This three-part series is about giving you practical, actionable steps to transform how your firm operates—so you can reclaim your time, empower your team, and focus on what really matters. Each article will focus on one key area to help you and your team free up capacity.
Most of us have had the experience of feeling stuck in our practices, but the day-to-day demands of serving clients often leaves little time to make improvements. In building my own practice, I made every mistake you can imagine: pricing too low, working with clients who weren’t a fit, not having the right systems, and trying to do it all myself. It was through those challenges that I discovered how to create a practice that is profitable and fulfilling.
Bottom line: It is possible to build the capacity to breathe, first. Then, when you’re ready to grow, you can create lasting systems that deliver the kind of value you know your clients want and need.
Let’s first address why freeing up capacity is such a great goal for firm owners.
The hidden cost of capacity
At its core, the capacity challenge isn’t just about time; it’s about the mental and emotional toll of constant busyness.
Due to the pressure of deadlines, year-end processes, and busy season workload can seem relentless, there’s little room for error, placing a heavy weight on you and your team. It's not surprising that some team members may feel stressed and are possibly at risk of burning out.
It is also very difficult for you to think strategically and see the bigger picture when you are under constant deadlines. You are just too busy doing the work itself.
The emotional cost of this is very real. You may feel frustrated, exhausted, and perhaps even guilty. You know what you really want to be providing for clients and how you want to feel each day when you go into work, but daily fires derail you from making the necessary changes.
It's not hopeless! You just need a strategy. The great news is that it doesn’t have to be done all in one go. If you improve just 1% every day, in a very short space of time, you’ll start to feel the difference. Small gains stack up!
The first step to freeing up capacity in your firm is to streamline your workflows.
Why streamlining is key to breathing space
Streamlining isn’t just about efficiency; it’s about reclaiming the headspace to think, plan, and lead. A well-structured workflow does more than save time; it transforms how your firm operates.
Let’s look at some of the benefits:
- Well-structured workflows create consistency: Everyone on the team knows what to do, how to do it, and when it needs to be done.
- Workflows reduce errors: With clear processes in place, you can minimize rework and avoid costly mistakes.
- Workflows empower your team. When workflows are intuitive and repeatable, your team can operate independently, freeing you to focus on strategy or the work you enjoy the most.
Streamlining is the foundation for creating a sustainable firm that serves you and your clients.
The path to streamlined success
Let’s dive into how you can transform your workflows, step by step.
Step 1: Audit your current processes
Before you can improve, you need to understand where inefficiencies exist.
Map out your year-end and month-end workflows. Write down every step of your current process, from gathering client data to finalizing the financial reports.
Identify bottlenecks:
- Are there tasks that consistently slow you down?
- Are there points where errors or delays are common?
- Are there areas where the same documents have to be touched more than once?
- Ask your team for input. They can provide valuable insights into what’s working and what’s not.
Choose at least one workflow that is ripe for streamlining, then document the new process and ensure the team is trained.
Example: One firm discovered that 20% of its year-end process was spent chasing missing client documents. By implementing automated reminders, they saved hours per client.
Step 2: Standardize and simplify
Once you’ve identified inefficiencies, it’s time to create standardized workflows.
Start by developing a firm-wide checklist that includes every step of the process to ensure nothing gets missed. Add links to each template you’ve created. You may choose to add visual aids such as flowcharts or dashboards for clarity.
Next, eliminate unnecessary steps and bottlenecks. Ask, “Is this task adding value?” If the answer is no, cut it.
Document everything and train your team. Make sure everyone understands the new process and has the tools they need to follow it.
ProTip: Do your clients know the rigorous steps you go through when completing their work? After realizing our clients didn’t know what we did with their records, we started communicating to all our clients how we went through a “31-point peace of mind checklist” to help them understand the value we actually provide. It’s very similar to a car service checklist to help understand what work has been done because it’s not always visible.
Step 3: Automate where possible
Automation is your secret weapon for reducing manual, repetitive tasks. Data collection, task management, and standardizing through templates are key areas to focus on first.
By leveraging cloud-based tools to automatically collect, import, and categorize client data, your staff will save hours per engagement each month. Creating and using standardized templates will save time and ensure consistency across the team when the work is actually being done. Investing in a workflow tool that tracks deadlines, assigns tasks, and provides visibility into progress will keep everyone on the same page.
Again, it's OK to start small! You can choose to automate just one process at a time, measure the impact, and build from there. If you aim for only a 1% increase in efficiency every day, you’ll completely transform your practice within a short period of time because small gains stack up.
Avoid the trap of starting on step 3. You need the processes nailed down before automating. Otherwise, you may find automations are constantly changing, which eats up much more time, especially when they go wrong.
Bonus Step 4: Foster a culture of continuous improvement
Streamlining isn’t a one-time fix; it’s an ongoing process.
You’ll want to regularly review workflows by scheduling quarterly check-ins to assess what’s working and what needs tweaking. In these check-ins, make sure to encourage feedback. A safe space to suggest improvements will go a long way to making staff feel heard.
Be sure to always celebrate the wins no matter how small. When a new process saves time or reduces stress, acknowledge it and share the news with the entire team.
The results you can expect
By streamlining and standardizing your workflows, you’ll achieve more than just time savings. Most practitioners I know who have been through this process report they now have breathing space. They have fewer late nights, less stress, and more time to focus on what matters most.
The team feels empowered, confident, and takes ownership of their work. And with the capacity you’ve created, when you’re ready, the firm can start offering scalable, repeatable advisory services that drive real value for your clients. Streamlining your processes might seem like a daunting task, but the rewards are worth it. By taking small, deliberate steps to simplify and optimize your workflows, you’ll reclaim the time and energy you need to lead your firm with purpose.
Imagine what your practice could look like with fewer late nights, happier clients, and the capacity to grow. The journey starts here, one streamlined step at a time.
Before you do, what’s one part of your month-end or year-end process that could be streamlined today? Take the first step, and see how quickly the impact adds up.
Take this quiz to get more know-how and see your next step to freeing up more capacity in your firm, and read part two of this series, "How to stop scope creep before it stops you," and part three, “The firm capacity game changer: Grading your clients.”
