8 workflow bottlenecks stealing your time (and how to fix them)

You didn't pick your profession to chase files, wrestle with downloads or play detective with version names. Final_final_USE_THIS_ONE.psd, anyone?

But these daily workflow bottlenecks aren’t just frustrating, they’re stealing your time. 

Simple edits spiral into version control nightmares. Feedback loops drag on. File transfers kill momentum. 

It’s death by a thousand downloads. 

If it’s any comfort, it’s not just you: 60% of people’s time at work is spent on work about work. But when every second counts, your time’s too valuable to waste waiting around. 

We’ve broken down the biggest workflow bottlenecks — and, more importantly — how you can take back your time and get back to doing your best work.

1. Version control chaos: when "Final_Final_V2" isn't really final

We've all been there. A folder cluttered with Final_V2, Final_V3_Real, Final_V3_REALTHISONE, and a rogue Final_V3_ClientEdits just to keep things interesting.

So which one really is the final version?

If you're managing design files, marketing assets or videos, version chaos is messy and confusing. It often leads to rework and frustration. It always leads to wasted time. 

File management fixes:

• Standardize file naming: a simple system (e.g., ProjectName_Date_Version) helps control file sprawl.

• Designate an owner for final exports: one person should be responsible for delivering the official version, avoiding unnecessary copies.

• Instant access to previous edits: need to reference an earlier version? Use storage that can restore previous versions so you can stop stressing about accidentally deleting files.

The LucidLink fix

LucidLink keeps all project files in sync, so everyone works on the same version in real time. No downloads means no duplicates, no relinking, no confusion. Just a single, always-up-to-date source of truth.

2. Large file & storage struggles: when size slows you down

Need to start work on an important project? First, set aside an hour to download the files.

Whether you're handling 4K videos, high-res audio or large datasets, traditional cloud storage or file sharing software wasn't built for big files. Teams waste hours waiting for uploads and downloads, turning what should be a smooth creative workflow into a stop-start nightmare.

Meanwhile, you’re constantly juggling storage space — archiving old projects, buying new drives and splitting files across multiple locations just to keep work moving.

Common (but sometimes costly) workarounds:

• Use proxies for video editing: lighter versions of files let you edit without handling terabytes of data.

• Transfer large files during off-hours: schedule big uploads overnight so they’re ready when you are.

• Juggling multiple storage locations: splitting files across local machines, SSDs and cloud platforms.

• Investing in expensive hardware upgrades: buying bigger drives just to keep up.

The LucidLink fix

Skip the downloads and storage headaches entirely. LucidLink lets you stream files instantly from the cloud, so you can access huge files without downloading or storing them locally. Work with any file size or type  — without the storage headaches.

As Dennis Shin, a VFX Creative Director puts it: “It's completely different from other cloud storage solutions. It's just streaming the data that you're literally clicking on and accessing at that time. The time it used to take to download and upload files has all gone away." 

3. Remote teams, real-time struggles

When your team isn’t all in the same office (or even the same time zone), simple tasks get complicated fast. A teammate asks for a file, but you’re offline. Feedback is stuck in an email thread. A project stalls because someone forgot to hit sync.

And when you’re working with large files, things slow down even more. VPNs crawl. Downloads take forever. External drives get lost. Before you know it, you’re spending more time worrying about files than actually working on them.

Remote workflow upgrades:

• Set clear file-sharing protocols: no more random file links floating around.

• Document folder structures: so anyone can find what they need without a scavenger hunt.

• Use async review tools: time zone differences don’t have to delay approvals.

The LucidLink fix

Work together as if you’re in the same room. LucidLink gives distributed teams real-time access to project files without waiting for syncs, transfers or re-uploads.

Noel O’Connor, the Founder & Creative Director at Emperor says, “LucidLink has changed the way we can access our files. Although we are all remote, now the experience is like being in the office.” 

4. Never-ending feedback loops 

Nothing kills momentum like a slow approval process.

You send a file for review. You wait. Then you wait some more. Meanwhile, feedback is scattered across emails, Slack messages and random notes.

Streamlining approvals:

• Set clear feedback deadlines: specify when comments are due to keep projects moving.

• Use annotation tools: so clients can give notes directly on the file, no downloads required.

• Limit the number of revision rounds: establish how many feedback cycles will happen upfront.

The LucidLink fix

Stakeholders can review files directly from the cloud, without downloading anything or losing track of revisions.

5. Security: protecting your assets

Many teams don’t realize how easily files can fall into the wrong hands. Scattered across personal drives, email attachments and unprotected cloud storage, they’re one click away from being lost — or worse, leaked.

Maybe a client sends over confidential assets via a public Google Drive link. Or a teammate loses their laptop — with your entire project on it.

Whatever the scenario, with the average data breach in 2024 costing $4.88 million, it pays to protect your data.

Security strategies:

• Set permissions on shared files: not every link should be open to the world.

• Use encrypted storage: if your work is valuable, protect it.

• Back up everything: because accidents happen.

The LucidLink fix

LucidLink’s zero-knowledge encryption ensures that only your team can access files, no third parties, not even us.

As Luke Hatfield, Group Head of Sound at Vaudeville explains: “With LucidLink, I know that all the data is secure and accounted for, and only the right people that are supposed to have access to it are looking at it. We control who needs the media and for how long.” 

Workarounds that cause more work

Ever emailed a file to yourself just to access it on another computer? That’s a workaround. And when teams rely on too many of them, workflows start breaking down.

Workaround fixes:

• Find solutions that integrate with your workflow: instead of patching together five different tools.

• Train teams on best practices: the more people understand the process, the fewer workarounds they’ll need.

• Audit your workflows regularly: are your tools still working for you, or is it time to update?

The LucidLink fix

With LucidLink, every file is instantly accessible — regardless of size, or type — eliminating the need for workarounds.

Onboarding new team members or freelancers (without slowing everyone else down)

Bringing on a new team member shouldn’t feel like a week-long IT project. And giving every freelancer or contractor access to the stuff they need (and nothing else) shouldn’t be a painful process.

Optimizing onboarding:

• Create onboarding templates: so new hires have all the info they need from day one.

• Use tools with easy access control: no more scrambling to set up permissions.

• Have a single source of truth for project files: no more “I’ll send you the right version.”

The LucidLink fix

Instant access, zero hassle. With LucidLink, add a new collaborator to your filespace and they can start working immediately, without downloading or transferring files.

“It broadens the talent pool we can work with and lets us produce better work for our clients without overburdening our internal staff,” explains Sanica Apte, Executive Producer at Casual.

Read the full story on how Casual runs round-the-clock video production here.

8. Burnout from bad workflows

Your work should be challenging — your workflow shouldn’t. When your time’s wasted troubleshooting instead of doing the work you want to, frustration builds fast.

The key is building systems that give you the space and time to get in the zone. 

Maintaining creative energy:

• Automate repetitive tasks: to save headspace for when it’s needed

• Set realistic deadlines: rushed work leads to burnout.

• Invest in tools that reduce technical friction.

• Regular team check-ins: address workflow concerns as part of your usual updates.

The LucidLink fix

Less admin — no downloads, no syncing, no relinking — more time for the stuff that matters. LucidLink removes workflow friction, so you can focus on delivering your best work. For teams working globally, LucidLink helps maintain momentum, without overworking staff.

Check out this on-demand virtual event with the dangerously talented team from The Finish Line, to see how LucidLink helps its team work how, when and where they want. 

Make more time for big ideas 

Time’s your most valuable asset. But too often, it’s stolen away by clunky workflows, endless file hunts and waiting around for your files to be ready.

With the right workflows and tools like LucidLink, you can spend less time managing data and more time on big ideas. Isn’t that why you got into this industry in the first place?

Tired of downloads, delays and version chaos? Try LucidLink completely free for 14 days here.