5 ways to make your business workflow more efficient

Kalpesh Baxi, co-founder of AI agent platform Kritmatta has built a business on helping others improve their workflows. Below, he gives Business Advice five tips on supercharging workflow efficiency.

When we started Kritmatta, we wanted to make AI useful for people who don’t have a technical background. As a co-founder, I have learned that the best place to begin is with the work your team already does every day. If information is hard to find, people are copying between systems, or actions disappear after meetings, those are problems worth solving. Here are five ways to start.

1. Map the workflow before changing it

Buying an AI tool before you understand the problem leaves too much to chance. Instead, ask someone to walk you through a task from beginning to end. Where does the information come from? Who needs to approve it? Which steps involve chasing an update or entering the same details twice? A simple list is enough. Once you can see the process, you can decide which step to improve.

2. Ask your team where time goes

The people doing the work usually know where the friction is. Ask each person: “If I could take one repetitive task off your plate, what would it be?” Then estimate the time it takes. In a team of ten, losing just one hour per person each day adds up to 50 hours a week. Thinking in hours makes the opportunity much easier to grasp than an abstract efficiency percentage.

3. Start with one small, measurable task

It’s tempting to build an elaborate automation right away. I would start with something you can compare against the current process, such as arranging interviews or preparing a customer quote. Record how long it takes now, test a new approach, and check the quality of the result after a week or a month. If it doesn’t help, adjust it or move on. You learn faster when the first test is manageable.

4. Turn information into actions

A meeting transcript that nobody reads has limited value. Make sure notes become a task list with owners and next steps. The same principle applies to email: a useful daily summary should separate what needs action from what is for reference. When I returned from holiday to more than 400 unread emails, I asked for a digest of the priorities first. That gave me somewhere useful to begin.

5. Keep reviewing what matters

Automation needs attention after it is set up. Check whether it saves time, produces reliable work and helps customers. For customer enquiries, an initial response may be quick, while a complex question still needs a person to answer it properly.

Overall, I use a simple daily check-in: what is the most important thing I can move forward today? At the end of the day, I ask what I actually moved. That habit helps me keep the workflow focused on results.