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So, You Inherited an Inefficient Operation? Here’s How to Fix It.

, | November 16, 2021 | By

You’re stoked for this week.

Today is the first day in your new role for a new organization.

You’ve been waiting for this moment for several weeks.

No more waiting!

You did it.

You sit down at your new desk, in your new office, and take a sip of tea out of your new motivational mug.

“This is going to be awesome,” you murmur to yourself.

You call your operations manager to give you the details on all the processes.

You’re not wasting any time getting started.

Shari picks up the phone.

You ask her where to log into your real-time communications platform and where the internal process can be reviewed.

“Uh, we just know what to do,” she replies.

“We use some different tools to manage different parts of the operation,” Shari continues over the phone.

You pause to catch your breath.

“You what,” you exclaim.


You don’t even know what to say.

There are many problems with this.

Do you see them?

You know you have to handle this immediately.

Your excitement quickly turns into anxiety.


You’ve inherited an inefficient operation.

So, what are you going to do?

A lot of options begin running through your mind.

One includes packing your motivational mug into its recently unpackaged box on your floor and walking out the front door.

But, you’re a proactive leader - you’re not going anywhere!

Here’s an opportunity for you to turn this inefficient and reactive operation into a proactive one.

Let’s do this.


We get it; this circumstance is a frustrating one for you.

Most people would throw in the towel.

Not you, though.

You recognize this as an opportunity to make a difference.

Yes, it wasn’t what you expected, and now there is a lot more pressure on you to step up.

But you’re a proactive leader and this property matters to you.


From the building to the people in it, you’re determined to change how things are done across all operational units.

You’re dealing with this no matter what it takes.

And, you’re starting today.

Are you ready?

Here’s how to fix it: Proactive Operations.


One of the first things you’ll notice after inheriting this new operation is the lack of, well, anything in place.

  • No defined processes
  • Limited communications technology
  • Antiquated tools for managing operational functions

You need to be worried when your operations manager tells you they “just know how to do things.”

That’s not an acceptable response.

But, the unfortunate truth is that many operations don’t take the time to get everything together.

Does that sound familiar?

It might.

But, you’re reading this article, so you’ll be in good shape before you know it.

Together, we’ll get you out of this unfortunate state of operating using the Proactive Operations methodology.

Here’s what you need to know (and have in place) when you’ve taken on the enormous task of turning an inefficient operation into an efficient, effective, and proactive one:

  1. Strategy
  2. Infrastructure
  3. Technology

1. Strategy

Inefficiency tends to be systemic throughout an entire enterprise.

All aspects of your operation will fall short.

That’s why you must first address your strategy.

  • What is your purpose as an operation?
  • What resources do you need to have in place?
  • Do you have real-time communications in place that allow you to communicate need-to-know information at the speed-of-type™?
  • How will personnel communicate?
  • What are the protocols for handling issues, incidents, customer requests, and operational tasks?
  • What data do you need to capture to make informed decisions?
  • How will you reduce your risk?

Some of these questions are vague for a reason.

There is a lesson here.

Your strategy is the high-level view of your operation.

You need to outline it and get very detailed in each area.

For example, when reviewing how personnel will communicate, what do you think you must address here?

We can tell you that you should understand:

  • Who your supervisors are and their direct reports
  • Where these vital employees are stationed
  • The physical flow of information throughout your operation. Will personnel be static, mobile, or a combination of both?
  • Will technology, such as mobile apps, be used by all staff to communicate critical information?

Do you see what we mean?

This exercise alone will change your operation for the better – and almost instantly.

2. Infrastructure

How will you organize your personnel for efficient communication?

  • Do you have individuals all over the globe, managing many different functions?
  • Is your staff at one location but operating from within various departments?

Determine how you want everyone to communicate.

Then, design your operation in a manner that streamlines the flow of information.

Doing this will optimize how information is communicated and will also ensure essential details do not slip through the cracks.

Put an infrastructure plan in place, so everyone in your organization knows how to communicate what and to who.

Don’t worry, though.

It will change as your needs do.

That’s a good thing because that means you’re continually improving.

3. Technology

Real-time communication is necessary for real-time information.

That’s why we tout the importance of being able to do so at the speed-of-type™.

You don’t have a choice nowadays.

Customers expect an immediate response, and criminals are advancing their efforts to threaten your operation every day that passes.

You can’t be operating at internet speeds.

You have to manage issues, incidents, customer requests, operational tasks, and all other activities with maximum efficiency and speed.

How do you achieve this?

You need a real-time communications platform that affords you the ability to manage everything occurring on your property without delay or error.

Now, you’ve not only fixed the inefficient operation you’ve inherited – you’ve maximized it.

Welcome to Proactive Operations!


Getting an inefficient operation “dumped” on your lap can be demotivating. But, you’re a proactive leader, which means you need to move away from that thinking.

You have an opportunity to change the future of your operation, team, and the customers on your property for the better. Take action.

What follows is your intense focus to define your strategy, build a communication infrastructure, and deploy a real-time communications platform that makes efficiency inevitable.

By employing Proactive Operations across your organization, you’ve immediately created an environment of efficiency. Do you see it?

So, are you ready to make a fix that your successor will be thrilled to inherit?

Editor’s note: This post was originally published in March 2018 and has been updated for comprehensiveness and freshness.

Learn how to make the not-so-giant leap to Proactive Operations

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