Streamlined Workflows From Chaos to Control (Episode 20251120)

Many instructors find that repetitive tasks and disorganized processes distracting. Take control by looking at recurring tasks to spot bottlenecks, simplify processes, and identify opportunities to automate steps to improve efficiency. Workflow mapping can help streamline any process for smoother operations and less stress.

Tasks that are easy to streamline are:

• Email management
• Social media publishing
• Client registration
• Lesson planning
• Event planning

• Which recurring tasks consume the most energy?
• Where do bottlenecks or inefficiencies occur and which steps could be simplified?

Activity:
Map one recurring task from your teaching practice (see below). List each step, highlight redundant or inefficient steps, and identify at least one change to streamline the process. This visual workflow becomes an actionable reference for immediate improvement.

Workflow Mapping

Workflow mapping is a method to document every step in a process to reveal inefficiencies, redundancies, and opportunities for improvement.

• Identify the core recurring tasks in your teaching practice.
• Recognize bottlenecks, redundancies, or steps that slow you down.
• See how mapping workflows visually clarifies opportunities for improvement.
• Understand the benefits of creating simple step-by-step procedures (SOPs) for repeatable tasks.

This process helps you see how work really gets done, not just how you think it gets done. In simple terms: it’s a blueprint of what happens, when, and by whom. For mah jongg instructors, that might include anything from preparing class materials to enrolling students or following up after a lesson.

When you run a teaching practice as a solopreneur, every repetitive task consumes valuable time. Workflow mapping can help you:

• Reduce decision fatigue by standardizing steps.
• Highlight what can be automated, delegated, or simplified.
• Create a foundation for consistent results.
• Prepare for scaling so when you are ready to hire staff, repetitive tasks are documented so they can be assigned with little training.

How to Map a Workflow

1. Choose one process to examine — something routine but time-consuming (like lesson prep, student onboarding, or post-class follow-up).
2. List every step in order, from trigger to completion.
3. Visualize it. Use sticky notes, a whiteboard, or tools like Excel or Canva.
4. Identify pain points. Ask:
   • Where do I repeat tasks?
   • Where do delays happen?
   • Where do mistakes happen?
   • Which steps could be combined?
   • Which steps could be removed?
5. Simplify or automate.
   • Use intake forms instead of back-and-forth emails.
   • Automate scheduling with Calendly.
   • Store templates in shared folders or email draft folder instead of retyping  them from scratch.
6. Test and adjust. Run your new process for a few weeks and refine them as needed.

Other Methods for Streamlining Repetitive Work

Template Libraries

Create reusable templates for everything you do repeatedly—emails, checklists, syllabi, or social posts. Store them in one central place (Google Drive, Dropbox, Notion) and name files clearly. For example, “Lesson Confirmation Email – Beginner” or “Post-Class Thank You Template.”

Email Drafts

Create reusable email drafts named for easy access for everything send or reply to repeatedly. Link to content on a platform (e.g., Meetup, Facebook website, shared drive).

Batching

Group similar tasks together instead of switching between types of work.

• Write all your social posts for the week in one sitting.
• Print or upload all class handouts once per month.
• Record multiple short videos in one session.
  This minimizes “switching fatigue” and keeps you in flow.

Automations

Use tools that trigger one task after another without you lifting a finger.

• Customer Relationship Management (CRM; vtiger) to collect and organize student info automatically
• Email marketing tools (Mailchimp, ConvertKit) for auto-responses and drip campaigns.
• Scheduling apps (Meetup, Calendly, Acuity) to handle bookings and confirmations.

Standard Operating Procedures (SOPs)

Document your best methods as step-by-step instructions for future use—or for when you’re ready to delegate. For example, “How to set up a new online class” including a checklist with links and scripts. When something goes wrong, you fix the SOP once instead of every time it happens.

Time-Blocking and Task Mapping

Combine workflow mapping with your calendar. Assign time blocks for repetitive tasks, such as:

• Mondays: prep materials
• Tuesdays: teach lessons
• Fridays: update marketing, update CRM, send invoices

Reflections

• What repetitive tasks drain the most of your energy each week?
• Which could be automated, frameworked, or done in batches?
• How might workflow mapping help you make better use of your limited teaching hours?