How to organize your business to master productivity and execution

You’ve probably already heard a thing or two about Budweiser, Heinz or Burger King. But have you ever thought about what do these companies have in common?

Besides being managed by the same group and known for its worldwide success, they follow the same philosophy and management method focused on high efficiency.

What’s the secret behind this methodology? As I once heard from professor Vicente Falconi (one of the management gurus behind this group of successful companies): “Strong businesses have strong processes”.

I consider myself to be particularly curious and passionate for good management – so much I’m the founder and CEO of a startup focused on helping people be more organized and lately I’ve been wondering:

Is it possible for a growing business to have the same level of productivity and efficiency of those renowned companies?

After studying this subject for years I can safely say that yes, it’s possible.

Not only have I seen many of our customers here at Pipefy, both small and big companies, obtain such level of excellence but I’d go even further and say that it’s actually easier for growing businesses.

With a few relatively simple adjustments and the right approach any operation can become more competitive.

When a company is just beginning, it’s even easier to find leverage points that can double or triple the efficiency and quality levels to help you master productivity and execution – mostly because there are less points to look at than you’d have at an older, bigger company .

Unlike large corporations, responsible for coordinating thousands of people, all you have to do is take the first right steps towards the right path.

These low hanging fruit are very easy – and cheap – to achieve, all you have to do is use the right approach.

Here are 5 essential tips you should always keep in mind when it comes to your company’s productivity and execution:

Processes are very, very different from projects

Projects are finite: they have a beginning, middle and end. Projects are unique and must come to an end at some point.

Processes are continuous: they’re cycles, happening over and over. Once you get to the end you go back to the beginning and start it all over again. Also, the more you execute it, the more you learn about it and improve it.

Your company doesn’t have to be bulletproof, only “people proof”

Yes, it is true that people are every company’s most precious assets so I understand if you’re wondering what does it mean to be “people proof”.

In order for your company to be an actual competitive business, it’s essential that the organization, goals and methods of execution exist outside people’s heads in a format available for everyone to use.

You can’t have one activity relying solely on one person (or a group of people) to be executed, everyone must have the resources and instructions to do anything, anytime. It’s sad but (very) true to say that no one can be irreplaceable when it comes to execution.

The truth works a lot better than your imagination

Managers tend to map processes the way they wish they could be instead of how they really are. That’s a mistake you don’t want to make.

It doesn’t matter whether a process is simple and still isn’t perfect in your point of view. The existing process is the one you’ll have to map and monitor in order to improve it and get it closer to what you consider to be ideal.

Focus on one thing at a time

First of all, always remember that when you decide to implement a new process or change an existing one you’ll be taking people out of their comfort zone. That can make people feel fear, have questions and uncertainties which can consequently cause resistance.

By implementing one change at a time you’ll be able to gather success cases that can be used as leverage when convincing the team to make additional changes.

Keep your team on autopilot

Changing your approach and standardizing the most common activities can and will certainly help you guide your team into a more efficient and autonomous execution with processes and playbook.

The most important lesson here is that a team cannot depend on a manager to work. If whenever the manager is not around to keep things going your operation stalls, that means your processes aren’t working as they should and you should revisit it to find out what’s not working properly.


To help you improve your business’ competitive edge even further, I’ve put together a series of step-by-step articles here on Pipefy’s Blog:

Here’s a sneak peak of one of the articles of this series:

efficient process make a baby 2.0

“The simpler and more intuitive the representation of a process is, the bigger the possibility of people understanding it and, consequently, executing it more efficiently with a bigger chance of achieving the expected end result.

If you feel the need to be more specific in order to ensure the process’ execution, stick to this easy to understand and memorize approach.”

The content of this post was adapted from the original post on Medium.

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Written by Alessio Alionço, Tech Entrepreneur | 5+ Years Product Management | Founder & CEO of Pipefy, founder of Acessozero (acquired) | An addicted on technology, books and sports.