System Diagnostics: How Healthy Are Your Processes, Really?
Process health can sound like a fuzzy, “woo-woo” concept.
How do you assess the health of… a bunch of buttons and instructions?
With data.
After years of building, revising, and maintaining operational workflows, we’ve learned there are a few key metrics that reliably reveal how your systems are performing. If you're using a tool like LeadSimple, these numbers are right at your fingertips.
Process Completion Rates
A healthy process should be completed on time at least 80–85% of the time.
This number doesn’t show us whether or not your staff is doing their job - it shows us if the processes are set up in a way that allows them to succeed.
What we often see: Most property management teams average below 70% completion. That’s usually a red flag.
For example, one client had an 52% completion rate when we ran their System Diagnostic and began working with them. Now, only 90 days later, that number is 85%. What did we change?
Process Due Dates, primarily. If we know a lease renewal takes 120 days to complete but the process settings are only giving us 90 days to complete…we found our problem.
Task Completion Rates
Task completion tells a different story—and sometimes a surprising one.
You might have a 98–99% task completion rate, yet still miss process deadlines. That means your system is the problem, not your team.
Think of it like this: You can have all the right ingredients for a cake, but if the recipe is flawed, the cake won’t bake right.
When we see strong task performance but weak process results, we know it’s time to revisit and restructure the workflow—not retrain your people.
If your team is skipping tasks, it’s because that task isn’t perceived to be helpful. We need to re-write or re-build to make it helpful.
Remember: People use things that are helpful to them. If they aren’t using it….it may not be helpful.
Team Workloads
Overdue tasks don’t just affect timelines—they affect your team’s well-being.
We use dashboard metrics to identify who is consistently overloaded and who has unused capacity.
In one diagnostic, a property manager had 47 overdue tasks, while another had just 3. That imbalance was causing burnout and bottlenecks that hadn’t been spotted before.
By redistributing tasks based on real-time workload—not assumptions—you can reduce stress, improve quality, and create more balanced operations.
Important note: We’ve found that your sales person or BDM will consistently have more tasks than others. This is a tension we can help you manage, it’s nothing to fear!
Ready to Diagnose Your System?
Our System Diagnostic gives you a comprehensive, data-backed review of how your processes are performing—plus the support to improve them.
You’ll receive:
Two consultation calls with our expert team
A full PDF report with tailored recommendations
Up to 2 hours of system adjustments completed by us
Stop Guessing. Start Knowing.
Your systems are already telling you what’s working and what’s not. You just need someone who can read the signals.
Visit myprocessarchitect.com to learn more & book a call with our team - we’d love to help!
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