Optimizing Before Digitizing

Technology Can’t Fix Chaos

When a business hits operational problems, the instinct is often to buy new software. But technology, by itself, doesn’t fix bad processes. It accelerates whatever system you already have — good or bad. If your workflows are inefficient, adding technology just makes mistakes happen faster. Before you digitize, you have to optimize.

Why Optimization Comes First

Optimization isn’t about technology. It’s about getting your processes, teams, and communication in shape first. When you optimize before digitizing:
- Redundancies are removed
- Workflows are simplified
- Handoffs between departments are cleaner
- People work smarter, not harder

A McKinsey study found that companies that optimize operations before implementing new technology see 30–50% higher ROI on their digital investments compared to companies that digitize chaos.

The Hidden Costs of Skipping Optimization

If you jump straight into buying new software without fixing your operations first, you’ll face:
- Customization Costs: Systems become expensive to modify because processes aren't standardized.
- Staff Frustration: Employees resist change because the "new system" feels complicated or unhelpful.
- Error Acceleration: Bad processes get automated — mistakes happen faster and at greater scale.

Real Examples: How Optimization Made Digitization a Success

Architectural Firm: From Manual Chaos to Proactive Performance

Before:
- Scattered communication between sales, design, and finance.
- Proposal and contract preparation times averaged 60 minutes per client.
- Heavy reliance on manual submissions and chasing approvals via email.

Optimization Actions Taken:
- Developed detailed SOPs and operational manuals.
- Restructured communication flows and streamlined approvals.
- Standardized and semi-automated contract and proposal processes, cutting preparation time by 80%.
- Consolidated internal data and digitalized forms for direct submissions.

Results:
- 40% increase in workload handling.
- 50% faster project output delivery from production.
- Major reduction in internal miscommunication and task duplication.

Key Lesson: Achieved without recruiting additional team members, purely through streamlining operations. By optimizing operations first, the company transformed its service quality, delivery speed, and internal confidence — before digitizing into a live platform.

A Simple 3-Step Approach to Optimize Before You Digitize

Step 1: Map Your Current Processes
Understand how work really gets done. Identify bottlenecks, duplications, and unnecessary steps.

Step 2: Eliminate Redundancies and Re-Engineer Workflows
Simplify approvals. Standardize handoffs. Clarify roles. Document best practices.

Step 3: Build the Future Process First — Then Add Technology
Design your dream workflow without thinking about tools first. Then select technology to enhance it, not to fix it.

Final Thought: Build Strong Foundations First

Technology is a magnifier. If your processes are strong, software like Squarely will amplify that strength. If your processes are weak, software will amplify the chaos. You don’t buy operational excellence. You build it first — then you scale it. And if you ever want a second opinion before investing in new software, we're happy to help you plan it right get in touch.