How to Fix Broken Workflows and Improve Team Efficiency
Running a business together isn’t all rainbows and seamless collaboration. My wife Rachel and I know this firsthand. We’ve had our fair share of miscommunication, mounting frustration, and unexpected tension—some moments more humbling than others.
But here’s what we realized in those moments of clarity—we weren’t the problem. Our workflow was. Once we reassessed our strengths and switched roles, everything clicked. That shift became a turning point in how we manage workflows, team dynamics, and even our own partnership in business.
This post isn’t about fixing people. It’s about fixing systems. Through these lessons, you’ll learn how to fix broken workflows, align team strengths, and build a culture that actually works.
Why the Issue Is Rarely a People Problem
When things feel off in a business, it’s easy to assume someone’s at fault. But more often, the real issue lies in unclear roles, poor systems, or lack of open communication, not the people themselves.
One weekend, Rachel and I were out driving around, doing something we usually enjoy—taking photos together. She was behind the wheel, and I was in charge of the camera. But it just wasn’t working. We kept missing good spots, I was fumbling with the settings, and the whole thing started to feel frustrating.
It wasn’t a lack of effort. It was a mismatch in roles. So we switched. I took over driving, and Rachel took the camera. Instantly, everything flowed better. She got the shots we needed, and I could focus on the route. The shift was simple, but it made a huge difference in our teamwork skills and energy.
Here’s something I’ve learned as a team leader: sometimes you’ve got the right person, and they’re fully willing to do the job, but they’re not set up to succeed. Fixing workflows starts with believing the best in your team members, then figuring out where the system is getting in the way.
The Power of Simple Changes
During that day when we were out driving, the moment we switched roles, everything improved. Rachel captured the shots we needed, and I zipped us from one location to the next. Energy levels went up, and frustration dissolved.
This experience is a small example of what successful teamwork can look like. Sometimes, all it takes is switching roles based on what people are good at. Even small changes to how you collaborate can make a big difference in team performance. Before reassigning tasks or making sweeping changes, try making a few thoughtful adjustments first.
Think of it as a leadership tool. Test, pivot, and observe. Always lean into opportunities to realign roles and workflows. When you encourage team members to work from their strengths, collaboration flourishes.
How to Spot Difficult Workflows That Hurt Team Efficiency
Broken workflows often show up in familiar patterns. If you see any of these red flags, it’s time for a closer look at your systems:
- Constant miscommunication or repeated mistakes
- Recurring tension between team members
- Low energy or visible resistance during recurring tasks
- Role confusion or unclear responsibilities
The key mindset shift here is simple but powerful: “Blame the system, not the person.” By focusing on system issues instead of pointing fingers, you create an environment where employee engagement and honest feedback thrive.
If this leadership approach resonates with you, I highly recommend Clockwork by Mike Michalowicz, a book built around optimizing systems to prevent business bottlenecks and improve team productivity.
Use Regular Check-Ins to Improve Teamwork
Understanding where things are breaking down starts with engaging your entire team. That’s where our “S-Curve Check-In” comes in. It’s a 20–30 minute conversation that helps us understand where each team member is in their growth cycle, whether they’re learning something new, gaining momentum, or feeling stuck.
During the check-in, we ask about:
- How they feel about their role
- Their professional and personal goals
- Any challenges they’re currently facing
This simple tool helps identify support needs, provide consistent feedback, and encourage ownership. It’s also a great way to track progress and keep the team aligned with overarching company goals. Clear expectations and constructive feedback go hand in hand with team success.
Build on Strengths for Effective Teams
To truly improve teamwork and fix broken workflows, start with strengths. For us, the CliftonStrengths test from Gallup was a game-changer. It revealed how Rachel’s eye for detail aligned with creative work, while my natural focus on big-picture problems excelled in planning and operations.
When individual team members work based on their strengths:
- Team collaboration becomes easier
- Trust replaces blame
- Productivity rises
- Employees feel valued and more engaged
Whether you’re managing remote teams or in-office employees, understanding individual performance and encouraging professional development are essential for long-term team success.
For hiring or managing teams, ask yourself this critical question: Are you assigning tasks to a strategist (visionary, big thinker) or an implementer (detail-focused executor)? Knowing who fits where can improve communication and prevent unnecessary meetings that stall progress.
| Role Type | Strength Traits | Common Pitfall |
| Strategist | Big picture, visionary | Doesn’t always execute |
| Implementer | Task-oriented, consistent | May lack strategic vision |
Start small by conducting a strengths audit of your team. You’ll be surprised by how much this clarity transforms dynamics.
Early Conversations Prevent Disengaged Employees
Feedback matters, but timing is crucial. Don’t wait until frustration has festered into full-blown burnout. Create space for team meetings where your people can speak up.
Rachel and I learned this firsthand. Years ago, she’d voiced an opinion about a direction we were taking and felt dismissed. The result? She stopped sharing valuable insights. That experience showed us the value of honest feedback and fostering open communication.
Ask your team regularly:
- What’s working?
- What’s not working?</l i>
- What ideas do you have?
The goal is to create a feedback loop where ideas and concerns are openly shared. When employees feel heard, it improves job satisfaction and encourages collaboration that benefits the entire team.
Keep It Simple to Improve Productivity
Sometimes, fixing a workflow isn’t about grand gestures. It’s about asking one simple question over and over again: “Is this the easiest way to do this, or just the way we’ve always done it?”
For example, after reevaluating how we handled our photoshoot logistics, our future projects became simpler and more efficient. Fewer redundancies, clearer communication tools, and smoother teamwork.
Simplicity in workflows increases team efficiency, reduces confusion, and supports long-term organizational success. It also helps align individual efforts with the same goal—delivering great work as a successful team.
Build Systems That Grow with Your Company Goals
Businesses evolve, and so do teams. Roles will shift, new hires will join, and fresh challenges will emerge. To stay effective, you need systems that grow with your company goals. Think of workflow optimization as a continuous process, not a one-and-done fix.
The most effective teams thrive on transparency, clear direction, and inclusion. That’s the foundation of an inclusive work culture where different backgrounds and new ideas are welcomed, and where team members understand how their work connects to the bigger picture.
Empathy, systems thinking, and great leaders are the foundation of collective success.
Want to Learn More?
If you’re intrigued by this process and want to dig deeper, check out Episode 85 of Babies & Business Podcast, where Rachel and I unpack these lessons in full detail.
Looking for something actionable? Try scheduling your first regular S-Curve check-in or running a quick strengths audit with your team this week. Whether you’re managing remote teams or in-office crews, these small steps can improve collaboration and boost employee satisfaction.
We’d love to hear what you discover. Feel free to reach out anytime at hello@babiesandbiz.com.
