It’s Expensive to Work on What’s Not Working
Why broken systems are secretly draining your time, money, and energy—and how to fix them fast.
You’re working harder than ever, but nothing seems to stick. Deadlines are missed, team members are frustrated, and you’re still drowning in tasks that don’t move the needle. Sound familiar? The culprit isn’t your work ethic—it’s your systems.
Broken systems are like leaky faucets in your business: they slowly but surely drain your most valuable resources—time, money, and energy. The good news? Fixing them doesn’t have to be complicated or time-consuming. Here’s how to identify what’s not working and turn things around fast.
1. Spot the Symptoms of Broken Systems
The first step in fixing what’s broken is recognizing the warning signs. If any of these sound familiar, it’s time to dig deeper:
You’re constantly putting out fires instead of making progress.
Your team doesn’t follow processes consistently (or at all).
You’re spending more time fixing mistakes than doing meaningful work.
Bottlenecks happen so often they feel like part of the process.
Pro Tip:
Take one day to track how you spend your time and note where the chaos happens. This will help you identify the root causes.
2. Calculate the Cost of Inaction
Here’s the truth: broken systems are more expensive than you think. Consider the hidden costs:
Lost Time: Hours spent on rework or manual tasks that could be automated.
Wasted Money: Paying for tools or team members who aren’t being utilized effectively.
Burnout: The mental toll of constantly operating in survival mode.
Pro Tip:
Quantify the impact. For example, if a manual invoicing process takes 5 hours a month, automating it could save you $1,500 annually (based on your hourly rate).
3. Prioritize What Needs Fixing First
You don’t have to overhaul your entire business overnight. Focus on high-impact areas first—the ones that cause the most stress or have the biggest financial impact.
Key Areas to Review:
Client Onboarding: Is it seamless or chaotic?
Communication Tools: Are messages getting lost in a sea of emails?
Project Management: Are deadlines slipping because no one knows who’s doing what?
Pro Tip:
Ask yourself: If I fixed this one thing, how much easier would my life get? Start there.
4. Fix the Process, Not Just the Tool
Switching to a shiny new app won’t solve the problem if the underlying process is broken. Before choosing tools, map out the workflow and identify gaps.
Action Steps:
Outline the ideal process step by step.
Identify where things currently fall apart (e.g., missing approvals, unclear roles).
Simplify before you automate—less is more.
Pro Tip:
Once the process is clear, choose tools that complement your workflow instead of complicating it.
5. Involve Your Team in the Solution
Your team knows where the hiccups are because they deal with them every day. Bring them into the conversation to ensure the new system works for everyone.
Key Questions to Ask:
What slows you down the most in your role?
What’s one thing you wish was easier?
How can we simplify this process together?
Pro Tip:
When your team feels heard, they’re more likely to embrace the changes you make.
6. Test, Tweak, and Train
No system is perfect on day one. Treat every change as an experiment and refine it as you go.
Steps to Implement:
Roll out changes in small batches.
Gather feedback from your team and adjust as needed.
Provide hands-on training and resources to ensure everyone feels confident.
Pro Tip:
Schedule a 30-day check-in to review how the new system is working and what adjustments are needed.
Why Fixing Systems Pays Off
When your systems work, everything else does too. You’ll save time, reduce stress, and free up energy to focus on what matters most—whether that’s growing your business or reclaiming your weekends.
Broken systems may be costing you more than you realize, but fixing them doesn’t have to be overwhelming. Take it step by step, and watch as the chaos fades and clarity takes its place.