How to Get Your Team to Optimize Processes Without Your Involvement | Ep 265

🎙 This morning, I spent a couple of hours automating a task that takes about an hour a week to do. That means going forward, we're gonna save about 50 hours a year. That's pretty cool. However, my reflection on this was not so good. Why was I the one who A, spotted this needed to be done, and B, ended up doing the automation myself?

It's something I fall back into sometimes. And what I wanna talk about today is the frameworks I have put in place that should be working in my business. That needed a bit of reminding with my staff.

I wanna explain what that framework is, how you can implement it in your business to ensure that your team are optimizing their tasks. And also, how to use events like this as opportunities to reinforce great behaviours and install a culture of continual improvement and systemisation within your business.

KEY TAKEAWAYS

💡 Stop Being the Only Optimizer: If you’re the one spotting and fixing broken processes, your growth is capped. As the leader, your real job is to build a team and culture where everyone is always looking for better, faster, simpler ways to work.

💡 Optimize with EASE™: Get your team using a simple lens for every recurring task – Eliminate, Automate, Streamline, Enable. Ask: Do we need this? Can a robot do it? How can we make it smoother? And how do we document it so others can run it without me?

💡 Use a Simple Rule for Automation: If a task takes more than 1 hour a week, which is 50 hours a year, it’s highly likely to be worth automating. Even a few hours invested to build the automation usually pays back quickly and then keeps paying off, year after year.

💡 Make Improvement a Habit, Not a One-Off: Every month, use the EASE™ technique to optimize at least one task on your team’s board so everyone regularly reviews their own work, eliminates low‑value tasks, and finds automation and streamlining opportunities.

BEST MOMENTS

04:13 - 💬 “If those people (you delegate to) aren't really mindful of what they're doing, and asking if there are opportunities for this to be either eliminated, automated or streamlined, they can end up just doing things like a robot.” 

10:24 - 💬 “I've got to be sure that actually, it's not just cheap and easier and more effective just to get a human to do it, and it's not automating for the sake of automating.” 

12:56 - 💬 “We eliminate, we automatically streamline, and we enable, and you can get your own copy of this so you can implement this in your business.”

TIMESTAMPED OVERVIEW

00:00 “Empowering Teams for Optimization”

06:04 “Streamlining Repetitive Tasks”

08:49 “Eliminate, Automate, Leverage AI”

11:13 “Optimizing Tasks Through Automation”

VALUABLE RESOURCES

• Get free access to our Optimize With EASE™ Framework now—here's the link to our best Guides, Frameworks, and Templates: https://sys.academy/guides

LINKS TO CONNECT WITH THE HOST

• Podcast: https://www.systemizeyoursuccess.com

• Website: https://systemsandoutsourcing.com/

• Facebook Group: https://facebook.com/groups/systemsandoutsourcing/

• LinkedIn: https://linkedin.com/company/systemsandoutsourcing/

• Instagram: https://instagram.com/systems_and_outsourcing/

• YouTube: https://youtube.com/@drsteveday42

• TikTok: https://www.tiktok.com/@drsteveday42

ABOUT THE HOST

Steve moved to Sweden in 2015 and transformed how he ran his businesses—switching to a fully remote model. A former NHS doctor, with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.

This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/