In the pursuit of efficiency, most organisations fall into a well-meaning trap: they try to process their way to performance. New challenge? Build a process. Communication issues? Create a workflow. Mistake made? Draft a policy.

It all feels logical. But over time, the result isn’t agility, it’s friction.

Across industries, over-engineered systems, excessive approvals, and hyper-detailed SOPs (standard operating procedures) are slowing teams down, sapping morale, and stifling innovation. What starts as a means of control quickly becomes a source of inertia.

This is the fallacy of process: the mistaken belief that more structure always leads to better outcomes. In reality, the opposite is often true. Research shows that simple rules, minimal but powerful guidelines, drive better results than complex procedures in dynamic environments.

When Process Becomes the Problem

Organisational processes are supposed to reduce chaos, ensure consistency, and maintain quality. But in fast-moving, creative, or uncertain contexts, too much structure can become a liability.

Here’s how:

• Decision fatigue: Excessive checklists and approval layers slow down execution and increase cognitive load.
• Rigidity: Teams can’t adapt in real-time when steps must be followed exactly, regardless of context.
• Responsibility diffusion: When the process is the authority, people stop thinking critically; “I just followed the steps”.
• Demotivation: Overly controlled environments erode autonomy and accountability.

In their book "Simple Rules: How to Thrive in a Complex World," Donald Sull and Kathleen Eisenhardt studied companies, markets, and even fighter squadrons to understand how simplicity outperforms bureaucracy. Their conclusion? A few well-chosen rules outperform sprawling procedures, especially under pressure.

What Are Simple Rules?

Simple rules are concise, actionable guidelines that help people make decisions and move fast. They are not vague principles or rigid protocols. They are context-specific, designed to provide just enough structure without killing momentum.

There are different types of simple rules, such as:

• Boundary rules: “Don’t take clients from X sector.”
• Prioritising rules: “Handle high-risk cases first.”
• Timing rules: “Release updates every Friday.”
• How-to rules: “Use two sources to validate any claim.”

These kinds of rules enable teams to respond flexibly while remaining aligned with a strategy.

Why Simple Rules Work

The power of simple rules lies in how they support fast, consistent, decentralised decision-making. Research shows they:

• Reduce cognitive load: People don’t get bogged down in complexity.
• Encourage ownership: Teams feel empowered to act, not just execute.
• Speed up learning: Rules are easier to remember, apply, and refine.
• Support agility: When environments change, rules can be updated quickly without rewriting entire systems.

Elite military teams, emergency responders, and startups in high-growth phases all rely on simple rules because conditions are too dynamic for rigid systems. They know that adaptability is a performance multiplier.

“Too many rules lead to paralysis. Too few lead to chaos. The sweet spot? Simple rules, shared and understood.” — Donald Sull

Real-World Example: Netflix

Netflix is famously light on process. Its culture memo is clear: “People over process.” Rather than enforce strict approval chains, they give employees context, responsibility, and a few non-negotiables, like: “Act in Netflix’s best interest.”

This approach lets teams move fast without constant oversight. They can innovate, experiment, and course-correct. It's no coincidence that Netflix has outpaced traditional media companies bogged down by layers of hierarchy and process.

Final Thoughts

More structure isn’t always the answer. In fact, it’s often the problem.

Rigid workflows and over-reliance on process can kill momentum, disengage teams, and slow innovation. The most adaptive, high-performing organisations don’t eliminate structure; they simplify it.

By replacing bureaucracy with well-crafted, simple rules, businesses can preserve alignment, boost speed, and empower people to act with confidence, even in complexity.

In the end, simplicity isn’t just elegant. It’s strategic.