Kay here. This week I'm covering:

1. The shocking discovery of how much time we were wasting

2. Why "that's how we've always done it" nearly destroyed my business

3. The simple framework that eliminated redundant work and chaos

4. And more...

Best Links

Revenue on repeat: 10 companies with RECURRING revenue streams that will not only survive the next decade, but THRIVE

Cost cutting: HBR on The Right Way to Cut Costs

Industry trends: The 8 Greatest Ads of All Time & Why They Worked

The Operations Nightmare I Inherited

After getting cash clarity in our apartment locating business, I started paying attention to how work actually got done. What I discovered was terrifying.

We had three different systems for tracking client applications. Two separate calendars for scheduling showings. Five different ways team members communicated with property management copmanies.

The previous owners had built the business over 35 years by adding solutions on top of problems. Every time something broke, they created a workaround that became permanent.

Simple tasks like collecting payment on invoices required touching three different systems, multiple people, and numerous phone calls and emails. A 5-minute process was taking HOURS and creating daily errors.

The Operations Reset Framework

Instead of trying to fix everything at once, I used a simple three-step framework:

Step 1: The Chaos Audit

I mapped every process that happened more than once per week. Not how they were supposed to work, but how they actually worked.

Our client onboarding involved 12 separate steps across 6 different systems. Three people touched every lead and nobody had a complete view.

Action Step: Pick your most frequent process and map every actual step. Count the systems, people, and delays involved.

Step 2: The Redundancy Hunt

I identified everywhere we were duplicating work or maintaining the same information in multiple places.

We were entering client information into our CRM, scheduling system, and commission tracking spreadsheet. When details changed, we had to update three places or risk errors.

Action Step: List everywhere the same information gets entered or stored. Look for tasks that multiple people do separately.

Step 3: The Cut or Fix Decision

For each broken process, I had two choices: cut it entirely or fix it properly. No middle ground.

Some processes solved problems that no longer existed. Others were necessary but overcomplicated.

I cut our property research from 8 steps to 3 by eliminating outdated verification methods. I fixed client communication by consolidating three systems into one.

Action Step: For each broken process, ask "What happens if we stop doing this entirely?" If nothing bad happens, cut it. If necessary, fix it completely.

The Results

My operations reset took months of focused effort, but you can do this much faster and get immediate results.

Client onboarding went from 12 steps to 5. Work that took 45 minutes now takes 12 minutes with fewer errors.

Team productivity jumped 35% without anyone working harder. Response times improved from hours to minutes.

I personally reclaimed over 20 hours per week. Work that required my constant supervision now happens automatically.

Operations problems always feel like people problems at first. But usually, your people are fighting against broken systems.

The key is involving your team in identifying problems. They know where the inefficiencies are because they've been working around them for years.

How I Can Help

1. Chief Rebel Peer Groups - Join a carefully curated group of non-competing business owners building together. Join the waitlist

2. Exit Advisory - One-on-one guidance to maximize your business value, whether you plan to sell in 1 year or 10. Schedule a consultation

Until next week,

kay

Chief Rebel

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