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How to Simplify by Subtraction
Complexity rarely arrives all at once.
It layers in quietly, one meeting, one checklist, one new tool at a time, until the process becomes the work itself.
It feels like progress while we’re doing it → more structure and more certainty.
But every new layer adds drag that eventually slows work down.
Our customers, products and the impact we’re trying to make start to fade behind the noise of coordination.
Every so often, teams need to stop optimizing and start deleting.
But it takes courage to remove what once felt essential.
The Subtraction Reset is a simple, seven-day experiment to help your team reclaim time and focus.
The goal is to remove steps, meetings and tools then only add them back if it’s truly needed or something breaks.
Most complexity starts with good intentions. This is your chance to test whether those intentions still serve the goal.
Here’s how to do it:
Step 1: Delete
Start by asking three questions:
- Why are we doing this?
- Does it add value?
- What happens if we stop?
List every recurring meeting, approval or workflow step that feels heavy, over done, or unclear.
Then remove the non-essentials one at a time. If nothing breaks, keep deleting.
Step 2: Observe
Now, pause and watch how the system behaves without the extra weight.
- Did work stall?
- Did quality drop?
- Or did things keep moving – only faster and easier?
Keep a simple log of what changed:
- Time saved
- Fewer interruptions
- Clearer focus
Most teams are surprised by how little actually changes. That’s your evidence that removing unnecessary tools and excessive process steps is working.
Did we remove a burden that no longer needs to be carried by our team? Have we reduced unnecessary busywork, noise and friction to help our team focus on what matters most?
Step 3: Restore
At the end of the week, review your log together.
Only restore what actually improves quality or clarity. Everything else stays gone.
The fewer moving parts, the clearer your focus and the easier it becomes to deliver projects consistently.
Why This Works
Because complexity is self-created, which means it can be uncreated.
Every new rule, step, process, or platform really does feel helpful in the moment but as more layers compound over time, they slow things down. Teams become buried in process and morale suffers.
Deleting may be uncomfortable at first but it builds confidence as the gains build momentum.
You realize how much of the system existed to make us feel safe rather than being effective at moving the needle.
TL;DR:
- Run a Subtraction Reset with your team next week.
- Pick one process.
- Delete five things.
- Restore only if something truly breaks.
Small experiments like this often reveal where teams are stuck and where they can scale.
