What Fixing a Broken agency Taught Me About Fixing Any Small Business
(And the 3 Questions Every Owner Should Ask Themselves Before 2026)
Ever feel like your business is stuck in a loop of paperwork piles, team silos, and endless hats to wear? For over a decade, I led large-scale operations in Maryland's juvenile justice system at the Department of Juvenile Services (DJS). We faced overwhelming paperwork backlogs, high staff turnover, and stagnant outcomes for the young people we served.
Then we implemented targeted reforms - streamlining case processing, improving staff engagement, and enhancing program completion rates. These weren't flashy overhauls; they were practical shifts that delivered real results.
Here's the insight most leaders overlook: The frameworks that transformed a resource-strapped government agency are the same ones that can rescue small businesses today. From solo operations to growing teams, the core challenges - inefficiencies, knowledge gaps, and burnout are universal. So are the solutions.
The Overlap: Why Agency Reform Mirrors Small-Biz Turnarounds
Public sector or private, the pain points align eerily:
- Fragmented workflows creating silos and delays
- Outdated processes that waste everyone's time
- Leaders juggling too much, leading to fatigue and blind spots
I founded Cleary Consulting to adapt these proven strategies for entrepreneurs - no bureaucracy, just actionable steps tailored to your world.
Structured Meetings: The Unsung Hero of Alignment (And How We Made Them Work)
One game-changer in my DJS portfolio was overhauling how we ran meetings across our 70+ staff offices. Before, they were rambling status updates that drained energy without decisions. I then developed an "Action-Focus" format: 5 mins review, 15 mins priorities, 15 mins assigns and accountability. Even with some discussion and brainstorming, action-oriented meetings would wrap in less than an hour.
Result? Meeting fatigue dropped, cross-team collaboration rose, and we hit quarterly goals faster. For small businesses, this scales down beautifully, whether it's your weekly team huddle or a solo review ritual. Start with one rule: Every meeting ends with "Who does what by when?" It cuts fluff and builds momentum.
The 3 Questions That Uncover Your Hidden Wins (And Risks)
Use these to diagnose fast. Answer honestly, and you'll spot leverage points for 2026.
Where is your biggest hidden bottleneck right now?
At DJS, we uncovered redundant approval loops adding weeks to case resolutions. Scrapping them freed up staff capacity overnight.
Your move: Map your top 3 processes this week. What's the step no one questions but everyone gripes about? Fixing it could reclaim hours.
If your best team member left tomorrow, would the operation grind to a halt?
We learned this the hard way after a key coordinator departed and took years of institutional knowledge of processes with them. We countered with simple "knowledge capture" templates, slashing onboarding time.
Pro tip: Run a quick "bus test" audit: For each role, jot one-page guides on core tasks. It's low-effort insurance against chaos.
What single tweak would hand you back 10 hours a week next year?
For us, it was blending delegation with emerging tools (hint: technology and machine learning for routine reports - more in an upcoming post). This combo boosted our executive bandwidth.
Reflect: Is it automating admin, clarifying roles, or something else? The answer often hides in plain sight.
These questions aren't theoretical - they're the diagnostics I've used to drive change in high-stakes environments. Now, they're yours to borrow.
Ready to Apply This to Your Operation?
At Cleary Consulting, I help business owners like you implement these frameworks. Whether it's justice-inspired process tweaks, leadership coaching, or AI integration for efficiency. No fluff, just measurable progress.
Spot which question resonates most? Schedule a free 30-minute diagnostic call. We'll pinpoint your top opportunity and map a quick-win path forward- no strings, just clarity.
Or reply below: Which question struck a chord? I read (and respond to) every one.
Jay Cleary
Founder and Principal Consultant, Cleary Consulting LLC
ClearyConsultant.com
Jay@ClearyConsultant.com
Follow me on LinkedIn: Cleary Consulting, LLC