tent in my office. Throughout the day, it would poke its rat face between the flaps and ask, “What might you be forgetting?” I was like that classic student—there was one in every class I taught—who insisted that she wrote better under pressure. I used to say the exact same thing, which was why I’d reply, “How do you know? Have you ever tried the opposite?” [awkward silence] Most people don’t change until it hurts worse to stay the same. You get a terrible grade on the paper, or you accidentally delete all of a client’s emails when moving their website to a new domain. Purely hypothetical situation, of course. Start firming up your systems and processes today with 3 steps: 1. Draw and label 2 boxes. One is for your Growth System. The other is for your Fulfillment System. The vast majority of stuff you do for your freelance or consulting business fits inside one of those two main systems. Once you have that conceptual framework, you’ll have an easier time understanding how all the pieces fit together. You can also diagnose more quickly which piece is broken. 2. Define your starts and ends. Those two systems consist of processes, but before you start defining them, you’ll decide where they start and end. For example, marketing and sales processes are both a part of your Growth System, and the start of your sales process is First Contact. Either you make first contact or the client does, and once that happens, you move them from that starting point to the end, Sale. 3. Plot out the other phases or steps in both systems. Between the starts and ends you’ll progress through distinct phases or steps. For example, your Fulfillment System contains these phases: Onboarding, Planning, Production, Delivering, Reporting (maybe), and Offboarding. You already do all this stuff whether or not you have formalized the phases, steps, and processes. That’s the opportunity in front of all of us: By creating well-defined systems and processes we make fewer mistakes, produce better work, and shepherd clients through a more satisfying experience. But before any of that can happen, you have to shed the “If it ain’t broke, don’t fix it” paradigm and commit to playing the freelance came on easy mode. Which process do you need to improve first? P.S. Now that I’ve launched the Freelance Cake community and new members are joining, I’m going to be writing a lot about marketing, sales, and systems. If you don’t already receive my weekly newsletter, you can fix that problem in 5 seconds by signing up here: https://lnkd.in/gQUYZMT6.