Strategy 3: Simplification

What is Simplification?

Simplification means eliminating unnecessary steps, reducing complexity, and removing barriers that don't add value to the end result.

Process Mapping Exercise

Step 1: Map Your Current Process

Choose one process that feels inefficient. Map out every single step:

Step # What Happens Who Does It Time Required Tools/Systems Used
1        
2        
3        
4        
5        

Continue for all steps...

Step 2: Question Every Step

For each step, answer these questions:

The Seven Critical Questions

Step # Essential? (Does it add value to outcome?) Redundant? (Duplicates another step?) Could be combined? Approval necessary? Could be eliminated? Who added this step and why? What breaks if we skip it?
1              
2              

 

Simplification Decision Framework

For each step, ask:

  1. ELIMINATE: Can we remove this step entirely?
  2. AUTOMATE: Can technology do this?
  3. DELEGATE: Can someone else do this more efficiently?
  4. SIMPLIFY: Can we reduce the complexity?
  5. KEEP: This step adds necessary value. Document why you're keeping it.

Common Sources of Unnecessary Complexity

Approval Chains

  • Are all approval levels necessary?
  • Can approval thresholds be raised?
  • Can some approvals be done in parallel instead of series?
  • Are people approving things outside their expertise?

Documentation

  • Are we collecting information we never use?
  • Are forms overly complex for their purpose?
  • Is the same information requested multiple times?
  • Could digital forms replace paper?

Meetings

  • Could this meeting be an email?
  • Are all attendees necessary?
  • Is the meeting frequency appropriate?
  • Does the meeting have a clear purpose and agenda?

Handoffs

  • Can the number of handoffs be reduced?
  • Are handoff expectations clear?
  • Is information lost during handoffs?
  • Could one person handle more of the process?

The "Sacred Cow" Test

Many inefficient processes persist because "we've always done it this way."

For any process you're examining:

  1. When was this process created? _____________
  2. hat problem was it originally solving? _____________
  3. Does that problem still exist? ____________
  4. Have circumstances changed since then? _____________
  5. If we were starting from scratch today, would we design it this way? _____________

If the answer to 5 is "NO," you've found a simplification opportunity.

Before & After Process Worksheet

Process Name: _________________________________

Current Process:

  • Number of steps: _____
  • Number of people involved: _____
  • Total time: _____
  • Pain points: _________________________________

Simplified Process:

  • Number of steps: _____
  • Number of people involved: _____
  • Total time: _____
  • What was eliminated: _________________________________
  • What was combined: _________________________________
  • Expected improvement: _________________________________

Testing Plan:

  • Pilot with: _________________________________
  • For duration: _____________
  • Success measures: _________________________________

Red Tape Reduction Checklist

  • Identified all required forms/paperwork
  • Verified each requirement is still legally/operationally necessary
  • Combined similar forms where possible
  • Eliminated fields that collect unused data
  • Reduced signature requirements
  • Implemented digital signatures where possible
  • Created clear instructions to reduce back-and-forth
  • Set up auto-fill for repeated information