Cost Optimization Starts Inside: A Simple Approach for Growing SMEs to Reduce Waste and Scale
- Nhi Hong
- Jul 13
- 5 min read
Many growing businesses in Vietnam are feeling the pressure to scale — and at the same time, protect their margins.
As a CEO, you probably already know that.
What’s less obvious is where your costs are actually leaking, and how much of it has nothing to do with pricing or suppliers — and everything to do with what’s happening inside your operations.
At SOSP Consulting Group, we work with CEOs of SMEs (typically 50–200 employees) who are asking tough but necessary questions:
Why are we constantly chasing delays or fixing errors?
Why does growth seem to create more chaos, not less?
And how can we optimize cost without cutting corners or burning out our teams?
One consistent answer: fix your internal processes first — before adding more tools, people, or pressure.
1- What KPMG Got Right — and Why It Matters for SMEs
KPMG outlines six major levers for cost optimization. Among them, process improvement (via redesign and automation) is one of the most underutilized — especially for SMEs who are already stretched thin.
Big companies call it “transformation.”
We prefer a more grounded approach: make how you work more effective, before trying to make it faster.
2- Where Cost Leaks Hide in Growth-Stage SMEs
In companies that are past the startup phase but not yet fully mature, we tend to see the same patterns again and again:
Inefficient handovers between departments
Rework caused by unclear roles or steps
Manual, repetitive tasks consuming high-skill time
Poor coordination leading to service delays or customer dissatisfaction
These issues don’t show up on a financial report — but they show up everywhere else: in missed deadlines, rushed service, growing overhead, and teams stretched beyond capacity.
You may not be able to trace a single invoice to the problem, but the cumulative impact is real.
3- Our Approach: Two Simple Steps, One Core Goal
At SOSP, we help you build clarity and flow into your operations so your team can perform better — and your business can grow with fewer surprises.
We focus on a simple yet powerful two-step approach:
Step 1: Lean Process Redesign
We start by sitting down with your team and asking: how does work really happen here?
Not how it’s supposed to happen — but how it actually moves across departments, tools, and people.
Our team works closely with functional managers and leadership to:
Map how work actually happens across departments
Identify non-value-adding activities, duplicated efforts, and bottlenecks
Redesign task flows and team coordination based on business priorities
Align roles, handoffs, and tools to reduce friction and wasted time
This step is grounded in Lean principles, and it’s where most of the hidden cost lives.
📌 Why non-tech first?
Many SMEs jump to software to solve process issues. But when the core workflow is unclear, automation tends to add more confusion than clarity.
In several cases we’ve seen, teams end up overwhelmed — forced to adapt to tools that don’t match how they actually work. Some eventually abandon the new system altogether and return to what feels familiar, like a shared Google Sheet.
"Tech only works when the process is ready for it."
That’s why we focus on redesigning the process first — so any automation you invest in later actually sticks.
Step 2: Intelligent Automation
Once the process is stable and clear, we help you identify where automation can reduce workload and increase speed.
We collaborate with a network of trusted technology partners to deliver solutions that fit your needs:
SaaS tools (Task management, CRM, inventory, ticketing, HR systems)
Custom software to match specific workflows
Low-code/no-code solutions for reporting, tracking, or approvals
We stay involved through implementation to ensure:
The automation aligns with your redesigned process
Your team is properly onboarded and ready to use tech that makes their work easier & more efficient
The outcomes are measurable, sustainable, and directly tied to your business goals
You stay in control, and we make sure the automation supports the people, not replaces them.
4- A Quick Example: Logistics Provider, Stuck at Customs
One of our clients — a mid-sized logistics company — came to us with a recurring issue: Their inbound shipments were getting stuck at customs, incurring high warehouse fees and frustrating both their team and their clients.
What we found wasn’t surprising:
Internal delays in preparing customs documents
Handoffs between departments that weren’t clearly defined
No real-time visibility into what had been submitted or approved
We mapped the workflow with their team, redesigned the process to shift key tasks earlier, and worked with their tech provider to automate the document tracking.
Result:
Within 3 months, they reduced their warehouse costs by 30%, and their team spent far less time chasing paperwork.
It was driven by processes.
5- Why This Approach Works — Especially for Growing SMEs
Most SME CEOs know they need better systems — but they don’t always know where to start. Worse, some invest too early in software without solving the underlying process issues.
Here’s why our two-step approach delivers better ROI:
1. It’s Designed for Mid-Sized Teams
We work with businesses where 50–200 employees means complexity has started to outgrow informal systems, but large-scale ERP solutions are too heavy-handed.
2. It’s Business-Led, Not IT-Led
Our focus is operational clarity and business outcomes. We speak your language — not just tech or compliance.
3. It Reduces Cost Without Cutting Quality
Unlike cost-cutting measures that reduce service or staff, process improvement helps you do more with the same resources by eliminating waste.
4. It Builds a Foundation for Smarter Scaling
Whether you’re expanding locations, adding product lines, or preparing for investment, process clarity is key to scaling without chaos.
6-What Does “Better” Look Like?
When your processes are redesigned and supported by the right tools:
Tasks flow with fewer errors
Customers experience smoother service
Staff are less overwhelmed
You gain visibility into where time and money are spent
Your cost per transaction, order, or client goes down
And you, as a CEO, gain peace of mind knowing your cost structure is leaner, your customers are better served, and your growth is more sustainable.
Final Thoughts: This Isn’t About Perfection — It’s About Progress
You don’t have to overhaul everything at once.
You don’t need a perfect system.
If your business is scaling but your internal operations can’t keep up, it’s time to rethink how your team works — and how tech can support smarter growth.
At SOSP, we partner with CEOs who want to build more resilient operations — without losing momentum or getting lost in jargon.
Book a discovery call or message us to learn how process improvement and automation can save cost, boost performance, and prepare your business for the next stage.
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Helping SME CEOs Scale Operations & Boost Profitability
Cost Optimization | Process Improvement | Customer Retention | Service Delivery Enhancement
CONTACT SOSP Consulting Group
🏢 Rep Office: 17th floor, Vincom Center Buildings, 72 Le Thanh Ton Street, Saigon Ward, HCMC, VN
🏢 Headquarter: 3th floor, 126 Nguyen Thi Minh Khai street, Vuon Lai Ward, HCMC, VN
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