Reset a Workflow Without Overcomplicating

After a re-org, there’s always pressure to “fix the workflow.” Sometimes that’s necessary. But more often, teams jump straight to solutions without really understanding what’s broken. If you’re going to reset a workflow, here’s how to actually do it in a practical way:

#1: Diagnose the problem like you would at an auto shop

Before you change anything, figure out where the friction actually is. A few ways to do that:

• Run a quick retrospective with the team
• Send a short survey asking where work slows down or gets confusing
• Map the current workflow and mark where things stall or loop
• Look at cycle times, revision rounds or missed deadlines
• Sit in on a few live projects and observe where things break

#2: Simplify, but expect some resistance

Removing steps sounds easy. It’s not. Even inefficient steps feel safe because they’re familiar. People get used to the handoffs, the checkpoints, the extra layers.

At Visa, we reduced time to build webpages by eliminating copy decks and moving copy and design directly into Figma. It made sense on paper, but it felt risky at first. Writers had to work differently. Designers had to collaborate earlier. There was real discomfort.

Now, it’s hard to imagine working any other way. If you’re simplifying, expect hesitation. That doesn’t mean it’s the wrong move.

#3: Clarify ownership, especially after a re-org

This is where a lot of workflows quietly break. Roles shift. Teams change. Responsibilities get blurred. And suddenly no one is quite sure who owns what. That’s when work slows down, decisions stall and things fall through the cracks. This is the moment to get very clear:

• Who is responsible for moving work forward
• Who is accountable for the final outcome
• Who needs to be consulted
• Who just needs visibility

You don’t need a perfect RACI chart, but you do need shared understanding.

#4: Reinforce through habits, not just tools

This is the part most teams miss. You can roll out a new tool, a new template or a new process. But if people don’t change how they actually work day to day, nothing really sticks. Reinforcement looks like:

• Leaders modeling the new behavior
• Teams consistently using the new approach, even when it’s uncomfortable
• Calling out when work slips back into old patterns
• Building the new way into rituals like standups, reviews or intake

Tools support the workflow. Habits are what make it real.

You don’t need a full overhaul to improve how work gets done. You need a clear understanding of where things break, and the discipline to fix those areas in a way that actually sticks.