How to Optimize Your Business for Profit, Efficiency, and Scale
Did you know that 83% of business owners don’t know their profit margins?
That means the majority of people growing their business have no idea if it’s actually working.
And I think it’s time to change that.
In this post we’re diving into Phase 3 of my Structure to Scale Framework: Optimize — the phase most agency owners skip, and the reason they stall out right after they "get systems in place."
So far, we’ve:
Strategized — to clarify what you’re building and why
And Systemized — to install repeatable backend infrastructure
Now comes the fun part: Making everything run better, leaner, and more profitably.
This is where you stop chasing MORE — and start making what’s already built actually work.
Common Profit & Efficiency Challenges
Here’s where most businesses stall after building systems:
They’re busy, but their margins are thin
Their team is “doing their job,” but no one’s really optimizing outcomes
They’ve got leads coming in…but the sales cycle is slow
They’ve got delivery processes…but they’re clunky, inconsistent, or over-scoped
They know they should be reviewing data…but they’re still making gut decisions
These aren’t new challenges. They’re optimization problems.
Systems create the foundation. Optimization makes them efficient.
And without that efficiency? Your business stays stuck in "stable" mode — but never truly scales.
Practical Optimization Strategies
Here’s how we start optimizing inside Structure to Scale:
1. Track your Profit (not just your revenue) by Offer
If you don’t know what’s actually making you money, you’ll keep investing in offers that drain your team and your margin.
Start by reviewing:
Time-to-deliver per offer
Tools or team involved
Effective hourly rate
Client feedback / red flags
And for a quick win: you can retire or re-scope your worst-margin offer. That alone can unlock profit instantly.
2. Review Fulfillment Costs
You’re not just looking at expenses — you’re looking at effort.
Ask things like:
Are you overdelivering?
Is your team doubling up on tasks?
Could you automate or template key parts of delivery?
One of my clients cut 40% of their fulfillment costs just by tightening up scope and using delivery SOPs. No price increase. Just better systems.
3. Refine Roles and Team Efficiency
Just because you have a team doesn’t mean they’re optimized.
Optimization means each person owns a clear outcome and has the process, tools, and decision rights to get there without you.
Check for:
Role overlaps
Unclear accountability
And People asking you for approvals that shouldn’t be yours anymore
This is where leadership systems (like CEO Rhythms, team check-ins, and accountability frameworks) start working FOR you.
4. Audit Your Marketing Funnel for Simplicity
You don’t need to be on 5 platforms — you need one or two channels that convert consistently.
So take a look at:
Which platform bring in the best-fit leads
What content drives clicks or replies
And Where leads are falling off
5. Reclaim Your CEO Time to focus on Optimization
You already set up CEO Days and Strategic Planning rhythms — now it’s time to USE that time for review, refinement, and decision-making.
Use that space to:
Run offer audits
Review KPI dashboards
Make data-backed decisions about what to trim, upgrade, or double down on
This is how you move from “operator” to actual CEO.
The Shift That Unlocks Profit
Now here’s the shift that changes everything:
You don’t need to build something NEW. You need to make what’s already WORKING — work BETTER.
No major rebuilds. No new hires. Just cleaner systems and smarter execution.
Optimization is probably the most overlooked growth strategy there is.
Everyone talks about scaling. But few talk about squeezing more out of what already exists.
This is where you multiply profit, without multiplying workload.
So before you add more to your plate, make sure what you’ve already built is pulling its weight.
Next Steps
If you’ve already systemized your business — but things still feel harder than they should — book a free strategy call.
Or download my free Scalability Scorecard to see exactly where your backend ops is leaking profit.
