Workflows that work…but like really though.
As a leader, you want to drive success and support your team. But when decisions, approvals, or processes constantly funnel through you, it can create unintended delays, frustration, and inefficiencies. If you’ve ever felt like everything is waiting on you, it’s time to explore a better way—before you turn to the Dark Side of bottleneck management
Here are three practical strategies to streamline your workflow, empower your team, and keep projects moving faster than the Millennium Falcon in hyperspace (okay maybe not that fast, but you get the idea.)
1. Use Loom or Vidyard for Quick Feedback and Ideas
Clear communication is essential for team efficiency, but it doesn’t always require a meeting or a long email thread. Free and cheap video messaging tools like (Zoom Clips, Loom, Vidyard, or Video Ask!) allow you to share feedback and ideas asynchronously, so your team can move forward without waiting for a response.
Vidyard’s our fave—it makes it super easy (and fun!) to brand your videos.
However, a common pitfall is slipping into stream-of-consciousness mode—tossing out half-formed thoughts that leave your team feeling like they’re trying to translate R2-D2’s beeps and whistles.
Here are our top tips: Start strong and lead with the punchline so your viewers know exactly what they’re in for. Then dive into the details. And don’t try to do too much at once—stick to one topic per video to keep things clear (and your audience hooked).
Instead, be intentional about when you’re brainstorming versus when you’re providing clear, execution-ready direction. When used effectively, quick video messages eliminate miscommunication, keep momentum high, and reduce the need for repeated clarifications. A true Jedi master knows clarity is the ultimate lightsaber.
2. Establish 15% and 50% Checkpoints—Let It Be Messy
Perfectionism can be one of the biggest productivity killers. When teams hesitate to move forward because they’re unsure if something is “final,” it leads to unnecessary delays. Instead, encourage your team to share early and often—especially at key checkpoints. Have them knock out the first 10–15% so they can surface questions and potential roadblocks before they’re too deep in the weeds. It’s way easier to steer the ship early on than after it’s jumped to lightspeed.
15% Checkpoint: A rough outline, first draft, or high-level concept to ensure alignment before too much work is done in the wrong direction (because even the best starfighters do a systems check before launch).
50% Checkpoint: A more developed version that is still flexible enough to refine, but with enough structure to move closer to completion.
Encouraging iteration over perfection helps your team stay productive while giving you the opportunity to course-correct early. This approach prevents projects from stalling out like a ship without a hyperdrive and ensures everyone is aligned throughout the process.
3. Use a Project Management Tool for Delegation and True Ownership
When assignments are scattered across email threads, Slack messages, or text conversations, important details can fall through the cracks faster than a rebel slipping through an Imperial blockade.
A centralized project management tool (like ClickUp, Teamwork, or even the free version of Asana!) makes delegation seamless and ensures everyone knows what’s expected of them.
The key to effective delegation isn’t just assigning tasks—it’s providing clarity and ownership. A project management system allows you to:
Assign clear deadlines and responsibilities (no need to rely on The Force to figure it out)
Provide structured feedback in one place
Track progress without constant check-ins
Reduce dependency on you for updates and approvals
Allow a time estimate for each task
With the right system in place, your team can confidently move projects forward without unnecessary back-and-forth, giving you back valuable time to focus on high-level strategy—without feeling like you’re single-handedly running the Death Star.
Get Out of the Way: Empower Your Team to Thrive
As a leader, your role is to set the vision, provide guidance, and ensure your team has the tools they need to succeed. But that doesn’t mean you have to be involved in every step of execution.
By leveraging quick video tools, setting structured checkpoints, and implementing a strong project management system, you create an infrastructure where collaboration flourishes, and progress happens smoothly.
When you establish clear expectations and empower your team with the right systems, you free yourself up to focus on high-impact work—without feeling like you’re micromanaging or slowing things down.
It’s time to hand off the lightsaber and trust your crew to complete the mission.
Want to learn more? Schedule some time with us to explore how our training and consulting services can help your team work more efficiently and effectively. Let’s create an environment where both you and your team can operate at your best; even Luke had Obi-Wan and Yoda to guide the way.
