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The Problem
Every business has them: clunky, outdated, or frustrating processes that slow things down, frustrate your team, or just don’t make sense anymore.
You’ve patched them.
You’ve sent a Slack about them.
You’ve even built a Notion page hoping that helps.
But nothing really improves.
And now you’re asking the real question:
“Should we fix this… or burn it down and rebuild?”
Making the wrong call here can cost you money, time, and team morale.
This article will help you make the right decision.
🔍 The Two Paths
Before we dive into how to choose, let’s define the options:
✅ Fix It (aka “Process Improvement”)
This means tweaking the current process. Maybe automating one step, clarifying roles, or removing friction points — without changing the whole system.
🔁 Burn It Down (aka “Process Redesign”)
This means rethinking the entire workflow. You step back, ask, “What should this process really look like?” — and rebuild it from the ground up.
🧭 When You Should Fix It
Fix the process when:
| ✅ Indicator | 🔎 What It Means |
|---|---|
| The core process mostly works | The outcome is right, but it's slow, manual, or inconsistent. |
| Pain comes from 1–2 friction points | It's not broken everywhere — just at a few steps (e.g. approvals, handoffs). |
| You need quick wins | There's pressure to improve fast, or limited resources for big changes. |
| Tools are mostly aligned | Your systems can already support better workflows with some tweaks. |
| The team is resistant to major change | Cultural readiness matters. Sometimes small wins build trust for bigger moves later. |
When You Should Burn It Down
Rebuild the process when:
| 🚫 Indicator | 🧠 What It Means |
|---|---|
| The process is fundamentally broken | Duplicated steps, unclear ownership, legacy assumptions baked in. |
| You're working around the process, not through it | Constant hacks = bad sign. If work only gets done by ignoring the process, it’s time to rebuild. |
| Your tools are outdated or incompatible | If they can’t integrate or scale, it’s smarter to rebuild with the right tech. |
| You’ve outgrown the system | A process that worked with 10 clients is crumbling with 100. |
| You're making a business model shift | New services, markets, or pricing models usually require new operations to match. |
Real-World Examples
Fix It Example
A professional services firm had a 5-day onboarding process with multiple approvals and delays.
They fixed it by:
Automating document collection
Setting up a simple checklist tool
Sending real-time updates via Slack
Result: Onboarding dropped to 2 days. No overhaul needed.
Burn It Down Example
A growing SaaS company used disconnected tools: separate bug trackers, PM boards, customer feedback apps.
⚠️ Nothing synced. Data got lost. Teams worked in silos.
They paused, mapped the real workflow, chose an integrated platform, redefined roles, and trained the team.
Result: Cleaner workflows, faster response times, happier teams. The rebuild paid off — but it took time.
How to Decide: A Simple Framework
Ask yourself:
What’s the actual root cause?
if it’s isolated, fix it.
If it's structural, rebuild.
What’s the ROI of fixing vs. rebuilding?
Fixing might cost less short-term.
Rebuilding often pays off long-term.
Do we have the capacity for big change right now?
People, time, leadership buy-in.
Will the old system hold up if we scale?
if not — rebuild before growth exposes cracks.
Common Mistakes
Avoid these:
Over-fixing a system that should’ve been replaced.
Burning down something fixable just because you’re frustrated.
Skipping the map phase. Always map how the work actually happens before deciding
Leaving out the team. If people don’t feel involved, they won’t support the change.
Final Thought
Not every process needs to be reengineered.
But some absolutely do.
The key is knowing which one you’re dealing with — and having a methodical way to act.
At Holistc™, we help businesses map their workflows, diagnose inefficiencies, and decide whether to optimize or rebuild — without wasting time or resources.
Your Next Step
If you’re stuck with a broken process and don’t know which way to go...
👉 Book a free process review call
We’ll walk through your workflow, surface bottlenecks, and help you make a confident decision — fix or rebuild.
Holistc™ — Fix the work under the work.
Smarter systems. Leaner teams. Clearer growth.
