Why Process Optimization Consulting Fails (And What to Do Instead)
The Problem with Traditional Process Consulting
A recent article on Medium argues that process optimization consulting is a waste of money and suggests companies can, and should, just do it themselves. And honestly? I get it.
If I were in the market for a process consultant, I wouldn’t want a cookie-cutter, overpriced PowerPoint deck either. I wouldn’t want an outsider coming in, gathering surface-level insights, and delivering a template that doesn’t fit my business. And I definitely wouldn’t want a strategy that relies on my in-house team to figure out all the missing pieces.
But here’s where the article misses the mark: The problem isn’t process consulting itself. The problem is the wrong approach to process consulting.
Most consultants fail because they deliver static, generic solutions that don’t account for the realities of execution. But a bad consultant doesn’t mean process optimization is useless, it just means businesses need to hire the right kind of consultant.
Where Traditional Process Consultants Go Wrong
They bring generic, templated frameworks.
➡️ They assume “best practices” will work for every business. But processes aren’t one-size-fits-all.
They assume the client already has the answers.
➡️ If the client knew the right questions to ask, they wouldn’t need help in the first place. But most businesses don’t even know where their real bottlenecks are, they just see the symptoms.
They leave businesses with documentation, not execution.
➡️ A strategy that isn’t built for real-world implementation is just a fancy report that sits on a shelf.
They rely on in-house expertise to execute.
➡️ But internal teams are too close to the problem to see the gaps in their own processes. This leads to half-baked implementation and wasted resources.
If this is what process consulting looks like, then yes, I agree it’s a waste of money. And also beautifully highlights how we are different and how our approach actually works and solves the root problems leaky processes cause.
How Our Approach Actually Works and Fixes These Problems
At the core of our work is a fundamental belief: processes aren’t just about efficiency: they’re about people. A business process isn’t successful unless it works for the people who use it; your team, your clients, and you as the CEO.
That’s why we don’t just map workflows; we design solutions that align with your business model, client experience, and leadership style. Every step must serve a purpose, support the right decision-making framework, and create a better experience… not just for efficiency’s sake, but for long-term sustainability, trust, and business growth.
A process can be efficient but still ineffective. If a system moves quickly but leads to poor client outcomes, frustrated teams, or increased churn, it’s not actually working, it’s just moving fast in the wrong direction.
Effectiveness is about achieving the right outcomes, ensuring that every step of a process leads to better results, higher retention, and long-term business growth. Efficiency, on the other hand, is about reducing wasted time, effort, and resources.
The real magic happens when these two work together: a process that is both effective (it gets the right results) and efficient (it does so with minimal friction). That’s why our approach ensures that every system we design isn’t just streamlined, it’s purpose-driven, impact-focused, and built to create lasting success.
We approach process optimization as a human-centered strategy, not a mechanical one, ensuring that the systems we build empower your team, delight your clients, and free you to lead with confidence. How we do that is:
. We’re Troubleshooters, Not Template-Pushers
We don’t come in with pre-built frameworks. We come in with better questions. Instead of assuming what works, we uncover the real pain points and tailor solutions to your business model, team, and client experience.
. We Solve Problems Clients Can’t See
Most businesses try to fix surface-level symptoms instead of the root cause. That’s why they waste time solving the wrong problems.
Our expertise? Uncovering blind spots. We identify gaps, risks, and inefficiencies that would otherwise go unnoticed.
. We Create a Playbook, Not Just a Process
Businesses don’t just need a process, they need a roadmap that shows the m who, why, how, and what to do when things don’t go as planned. Our playbooks include:
✅ The "why" behind every step (so teams understand the logic, not just the action)
✅ Decision-making frameworks (so execution isn’t dependent on leadership bottlenecks)
✅ Risk mitigation plans (so teams know what to do when things go sideways)
✅ Clear role assignments (so there’s no ambiguity on who owns what)
✅ Implementation strategies (tailored to team strengths, learning styles, and constraints)
. We Move Fast & Deliver Maximum Value
Time is money. We don’t waste months delivering a discovery report with no actionable steps. Instead, we co-create solutions with our clients in real time, making the consulting process efficient and results-driven.
5. We Have External Experts for Execution
Many businesses lack the in-house resources to implement new processes or the assets and automations that support consistency.
That’s why we partner with implementation specialists who can integrate solutions directly into your back-office systems. No guesswork. No wasted time.
What Our Clients Say (Real Results from Real Businesses)
Case Study 1: From Process Chaos to Streamlined Growth
A UX designer came to us struggling with lead generation. She had the talent but no predictable system to bring in qualified leads. After working together:
✅ She implemented a structured, high-return lead gen process.
✅ She filled her sales pipeline with ideal-fit prospects.
✅ She increased revenue, without increasing workload.
Case Study 2: Scaling Without the Growing Pains
A fractional CFO had grown her business through referrals and repeat clients, but as demand increased, her fulfillment system couldn’t keep up. Every client engagement required custom work, lots of back-and-forth, and manual data tracking. The workload was increasing, but profit margins weren’t.
After working together:
✅ Reduced delivery time per client by 50% by standardizing key workflows while keeping customization where it mattered.
✅ Created structured milestones that improved client experience, leading to better results and stronger retention.
✅ Empowered her team to take ownership of key steps, so she could step back from day-to-day fulfillment.
✅ Increased repeat business by refining her post-engagement strategy to nurture long-term client relationships.
Case Study 3: From Overworked CEO to Scalable Systems
A consultant came to us overwhelmed. She was the bottleneck in every process, handling client delivery, sales, and admin work; leaving no time for strategic growth. After working together:
✅ We streamlined her onboarding and client delivery, reducing her time spent on each client by 40%.
✅ We built a repeatable system that allowed her to confidently hire her first full-time team member.
✅ She was able to shift her focus from daily operations to higher-level business strategy.
Case Study 4: Converting Leads Without the Stress
A service-based business owner was getting leads but struggling to convert them consistently. The problem? Her sales process was inconsistent and reactive. After working together:
✅ We created a structured, repeatable process for qualifying and converting leads.
✅ She increased her close rate by 30% while reducing time spent on unqualified prospects.
✅ Her new clients hit the ground running because the sale process flowed seamlessly into onboarding and service delivery
✅ She gained confidence in sales conversations, leading to more natural, high-converting discussions.
Every client we’ve worked with has walked away with more than just a streamlined process.
They’ve gained control, confidence, and clarity in how they run their business. They experience less stress and overwhelm because they’re no longer drowning in inefficiencies or constantly putting out fires. With a structured, optimized system, they can finally step into the CEO role, focusing on strategic direction rather than daily firefighting.
For the first time, they can take a sick day or vacation without their team calling for help every five minutes because their operations don’t rely on them being available 24/7. Their clients feel the shift too: onboarding is smoother, expectations are clearer, and results happen faster. The newfound predictability builds trust and credibility, reducing scope creep while strengthening client relationships. They’re no longer scrambling for solutions beyond their expertise because they have the right resources and referrals at their fingertips.
This shift creates a ripple effect: happier clients leave better reviews, stronger referrals flow in, and conversion rates improve because prospects sense the confidence and professionalism in every interaction. With refined delivery and a clear value proposition, they feel empowered to raise their prices, improve profitability per client, and increase client lifetime value.
Ultimately, they don’t just build a better business, they build a business that works for them instead of consuming them. Their processes, people, and profitability are aligned, allowing them to scale sustainably without sacrificing their sanity.
Final Thoughts: The Right Kind of Process Consulting Exists
The Medium article is right about one thing, most process consulting is a waste of money. But that’s not because process optimization is unnecessary.
It’s because most consultants don’t know how to do it right. The right consultant:
✅ Customizes solutions instead of selling templates.
✅ Asks the right questions instead of assuming answers.
✅ Builds execution plans instead of delivering reports.
✅ Uncovers blind spots instead of relying on in-house expertise.
✅ Moves fast, works collaboratively, and delivers high-impact results.
If that’s what you need, let’s talk.
📩 Email me or book a consultation here to start the conversation.
Make it a great day!
Danielle 🤘🏼
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