When Growth Outpaces Structure (And How to Get It Back on Track)

This is the third installment of Case by Case - a series where we explore fictional business challenges drawn from very real experiences. If you’ve ever wondered, “What would you do in that situation?”—this series offers one possible answer.

Today’s scenario is about something many growing teams struggle with - the speed of expansion outpacing the systems meant to support it. You’ll see it’s not always a complicated issue, but that doesn’t mean the solution is effortless.

The Scenario: ArcStone Creative’s Growing Pains

ArcStone Creative is a boutique branding and web design agency. Recently, they scaled quickly - jumping from 5 team members to 12 in just a few weeks to meet growing client demand. But now, six weeks in, things aren’t flowing. Projects are late, communication is off, and the founding partners are… frazzled!

Despite hiring strong talent, new team members say they’re unsure about expectations and responsibilities. There are no formal systems in place for onboarding or internal communication. Client files are unstructured, team tools are scattered, and each partner has their own project management “style” - which clients are starting to notice.

At first glance, this might look like a messy (but normal) case of growing pains. But here’s why we think it’s deeper - and how ArcStone could turn it into a moment of realignment and renewed clarity.

DNFC Consulting's Take:

Where Do We Start? Back at the Beginning.

Sometimes, the solution starts by asking: What if we started from scratch, but smarter?

Even though the hires are already in place, this is the perfect opportunity to create a true onboarding process—and retroactively walk everyone through it together. Not just to fill gaps, but to bond.

This kind of reboot can double as team-building:

• Share a clear welcome pack with expectations, tools, values, and protocols

• Include real-world “how we do things here” scenarios

• Host a collaborative session to set the tone and promote transparency

When everyone starts with the same playbook, alignment comes faster—and frustrations drop.

Clarify the Vision (Yes, Even Now)

There’s no mention of a guiding vision in ArcStone’s setup—and without that, it’s hard for anyone (new or seasoned) to feel grounded. This doesn’t have to be a mission-statement marathon. A simple statement like “We build bold, brand-aligned digital spaces for good people” can shape decisions and behavior more than you'd think.

Then:

• Outline tangible steps toward that vision

• Define roles clearly—what does success look like in each seat?

• Invite input from the team. At this stage, everyone has something meaningful to contribute.

Shared vision gives people purpose. Shared structure gives them direction.

Systematize the Foundation (Before It Gets Worse)

No naming convention. Scattered platforms. Inconsistent expectations. These things may seem small—but multiplied across projects and people, they create chaos.

Here’s what we’d recommend:

• Create a consistent file naming system and limit access based on need-to-know roles

• Choose one primary communications platform and establish internal protocol

• Standardize briefs and delivery templates for client work, so clients don’t see internal inconsistency

• Use an AI tool to summarize and route communications—less noise, more clarity

These aren’t just admin decisions. They’re client experience decisions too.

And Please—Keep It Behind the Curtain

Clients shouldn’t be able to tell who’s managing a project by the tone of an email or the format of a file. The fact that each founding partner has a different project management style isn’t the problem. It’s that there’s no unifying external standard.

From the client’s seat, inconsistency reads as disorganization.

So:

• Align on one delivery approach

• Train the team to reflect that standard, regardless of who’s leading

• Preserve internal personality—but polish external presentation

Your brand isn’t just visual. It’s how it feels to work with you.

Final Thoughts

ArcStone doesn’t have a culture problem—it has a structure problem. But the good news is that structure is one of the most fixable things in business.

With a bit of humility, some honest realignment, and just enough systems to support their creativity, ArcStone can turn this growth phase into something powerful: a brand that operates as smoothly as it looks.

About the Series

🗂️ Case by Case is a scenario series offering grounded solutions to challenges real businesses might face. Want to work through one of your own? Let’s connect. Schedule a free consultation here.

Disclaimer: The scenarios presented in this series are fictional and intended for illustrative purposes only. Any resemblance to actual businesses, organizations, or individuals—living or dead—is purely coincidental.