Forty-five percent of employees say they have to deal with confusing processes. Think of how much time and money is lost when employees get mired down in unclear processes? Not to mention the frustration this creates.
You can develop endless processes, but if they are not easily understood and repeatable by the people charged with carrying them out, they will be ineffective and reduce productivity. They must be efficient, but more importantly they must be the right processes for the people who need to use them.
Not having the right processes in place can cause frustration and confusion in organizations. Processes must be developed to support the objectives and goals identified in the Planning stage.
These processes need to be balanced between the goals and objectives that have been established. For example, reducing the turnaround time on processing an application may be an objective, but it must also be balanced with the other objectives, such as earning a reasonable profit. Processes must be developed and implemented that work towards these collective objectives. Focusing only on one objective may result in the processes actually undermining the organization’s performance.
The right processes must be in place to help the people in your organization deliver on your goals and objectives. In the years we’ve worked with clients, we’ve found that there are three key factors to creating processes that really work. Processes must be useable, efficient and aligned.
The processes that are developed must align with your organization’s goals and objectives. They must also be aligned with the strategies that were laid out in the Planning stage. Only when this alignment is in place can the processes contribute to your organization’s development and performance.
Often processes need to be re-designed to meet the evolving needs of an organization. At other times, new processes need to be developed to meet new objectives established during planning. Through facilitation, we assist your organization in developing these innovative processes needed to succeed in reaching your organization’s change and performance objectives.
There’s nothing more distracting and harmful to productivity than a process that is inefficient. Processes must produce the desired result in the most efficient manner. At the same time, the process must maintain the quality of the result.
To ensure the quality of the result is being met and you are improving efficiency, it is important that the process be measurable. Through refining the processes to be as efficient as possible and aligned to the objectives, the maximum performance can be achieved.
As your organization refines its processes, we assist in developing metrics that permit you to monitor your progress towards reaching the performance objectives. BizXcel provides business process improvement services to help organizations design and measure processes that best suit their needs.
Our business process consultants and data specialists can help you set up systems using real-time data and easy-to-use dashboards so you can track the efficiency of your processes. We make certain the tools and results are always complementary to the existing business decisions made during the Planning stage.
The processes for using the data itself to make evidence-based decisions must be seamless itself. It is our goal through business process mapping that not only will the data answer the questions important to your organization, but that the processes for using that information to make decisions through the analytics tools will fall naturally into the fabric of daily operations and not be seen as burdensome, frustrating or extra work to utilize.
Processes must be stable. If processes are in a state of flux, efficiency cannot be maintained. Processes must be refined and developed so that they are repeatable. Ensuring that your processes are measurable and regularly collecting data on them will help you ensure that they are usable and will help you achieve your vision.
The processes must also be adoptable by the people that must perform them. If a process requires a certain skill level, it must be designed at a level that allows the workforce to be trained to perform it. The people must understand not only how to perform the process, but also understand how it is vital to the organization’s objectives and goals.
Business Process Mapping
Often a department may think they know their processes, but when they see them visually mapped out, they learn new things about the number of unnecessary steps in a process, inefficiencies in the communication steps or technology transfers, or missing pieces of the puzzle.
Sometimes business process mapping can just show you something as simple as a manager having to sign the same piece of paper twice when once would suffice; but knowing this could save that manager an hour every week.
Business Process Mapping involves four major steps: process identification, information gathering, interviewing and mapping, and analysis. Effective business process mapping enables companies and organizations to see the complete picture of how their organization operates.
Business Process Design
Rather than mapping and reviewing processes you already have in place, BizXcel can also start from scratch to design an efficient and effective business process that will work either within an existing organization or in a completely new organization.
The process is very similar to traditional Business Process Mapping, except that we are mapping a fictional, potential process and so there is more flexibility, but also more uncertainty in how it will map. In order to control for the unknowns, we map the process as though it already exists, and we assign responsibility, timelines, technologies, inputs and outputs, etc. to the process as we develop it, and simultaneously test our process against existing or theoretical structures within your organization to understand how the process will interact with other processes and policies.
Business Process Analysis
If you have a process that is already well described or mapped, we can help to analyse the inefficiencies for you. This usually involves validating the process with the actual people involved to ensure that it is correctly mapped and to gain deeper understanding of the process implications within your organization. Then the process is analyzed on a data level for flow, logic and efficiency. We work with you to make sure we understand the process entirely and can make quality recommendations. Analysis is also an integral part of both mapping and design processes.