Faster, Better, More Accurate
Leaders often wonder whether their teams are operating efficiently, focusing on the right priorities, and capable of taking on additional responsibilities. A key question to ask is: When was the last time you took a deliberate, objective look at what your team is actually doing? If your answer to process questions is, “We’ve always done it that way,” it may be time for a deeper review. But where should you begin?
The Start, Stop, Continue Framework
A simple yet powerful tool is the Start, Stop, Continue framework. Begin by having each team member list all their regular tasks and indicate how frequently each is performed. Then, either individually or as a team, review each item and assess whether it should be continued, stopped, or newly introduced.
For instance, my team was producing an ad hoc report in response to a specific operational issue. Two years later, the report was still being prepared monthly, even though the original problem had long been resolved (in part thanks to the report). We marked that task as “Stop.” Conversely, another team member was preparing a monthly analysis of accrued liabilities. Although the results rarely changed, the task still had value, so we marked it as “Continue” but shifted its frequency to quarterly.
This process can also reveal gaps in existing workflows. For example, if you discover an absence of follow-up calls to customers, that would be marked as “Start.”
Should This Task Be on Your Team’s Plate?
Another valuable insight from this exercise is determining whether each task truly belongs with your team. This is not about offloading responsibilities or shifting burdens to other departments. Instead, it’s about ensuring the right individuals, with the appropriate expertise, are doing the right work.
Consider this example: a team member may have taken on a task temporarily while someone from another department was out on extended leave. That task should have been returned once the original owner came back; however, these handoffs are often overlooked. By methodically reviewing each task, the framework helps uncover situations like this, allowing you to reassign responsibilities appropriately and improve cross-functional alignment.
Identifying Opportunities for Efficiency
In addition to reviewing task relevance and ownership, this is an excellent opportunity to identify areas for improved efficiency and effectiveness. Are there features in your existing operating or financial systems that could automate or eliminate tasks? Are there manual processes that could be digitized? Could your bank, vendors, or customers offer tools or solutions to streamline internal operations?
The Outcome: A More Focused, Capable Team
By applying this framework consistently with each staff member, you’ll gain a clearer understanding of how time is spent, where efficiencies can be achieved, and whether responsibilities are appropriately placed. Often, you’ll discover ways to reduce low-value activities, reallocate work to the right people, and shift focus toward higher-impact tasks, ultimately enabling your team to operate at a higher level of effectiveness.
Would you benefit from expert guidance with this process? Schedule a complimentary session through my website, and let’s explore how I can support you.