Systems that capture “everything” sound great, because it’s assumed if you can document everything, you can predict everything but that’s almost never the case, and even if it were, is it really worth all the time spent? In the time you spent setting up a template and filling it out, you could have finished the actual project. 

  • Time to set up
    • Go to everyone. Ask for workflows. Get really bad estimations because every project is different. Spend a bunch of time building out these workflow charts with timelines for each step. Watch it fall apart the first time you use it. 
  • Information is inaccurate the further out you get, meaning it has to be re-done
    • Any long term assumptions are now incorrect
  • Manpower to manage systems vs doing the work
    • Instead of having people just focused on your business’s work, you have people trying to manage the system. Isn’t that why you’re using an app, to automate and simplify? 
  • No room for serendipity/other thinking
    • Don’t be a slave to process. Process = guidelines. It keeps you on track, but sometimes the project takes you in a different (better) direction.
  • Compare to grocery shopping.
    • You could use an app to track all the groceries you have, and every ingredient you use when cooking, and plan every meal in the app so that when it’s time to grocery shop, you have a list of exactly what you need. 
    • But how much time was wasted? Was there a real benefit to spending all the time cataloging and tracking vs just going to the store and getting what you need? If you’re decently organized, you generally know what you need. If you’re terribly disorganized, are you going to stick to this system? 

Systems like this make you feel like you’re in control because you have lots of information at your fingertips, but it’s fake data. It makes people feel better, but it’s not actually useful.

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