Juliana Marulanda, Boosting Productivity and Innovation by Harnessing the Power of Processes – Innova.Buzz 594


Juliana Marulanda, ScaleTime.

In this episode of Innova.Buzz, Juliana Marulanda shares her insights on the power of building processes within organizations. She emphasizes the importance of teamwork, subject matter expertise, and the role of video in creating and replicating processes. Juliana believes that by standardizing and optimizing processes, businesses can achieve stability, unlock creativity, and make a significant impact.

Key Points:

  1. Teamwork and Expertise: Building processes is a collaborative effort that requires subject matter experts to guide the development. It’s vital to harness the knowledge and experience of the team to create effective procedures.
  2. Video for Replicating Processes: Video is a powerful tool for documenting and replicating processes. It allows for easy slicing, dicing, and replication, making it invaluable when subject matter expertise is lacking within the organization.
  3. Standardization and Optimization: Juliana highlights the importance of creating, standardizing, and optimizing processes. By implementing standardized procedures, businesses can replace the need for excessive control, foster innovation, and achieve desired outcomes. Freedom and success come from making deliberate choices and embracing the power of well-designed systems.

Remember, building processes is not just about efficiency but also about creating an environment that empowers teams and allows for innovation to flourish.

Tanya Alvarez on Episode 581 introduced us to Juliana.

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Building processes is a team effort, harnessing the collective knowledge and skills of your organization. #TeamEffort #ProcessBuilding #Innovation @julianamarula on #InnovaBuzz podcast Click To Tweet

Show Notes from this episode with Juliana Marulanda, ScaleTime

In episode 594, our host Jürgen Strauss sits down with Juliana Marulanda to discuss the importance of building processes in organizations. Juliana is an expert in operations management, business systems, and process optimization.

The episode kicks off with Juliana emphasizing that having more choice gives us more power. She reflects on the need to let go of control and offers insights into gaining power through clarity in decision-making. She encourages listeners to consider the choices they make to achieve the freedom they desire.

Juliana defines processes as sequences of actions and steps that lead to desired results. She recommends using checklist formats in project management tools to create templates for various processes, such as client onboarding, recruiting, and offboarding. Checklists enable organizations to track performance and efficiency, providing valuable insights.

The key principle of any process, according to Juliana, is to create, standardize, and then optimize. She highlights that technology, automation, and AI fall under the category of optimization. However, before optimizing a process, it needs to be standardized and embraced by the team.

Juliana stresses the importance of standardization across the board before focusing on massive optimization. She believes that good systems, processes, and metrics replace the need for control, leading to stability and desired outcomes. Quality and reputation play a crucial role in attracting and maintaining clients.

She emphasized that building processes is not a one-person job; it requires a team effort. She stresses the need to involve subject matter experts who can guide the process development. Building processes, according to Juliana, is essentially creating training for employees, ensuring that everyone follows the organization’s specific ways of doing things.

Juliana debunks the misconception that hiring someone excellent means they don’t need to go through the process. Even if someone learns quickly and performs well, they still need to understand and adapt to the organization’s procedures.

Video is identified as a valuable tool in creating and replicating processes. Juliana explains that video allows for easy slicing, dicing, and replication of processes. It becomes particularly useful when an organization lacks subject matter expertise, as video captures and preserves the knowledge that would otherwise be lost.

For organizations without subject matter expertise, Juliana suggests buying training or processes. She mentions the availability of various processes, checklists, and training materials for purchase. Alternatively, organizations can utilize their employees or contractors to create a video and transcribe their knowledge.

The conversation shifts to the use of video with transcriptions. Juliana highlights how transcriptions can be used to create checklists in project management systems, providing a detailed record of the content and the process. Note-taking apps during video training sessions also serve as valuable transcriptions. AI can be a really useful tool to summarize a lot of data and transform a transcription of a video into a checklist.

Juliana suggests using video recordings of training sessions for onboarding new hires. She emphasizes that processes should be continuously evolving, so videos should be replaceable and improved upon by the next person.

Juliana highlights the importance of analyzing what is working, what is profitable, and what is enjoyable in one’s business. She advises standardizing for the majority of cases while allowing deviations for specific situations. She points out that processes can actually free up mental capacity and foster innovation by removing tedious decisions and tasks.

In their quest to help businesses scale and innovate, Juliana offers several resources. Listeners can join their newsletter for three months of quick action steps for operational impact. Additionally, a five-minute diagnostic tool is available, uncovering 50 operational gaps and gains related to team performance, delivery, and profitability. Juliana proudly mentions having conducted over 600 diagnostics, enabling businesses to compare their performance against peers in the same revenue group.

If you want to dive deeper into this episode or explore how to download someone’s brain or create processes further, make sure to give it a listen. Don’t forget to check out the various resources Juliana offers to help businesses scale and innovate.

Utilizing video can revolutionize the way you create and replicate processes. It's efficient, engaging, and easy to share. #VideoProcessCreation #Efficiency #Engagement @julianamarula on #InnovaBuzz podcast Click To Tweet

The Buzz – Our Innovation Round

Here are Juliana’s answers to the questions of our innovation round. Listen to the conversation to get the full scoop.

  1. 1 thing to be more innovative – Get really comfortable with fear and failure. “Just test it.”
  2. Best thing for new ideas – Take time to get away from the daily grind, to let your mind wander. Capture your ideas.
  3. Favourite resource – Screencapture; ChatGPT; Grain
  4. Keep project/client on track – Be honest with the results they want and focus on that outcome.
  5. Differentiate – Have a point of view.


Test new things within your operations and figure out what’s working and what’s not. Identify opportunities for optimization and then innovate!

Reach Out

You can reach out and thank Juliana through her website.

Suggested Guest

Juliana suggested we have a conversation with Allyns Melendez, of HR Transformed, on a future InnovaBuzz Podcast episode.


Cool Things About Juliana

  • She has been featured on Forbes and Entrepreneur.
  • Juliana is a keen traveler and when we spoke on the podcast, she was in Columbia.
Processes are sequences of actions and steps that drive desired results. They provide clarity and consistency. #ProcessClarity #Consistency @julianamarula on #InnovaBuzz podcast Click To Tweet

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Jürgen Strauss

Dr. Jürgen Strauss is The World's Best Human-Centred Podcasting Coach and the only Podcast Innovator with the signature bright yellow headphones, who masterfully crafts human connection for high-impact achievers in a vibrant community. You can find Jürgen on LinkedIn, The InnovaBuzz Podcast, The Flywheel Nation Community as well as on Innovabiz' InstagramTwitter, Facebook pages and his personal Photography website.  

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