There’s a sentence I hear all the time from agency owners and team members alike. It seems harmless at first. Familiar, even comforting.
“We’ve always done it this way.”
It usually comes up when I ask questions like:
- Why do you send four emails for client onboarding?
- Why are you still using that outdated software?
- Why are your account managers still creating project timelines from scratch every time?
That sentence stops conversations in their tracks. It creates an invisible wall around the way you work. And worst of all? It’s expensive.
The Real Cost of Sticking with the Status Quo
On the surface, doing things the way you’ve always done them feels safe. You don’t have to slow down to re-evaluate or retrain. You don’t have to confront inefficiencies that feel too messy or overwhelming to fix. You don’t have to risk change.
But what’s that safety net really costing you?
Let me break it down.
1. Wasted Time
Repetitive manual tasks. Inefficient approval loops. Sloppy handoffs. If your team is constantly reinventing the wheel because “that’s how we’ve always done it,” they’re wasting hours every week — hours that could be spent on billable work, strategy, or growth initiatives.
And let’s be real — this isn’t just about saving a few minutes. It’s about reclaiming days of your team’s time every month.
2. Burned Out Talent
If your processes are outdated or unnecessarily complicated, your best people will notice. They’ll get frustrated. They’ll feel like their time and skills are being wasted.
Talented team members don’t want to work in environments where their time isn’t respected. And if your systems create bottlenecks or feel like busywork, they won’t stick around.
3. Slower Growth
Rigid systems don’t scale well. The processes that worked when your agency had three employees will almost certainly break when you have fifteen. If you’re clinging to the “we’ve always done it this way” mindset, you’re building a business on shaky operational ground.
And when your operations can’t support your growth, you don’t grow — at least not sustainably.
4. Lost Revenue
Every minute spent doing something inefficiently is a minute you’re not serving clients, pitching new work, or refining your offers. Multiply that across your team and your calendar and you’ll see how those “just the way we do it” habits are quietly draining your profitability.
How to Spot the “We’ve Always Done It This Way” Trap
You won’t always hear the phrase out loud. Sometimes it shows up as hesitation when someone suggests a new tool or workflow. Other times, it’s baked into your SOPs (or lack thereof). Here are some signs you’re stuck in the status quo:
- Team members hesitate to question current processes
- You’ve been using the same tools or systems for three or more years without evaluating alternatives
- There’s little documentation of your workflows, so knowledge lives in people’s heads.
- New hires struggle to understand “why” things are done a certain way
- Projects or clients feel harder than they should
If any of this sounds familiar, don’t worry. You’re not alone — and this can be fixed.
What to Do Instead
The first step is getting curious. Instead of brushing off inefficiencies, ask why things are done the way they are.
- Why do we do it like this?
- Is this still serving us?
- Is there a better way?
Then, take action. Here’s how:
Audit Your Processes
Start with the biggest time sucks or team frustrations. Map out the process step by step, and look for inefficiencies, redundancies, or manual tasks that could be automated.
Involve Your Team
They’re the ones in the trenches. Ask for their input — what’s working, what’s frustrating, and where they see room for improvement. You’ll be amazed at what comes out when you create space for feedback.
Upgrade Your Tools
If your tech stack is outdated or over-complicated, it’s time for an overhaul. Look for tools that simplify, automate, and scale with your business.
Standardize and Streamline
You don’t need to stifle creativity, but you do need structure. Document your workflows. Create templates. Build repeatable systems that save time and reduce errors.
Create a Culture of Continuous Improvement
Let your team know it’s safe to question the status quo. Celebrate improvements. Regularly revisit your processes. Don’t let “we’ve always done it this way” become the reason you’re stuck.
You Don’t Have to Fix This Alone
Sometimes, it’s hard to see the inefficiencies when you’re inside the system. That’s where I come in.
At Agency Authority, I help agency owners like you streamline operations, build better workflows, and create scalable systems — without sacrificing creativity or client results.
If you’re ready to ditch the most expensive sentence in your business and start running your agency like the efficient, profitable machine it’s meant to be, let’s talk.
Book a free call, and let’s find a better way forward — together.