Common Business Process Mistakes (And How to Fix Them)
When you’re building a business - especially as a team of one - it’s easy to let “process” become a someday project. You’re juggling client work, sending invoices, updating your website, maybe trying to carve out some time for content. Formalizing how things get done might not feel like a priority, until it becomes a bottleneck.
It doesn’t matter if you’re scaling from solo to team or just trying to get a handle on your day-to-day, the right processes help you grow with less friction. But creating scalable process is not always intuitive.
Here are some of the most common process-building mistakes I see small businesses make, and what you can do instead.
Mistake #1: Documenting How Things Should Work Instead of How They Actually Work
I see this happen all the time; You build a process on your “best case scenario,” when your reality is always throwing curve-balls. When documenting processes, resist the urge to build around an unrealistic expectation. That’s not to say you shouldn’t have a clear idea or path to improvement, but going from no documentation to unhelpful documentation is not really a step forward.
✅ Try this instead:
Start by walking through a recent example. What steps did you actually take to deliver that client project? Where did you get stuck? Were there any “off-menu” tasks that weren’t documented but always happen? Once you have your reality on paper, you can start to create a plan for process improvement.
Mistake #2: Overcomplicating the Workflow
Process doesn’t have to mean automation from day one. In fact, over-engineering a process can be just as frustrating as having no process at all.
✅ Try this instead:
A bulleted checklist or a simple Asana template can be a great first step. Make sure every task has a clear owner, clear due date, and clear definition of done. You can always evolve the system later.
Need tools to help simplify documenting your process? Check out 5 Tools I Use to Document My Process More Efficiently.
Mistake #3: Assuming the Reader Has Prior Knowledge
If your team (or future team!) doesn’t understand why a task matters, they’re less likely to follow through or make informed decisions when things change. There may be a crucial step that feels redundant to a newbie - Give them the rationale for why it exists in the first place. They may even be able to help you find a solution!
✅ Try this instead:
Include context when you’re writing your process docs. What’s the goal of this workflow? What does success look like? How does it support a client or business outcome? Include context around any limitations or nuance that has impacted how you built the process.
Even a few lines at the top of your SOP can make a huge difference.
Mistake #4: Creating Process in a Silo
One of the biggest challenges small business owners face is trying to build process all on their own. Without a sounding board, it’s hard to know what’s missing or whether the system you’re building is scalable.
You may want to consider a fractional process improvement consultant to help you establish and document your processes. A good consultant doesn’t just give you templates, they are a thought partner. They can be a critical external perspective that helps pull you out of the weeds.
Looking for a thought partner?
I work with small businesses and start-ups to improve processes in ways that feel practical and sustainable. Whether you're just starting to map out your first SOP or refining a system that isn’t quite clicking, I’m here to help you build flexible workflows that actually support how you work. If you're curious whether we might be a fit, please get in touch!
Mistake #5: Never Revisiting the Process
Once a process is created, many small businesses treat it as “done.” But even the best systems need regular check-ins. A workflow that worked when you had three clients might buckle under the weight of 15. Or maybe a new tool you’ve adopted makes part of your old process redundant. We've all encountered that person who responds with, “That’s just how it’s always been,” when asked why something is done a certain way. Instead of settling for the status quo, take the time to revisit and refine your processes so they continue to align with your current needs and goals.
✅ Try this instead:
Build in regular process reviews, even if it’s just once a quarter. Set aside time to revisit key workflows and ask:
What’s still working?
Where are we consistently getting stuck?
What’s changed in the business since this was created?
Even small tweaks can create major time savings.
Process Doesn’t Have to Be Perfect.
Business process improvements don’t have to be fancy. They just have to be rooted in how your business actually runs, and be flexible enough to evolve. Whether you're just getting started or you’re refining systems after a growth spurt, avoid these common pitfalls and give your process a chance to work for you.
And if you're tired of spinning your wheels alone, our process improvement consulting services can help you clarify what’s working, what’s not, and what to do next.