Start Before You're Stressed: Why Structure Isn’t for Fire Drills

Most teams don’t think about structure until something breaks.

The close runs late.

A report is wrong.

A key person is out and no one knows what they did.

That’s when the scramble begins - frantically searching for files, patching together processes, assigning last-minute responsibilities.

It works - sort of. But it’s reactive. Stress becomes the trigger for improvement.

But what if structure came first?

What if you didn’t wait for a problem to get organized?

Teams that thrive under pressure aren’t the ones that respond the best - they’re the ones who prepare the best. They put structure in place before it’s needed, so when things get busy, they already know what to do and how to do it.

It’s not about being perfect. It’s about being ready.

Fire drills feel urgent. Structure feels optional. But it’s the opposite.

When your team operates without structure:

• Work depends on memory, not systems.
• New team members ramp slowly - or not at all.
• Everything requires asking, checking, guessing.

When structure is in place:

• Roles are clear. People know what’s expected and when.
• Processes are repeatable. No need to reinvent the wheel.
• Stress is reduced. You’re solving problems, not chasing context.

Proactive structure isn’t bureaucracy - it’s breathing room

Small habits make a big difference:

• Document processes before they’re urgent. If someone else had to step in tomorrow, could they?
• Define responsibilities ahead of deadlines. Don’t wait for ambiguity to slow you down.
• Store information where it’s findable. If it’s hard to find, it might as well not exist.

The best time to fix the roof is when the sun is shining

Structure is easy to ignore when things are calm. But that’s the moment when it’s most valuable to invest in it. Because when the pressure hits - and it will - you’ll be glad you started early.

After all, structure isn’t about control.

It’s about being able to deliver your best work - even on your worst day.

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/ Filip Ullsten @WorkTiles