Streamlining Tasks to Increase Productivity

Every day, you probably use thousands of business processes.

When you produce a report, settle a consumer query, contact a new client, or manufacture a new product, for example, you can repeat the same steps.

You’ve also seen the effects of dysfunctional systems as well. Customers who are dissatisfied, stressed colleagues, missing deadlines, and higher costs are just a few of the issues that ineffective systems can cause.

That is why, while systems aren’t running well, it’s important to change them. We’ll look at how you can do that in this post.

Concerning Business Processes

Formal and informal processes are also possible. Formal methods, also called protocols, are well-documented and follow a set of steps.

You may have processes in place for collecting and filing invoices, or for forming new client partnerships, for example. When there are safety, legal, or financial reasons to take such steps, formal processes are especially necessary.

Informal systems are most likely to be those that you’ve devised on your own and haven’t recorded. You might have your own collection of procedures for noting meeting actions, doing market analysis, or sharing new leads, for example.

Efficient Processes are Critical

Both of these processes share one thing in common: they’re all built to make it easier for you and your colleagues to work together.

There are less mistakes and delays as everybody takes a well-tested sequence of steps, there is less duplication of work, and employees and consumers are happier.

Processes that don’t perform will cause a slew of issues. Get the same scenario:

  • Customers may express dissatisfaction with product quality or service.
  • Colleagues became irritated.
  • Work may be duplicated or not completed at all.
  • Costs are rising.
  • Resources are being squandered.
  • You can experience bottlenecks, causing you to miss deadlines.

Improving the Processes of The Team

It might be time to check and amend the appropriate procedure if you run into any of the issues mentioned above. To do so, follow these steps:

Step 1: Build a Process Map

If you’ve determined which method you want to change, use a Flowchart or a Swim Lane Diagram to log each move. These techniques physically depict the phases in the procedure. (Swim lane diagrams are more complicated than flowcharts, but they’re ideal for systems involving several individuals or groups.)

It’s crucial to go through each phase thoroughly and certain systems can have sub-steps that you’re not aware of. To guarantee that you don’t miss something important, talk to people who use the process on a daily basis.

Step 2: Examine the Procedure

Investigate the process’s issues using the flow map or swim lane diagram. Think of the following issues:

  • Where do members of the staff or clients get irritated?
  • Any of the following steps results in a bottleneck?
  • Where do prices rise and/or quality falls?
  • Which of these steps takes the longest or results in the most delays?

To map the issue back to its source, use Root Cause Analysis, Cause and Effect Analysis, or The 5 Whys. Over all, if only the signs are addressed, the issues will persist.

Speak with others that will be impacted by the operation. What do they think the problem is? What ideas do they have for making things better?

Then take a look at the other teams in your business. What strategies have they devised to deal with problems like this?

Step 3: Redesign the Methodology

You’ll now redesign the procedure to remove the issues you’ve discovered.

It is preferable to collaborate with others who are personally engaged in the process. Their insights can expose novel ways, and if they’re interested early in the process, they’re more likely to embrace reform.

To begin, ensure that everyone knows what the process is supposed to accomplish. Then think about how you should deal with the issues you found in Step 2. (Brainstorming can help here). Make a list of everyone’s suggestions for reform, regardless of the cost.

Then, imagine how the team’s proposals can apply and a real-world situation to limit your range of alternative alternatives.

To fully comprehend the full results of your team’s thoughts, begin by doing an Impact Analysis. Then, inside the revamped method, conduct a Risk Analysis and a Failure Mode and Effects Analysis to identify potential threats and failure points. You may also want to include Customer Experience Mapping at this time, depending on your organization’s emphasis.

These assessments will assist you in fully comprehending the implications of each proposed proposal, allowing you to make the best choice for all.

Create new diagrams to chart each move until you and your team have agreed on a process.

Step 4: Obtain Resources

You must now procure the funding necessary to enforce the new procedure. Have a list of all you’ll need to complete this task.

Senior management or colleagues from other agencies, such as IT or HR, may be able to help. Communicate with each of both organizations to ensure that they are aware of how the new method will help the company as a whole. To explain this, you will need to plan a business case.

Step 5: Put Change in Place and Communicate It

Changing internal structures, staff, or procedures is likely to be part of optimizing the business operation. You may need to purchase new software, add a new staff member, or arrange training for coworkers, for example.

It’s possible that implementing the new method would be a project in and of itself, so schedule and handle it carefully. Set aside time to deal with teething issues, and consider doing a pilot first to rule out any future issues.

Remember that transition isn’t always easy. People may be resistant to change, particularly if it requires a procedure they’ve been doing for a long time. To conquer aversion to change, you can use methods like the Change Curve and Kotter’s 8-Step Change Model.

Step 6: Evaluate the Procedure

Only a few aspects perform flawlessly right out of the gate. So, once you’ve launched the new method, keep a close eye on how things are going in the weeks and months ahead to make sure it’s working as planned. This tracking will also allow you to address issues when they arise.

Make it a point and ask everyone interested with the latest phase how it’s going and what frustrations they’re having, if any.

Adopt Kaizen-style performance management methods. Small tweaks made on a daily basis would keep the process relevant and effective.

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mindtools.com