Running a Small Business with a Small Team: The Real Way to Thrive

By Jordan Evans

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Starting your own business is thrilling—until the thrill of building something from the ground up turns into the daunting task of managing it, especially when you’ve got a small team to help you carry the load. You’re wearing multiple hats, and so are they. In this environment, missteps in management can lead to chaos, stressed employees, and missed opportunities.

So how do you make sure that your small business runs like a well-oiled machine, without burning yourself or your employees out?

Leverage the Power of Simplicity

Let’s take Sam, a roofer who started his own company after years of working for someone else. He hired a few employees—one for scheduling, another as a general helper, and a couple of hands-on team members for the jobs themselves. At first, he thought everything would work fine as long as people stayed in their lanes. He quickly realized that small miscommunications and unclear roles were slowing things down.

The fix? Simplifying processes and clarifying roles:

• Clear Roles and Responsibilities: Each person needs to know exactly what they’re responsible for. Write down job descriptions, no matter how basic they seem.
• Centralized Communication: Use tools like Slack, Microsoft Teams, or a CRM to keep communication in one place. Email and text messaging often lead to crossed wires and forgotten tasks.
• Checklists and Standard Procedures: Create simple checklists for repetitive tasks. This ensures nothing slips through the cracks—whether it’s following up with a client or ordering supplies.

The truth is, you don’t need complex systems when your team is small, but you do need clarity.

Build a Culture of Accountability and Autonomy

Being a business owner means you’re used to wearing many hats, but delegating effectively is the key to scaling. Micromanaging wastes time, slows down your team, and takes away their initiative. Your employees don’t need you to look over their shoulders—they need to feel empowered.

Consider how Zappos runs its billion-dollar business by empowering customer service reps to take ownership of decisions. Their team thrived because they weren’t shackled by rigid scripts or approvals. While your team might not be handling 24/7 customer calls, the principle holds true.

• Trust and Verify: Give your employees the freedom to make decisions but set up regular check-ins to discuss progress.
• Encourage Problem-Solving: If an employee encounters a challenge, ask them to bring solutions to the table, not just problems.
• Reward Initiative: When someone on your team goes above and beyond, reward that. It encourages others to take ownership of their roles.

Technology: Your Secret Weapon for Efficiency

For small businesses, technology is the ultimate game-changer. Many owners think they can't afford sophisticated systems—but affordable, easy-to-use tech is your best friend.

Look at companies like Clutter Monkeys, LLC. Matthew, the owner, uses automation tools to handle everything from customer inquiries to booking services. With a lean team, he still managed to hit 100 Google reviews in under a year, thanks to CRM organization and customer service.

Here's what you can do:

• Invest in a CRM: A CRM organizes customer info, tracks communication, and reminds your team to follow up, eliminating guesswork and forgotten tasks.
• Automate Scheduling: Use tools like Calendly or Acuity for booking jobs and meetings. Automation minimizes back-and-forths and lets customers book at their convenience.
• Time Tracking and Project Management: Tools like Asana or Trello keep tasks visible and manageable. They’re perfect for ensuring every step in a job is covered, even when no one is in the office.

Small Team, Big Impact

No business runs perfectly, but with a lean team, small tweaks can make a huge difference. By simplifying your processes, trusting your team, and embracing technology, you can transform your small business from a constant hustle into a smoothly running operation that grows organically.

Steps You Can Take Right Now

• Write clear job descriptions for each role on your team.
• Choose one communication tool and stick with it.
• Automate scheduling and follow-ups with simple software.
• Empower your employees to solve problems on their own.

Running a small business with a small team doesn’t have to feel like herding cats. With the right mindset, tools, and structure, you can create a company that operates efficiently, allowing you to focus on growth—without the burnout.

Your next step?

Take 10 minutes today to audit one of your processes. Where are the bottlenecks, and how can you simplify or automate? Start there, and watch your business thrive