The Importance of Workflow in Competitive Swimming and Beyond

My daughter started competing in swimming this year, and it’s been a learning experience for both of us. It took me two weeks to understand the “heat sheet,” and a month in, I’m still asking the coach to clarify which stroke my swimmer is doing in the medley. #FirstTimer

But even in my freshman season as a spectator and overenthusiastic parent, I notice how many tiny lessons are built into everyday interactions. This season has reminded me that it’s not just about having the right people for the jobs; the flow of jobs and responsibilities matters almost just as much.

The Chaos of In-Between

Picture this: we’re at the pool with swimmers aged 4 to 18. The 18-year-olds can somewhat manage themselves, but swimmers under 10? They’re completely lost. We have a bullpen parent lining swimmers up and a coach checking them in at the blocks, but between the bullpen and the block, there are about 20 yards of spectators roaming around, screaming for their swimmers.

At 9:30 PM, with eight events left, we’d made it to the final mixed freestyle relays. I’d pumped my swimmer up with some last-minute sugar, and she was ready to roll as the anchor (the fourth and final swimmer in a relay) — a title we are extremely proud of.

But when we looked up, the second swimmer was nowhere to be found, despite having been with the relay team in the bullpen not three minutes earlier. We’d lost Swimmer #2 in the handoff between defined roles.

When Systems Fail in Real Time

At that moment, we had not one but two crises occurring simultaneously. First, we had a missing swimmer. It didn’t take long to check the pool and then the deck, but those few seconds could have been much more precious. The second, less important but timed crisis was the team relay that needed a second swimmer to jump off the block.

They called for swimmers to take their marks, and the buzzer rang. We had literally 28 seconds.

My project manager instincts kicked in, so I told the coach I’d look for the kid. They can focus on the meet. The assistant coach is signaling to Swimmer #1 that his leg of the relay just went from 25 yards to 50. Turn around and swim, kid! The coach has grabbed my swimmer to ensure she’s ready to step up in the anchor spot. We’ve lost valuable seconds because Swimmer #1 is exhausted.

About 15 seconds too late, we found the missing swimmer.

We had great people in every role — dedicated parents, experienced coaches, and talented swimmers. But the failure was in the workflow. Even with the right people in the right order at the blocks, the chaos of the meet disrupted our flow and sent the right swimmer to the wrong block. And when talented people can’t execute because the system fails them, everyone loses.

What Process Means for Agencies

In the last year, my team has tackled two major sprint projects — intense scope with timelines that were almost impossible. My job isn’t just ensuring every team member understands the project’s scope, but also their impact on that scope.

When you’re in a sprint, the domino effect is amplified. If someone cuts corners or takes a lazy day, you’re in real trouble. But if they understand the impact of being late on a deadline or the burden of half-done work on the next team member, they might think twice before ditching early or scrolling social instead of giving another 20 minutes of attention to the project.

The Communication Breakdown

Just like at the pool, assumptions kill projects. The bullpen worker assumed someone else was managing the transition, and the coaches assumed the bullpen worker was escorting the swimmers. No one was aligned, and thus, the blame fell somewhere in between.

But when push came to shove and we had 28 seconds on the clock, it wasn’t about the blame game; it was about managing the crisis: Who was going to find the missing child? Who was going to tackle the second 25 yards of this relay?

A good workflow evaluates risks, considers potential problems, and has backup plans in place. This is what happens if and when the potential occurs.

The Bottom Line

Talent without workflow is just potential energy. It’s not about choosing workflow over talent either — it’s about creating the conditions where talented people can do their best work. The race isn’t won by the fastest swimmer alone — it’s won by the talented people supported by systems that help them succeed.

So if you’re in the hot seat deciding who your next agency will be, sure, look at capabilities and case studies. Evaluate if they can do the job, but I’d be giving special questions for those who ensure the job gets done:

1. Who is my account director? How do they manage the account?

2. Can I have a reference for someone who has worked with them as an account lead?

   
   

The Importance of Communication in Team Dynamics

Effective communication is crucial in any team setting. Whether in sports or business, clear communication can prevent misunderstandings and streamline workflows. In swimming, every swimmer must know their role and timing. In the workplace, team members must understand their responsibilities and how they fit into the larger picture.

Building a Supportive Environment

Creating a supportive environment is essential for success. This means fostering open communication, encouraging collaboration, and providing the necessary tools for team members to thrive. Just as swimmers rely on their coaches and teammates, employees need support from their leaders and colleagues.

Conclusion

In conclusion, the lessons learned from the swimming pool extend far beyond the water. They remind us that success is not just about individual talent but also about how well we work together. By focusing on workflow, communication, and support, we can create environments where everyone can excel.

Remember, when evaluating potential partners or team members, consider not just their skills but also how they will fit into your workflow. After all, a well-oiled machine is only as good as its parts working in harmony.

And if you're looking for more insights on effective team dynamics, check out this resource.