Escape the trap: Overcoming inefficient tools and processes

In three decades of helping organizations overcome technology and workflow issues, I’ve seen a recurring pattern. Teams can become trapped by processes and tools (especially software) that hinder growth and efficiency. These platforms or workflows start out as benefits but evolve into constraints. Yet despite mounting evidence that these systems are liabilities, many leaders are reluctant to make a change.

Why? Because they’ve invested time, money, and energy into these solutions. They’ve built processes around them, created KPIs dependent on them, and in some cases even developed a sort of mythology about their importance. And, like the proverbial “elephant in the room,” these solutions are often ignored in discussions about how to improve.

Outdated or ill-fitting business software

I once met with a prospective client in the construction industry whose project management platform had become just such a trap. This system had been selected by a longtime IT staff member who had evaluated dozens of potential options, but who hadn’t asked the right questions.

While it seemed like a good fit at first, this platform lacked the extensibility they required for growth. It couldn’t integrate with newer messaging tools or mobile apps. It didn’t offer the reporting capabilities they needed. Worst of all, it had no API and no way to migrate their data without a time-intensive manual effort.

Although this system was holding them back, the team resisted even discussing potential alternatives (which ultimately led to us not working with them as a client). They chose to accept the constraint rather than face the pain of doing something about it.

A different company came to us with a database built on software from a now-defunct provider. They faced row limits and compatibility issues with modern operating systems, and had resorted to buying outdated computers to replace failed hardware and keep their plant running. However, their leadership realized that the status quo simply wasn’t sustainable. They recognized the trap they were in and started looking for a way out.

When people are the problem

Sometimes that trap isn’t technology, but a role or a person whose position begins to negatively impact performance.

For example, your team may have created a workflow around an individual who signs off on everything. A growing business can find that there’s too much volume for this one person to handle — or perhaps the person in this role advocates against change out of fear or a desire to maintain control.

Whatever the cause, these human bottlenecks can be just as harmful to your organization.

How to recognize that you’re trapped

As a leader, you can take the first step toward fixing the issue by asking these questions:

• What systems, tools, or roles come up in every conversation about efficiency?
• Are there people, tools, or processes that seem to be involved in every major decision your team makes?
• What would an ideal way of working look like for your team?

If you’re reading this, you’re probably willing to answer these questions honestly. Not every team can reach this point. Some, like the construction firm I mentioned above, are unwilling even to ideate around these questions. They feel the pain of time and money being spent inefficiently, but choose to accommodate the constraint rather than address it.

Growth requires letting go of what no longer fits and focusing energy on building something better — all while embracing the vulnerability that comes with change.

At Skeleton Key, we specialize in helping organizations identify these traps, and in developing strategies and custom software solutions to overcome them. We bring an unbiased, third-party perspective that helps you take egos out of the equation and focus on what will help you achieve your full vision of success.

One of our clients, a major retailer, spent nearly a decade working around their legacy systems before finally making the move to a more scalable, flexible solution. It wasn’t easy. In fact, it was expensive and painful. But it was also transformative. Today they benefit from custom software that fits their needs, and they’ve embraced new processes that have improved performance and opened the door to new opportunities.

If you’re ready to stop kicking the can and start making meaningful progress, book a no-charge consultation with us. We’ll explore how we can help you break free from the traps that are holding your organization back.