Running a business can feel like you’re caught in a never-ending loop of tasks, tools, and to-do lists. You’re not alone—overwhelm is the most common issue I hear about from business owners, managers, and teams alike. So, if you’ve ever found yourself thinking:

“How do I even start making this easier?”

You’re in the right place! Before diving into automation, fancy software, or reinventing the wheel, there’s one crucial step that’s often skipped: mapping out what’s actually happening in your business right now.

Not what should be happening. Not what you wish was happening. But what’s happening right now. Trust me, this little exercise can be surprisingly eye-opening!

Step 1: Choose Your Mapping Tool 🛠️

To get started, pick whatever tool feels natural to you. You could go digital with Google Docs, a whiteboard app, or even a process-mapping software if you’re tech-savvy. Or, if you’re a hands-on type, go old-school with a whiteboard, sticky notes, or even a giant sheet of paper.

Remember, this tool is just your “dumping ground” for tasks and processes. You’re about to lay out every step in your business workflow, so pick something that feels easy for you to use.

Step 2: Write Down Each Step, But Keep It High-Level

Ready to start? Now it’s time to list out each step within your business, but don’t sweat the details. Here’s what I mean:

If you’re mapping out how you go about onboarding a client and the step you are at is about sending a deposit invoice, you don’t need to outline every tiny move like “log into the software, open the invoice template, type in each line item…” No! That’s the nitty-gritty, and it’ll only overwhelm you.

Instead, keep it high-level:

“Draft invoice created in Xero by [Name], then approved by [Name].”

Boom, done! The key here is getting a bird’s-eye view of the process without diving into every click or keystroke. And remember…

Step 3: Note the Tools and Software You’re Using

For every step you jot down, include the tool or software used. Are you using Xero for invoicing? Write it down. Slack for team communication? Add it to the list.

Seeing the tools you’re using is super important because it helps you:

• Spot any underused software (maybe you’re paying for something you barely touch)
• Find overlapping tools (often, businesses use multiple apps for the same task)
• Identify streamlining opportunities where you could simplify and save on costs
• Identify what you need (maybe there is a hole in your tech stack that needs filling!)

This step is simple, but it’s often the first “aha!” moment where people realise they’re either drowning in tools they don’t need or missing out on tools they could really use.

What’s Next? How to Use This Information to Make Real Improvements

Alright, you’ve mapped out your workflows—great work! Now, let’s look at how to put this info to use.

1. Identify the Pain Points 🔍

Look over your workflow map and spot the tasks that seem repetitive, totally manual, or time-consuming. These areas are your “pain points,” and they’re ripe for improvement. Mark them as opportunities for automation, simplification, or delegation down the road.

2. Spot the Missing Pieces or Extra Steps 🧩

Having everything mapped out lets you see if there are any unassigned tasks or bottlenecks you hadn’t noticed. Maybe there’s a step that’s doubling up, or maybe a process feels like it could be simplified. Flag anything that looks like a possible time-waster or inefficiency.

3. Identify Gaps Where You Can Improve Customer Experience 🌟

While reviewing your map, ask yourself this question: Is there a gap here that, if filled, would improve our customers’ experience? Gaps in your process aren’t just about missing tasks—they could be opportunities to add new steps that enhance value for your customers, both internally and externally.

For example:

• Internally: Does your team feel well-supported in their roles? Could a missing step or resource help reduce overwhelm and empower them to better serve customers?
• Externally: Could adding a follow-up email, support call, or a “thank you” step improve the customer journey?

Gaps often reveal places where a small addition could make a big difference, increasing satisfaction for both your team and your customers.

4. Look for Underused or Redundant Tools 🧰

We’ve all been there—paying for software that’s barely used, or using three different tools for tasks that could be handled by one. This is a prime time to spot any unused or underused tools and decide if you need to consolidate or streamline your tech stack. Plus, fewer tools means less time training new team members, too!

5. Consider the “Quick Wins” 🚀

Sometimes, the smallest changes can have a big impact. If there are quick tweaks you can make right away—like consolidating tasks, ditching a redundant tool, or moving something from manual to digital—take note! Quick wins are your low-hanging fruit, and even a couple of these can free up time for your team.

Bonus Tip: Grab My Free Questionnaire to Make This Process Even Easier

If you’re still not sure how to get started, I’ve got a free questionnaire that can help! It’s a simple tool I use with businesses to guide them through mapping out their workflows and uncovering the major pain points in their businesses.

Just send me a message, and I’ll happily send it your way. This tool has been a lifesaver for many people who want a clearer view of their operations without the stress.

Final Thoughts

Start where you are, not where you want to be. The process of mapping out your current state might seem simple, but it’s one of the most powerful steps toward making your business feel manageable again. Once you’ve got a clear picture of what’s going on, you’ll be amazed at how many ways you can streamline, simplify, and save time.

So grab your favorite mapping tool, keep it light and simple, and start organising! This small step could make a huge difference for you and your team.