Streamlining operations and removing bottlenecks is key for scaling any business. But trying to overhaul everything at once or make changes based on limited data often backfires. You risk decreasing quality or frustrating your audience rather than helping them. This is why it’s important to understand how to optimise and improve your business quickly without friction.

So how do you upgrade what you offer without constant friction? How do you smooth out processes to boost efficiency without overextending resources on unnecessary revisions?

What This Post Covers:

  • The 10-step methodology for rapid, seamless business optimization
  • Understanding your core purpose and audience before innovating
  • Avoiding reactionary changes based on outlier feedback
  • Taking an iterative, phased approach to major improvements
  • Launching upgrades in small batches to test responses
  • Creating alternative options once minority needs grow more common
  • Knowing when to fully overhaul based on shifting majority preferences

Listen now:

Why it’s important for scaling businesses to streamline, change and optimise the right way

The idea behind this episode came from a conversation I was having with a client, actually, recently. We were looking at their current product suite and the different programs and inclusions that they have inside their product suite.

And we noticed that something isn’t sitting well. Things aren’t running as smoothly as they could, or the clients of the clients aren’t getting through things as well as they possibly could. And being impact focused businesses, we always want our clients getting the results they initially intended to get.

And so we were looking at how to make this journey easier for them or how to make the pathway clearer. And then as I was chatting to my client, they were talking about some of the different things they can see and the different ways they think that they could improve one of these programs or change it up.

And I paused for a minute and said, okay, hang on a second, because what we don’t want to do is create another big mess. Not that the one we have right now is a big mess. It served its purpose really, really well. And for the majority, it works. So what do we actually need to change? And then it got me to thinking, this is a conversation that I have with a lot of my clients, actually, and it stems from us wanting to improve something or optimise it.

So that our clients get better results or so that we can serve more people. And what we have a tendency to do is move too quickly. And by doing that, it doesn’t mean that you can’t move fast, but it means that you need to do it in the right way with the right thought. So today I wanted to discuss with you how you can conceptualise new ideas, initiatives, upgrades, or improvement to existing systems.

Follow this 10-step approach to optimise and improve your business rapidly yet seamlessly:


Step 1: Identify the Purpose. What are we trying to achieve with this improvement?

Clarify the purpose and audience before adjusting anything, revisit why it exists and who it serves. Before making any changes, it’s important to identify the purpose of the system, process, or program you’re looking to improve. Ask questions such as “What are we doing?” and “Who does this impact?” This will help you determine the original purpose and ensure that any changes do not compromise it.


Step 2: Follow the Golden Rule for streamlining systems and processes

The golden rule of streamlined systems and operations is to concept and build for the majority, not the minority. Too often, businesses make changes based on feedback from a small group of clients rather than considering the needs of the majority. Remember, your goal is to serve the majority of your audience and meet the purpose and intention for the majority of people.

Always concept for the majority, not the minority.

Step 3: Brainstorm All Options for Improvement

Don’t limit yourself when you’re brainstorming potential improvements. Put all of your thoughts and ideas on paper or in a digital document. This will help you get all of your ideas out of your head and clear the way for new and innovative solutions.

Sometimes the best ideas and the best improvements come from getting everything else out of the way. Clearing out all the cobwebs.

Step 4: Focus on what matters to most people

After brainstorming, it’s time to get focused. Anchor down into the majority of the people you’re trying to serve and consider the desired outcome. Use a split template to organise your ideas and determine the solutions that will work best for the majority. A split template is a phrase I made up, it means draw a line down the middle of a piece of paper with information related to the majority on the left and the information or ideas related to the minority on the right.


Step 5: Refine and structure your ideas for improvement

Shape your upgrade approach relying on majority insights. Look at the first column of your split template and start forming a solid draft of the changes you want to make. Perhaps you change a process flow or program structure given their preferences. Outline what this looks like.


Step 6: Consider a phased rollout or an iterative approach to optimisation

You rarely need to overhaul everything simultaneously. Determine if a staggered launch works better, doing pieces of the upgrade over time.

If we can iteratively improve things, the whole thing gets better without it cannibalising all your other business efforts, without it weighing too much in on everything else you are trying to achieve.

Step 7: Build or implement the changes

Once you have a structured outcome in mind, know what you want to try and how you’re going to do it, it’s time to start building or implementing that change.


Step 8: Measure feedback with care.

Monitor the responses from your audience. Don’t change everything based on feedback from an outlier – there will always be oddities, and for these you either get comfy with your solution not being for everyone or you create a one-off option in that instance. Look for patterns and trends before making additional changes.


Step 9: Consider the minority

While the majority of your clients or customers may benefit from the changes, there may be a small group of people who don’t. Put all of the things from your brainstorm list that apply to a small amount of people in your second column. This will help you determine if there’s a need for a different pathway for these people. If you start to see multiple outliers who would benefit from a different approach, consider creating a patch. This is a way to improve the process for the minority without reinventing the wheel. Look for a solution that will meet their needs without fully re-engineering the process.


Step 10: Overhaul if Majority Needs Shift

If you start seeing a strong pattern, consistent recurring results and feedback from majority of people – it’s time to change the original plan – again, we’re not starting from scratch. We’re tweaking and upgrading based on data.


The impact of taking an iterative, bite-sized approach to upgrades in your business

By taking this phased, iterative approach to upgrades and innovation, you create positive change without complication. You streamline and scale efficiently, eliminating friction while still personalising for those needing extra support.

The process starts by understanding customers’ “why” and building on what works for most. Then you methodically enhance, avoiding reactionary pivots unless majority preferences demonstrably transform. Progress one piece at a time until collectively achieving optimisation.

Carefully listen to feedback but act strategically, creating alternative options for outlier groups only once their needs are more widely shared. Constantly realign to the core purpose and majority as the driving forces.


Over to you

What areas of your business need smoothing out or enhancing? Brainstorm ideas then narrow by what will help the majority progress even further. functionality over flash.