How Do You Rapidly Adapt Operational Procedures?
To understand how to rapidly adapt operational procedures in response to external events, we asked operations experts for their insights. From researching alternative materials and factories to transitioning to digital-only models, here are the top strategies these professionals shared.
- Research Alternative Materials and Factories
- Implement Effective Communication and Solutions
- Transition to Local Providers and Optimize
- Optimize Digital Marketing Campaigns
- Transition to Digital-Only Model
Research Alternative Materials and Factories
As the co-owner of a contract-manufacturing company, adapting quickly is crucial. Several years ago, new tariffs caused costs to skyrocket for a major customer. With their margins already tight, they faced significant losses.
We immediately began researching alternative materials and factories outside the tariff zone. Within a month, we identified options that would reduce costs over 20% with similar quality. We presented these to the customer, negotiated with new factories, and had initial samples produced for evaluation.
The customer approved a change, and we rapidly transitioned their supply chain. Lead times increased temporarily, but costs dropped significantly, allowing them to keep retail prices stable. Our responsiveness and alternate solutions saved their fiscal year and strengthened our partnership.
Agility is key. Companies should constantly evaluate risks, have backup plans, and partners that can pivot quickly. Factories are one link in the chain and must provide options to steer change when external events like tariffs, natural disasters, or pandemics hit. Businesses can survive and even thrive if they listen to customers, adapt quickly, and leverage expertise. Crisis often breeds necessity, and necessity is the mother of invention.
Implement Effective Communication and Solutions
Our team implemented operational procedures in response to an external event caused by a sudden technology failure during a critical SaaS project.
We identified the problem quickly, diagnosed the issue, and determined the cause of the failure. We further established effective communication with team members and informed everyone about the situation, explaining the urgency and the need for immediate action. After identifying and presenting the possible alternative tools and methods, we collaboratively decided on the best solution and implemented it. We actively tracked the project's progress and made necessary adjustments for optimal results.
After the project was completed, we collected feedback from the team and assessed the effectiveness of the new operational procedures. The rapid adaptation of operational procedures during this external event highlighted the importance of adaptability, collaborative teamwork, and resilience in effectively navigating unexpected challenges.
Transition to Local Providers and Optimize
As the founder of First Pier, a Shopify-expert agency, adapting quickly to external events is crucial. When the pandemic hit, many of our clients' supply chains and fulfillment options were disrupted. We rapidly transitioned their stores to local 3PL providers and adjusted marketing campaigns to emphasize product availability. For one client, a Portland coffee roaster, we enabled curbside pickup and retooled Google ads to highlight 'ready-to-ship' items. Their online sales grew 35% despite closed stores.
Wildfires in the Pacific Northwest threatened another client's warehouse. We immediately replicated their site and inventory data to a backup server and worked with a 3PL to temporarily reroute and store orders. The client only had to pause operations for 24 hours. We then optimized their site for mobile conversion and redesigned packaging to reduce inventory, building more resilience into their supply chain.
Major platform changes also require adaptation. When Shopify released a new theme and admin, we updated 20+ client stores overnight to ensure full functionality and avoid disruption. We regularly audit stores for needed updates, running beta tests before any public release. Our clients can focus on their business, trusting us to maintain high-performance stores and steer events beyond their control. Constant progression and agility are key.
Optimize Digital Marketing Campaigns
As the CEO of Randy Speckman Design, adapting quickly to external events is necessary for success. When the economic downturn hit in 2008, many of our small-business clients saw revenues drop, and marketing budgets were slashed. To adapt, I worked directly with clients to optimize their digital marketing campaigns and focus limited budgets on the highest ROI channels. We maintained or improved key metrics like lead volume while reducing spend by up to 50% for some clients.
Another example was when major changes were announced to Google's search algorithm. These updates could have hurt the rankings and traffic for many of our clients' websites. However, by restructuring content and optimizing pages ahead of time, we ensured no loss in rankings or traffic once the changes rolled out.
No external factor is too big that proactive changes can’t overcome. By staying on the cutting edge of web design and internet marketing, operational changes are second nature. Our ability to pivot rapidly is why we have achieved over $5M in additional annual revenue for clients. Adaptation is key to our success.
Transition to Digital-Only Model
As Founder of Rocket Alumni Solutions, adapting to change is critical. When COVID-19 hit, schools closed and budgets tightened, jeopardizing our startup. To survive, I cut my salary, reduced expenses, and transitioned our model to digital-only.
We rapidly built new software for virtual graduations and online yearbooks. I reached out to schools, explaining how we could help celebrate students remotely. Our agility resonated, and we signed 200 schools within 2 months.
Keeping our team employed was essential. I shifted responsibilities to focus on development and support for these new digital services. We onboarded schools remotely while improving the software based on their feedback.
Staying flexible allowed us to not only endure but thrive. We now offer hybrid digital-physical products for schools and saw 60% revenue growth this year. Challenging times often inspire innovation if you listen to your customers and adapt quickly. Our crisis became an opportunity to build products schools didn't even know they needed.
