The most common bottlenecks are unclear handovers, work stuck waiting on the client, partner review queues, and jobs managed in inboxes instead of a system. Clearing them is usually the fastest way to free capacity and protect deadlines.
The usual suspects
- Weak handovers — work passes between people with missing information, causing rework and delay
- Waiting on the client — jobs stall for records with no system to chase and track
- Partner review queues — everything funnels through one or two reviewers
- Inbox-managed work — jobs tracked in email and memory rather than a workflow system
- Unclear priorities — the team unsure what matters most this week
How to clear them
Standardise handovers with a simple checklist of what must be complete before work moves on. Systematise client chasing so it doesn’t rely on someone remembering. Spread or streamline review so it isn’t a single choke point. And move work out of inboxes into a system that shows status at a glance.
Finding and clearing bottlenecks is one of the first things an Optivo engagement tackles — it’s usually the fastest capacity win available.
Common questions
What’s the most common bottleneck?
Work managed in inboxes and memory instead of a workflow system — it hides status, causes chasing, and makes every other bottleneck harder to see.
How quickly can bottlenecks be fixed?
Some clear in weeks once they’re visible. The hard part is usually seeing them clearly and changing the habits around them, not the fix itself.
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