Inefficiency can cost your business up to 30% of yearly revenue.
Read that again. THIRTY PERCENT.
That’s almost a third of your money just… poof… vanishing into the void like your motivation on a Monday morning. It’s like having a hole in your pocket, except the hole is the size of a garage door and you’re walking around wondering why you can’t afford nice things.
So are you a small business, a large corporation, or a medium enterprise? Trick question, it doesn’t matter! We can ALL be more efficient. Even Jeff Bezos is probably reading efficiency tips somewhere between counting his billions and planning his next space adventure.
What Even IS Efficiency? (Besides a Fancy Word We Throw Around in Meetings)
Let me keep it real with you: since we can’t accurately quantify “input work” (because measuring “effort” is like trying to catch smoke with your bare hands), let’s just say that efficiency is getting maximum returns with minimum input.
Think of it like this:
- Maximum returns = More money, better results, happy customers, peaceful sleep
- Minimum input = Less stress, fewer resources wasted, more time for actual life
The success or failure of your business is largely dependent on this one factor. No pressure though! 🙃
Step 1: Plan or Perish (But Not THAT Kind of Plan)
As old Benji Franklin once said, “When you fail to plan, you plan to fail.” And Ben was smart. He invented bifocals AND the lightning rod. The man knew what he was talking about.
Wait, Business Plan?
Hold your horses! That depends on who you are.
If you’re a Start-Up: Please, I’m begging you, STAY AWAY from the traditional business plan. It’s a trap! Contrary to popular opinion (and every business professor ever), business plans are only practical for more established businesses.
Remember: A small business is NOT a Start-Up.
A Start-Up has no (or very few) tested assumptions. Writing a detailed business plan for a Start-Up is like building castles in the clouds. Pretty to imagine, but you’re going to fall through and it’s going to hurt.
Start-Ups should benefit from simpler, more flexible templates like:
- Business Model Canvas by Alexander Osterwalder (sounds fancy, actually useful)
- Lean Stack Canvas by Ash Maurya (less pages, more action)
If you’re an established business: You can have your business plan, but remember it’s a DYNAMIC document. It’s not the Constitution. It needs to change according to market needs, customer feedback, and the fact that TikTok is apparently a thing now and people buy stuff there.
Step 2: Introspect Like Your Business Depends On It (Because It Does)
We can’t possibly plan without knowing exactly where we are. It’s like using Google Maps without turning on location. You’ll just be staring at a blue dot in the middle of nowhere, confused and slightly panicked.
So here’s what I suggest you do first: Introspect like a Buddhist monk on a dry fast somewhere in the cold mountains.
And by introspect, I mean as a business. Don’t literally go to the mountains (unless that helps you think, in which case, go off).
The Hard Questions You Need to Ask
Look at what has NOT been working well:
- Why are some customers taking their money to your competitors?
- What complaints keep popping up?
- Which products are gathering digital dust?
- Why did Karen leave that 2-star review? (Okay, some Karens just can’t be pleased, but most feedback has value)
Here’s the truth bomb: Customers are only loyal to their needs. They don’t care about your feelings, your hard work, or how much you’ve sacrificed. They care about whether you solve their problems better than the competition.
So zero in on these needs and make meeting them your priority.
The Investor Test
Think of it like this: If you were an investor completely unattached to the business, would you invest in YOUR business?
Be brutally honest. Would you bet your own money on you?
This mental exercise will help you identify loopholes you might have missed because you’re too close to see them. It’s like how you can spot typos in everyone else’s work but never in your own.
Pro tip: This is NOT a one-off thing. Make it a routine practice to remain optimized and relevant. Schedule it quarterly, like a dental checkup, but for your business (and less painful… hopefully).
Step 3: Track Everything (Yes, EVERYTHING)
You can’t improve what you don’t measure. That’s not just a motivational poster quote. It’s actual truth.
Keep track of things by:
- Having regular meetings (that don’t waste everyone’s time. We’ll get to that)
- Requesting daily/weekly reports (not novels, just data)
- Investing in in-depth analytics software (the 21st century crystal ball)
Only YOU can determine which one (or all) of these options will be best suited for your business.
Consider:
- What drives the most profits? (Double down on that)
- What are your highest expenses? (Reconsider if they’re worth it)
- Where is money disappearing? (Find the leak, plug the leak)
Now that we know exactly where we are, we can better understand how to get where we need to be. And that destination is called Efficiency Town, population: successful businesses.
Efficiency means maximum profits, and I believe we all like the sound of that. I know I do. My bank account DEFINITELY does.
Step 4: Benchmark (But Don’t Be a Copycat)
Knowing what your competitors are doing will ease the labor of keeping up with the latest tools and strategies in your industry. It’s like having them do your homework, except legal and encouraged in business.
BUT, and this is important, avoid copy-pasting.
Just because something works for your competitor doesn’t mean it’ll work for you. Their customers might be different. Their brand voice might be different. They might just be lucky.
Make sure you implement tools and strategies in a tailor-made fashion befitting your exact business needs. It’s like fashion: just because crop tops look good on Instagram models doesn’t mean… well, you get the idea.
Step 5: Automate and Delegate (Let the Robots Do Robot Things)
The essence of increasing efficiency is:
- Eliminating redundant and unnecessary processes (all that stuff that makes you go “why do we even do this?”)
- Adopting needful ones (the stuff that actually moves the needle)
The Robot Apocalypse Is Here (And It’s Actually Good?)
A lot of people feel like computers are taking over the job market due to their:
- Lower long-term costs
- Notorious reputation for delivering quick and accurate results
- Complete lack of need for coffee breaks or bathroom time
But here’s what I’m MORE afraid of: Human beings have become more like machines, given commands, performing tasks as mechanically as robots do, with all the joy and creativity sucked out of them like a corporate vampire.
It’s time we leave computers to do what they do best and leave to humans what humans do best.
Computers are great at:
- Repetitive tasks
- Data processing
- Not complaining about doing the same thing 10,000 times
- Working 24/7 without sleep or emotional breakdowns
Humans are great at:
- Creative problem-solving
- Empathy and emotional intelligence
- Strategic thinking
- Innovation
- Knowing when something “just feels wrong”
- Making ethical decisions
Where to Automate
Look for avenues where you can automate tasks:
- Email marketing (scheduled, personalized, automatic)
- Social media posting (plan once, post forever)
- Invoicing and billing (no more chasing people for money manually)
- Data entry (soul-crushing work best left to software)
- Customer service FAQs (chatbots that actually help)
- Inventory management (know what you have without physically counting)
- Appointment scheduling (back-and-forth emails are SO 2010)
This will free up employee time, making them feel:
- Less pressured to do menial tasks
- More energized to perform complex “human-only” tasks
- Actually valued for their brains, not their ability to copy-paste
Research the best software, applications, platforms, and practices available for your industry and business needs.
BUT, critical step, do the math! Consider if this will actually be the best decision for your business in the long-term. Not all automation is worth the cost. Some problems are better solved with a human and a coffee.
The Art of Delegation
When it comes to delegating tasks, this is more than just a human-computer issue. This calls for mindfulness.
Be mindful of each employee’s strengths and assign tasks accordingly. It’s like video game character selection. You wouldn’t send the mage into hand-to-hand combat or ask the warrior to cast healing spells.
Know your team:
- Who’s a creative thinker?
- Who’s detail-oriented?
- Who’s great with people?
- Who prefers solo deep work?
- Who thrives under pressure?
- Who needs structure and clear instructions?
Match tasks to talents, and watch productivity soar. Force round pegs into square holes, and watch everyone suffer (including you).
Step 6: Outsource Without Shame
You may need to outsource. And that’s not a sign of weakness. It’s a sign of intelligence.
Outsourcing has numerous benefits:
- Getting the best services for much less cost compared to hiring permanent employees
- Access to specialized expertise you don’t have in-house
- Flexibility to scale up or down based on needs
- No long-term commitments or awkward firing conversations
If you’re not open to outsourcing, you’re limiting yourself to the knowledge base and skill set of your current employees.
Don’t get me wrong. Your employees are amazing! I’m sure they’re wonderful people who show up on time and laugh at your jokes. But there comes a time when you momentarily need a little more than they can offer.
This is where outsourcing comes in.
Outsourcing leverages the idea that there’s a company or individual out there who has specialized in solving your current problem. They’ve done it 100 times. They have the tools. They have the expertise.
Problem solved with:
- Little to no learning curve
- Zero expenses of buying accompanying tools
- Professional results
- Time saved for you to focus on actual business growth
Yeah, I’ll take that any day, with a lemon on the side please, thank you.
Step 7: Network Like Your Business Depends On It (Because It Kinda Does)
Don’t be fooled into thinking networking is only for Start-Ups. That’s like saying exercise is only for young people. It’s for everyone, always.
As billionaire Ashish Thakkar said: “The minute your arrogance or ego sets in, it’s over.”
You might as well pack your ring binders and get a rocking chair on your way home, because you’re DONE.
Where to Network
Join ALL the strategic business groups, forums, and magazines:
- Industry associations
- Local business chambers
- LinkedIn groups (yes, even LinkedIn)
- Trade shows and conferences
- Online communities
- Masterminds
- Networking events (even the awkward ones)
Why bother?
This will help you:
- Stay up to date with current events
- Find where to buy supplies at the cheapest rates
- Know the current market value of your product
- Learn what competitors are doing (legally)
- Form beneficial alliances and partnerships
- Get referrals and recommendations
Efficiency, productivity, relevance, and sustainability all depend on one thing: How connected are you to the current truth?
What is REALLY going on in your industry? Networking keeps you up to speed while giving you opportunities to form beneficial alliances.
Attend all the community events you possibly can. It’s not just about knowing. It’s about being known.
This is also a very good marketing approach considering its subtlety. You’re not shouting “BUY MY STUFF!” You’re just… there. Being helpful. Building relationships. And when people need what you offer? They’ll remember you.
Step 8: Optimize Your Website (Or Get Left Behind in the Stone Age)
If you don’t have a live website for your business, what are you doing with your life?
Seriously, close this blog RIGHT NOW and go get one. I’ll wait.
…
Still here? Good. Let’s talk about why this matters.
Most (if not ALL) of your current and potential customers are online. If you’re not “Googlable,” your perceived value drops immediately. You’re basically invisible. A ghost business. Casper the Friendly Company That Nobody Can Find.
It’s More Than Just Having A Website
It’s about having THE website. The one that:
- Loads fast (nobody waits more than 3 seconds anymore)
- Looks professional (not like it was built in 2003)
- Works on mobile (over 50% of traffic is mobile now)
- Has clear calls-to-action (tell people what to do next!)
- Provides actual value (not just “Welcome to our website!”)
Customer experience is KEY. Win in this area, and you build trust. Your customers can tell how particular you are about quality from something as simple as your web interface.
Lose in this area? They’re clicking away to your competitor faster than you can say “bounce rate.”
Step 9: Dominate Social Media (Or At Least Show Up)
Needless to say, a website goes hand in hand with a strong social media presence.
This not only improves your website’s ranking (Google likes seeing you’re active and relevant), it also improves your relationship with customers.
Why Social Media Matters
Creating online communities around your business or products is beneficial in quite a number of ways:
- Open door policy – A virtual door where customers can come in, air concerns, and celebrate you publicly
- Direct impact on ratings – Especially if your customer service responds to issues promptly and kindly (revolutionary concept, I know)
- Customer encouragement – Communities help customers encourage each other to make purchases (peer pressure, but make it positive)
- Free market research – Fresh ideas from the very mouth of your target audience. How cool is that?
A Group Study by Aberdeen revealed that a strong online presence:
- Increased customer retention by about 30%
- Increased revenue by up to 55%
That’s not pocket change. That’s “buy a new car” or “expand your business” money.
It’s your call. But the data is pretty clear.
Step 10: Communication (The Glue Holding Everything Together)
Communication! The glue that holds everything together. You can ask the Earth’s magnetic field and the boundary of the sea. They get it.
Cleaning out communication lines within your organization will:
- Ensure quick response times
- Enhance efficiency
- Reduce misunderstandings
- Prevent disasters
- Keep everyone on the same page (literally and figuratively)
Practical Steps
This may include devolving power to shorten the decision-making process, especially for less pertinent issues.
Not everything needs to go through five layers of management. Sometimes Karen from accounting just needs approval to order more printer paper. Let her order the paper without a board meeting.
Clear communication channels:
- Everyone knows who to ask about what
- Decisions happen faster
- Less time wasted in “checking with my manager”
- More autonomy and ownership
Step 11: Give Employees Ownership (Make Them Care)
Nothing is harder than finding someone who can care about your business the way you care about your business.
That’s just facts. Your business is your baby. To them, it’s… a job. And that’s okay! But we can bridge that gap.
They may not match your level of interest (considering they have limited stake in the business), but a sense of ownership sure goes a long way.
How to Create Ownership
- Profit-sharing programs (they win when the company wins)
- Stock options (they literally own a piece)
- Autonomy in their roles (trust them to make decisions)
- Recognition and appreciation (public praise, awards, bonuses)
- Ask for their input (and actually implement good ideas)
- Transparency (share the company’s goals and challenges)
It’s a self-motivating factor that ensures your employees:
- Offer quality work
- Remain loyal to the business
- Actually care about outcomes
- Think long-term, not just “get through the day”
Step 12: Increase Focus (Stop the Distraction Madness)
Increase focus within your team by setting up blocks of time for specific tasks.
The Cost of Interruptions
Here’s something most people don’t realize: Distracting an employee who’s in the zone, even with a work-related question, will hurt their production rate at the end of the day.
It may seem minuscule, but the time it takes to regain focus after an interruption is REAL. Studies show it takes an average of 23 minutes to fully refocus after a disruption.
That “quick question” just cost 23 minutes of deep work. Multiply that by several interruptions per day, and you’re losing HOURS of productivity.
The Solution: Time Blocking
Set separate times for:
- Answering emails (not constantly, in batches)
- Meetings (grouped together when possible)
- Co-worker interactions (designated collaboration time)
- Phone calls (scheduled when appropriate)
- Deep work (uninterrupted focus time)
It’s also imperative that you focus on your strengths and play them up.
You can glance at your weaknesses and come up with ways to mitigate them (outsourcing, delegation, automation), but focusing on the positive always yields better results and keeps everyone in a good mood.
Nobody became great by obsessing over what they’re bad at. They became great by becoming EXCEPTIONAL at what they’re good at.
Step 13: Get an Outside Perspective (You’re Too Close to See Clearly)
When you’ve done all you possibly can, invite a trusted outside assessor to take a look at all the cogs and gears of your business.
Think of them as a business doctor. You know your body hurts, but you can’t diagnose yourself. You need someone with expertise and objectivity.
They can offer:
- Objective opinions (not clouded by emotions or history)
- Honest assessments (not worried about hurting feelings)
- Fresh perspectives (they see what you’re blind to)
- Industry insights (they’ve seen this problem before)
- Strategic recommendations (based on experience)
Take it slow and implement any new strategies with careful consideration. Don’t overhaul everything at once like you’re on a business makeover show.
Tie any loose ends and make sure all your solutions are end-to-end. Half-implemented solutions are sometimes worse than no solution at all.
The Final Truth Bomb
A business’s only hope for long-term survival is its ability to adapt to change while keeping its core values intact.
Read that twice. Tattoo it on your forehead if necessary.
The world is changing FAST. What worked five years ago might be obsolete today. What’s cutting-edge today might be old news next year.
But your core values? Those should remain steady. They’re your North Star. Your foundation. The thing that makes you YOU.
So be brave:
- Take that needed risk
- Try new things
- Experiment
- Fail forward
- Learn constantly
- Stay curious
And listen hard at what the market is saying:
- Customer feedback (even the harsh stuff)
- Industry trends (what’s gaining momentum?)
- Competitor movements (what are they doing right?)
- Data and analytics (numbers don’t lie)
- Your gut instinct (sometimes you just KNOW)
Your Efficiency Action Plan (Because Reading Without Action Is Just Entertainment)
- Introspect ruthlessly – Where are you bleeding money?
- Track everything – Data is your friend
- Benchmark competitors – Learn from others
- Automate repetitive tasks – Free humans for human work
- Delegate based on strengths – Right person, right job
- Outsource specialist tasks – Get expert help
- Network constantly – Stay connected to reality
- Optimize your website – Your digital storefront matters
- Dominate social media – Meet customers where they are
- Improve communication – Clear, fast, effective
- Give ownership – Make employees care
- Increase focus – Protect deep work time
- Get outside perspective – See your blind spots
Go Forth and Be Efficient!
You’ve got this. Your business has potential. It just needs systems, strategies, and the courage to implement them.
Stop leaving 30% of your revenue on the table. Stop working harder when you could work smarter. Stop pretending everything is fine when you know it could be better.
Efficiency isn’t about perfection. It’s about progress.
Small improvements compound over time. A 1% improvement every day leads to being 37 times better in a year. That’s not motivation. That’s math.
Bonne Chance! (That’s fancy French for “Good Luck,” but you won’t need luck, you’ve got a plan.)
Now stop reading and start implementing. Your future, more-efficient, less-stressed self is waiting.
