Why you’re Rebuilding the Same Delivery Processes every 6 Months
If you’ve rebuilt your delivery process three or four times in the past two years - you’re not alone.
I see it all the time with agencies and product teams. Things get messy, so someone steps in to “fix delivery.” They spin up new templates, clean up tooling, maybe even restructure roles a bit.
It works - for a while.
Then, slowly but surely, the friction creeps back in.
Projects drift. Updates stop flowing. People start working around the system instead of inside it.
Within a few months, we’re back to “we need to fix delivery again.”
- The tools change.
- The docs change.
- But the chaos keeps repeating.
Here’s what’s actually happening…
It’s not your tools. It’s your foundation.
When systems keep breaking down, most teams assume they picked the wrong tool, or that people just aren’t “using the process correctly.”
But in nearly every case, the problem isn’t the system itself - it’s what’s missing underneath it.
These are my 3 foundational elements that most teams skip when they try to “fix delivery”:
1. Rhythms - predictable momentum
Without consistent planning, check-ins, and review loops, even the best systems will fall apart. Tools get neglected. Priorities get fuzzy. Teams start guessing.
Rhythm gives your system a pulse.
It says: this is how we work around here.
Without it, the system is just a folder full of nice templates no one uses.
2. Roles - clear ownership
If it’s not clear who’s driving the work forward, updating the board, or calling the shot on scope… the system turns into a suggestion box.
Every task ends up with four people “checking in” - and no one truly responsible.
Clear roles don’t mean rigid org charts.
They mean everyone knows what they’re on the hook for.
3. Expectations - shared standards
Even with rhythm and ownership in place, if no one knows what “good” looks like, quality starts to slip. People work in isolation. Feedback gets reactive. Clients feel it first.
You need shared expectations - not just for delivery, but for how your team communicates, makes decisions, and handles the messy parts.
That’s what creates trust in the system.
Without trust, people will always work around it.
Why this matters more than ever
When things are busy, it’s easy to just get your head down and “work” through, not worrying about the cracks in your system. However, when the work slows down (like it is for a lot of teams right now), the gaps become glaring.
Your system isn’t just how work gets done - it’s how people stay aligned, feel confident, and make progress without burning out.
Without that foundation, no tool or new hire can make delivery truly consistent.
The system will keep collapsing under the same weight.
So what should you do?
Before you spin up another Notion space, Monday board or switch project management tools (again), take a step back and ask:
- Do we have a real cadence around planning and delivery?
- Do we have clear ownership across roles and projects?
- Do we agree on what “done” or “good” actually means?
If you truly want to fix delivery - You need to focus on building the kind of clarity and trust your team can count on - without adding complexity.
That’s what makes a system stick.
Want to Actually Fix It This Time?
If this post hit a little too close to home — you’re not alone.
Rebuilding your delivery process again isn’t the answer.
What you really need is a system that doesn’t fall apart in 3 months.
I’ve put together a practical HOW-TO guide:
The Rhythms, Roles & Expectations System
It walks you through the exact steps to make delivery stick — without more tools, more meetings, or another overhaul.
👉 Drop your email below and I’ll send it over.
Real steps. No fluff. Just calm, clear delivery that actually works.
