Everyday Run State – Pro Edition

What Is a Run State (And How Do You Know You’re In One)?

Author

Monica Ozaruk
May 21, 2025

Hey there,

Before we dive into another optimization tip, I wanted to take a step back and answer a foundational question I get all the time from my clients:

“What exactly is a Run State?”

In process improvement terms, a Run State is:

“A stable, optimized operating condition where workflows are running as expected, data is accurate, and everyone knows what they’re responsible for - with minimal disruption.”

Sounds great, right? But here’s the catch:
Most businesses try to add new tools, workflows, or goals before their system is even stable. And that’s where things fall apart.

🧭 The PSA Run State Framework

When I work with clients - whether MSPs, Pro AV, or Security - we take a structured approach to get their PSA system into Run State.

We go module by module, and follow this process:

1️⃣ Clean Up

  • Archive old tickets, statuses, products, or agreements

  • Standardize naming conventions

  • Identify unused or broken workflows

  • Fix orphaned data and restore visibility

2️⃣ Set Up

  • Define clear ownership for each module

  • Configure statuses, automation, and workflows that reflect reality

  • Align all dependent area of the business ( time tracking, project stages, purchasing, and invoicing) so they work together

3️⃣ Run State Best Practices

  • Build simple, sustainable habits for your team

  • Train the right people on the right parts of the system

  • Start using dashboards, reports, and audits to make informed decisions - not just react

⏱️ When Should You Start Adding More?

Here’s the rule of thumb:
Don’t add anything until you’ve had two full “cycles” in a stable run state. For most companies, that’s about two months.

  • Month 1: You’re in maintenance mode. Things feel easier. Your team is waiting for something to break - but it doesn’t.

  • Month 2: People trust the system. They stop complaining. You’re finally ready to add the next thing - whether that’s a new module, KPI, or integration.

🛠 Try This Today (Just 5 Minutes):

  • Pick one PSA module (Service, Projects, Procurement, Finance).

  • Ask: Are we still “cleaning up”? Or are we ready to “set up”?

  • Don’t skip ahead. Stay in the right phase until it feels smooth, predictable, and self-sustaining.

If you’re not sure where to start, I always recommend starting with Procurement or Time Entry - they’re two of the biggest silent margin killers hiding in plain sight.

Run State isn’t a one-and-done event - it’s a foundation.
And when your system runs smoothly, everything else gets easier.

Until next time,
Monica