I help companies define "HOW" they operate and eliminate the process void.
I am Sayen's Workflow Activation System has helped over 100 Specialty Trade Contractors define and refine their Operations. Through process visualization, we identify how the work gets done so that you can remove bottlenecks, define roles and responsibilities, and optimize your software which gives you a scalable foundation for growth.Are you ready to give your employees the clarity they need?
Do the same problems get worse as sales increase?
This is a sign that your current processes aren't scaling effectively, leading to bigger problems despite increased revenue.
Are your projects stretching you thin?
Without standardized processes, you're constantly firefighting, juggling tasks and leaving your team running in circles.
Are you the bottleneck for information and approvals?
Constant interruptions signal a lack of clarity in your team's roles and highlight the need for better process definition.
Most Contractors face the same problem.
Lack of clarity on "HOW" they operate
When your business is growing fast, it’s easy to overlook the need for solid, scalable processes.Then one day, someone takes a vacation, gets sick, or leaves unexpectedly, and suddenly everything grinds to a halt and you realize that your business has a Process Void.It’s stressful, it's frustrating and feels like you have to start over.You’re left scrambling because no one has the time or knows where to even start when it comes to capturing, improving and documenting your processes and it's costing you more money than you think.Without standardization, daily miscommunication occurs, costing you an average of $12,000 per employee, per year. With just 8 employees, that’s $100,000 in lost profit you're losing annually.Something as simple as miscommunicating a PO to the Purchasing Department causes the wrong product to get ordered which then delays your project and now your paying expedited shipping fees to get the project back on track all of which is a direct hit to your profitability.And then every time you go through your warehouse, you see the pile of incorrect custom orders that can't be returned, each mistake, a painful reminder that the process is broken.How much more do you have to sell to cover those losses?This “process void” is holding your company back. It keeps you stuck in a cycle of constant firefighting, where selling more only adds more strain on an already overwhelmed operation.
3 Ways an unclear "HOW" is disrupting your operations
Reactive Crisis Management
Without rules in place, this is an everyday occurrence. You are forced to be managed by exceptions instead of managing them. This leads to employee burnout, disappointed clients, and major profit leaks, costing you tens of thousands of dollars.
Employees operating in silos
When organizations grow on the backs of engrained, “homegrown” processes, employees operate independently with their own “process,” because they lack a better approach.
Software misaligned with process
Without a process, your software is useless. Software is a tool that can make your process more efficient, but without visibility into the who, what, how, and when inside your company, you have no way of selecting (or setting up) the right business software and stand very little chance of installing a tool that makes your life easier.
To define and refine your "HOW", you need to...
Identify blindspots and fix bottlenecks
When the same problems keep happening every month, how do you get to the root cause? When you have the right lens to see your Operations process through, it’s easy to see where and why areas are breaking down, allowing you to create solutions to prevent them from happening in the future.
Align your team roles, responsibilities, and set expectations
How do you get your team aligned on process? Developing them in isolation doesn’t work. Instead, capture and redesign your processes together. This collaborative approach ensures everyone contributes, fostering a shared commitment to follow the agreed-upon processes.
Optimize your software implementation
What’s the magic software to run my business? That doesn’t exist. By capturing your high-level Operations process, we can use that framework to implement software that’s aligned with your process to truly increase efficiencies by automating manual tasks and improving communication and ultimately, reduce your Tech Stack!
Build an employee training and onboarding plan for scaling
“Why are they doing it that way?” Many companies hire skilled employees, but without proper training, they may develop 'bad habits' due to knowledge gaps. To prevent this, it's crucial to train new hires on applying their skills within your company's context. A visual workflow eliminates the knowledge gaps and brings clarity to how the work gets done.
Here's how my Workflow Activation System works
Strategy
We start with a comprehensive Process Assessment to evaluate how your business currently functions, looking at your internal operations, employees, systems, and software. By identifying the waste, inefficiencies, knowledge gaps and software gaps we can develop a strategy on where to start and where we can make the biggest impact immediately.
"We have officially eliminated the Grey Area"
Todd De Angelis - CEO/Founder at SignalsAV
Activation
Next, we activate your workflow through weekly meetings to ensure that your team is aligned and on track through a series of Project Status Reviews. This allows us to understand where progress is being made and where we need additional improvements like employee training, standards and supporting documentation.
"Our meetings shed light on so many areas we frequently stumbled over in our daily business. Once we had the obstacles identified, and you helped us define a course of action for each, we felt better about our ability to handle the tasks ahead as a team."
Jimmy Paschke - VP of Sales & Marketing at Apex Technologies
Optimization
In this phase, we optimize your processes for maximum efficiency and use Root Cause Analysis tools to pinpoint opportunities for additional improvement. This will help us implement the necessary changes through additional process documentation, skills or job training, role refinement, or software optimization.
"Our workflow has become the defining resource for when a team member has questions on what happens next or who is responsible for taking the next action"
Chase Mosman - General Manager at Integration Controls
Expansion
Now our focus shifts towards achieving growth and scalability by pinpointing the essential steps needed to scale your operations effectively. This involves identifying priorities like refining employee onboarding/off-boarding processes and strategizing new business development initiatives. The goal from the beginning is to enable you to do more with your existing resources, so that sales is no longer a burden on operations.
"The results were immediate and substantial. Our team was able to work more efficiently and effectively, allowing us to focus on what really mattered - growing our business."
Nick DeClemente - Founder at Elevated Integration
What can I expect?
Operations Blueprint
Every organization needs a single source of truth that will help identify where, why and how things broke down. We create a document that allows you to quickly identify the issues and develop a process and a system to prevent it from happening again.
Weekly Meetings
My job is to ensure continuous improvement and, through weekly meetings with your team, we will work "On" the business together, driving engagement forward and solving problems from the very first session with your team.
Supporting Documentation
We will eliminate the Process Void by developing the Standard Operating Procedures, Checklists, and Instructions your team needs to perform their tasks efficiently and effectively. These will serve as a foundation for building out a training and onboarding plan in addition to supporting your Project Management Software and Quality Control.
Collaboration Space
Leveraging Google Drive, we create a collaborative workspace where your entire team can access and contribute to our shared documents, ensuring everyone stays aligned and engaged throughout the process
Async Collaboration and Accountability
Through a private Slack channel and Slack Lists, we facilitate ongoing conversations, address challenges in real-time, and keep your team aligned and accountable, ensuring we don't have to wait for the next meeting to get answers and keep progress moving forward.
Hi, I'm Jason.I’m a Lean Six Sigma Blackbelt and Process Architect that helps companies redefine "HOW" they operate by changing the status quo and eliminate the Process Void. I bring clarity to your employee’s roles and give them a defined process to follow using my Workflow Activation System.I spent over 30 years in Luxury Consumer Electronics working with Specialty Trade Contractors and I often saw them struggle with maintaining the levels of profitability that they needed in order to scale their business due to the Process Void that was costing them tens of thousands of dollars a year.As their businesses grew, they hired employees who built the company on the backs of ad hoc processes which lead to founders losing visibility into their operations. Now, they rely on insufficient documentation, outdated processes, fragmented communication channels, approval bottlenecks, and a heavy reliance on tribal knowledge.Through Process Visualization, I'll give you the right lens to visualize "HOW" your company functions so that you can identify bottlenecks, preserve tribal company knowledge, standardize operations and communication, align your team on roles and responsibilities, create a blueprint for software optimization, and strategize a training and onboarding plan for scaling.All of which allows you to maximize your business opportunities AND KEEP MORE OF THE MONEY YOU MAKE!
What else do I need to know?
How much does it cost? - Engagements start at $5000.
How much time should I dedicate to this? - 60 - 90 minutes per week for at least 3 months.
How long will it take to see results? - My clients see an impact after the first meeting and their employees walk away ready to embrace change.
Is this only for Specialty Trade Contractors? - No. While I spent over 30 years in the Luxury Consumer Electronics Manufacturing Industry, I have clients around the globe in Fintech, Franchising, Investment Banking, Financial Lending, Window Manufacturing, Renewable Energies and more. All of these companies scaled rapidly and failed to implement processes to support their growth so if any of this resonates with you, book a call.
How do I know if this is right for me? - If miscommunication and constant firefighting are costing you time and money, it’s time to take control.
