How to Audit Your Business Systems: A Step-by-Step Guide to Simplify Your Workflows
Can you guess my biggest pet peeve? If you have been following along for a while and guessed “inefficiency,” you are correct and should collect two hundred dollars somewhere. I cannot stand when systems and processes are just floating around with no desire for change or improvement. I get it. Everyone loves being comfortable. “It is just how it has always been.” I am here to tell you that if we all stayed the same because “it is how it has always been,” a lot of bad things would still be happening. So where am I going with this? If your business is over a year old, it is time to audit your processes and systems. You need it, your customers need it, and your employees are silently begging for it. If your business feels chaotic behind the scenes, a systems audit is probably overdue. Here is how to see what is working, what is holding you back, and what you can streamline.
Most business owners build systems reactively. A text chain here. A “we did this once and just stuck with it” moment there. Many businesses are not even writing these processes down in a place they can reference later or share with new employees. Word of mouth is not enough. A systems audit works like a wellness check for your business because it shows you what is healthy, what is lagging, and what needs to go. Since starting RML Business Operations, I have helped clients untangle messy workflows from inboxes with two thousand unread emails to projects scattered across three different platforms. All of it comes back to one goal: visibility.
“So Reagen, what steps do I take to do this?” I'm so glad you asked.
1: List every tool and workflow you use. Start by writing down everything your business uses: software, automations, spreadsheets, and even manual processes. Ask yourself:What tools am I paying for? What’s the purpose of each? Who uses it (and who doesn’t)? What problem was it supposed to solve? Think checklist of everything you are using.
2: Map out your current workflows. Choose a core process, like client onboarding, invoicing, or content creation. Document every step from start to finish. Questions to answer during this process: Who’s responsible for each step? Where does information live? Where does it get stuck?
3: Identify bottlenecks and redundancies. Look for anything slowing your business down: Steps that rely on one person, duplicate work or data entry, gaps where information gets lost, tools doing the same job. If it feels clunky or confusing, it’s a bottleneck. Awareness is the first step to improvement.
4: Evaluate what’s working vs. what’s not. Ask yourself: Is it efficient? Does it actually save time? Could someone new follow this process?
5: Simplify, then document. Once you know what stays and what goes, simplify: Combine tools where possible. Automate repetitive tasks. Create templates for recurring work. Document everything. This becomes your company’s playbook and ensures tasks can be handed off easily. Include: Purpose of the system, Step-by-step instructions, Tools used, Person responsible
6: Schedule regular system audits. Your business evolves, your systems should too. Schedule audits every 6–12 months or after major changes (new hires, offers, or software). Think of it as a business check-up: intentional, quick, and preventative.
There is no better time to audit your business than right before the new year. If it feels like too much to take on by yourself, use my brain instead. A systems audit is not about perfection. It is about clarity. Once you can see what is happening behind the scenes, you can make smarter decisions, save time, and lower your stress. Auditing your systems gives you back something money cannot buy: time, peace of mind, and confidence in how your business runs.
If you are looking at your current systems thinking, “I do not even know where to start,” that is exactly where I come in. My System Audit and SOP Setup Package helps small businesses clean up, document, and simplify their workflows so you can scale without the stress.