Now, you’ve scaled. You’ve got a team and you don’t have your eye on all the nitty gritty details like you used to. The balls in the air have only multiplied, along with the number of hands juggling them. With that, the margin for error increases, and suddenly it doesn’t feel quite like it’s working as well as it used to.
There’s a feeling of chaos creeping in. You feel it, your team feels it, maybe your clients even feel it.
Regaining control without micromanaging
The answer is process.
Boring, right?
Developing a process for “how you work” sounds like admin, a hassle that an already overworked team doesn’t need. And at first, sure, it can be. But once you’ve got that process figured out, tested, adjusted and running smoothly, everybody’s lives become easier. No more frantic 10pm calls for status updates, approvals omitted, or entire projects falling through the cracks.
There are a million different project management methodologies and tools, many with fancy names and equally fancy prices. You don’t necessarily need all that, especially if you’re just starting out on this road. Tools help, but they’re not the whole story. Shiny new technology will not solve all your problems – it starts with an understanding of how things work now, and a mental picture of where you want to get to.
Okay, fine, let’s talk about AI
You’ll notice I’m not going to talk about AI specifically. There’s already an enormous swathe of information and opinions out there on this – I don’t need to rehash it! AI is just another tool in your toolbox – it can certainly make some things easier, but it’s not going to change your life, if you’re not using the right tool in the right place for the right reason. It’s not a separate discussion – so keep that in mind when you read further.
A process for a process
People first
There is no fancy piece of tech that will solve a people problem.
Be realistic about how your team works in practice. You’ll already have an idea of where things are slipping – start there and figure out how all the pieces fit together from beginning to end.
No matter what process you choose, your teams will have to adapt their behaviour. This will be easier if you understand how they currently DO work, and adjust from there, rather than reinventing the wheel entirely.
And listen to their feedback! A process that is overly onerous or doesn’t make sense will be ignored. People want to understand why they’re doing something, so showcase your ideal end result.
Would this new process result in great usable data, for instance? Improved billing efficiency?
Let them know how it will help them in the end. You can’t get buy in without understanding the why.
Check your toolbox
What systems or tools do you already have in place and, more importantly, are they being used properly?
Before investing in anything new, take a good look at what you’ve got. If you’re having to resort to workarounds half the time, it’s time for a change. If all it would take is people actually using existing tools – that’s where you start.
With many teams working remotely, sometimes all it takes is improved communication: do you need a daily or weekly standing check-in meeting? Do you need better integration between your task management and billing systems?
Before you sign up for project management tools or software, have an analogue version of the components and steps you need clear in your mind.
Dial a nerd
Implementing this new process doesn’t happen by itself. You need someone with an in-depth understanding of your team’s inner workings, as well as a clear picture of where you want to get to, to champion your “new way of working”.
That person is probably not you.
You’ll need someone to introduce the process, socialise it with your teams, check that they are sticking to it, and keep track of the end result. That role won’t be needed forever, but it’s essential in the beginning.
Tweak it
Once you’re up and running, there will be bumps in the road. You’ll discover steps you’d forgotten. You’ll realise that there are some clients that have “special circumstances” and need to be handled differently.
Don’t be afraid to revisit things.
Add steps, remove steps, reassign steps. Make the system work for you, not the other way around.
Just do it
At some point, you’re past the growing pains stage, and your process should be second nature. There should no longer be pushback and it becomes non-negotiable.
As long as you’ve taken feedback and the realities of people’s work into consideration along the way, this shouldn’t be a problem. It won’t be “that new way” anymore, it will just be “our way”.
