Understanding Process vs Flexibility At Your Startup
Startups are like Goldilocks in a $300 Patagonia vest. No, that sentence wasn’t supposed to make sense. But it will in a moment…hopefully.
Too much process? You’re stuck in meetings about meetings.
Too little? No one knows what’s going on, Chad’s the only one with the answer, and he’s on vacation apparently. So good luck with that.
This guide will help you clarify when to add structure, how much to add, and how to keep things lightweight without flying off the rails.
Step 1: Understand the Process Spectrum
Before you make changes, understand what you’re working with.
🟡 Aim for the Goldilocks zone: clarity without bureaucracy.
Structure helps your team move faster for longer without things breaking (if you do it right).
Step 2: Identify Signals + Pain Points
Don't add process for the sake of it. Start by spotting actual problems.
Step 3: Use the “Should We Add Process?” Filter
Not everything needs a process. Use this filter to decide if the pain is worth fixing.
✅ Is this task repeated often?
✅ Are outcomes inconsistent?
✅ Are you losing time to confusion?
✅ Will this still matter in 3–6 months?
➡️ If YES → Add lightweight process
➡️ If NO → Stay flexible and revisit later
Step 4: Add Process (Without Killing Momentum)
If you’re going to add process, do it the startup way: lightweight, scrappy, and iterative.
🔧 How to Build Process (That People Actually Use)
- [ ] Start with ONE high-friction pain point
- [ ] Create a checklist, doc, or template (not a full policy)
- [ ] Pilot it with one hire or team
- [ ] Ask: “Did this actually help?”
- [ ] Iterate or delete
- [ ] Revisit every quarter to trim stale stuff
⚡️ If you wouldn’t use it yourself, don’t push it on your team.
Process Principles for Startups
- Keep it scrappy: Don’t overbuild something no one’s asking for
- Design to evolve: What works at 10 people won’t work at 100
- Co-create with the team: Buy-in > mandates
- Automate or template wherever you can: Save brainpower for bigger stuff
- Use the tools you already have: Notion, Slack, Google Docs, Loom, etc.
Real Startup Scenarios (And What to Do)
🗺️ Analogy Time: Trail Maps, Not Paved Roads
Think of process like a trail map. It helps you get where you’re going, but still lets you choose your own path. You don’t need a paved road with guardrails.
