Process Mapping & Optimisation: Less Chaos, More Flow

Let’s be honest, most teams don’t have a process problem, they have a “nobody knows what the process actually is”problem.

Work gets done, but:

• Everyone has a different way of doing it.

• Some steps take way longer than they should.

• Bottlenecks appear, but nobody knows why.

If this sounds familiar, your team isn’t broken, you just need better process mapping and optimisation.

Done right, this isn’t about documenting every little detail like some bureaucratic nightmare. It’s about finding the simplest, smartest way to get work done without wasting time, money, or sanity.

Let’s break it down.

What Is Process Mapping (and Why Should You Care)?

Process mapping is exactly what it sounds like: visually laying out how work gets done, from start to finish, including every step, decision, and handoff. Think of it like planning a road trip. If you don’t map the route, you:

• Take unnecessary detours.

• Stop at five different petrol stations because nobody checked before leaving.

• Waste hours going in circles when a 10-minute shortcut was right there.

A good process map gives your team:

• Clarity: everyone knows the best way to get from A to B.

• Consistency: so work isn’t being done differently by every person.

• Efficiency: cutting out unnecessary steps that slow everything down.

The 3 Biggest Process Problems (And How to Fix Them)

1. “We’ve Always Done It This Way” Syndrome

The most dangerous phrase in any business? “That’s just how we do things.”

If nobody can explain why a process works the way it does, chances are it’s:

• Outdated

• Inefficient

• Full of unnecessary steps

How to Fix It:

• Map the process from scratch. Get everything on a whiteboard or digital board.

• Ask ‘why’ at every step. If there’s no clear reason, it might not need to exist.

• Get input from the people actually doing the work. (Not just the ones who set up the process years ago.)

Pro Tip: If a process can’t be explained in three simple steps, it’s probably too complicated.

2. The Never-Ending Approval Chain

Ever had a process grind to a halt because too many people need to approve something?

• Work gets stuck in someone’s inbox.

• One delay triggers a domino effect.

• Everyone’s frustrated, but nobody wants to remove approvals just in case.

How to Fix It

• Map out every approval step. See how long each one actually takes.

• Ask: Do we really need this step? If it’s just a formality, ditch it.

• Automate where possible. If something can be auto-approved based on set conditions, do it.

Real Talk: If your process needs six approvals for a $50 expense, you don’t have a process, you have a trust issue.

3. The Black Hole of Handoffs

Handoffs between teams should be smooth, but too often they’re a black hole where work disappears for days (or weeks).

• One team thinks the other is working on it.

• Nobody knows exactly what’s expected.

• The work comes back with missing info, causing even more delays.

How to Fix It

• Clearly define ownership. Who’s responsible at each step?

• Set handoff requirements. What info needs to be included before passing work on?

• Use a ‘handover handshake’. Make sure the receiving team confirms receipt instead of assuming they got it.

Pro Tip: If your process has multiple handoffs, every delay compounds. Cut unnecessary ones, and make the rest seamless.

How to Optimise Any Process in 4 Simple Steps

1. Map it out. (Seriously, just put it on a whiteboard.)

2. Find the pain points. Where are things slowing down, getting stuck, or repeated?

3. Simplify ruthlessly. If a step isn’t adding value, cut it.

4. Automate where possible. Technology should be making life easier, not harder.

The goal? Faster, smoother, and more predictable workflows, without the frustration.

Final Thoughts: Fix the System, Not Just the Symptoms

Most teams don’t need more people, more meetings, or more software, they need better processes. So, if your team is drowning in inefficiency, it’s time to stop just dealing with the pain and start fixing the system.

And if you need help making that happen? RUNIE Consulting specialises in cutting through complexity and making work flow. Because the best processes aren’t the most detailed... they’re the ones that just work.