Meetings That Create More Meetings
You meet to discuss. Then meet again to decide. Then meet to update. It never ends.
This problem shows up in every small business at some point. It feels like something you should be able to fix with a quick conversation or a new policy. But it keeps happening because it's not an isolated issue - it's a symptom of a deeper operational gap.
The same operational problems repeat for predictable reasons:
No documented standard. If the "right way" only exists in your head, everyone will do it their own way.
Inconsistent enforcement. If you address the problem sometimes but not always, people learn that the standard is optional.
Inadequate training. Telling people once what to do isn't training. Training requires demonstration, practice, and feedback.
No feedback loop. If people don't know they're doing something wrong, they'll keep doing it wrong.
Competing priorities. If you reward speed over quality, people will prioritize speed even when you say you want quality.
These operational gaps have actual business costs:
- Wasted time - Rework, corrections, and repeated explanations eat hours every week
- Inconsistent quality - Customers experience different service depending on who's working
- Team frustration - Nobody likes operating in ambiguity or fixing the same problems repeatedly
- Slower growth - You can't scale operations that only work when you're directly involved
- Owner burnout - You become the bottleneck for everything
Here's the systematic approach that works:
1. Document the standard. Write down exactly how this should work. Be specific. "Do it right" isn't a standard. Include visuals if helpful.
2. Train everyone on the standard. Don't assume they'll read the documentation. Walk them through it. Have them demonstrate understanding.
3. Make it easy to follow. If your process is complicated or requires extra steps, people will skip it. Simplify where possible.
4. Measure compliance. Spot-check regularly. What gets measured gets managed. This isn't about punishment - it's about accountability.
5. Give immediate feedback. When someone deviates from the standard, address it right away. Don't let it compound into a habit.
6. Update when needed. If the standard doesn't make sense anymore, change it officially. Don't let informal workarounds become the new normal.
Assuming once is enough. Telling people once doesn't create lasting change. You need repetition and reinforcement.
Blaming individuals. If multiple people are doing it wrong, the problem is your system, not your people.
Creating complexity. More rules and procedures aren't the answer. Clarity is the answer.
Skipping the "why." People follow standards better when they understand the reasoning behind them.
When you fix operational gaps properly:
- The same task gets done the same way regardless of who's doing it
- New hires learn the right way from day one
- Quality stays consistent even during busy periods
- You spend less time correcting and more time improving
- Your team operates confidently because expectations are clear
That's the difference between businesses that struggle to grow and businesses that scale smoothly.
Pick one operational problem that's costing you time or money. Just one. Document the standard. Train your team. Measure compliance. Give feedback.
Once you fix one thing properly, you'll see how the same approach works for everything else.
That's how you build operational excellence: one fixed system at a time.
Struggling with operational friction?
Book a Flow Check to identify where your systems are breaking down.