Enhancing Efficiency: The Process Improvement Consultant’s Role

Ranae Peterson • January 20, 2025

Enhancing Efficiency: The Process Improvement Consultant’s Role

When and Why to Use a Process Improvement Consultant

Businesses today face a wide array of challenges, made even more complex by the rapid pace of technological advancements. Operational inefficiencies, misaligned processes, and outdated workflows can hinder growth and negatively impact the bottom line. This is where a Process Improvement Consultant can make a significant difference.

At Brewster Consulting Group, we believe process improvement is not just a task—it's a strategic initiative that can unlock hidden potential within your organization.

To start, what is process improvement? Process improvement is often a partner to Project Management. In many organizations, PI and PM are treated as two separate functions, but they're essentially both project management practices, each with a focus on delivering different outcomes. Process Improvement focuses on evaluating and refining specific processes to deliver a specific, and measurable result. Project Management often focuses on broader enterprise change initiatives and is focused on delivering projects on-time, on-budget, and with the intended outcomes.

In Process Improvement, established methodologies are usually applied to critical organizational processes to identify opportunities for improvement, error reduction, or an enhancement to the customer experience. Eliminating waste (such as time, resources, or money) is also a major target of PI initiatives.

For example, in the manufacturing industry, process improvement might involve streamlining production lines to minimize downtime and reduce material waste. In the healthcare sector, it could mean redesigning patient intake processes to improve efficiency and reduce wait times.

According to a recent Forbes article, the ultimate goal of process improvement is to optimize business strategies, making them more efficient. In doing so, it enhances the experiences of various stakeholders, such as customers, employees, and suppliers, creating a ripple effect of value throughout the organization. With this in mind, a process improvement consultant helps businesses bridge the gap between strategy and execution.

So, what exactly does a process improvement consultant do when working with a business?

A process improvement consultant engages in activities aimed at optimizing a company’s operations. The starting point is always a thorough assessment of the current processes, workflows, and day-to-day operational actions that define how the business operates. You cannot improve a process if you do not understand its current-state.

By analyzing existing systems, identifying inefficiencies, and implementing targeted improvements, consultants play a pivotal role in driving a company’s operational excellence and long-term success.

You might be wondering about the specific, tactical steps a Process Improvement Consultant will take when working with your company. We can’t speak for everyone, but if you work with one of our Process Improvement Consultants, we will begin by conducting a thorough assessment of the company’s processes. This involves stakeholder interviews, process mapping, and KPI definitions. We recently completed an engagement where we interviewed 38 stakeholders and process mapped 18 critical processes, complete with KPI definitions. This comprehensive evaluation pinpoints opportunities to optimize efficiency, scalability, and increased margins.

By collaborating closely with leaders across the organization, we can collect data, analyze it in conjunction with the processes, and provide detailed reports and actionable recommendations based on the findings. In the engagement I referenced earlier, we helped migrate critical process data to Snowflake, and then build a KPI dashboard in Power BI, so we could understand how the process was currently performing and gauge future improvements.

Here are some other specific examples of what this work may involve:

Developing streamlined workflows for both department-specific activities and the organization as a whole to enhance efficiency and alignment.

Facilitating cross-functional meetings with upper management and frontline employees to gain a comprehensive understanding of process goals, execution methods, and areas needing improvement.

Implementing automation tools to reduce manual tasks and improve process accuracy and speed.

Conducting time-motion studies to measure task efficiency and identify bottlenecks in workflows.

Designing and managing process simulation models to test potential improvements before implementation, minimizing disruption and risk.

Analyzing key performance indicators (KPIs) to track process performance and assess the success of implemented changes.

These efforts collectively help organizations optimize their operations and achieve measurable improvements in performance and efficiency.

By now, you should have a clearer understanding of the focus areas for a process improvement consultant. As mentioned earlier, these professionals utilize a variety of methodologies to achieve their goals. Below, we’ve outlined a few key approaches to help you become familiar with their core principles:

Six Sigma: This methodology aims to minimize variations in products or services by relying heavily on statistical data to evaluate whether processes are performing optimally or require improvement.

Two key methods under Six Sigma include:

DMAIC (Define, Measure, Analyze, Improve, Control): Focused on improving existing processes.
DMADV (Define, Measure, Analyze, Design, Verify): Geared toward creating new processes or products.

Total Quality Management (TQM): A company-wide focus on quality improvement by involving all employees in the process.

Lean Manufacturing: Aims to eliminate waste (time, resources, money) while maximizing value to the customer.

Kaizen (Continuous Improvement): A philosophy of making small, incremental improvements over time to enhance processes.

PDCA (Plan-Do-Check-Act): A cyclical framework for testing and implementing process changes effectively.

5 Whys Analysis: A problem-solving technique that identifies root causes by repeatedly asking "Why?" about an issue.

Business Process Management (BPM): A structured approach to designing, analyzing, and optimizing an organization’s workflows for improved efficiency.

How do you know if your business could benefit from a process improvement consultant? And what should you look for in a qualified professional for this role?

First, if you answer "yes" to any of the following questions, it may be time to consider working with a process improvement consultant:

1. Are your customers frequently experiencing the same problem or raising similar complaints?

2. Are most of your processes still manual, or have you struggled to implement automation?

3. Is there a lack of effective communication and collaboration between departments?

4. Have you observed a decline in the quality of employee work?

5. Are you consistently falling short of your business goals?

6. Does your current technology support your business effectively, or are you encountering difficulties in managing or utilizing it?

If these issues resonate, the next step is to find the right consultant to address them.

What qualities and experience should you look for in a solid process improvement consultant?

Key Skills and Qualifications:

-Strong communication and interpersonal skills: They will need to engage with employees across all levels of the organization to understand challenges and share solutions effectively.

-Excellent time management: Staying on top of deadlines and ensuring their work doesn’t add to existing operational delays.

-Problem-solving expertise: Tackling complex issues and identifying root causes is a core part of their role.

-Technical proficiency: They should have the skills necessary to analyze data and implement solutions effectively. Some examples include:

-Data analysis and interpretation

-Project management experience

-Lean Six Sigma training or certification

-Proficiency in tools like Visio, Excel, PowerPoint, and other process management software

A great process improvement consultant listens carefully to your concerns, communicates clearly about what they need to make the project a success, and ultimately leaves your business in a stronger position. With their guidance, your organization can not only resolve immediate challenges but also build a foundation for ongoing improvement.

We hope this article has given you a clearer understanding of what a process improvement consultant is, what they do, and what to look for when hiring one.

If you think your organization could benefit from a partnership with a Process Improvement Consultant, we’d love to help! Reach out to us today, and let’s start improving your processes.

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At Brewster Consulting Group, we recognize that managing data can be a daunting task for small and mid-sized enterprises. Allow us to assist you in harnessing the potential of operational intelligence! Reach out to one of our specialists today to refine your data strategy, optimize your processes, and establish solid governance. Ready to cultivate data analysis and propel scalable growth? Your journey begins right here!

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How Small Marketing Firms Can Scale Smarter with Fractional Project Management

By Ranae Peterson • October 29, 2025

In the fast-paced world of marketing, agility is everything. But for many small marketing firms , staying organized and executing effectively can feel like an uphill battle. Between juggling client deliverables, managing creative teams, and keeping up with digital trends, it’s easy for even the most talented agencies to lose focus or momentum. That’s where fractional project management comes in - a cost-effective, flexible way for small agencies to gain project management expertise without the overhead of a full-time hire. What Is Fractional Project Management? Fractional project management allows marketing firms to hire an experienced project manager or project management team on a part-time, contract, or as-needed basis. These professionals provide the strategic direction, structure, and accountability of a full-time role, but with the flexibility and affordability that small firms need. Unlike traditional project management roles, fractional project managers adapt to your workflow. They can: Create or refine marketing project management frameworks. Oversee campaign timelines, deliverables, and communication. Manage resources, budgets, and vendor relationships. Introduce project management tools, such as Asana. Provide performance insights to keep campaigns aligned with business goals. The Common Challenges Small Marketing Firms Face: Running a small marketing firm means constantly balancing creativity, client satisfaction, and growth, all while working with limited time, budgets, and staff. While many small agencies deliver incredible results for their clients, their internal operations are often suboptimal. Without proper structure and project management in place, business operations can quickly become reactive instead of proactive. Here are some of the most common challenges small marketing firms face, many of which can be alleviated with the right fractional project management support: 1. Inconsistent Execution of Marketing Strategies Small firms often start projects with enthusiasm but struggle to maintain consistency across campaigns, clients, and platforms. Without a clear project roadmap or centralized process, teams can lose sight of timelines, priorities, or deliverables. This inconsistency can lead to missed deadlines, off-brand messaging, and a loss of client confidence over time. 2. Limited Budgets and Tight Margins Many boutique agencies operate on razor-thin margins, meaning that hiring a full-time senior project manager or operations manager may simply be out of reach. This leads to a “DIY” approach to project coordination, where creative directors, account managers, or even designers end up juggling scheduling and task tracking in addition to their core roles. It’s a recipe for burnout and inefficiency. 3. Attracting and Retaining Talent In the marketing world, top talent wants growth, clarity, and collaboration. When internal processes feel chaotic or constantly changing, employees can become frustrated or disengaged. A lack of structured project management can contribute to high turnover, especially among younger professionals looking for organized environments where they can learn and thrive. 4. Keeping Up with Industry Trends and Technology Marketing trends shift faster than ever, from SEO and social media algorithms to automation and analytics tools. Small firms, often focused on servicing clients, rarely have time to step back and strategically assess which technologies to adopt or how to integrate them effectively into their workflows. This can result in wasted subscriptions, underutilized tools, or outdated methods that slow productivity. 5. Balancing Growth and Quality As marketing firms grow, the complexity of managing multiple campaigns, channels, and clients multiplies. Without scalable project management processes, expansion can lead to growing pains: stretched teams, missed opportunities, and declining quality of work. Fractional project management can help maintain creative excellence while effectively scaling operations. 6. Cash Flow and Resource Allocation Project delays, scope creep, and unclear task ownership often lead to billing inaccuracies and wasted time. Many small agencies underestimate how much untracked work cuts into profit margins. Without proper project visibility or a defined workflow, forecasting becomes guesswork, making it harder to predict cash flow or plan for sustainable growth. 7. Client Communication and Expectation Management Misaligned expectations between the firm and its clients are another major pain point. When communication is informal or scattered across emails and chat threads, misunderstandings arise. A structured project management system creates transparency, accountability, and shared visibility, all key to stronger client relationships. 8. Content Creation Bottlenecks Small firms often pride themselves on creativity, but without workflow organization, content can get stuck in feedback loops. Campaign approvals, revisions, and scheduling can all become bottlenecks that stall production. Over time, this can limit the firm’s ability to scale output or deliver consistently across multiple accounts. 9. Lack of Technology Utilization Even when agencies have invested in tools like Asana, ClickUp, or Monday.com, they often fail to leverage them effectively. Either no one owns the system or team members don’t have time to update it. The result is a fragmented picture of project progress and duplicated effort, both of which fractional project managers specialize in resolving. 10. Burnout and Overwork With so many moving pieces, it’s no surprise that burnout is common among small marketing teams. When deadlines stack up and roles blur, people spend more time reacting to problems than delivering creative solutions. Over time, that stress impacts morale, retention, and ultimately, client results. In short: most small marketing firms aren’t lacking talent, they’re lacking structure. And without a scalable framework for managing people, projects, and priorities, even the most brilliant ideas can get lost in the shuffle. How Fractional Project Management Helps Small Marketing Firms Fractional project management offers both strategic and operational advantages for small agencies, including: Strategic Oversight Without the Cost: Fractional PMs bring senior-level strategy to the table without requiring a full-time salary. They guide teams on where to prioritize resources, how to align goals, and how to scale efficiently. Flexibility and Scalability: Whether your firm manages two clients or twenty, fractional project management services scale with you. You can engage in support during busy periods or for specific initiatives without long-term commitments. Immediate Access to Top Talent: Fractional project managers are seasoned professionals who’ve worked with multiple marketing firms, giving your team instant access to best practices and proven systems. Improved Accountability and Execution: With an external PM keeping projects on track, your creative team can focus on what they do best: creating and delivering exceptional marketing work. Enhanced Profitability and Efficiency: From budget management to workflow optimization, a fractional project manager helps uncover bottlenecks that waste time and money, improving cash flow and project margins. When Should a Small Marketing Firm Consider Fractional Project Management You might not need full-time help yet, but here are a few signs it’s time to bring in a fractional project manager : -You’re juggling too many high-value projects at once. -Projects are constantly behind schedule or over budget. -Your team is overworked, burned out, or missing deadlines. -You lack internal project management expertise. -You feel stuck or overwhelmed trying to manage growth. If these sound familiar, fractional project management might be the missing piece. The Bottom Line For small marketing firms, fractional project management isn’t just about organization; it’s about unlocking growth. With the right systems in place, marketing agencies can scale confidently, deliver better results, and focus on what they do best: creativity and strategy. As the marketing landscape evolves, fractional project management services offer a competitive edge, one that combines flexibility, structure, and cost efficiency.

Turning Data into Direction: Why Small Businesses Need Fractional Analytics

By Ranae Peterson • October 9, 2025

Many small businesses are laser-focused on growth, sales, and staying afloat. In that constant hustle, one of the most valuable assets, data , often gets overlooked. Even when businesses “look at the numbers,” that doesn’t always mean they’re collecting the right data, tracking the right KPIs, or translating those insights into actionable strategies. Fractional analytics bridges that gap. It allows small businesses to access experienced data analysts or analytics teams on a part-time or project basis, essentially bringing enterprise-level data expertise without the full-time cost. Think of it as analytics-as-a-service for small business owners who need clarity and insight but can’t justify a full analytics department. The Reality: Why Data Gets Overlooked While most business leaders know data is “important,” it can be hard to see its impact until it’s visualized through dashboards, real-time reporting, or guided by a professional who knows how to turn information into action. Without these tools and expertise, business decisions often rely on gut instinct instead of insight, leading to inefficiencies, missed opportunities, and in some cases, failure. Statistics show that: About 20% of small businesses don’t survive their first year. Nearly 50% fail within five years. Around 65% close within ten years. While the reasons vary, from financial mismanagement to poor planning, many of these challenges stem from a lack of data visibility or poor data management . In other words, the root cause often isn’t just financial; it’s analytical . Real World Analogy Imagine running a restaurant without ever checking what inventory levels, most frequent orders, or best margin products. You might think you’re doing well because the restaurant is busy, but when you do the books, you’re not actually making any money. Now, imagine having a fractional analytics consultant helping you organize and visualize your data. They don’t need to be in the kitchen every day, but when they are, they bring order to chaos, tracking inventory and margin by menu item, predicting staffing needs, and saving costs by cutting waste. That’s what fractional analytics does for your business data. It helps you understand what’s really happening across operations, finance, and customer service so you can make smarter, faster decisions. Common Operational Challenges Solved by Fractional Analytics Here are a few common pain points small businesses face that fractional analytics services can address: Inefficient reporting and manual data entry. Lack of clear KPIs or performance tracking. Inconsistent financial forecasting. Missed revenue opportunities due to incomplete data. Poor inventory or resource management. Lack of clarity around customer behavior and profitability. Benefits of Fractional Analytics for Small Businesses Engaging a fractional analytics provider offers far more than just numbers and dashboards. It’s about empowering smarter decisions without breaking the bank. Cost efficiency: Avoid the high salary and benefits of full-time analytics hire. Speed to impact: Gain immediate access to expertise, no lengthy onboarding or training required. Scalability: Bring in analytics support when you need it and scale it up as you grow. Better decision-making: Replace guesswork with data-driven insights and actionable KPIs. Time savings: Spend less time in spreadsheets and more time growing your business. Long-term cost reduction: Identify duplicate payments, missed invoices, and inefficiencies that quietly drain profit. Fractional analytics also enhances cash flow management and enables business leaders to spot opportunities for optimization, often resulting in measurable growth and sustainability. Why It’s a Make-or-Break Decision Choosing whether to work with a fractional analytics consultant could be the difference between surviving and thriving. Many business owners don’t realize that outsourced analytics is even an option, one that offers flexibility, affordability, and strategic insight without high overhead. The truth is, small business leaders don’t have to do it all alone, nor do they need to rush into hiring a full-time team. Fractional analytics gives them the best of both worlds: the expertise of a senior data strategist and the flexibility of a part-time engagement. Final Thoughts In today’s competitive market, data-driven decision making isn’t optional; it’s essential. Small businesses that embrace fractional analytics gain clarity, confidence, and control over their operations. By investing in the right insights today, they set up the foundation for sustainable growth tomorrow. If your business is ready to move from guessing to growing, now’s the time to explore what fractional analytics services can do for you.