Why do we keep doing things the way they’ve always been done?
Picture this scenario. A company continues to require three tiers of approvals for petty budget changes. When asked why, no one remembers. After all, it’s been that way for years. Through further investigation, it’s uncovered that this process originated as a response to a single compliance error from over a decade ago—a need that has long ceased to exist. Meanwhile, this outdated workflow wastes countless hours every week.
This is just one example of how workflows, designed to address past challenges, often outlive their usefulness and stifle efficiency. Welcome to the concept of workflow archaeology—a strategic methodology for uncovering the "why" behind entrenched processes to identify inefficiencies, break bad habits, and align workflows with current business goals.
Organizations are dynamic by nature. Yet, workflows often remain static, creating a disconnect between a company’s evolving needs and the systems supporting them. Workflow archaeology gives decision-makers the tools to bridge this gap.
At its core, workflow archaeology aims to trace the historical origins of existing processes to understand why they were created in the first place. The goal isn’t just to unearth inefficiencies but to understand and evaluate whether those processes still serve your organization.
Legacy workflows often fly under the radar, yet their costs—financial and cultural—are significant.
Outdated processes can create bottlenecks and redundancy. For example:
The mindset of "this is how we’ve always done it" can stifle innovation and adaptability. Employees often hesitate to question processes if they feel the systems are untouchable.
Legacy workflows suppress agility, hindering the organization’s ability to adapt to new technologies or market changes. Overly rigid processes are especially damaging for startups and midmarket businesses trying to scale quickly.
How can organizations excavate and assess their workflows? A structured audit is the first step.
Document every step of a process from start to finish. This provides a clear view of what’s in place and ensures no step is overlooked.
Use historical records, employee interviews, and even old system logs to identify when and why each workflow step was originally implemented.
Compare the process’s initial purpose to present-day goals. Ask:
Once inefficiencies are identified, the next step is redesigning workflows to align with modern objectives.
Look for:
For example, in one organization, a redundant three-tier approval process was removed entirely after uncovering its irrelevance, saving 20 work hours weekly.
Redesign processes while ensuring operational continuity:
Inefficiencies can creep back over time. Regularly review workflows to ensure they stay aligned with organizational goals.
Identify a critical, high-impact process as your starting point. Success here can serve as a blueprint for analyzing more workflows.
Involve representatives from all levels of the organization who interact with the workflow. Their diverse insights will provide a more complete understanding of inefficiencies.
Focus your resources on workflows with the highest potential for improvement, whether in terms of time saved, costs reduced, or customer experience improvements.
Organizations employing workflow archaeology often see:
For example:
Workflow archaeology offers a strategic solution for any organization struggling under the weight of inefficient legacy processes. By uncovering the origins of outdated workflows and strategically redesigning them, companies can streamline operations, reduce costs, and adapt to modern challenges.
It’s time to stop doing things the way they’ve always been done. Conduct your first workflow archaeology audit today and start transforming your operations one process at a time. The rewards—in efficiency, innovation, and employee satisfaction—are well worth the effort.
