Thinking About Business Operations Improvement? 5 Things to Consider
Small improvements now will make a big difference later.
I'm an operations person at heart. When I worked for a tech company, I was the person who "made things better" — implementing new systems and processes so people could work more efficiently.
When I started my own business, I put systems in place right away. I knew that my future self would be grateful. The worst time to "figure things out" is when you're busy and drowning. The best time is when you only have one or two clients. You just need to build systems that can grow with you.
Below are a few operations improvements you should make while you have time. Don't put them off as a "someday" project.
1. Create standard operating procedures
Even if you’re the only person in your business, documenting what you do saves time and mental energy. On more than one occasion, I've forgotten my own process — because it's something I don't "touch" very often. A standard operating procedure (SOP) reminds me why I've set something up a particular way, or how it works.
The easiest way to do this is to record a quick video of yourself. You can then use a transcript from the video to create an SOP. Or Loom AI has a built-in SOP feature, which includes a link to the Loom video. If you don't use Loom AI, drop the transcript into ChatGPT and have it create an SOP for you.
You can also use Scribe to create standard operating procedures, and it will capture each mouse click as you walk through your process. I use Scribe to create written tutorials of different tools I use and processes I have.
I store my SOPs in a single folder on my Google Drive.
2. Create templates — and automate them
You should templatize as much as you can in your business — and automate your templates.
Here are a few examples of the templates and automation I have set up in my business.
- Every client has the same set of six folders in my Google Drive. When I add a new client to Airtable, Zapier automatically adds the folders to my Google Drive (here's a tutorial)
- I have a Google Doc template I use for client work. When clients request a new deliverable from me, Zapier automatically copies the base template to a new file in the client's folder.
- I use Trello for projects, like free downloads I create. When I add a Label to the card in Trello, Zapier automatically adds a checklist of to-do items for me.
Templates are definitely the first step. When you use templates, you bring consistency to your business. It's less brainwork with every project or task because you're following the same steps.
But when you add in automation, you save additional time. Sure, I could manually copy my Google template to a new file in my Google Drive. But when it happens automatically in the background, I don't even have to think about it. When I'm ready to work on the deliverable, the template is waiting for me.
3. Audit your tools regularly
It's so tempting to sign up for subscription products, especially if they save you time and aren't very expensive. I personally pay for dozens of tools every month. I'm a strong advocate for paying for tools as a way to "buy back time" in your business.
But you might also find that your tech stack gets bloated. You might be paying for tools that you're no longer using. Or some of your favorite tools have added new features that make other tools unnecessary.
As you review the subscriptions you're paying for, ask yourself:
- Is this tool still solving the problem I bought it for?
- Can I replace two tools with one?
- Is there a better (or cheaper) alternative?
Regular tech audits free up money in your budget and reduce your overall tech clutter. You can approach audits in two different ways:
- Audit all of your tools regularly, such as once a quarter.
- Audit one tool before its renewal date.
Many of my tools are on annual subscriptions, so there's no reason for me to dig into them halfway through the subscription. Instead, I make a plan to review it about a month before its renewal. I have a list of all my tools and their renewal dates so I can keep track.
4. Know when to hire or outsource
Even if you're not ready to hire any help yet, start thinking about what your tipping points would be.
Is it based on a certain level of income? When you feel overwhelmed all the time? When you're doing work outside of your skill set?
If you wait too long to hire, you won't be able to onboard someone properly. Bringing a new person into your processes takes time and communication. For a while, it will feel like more work, not less, as you get the person up-to-speed.
If you figure out your tipping points in advance, you'll be in better shape. I hired a bookkeeper when my income reached a certain level. Before that, I did my own bookkeeping (and was comfortable with it). But eventually, I realized that my time could be better spent on other things.
Anna Burgess Yang
5. Use AI to improve your systems
I've got a lot of opinions about using AI. I think it's overhyped. I don't think it replaces human creativity. And I think it can handle repetitive work.
I've used automation for a long time. Usually, automation is based on a predictable path: If A happens, then B happens. Tasks that require a more nuanced approach (If A happens and C is present, then B happens, or possibly D) are harder.
AI can handle the nuance. It can categorize data. It can summarize. It can take notes in meetings or make connections between your ideas.
If you're using a tool that has AI capabilities, check them out. See if the features can reduce your repetitive work. Two of my biggest use cases are ChatGPT in my Zapier workflows and field agents in Airtable. Automation was already saving me a ton of time, but AI saves me even more.
Practical Toolkit
- Loom: Record videos of your processes
- Scribe: Create written procedures
- Trello, Asana, or ClickUp: Project management
- ChatGPT or Airtable [affiliate link*] field agents: AI to speed up repetitive work
Set aside time to improve your operations
It's really easy for "operations-type" stuff to fall to the bottom of your to-do list. Especially if it's something you don't need to address immediately.
I have time blocked off on my calendar every week for admin time. One of the things I do during this time is work on business operations. Currently, I'm making sure all of my SOPs are up-to-date, so I spend some time recording Loom videos.
Pick one area for operations improvement, and put in the time to work on it. Even if it's only fifteen minutes per week, it'll add up over time.
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