Process Optimization
From Wikipractice
Contents |
Introduction
Processes optimization is improving processes in organization. This optimization can be made by benchmarking i.e. a comparative analysis of the processes between organizations or by a diagnostic analysis of the performance of the processes of the organization.
These methods to optimize processes cannot come true successfully without an approach which takes into account the human dimension, which insures continuance of the method and which facilitates change.
Set up conditions of success
It is important to emphasize certain aspects considered as fundamental in such a method:
- At first and above all, create and maintain a reliable climate with the concerned persons. Without this reliable climate, it will be impossible to change whatever it is.
- Insure a transparent, continuous and varied communication.
- Make all the concerned persons participate (administrators and employees).
- Validate the meditative data and the changes proposed with the concerned persons.
- Take into account the rhythm of the staff and the orientations of the management.
- Produce concrete results and generate tangible profits.
- Transfer the skills and the knowledge to insure the continuance in the pursuit of the method.
- Insure a follow-up of the accomplished work.
Elaborate intervention strategy
Elaborating the intervention strategy,is planning the project, preparing the environment, to define a direction to the change. The more the stage of elaboration of the intervention strategy is well defined well planned and well understood, higher are the chances of success. The first stage represents the base, the foundation of the following stages.
It is thus very important, during this phase, to understand indeed the pursued objectives, the context of the project, the current problem, the expectations, the orientations of the management, the extent and the limits of the mandate, the methodology and the calendar of the project.
This stage also serves for forming the working groups, for determining the roles and the responsibilities of the speakers, for clarifying the logistics of the intervention, the communications strategy, but also and especially for creating a team of persons convinced of the importance to change the manners to make.
Analyze current processes
The analysis of the processes aims at knowing and at documenting the work made by the employees and the results obtained in each of the processes namely who makes what, how, with which resources and why.
This stage consists in putting a diagnosis on the organization of the work, in identifying the causes of not performance as well as of tracks of improvement of the performance of the processes.
During this stage, all the concerned employees participate in the collection of the information. Questionnaires and interviews are used to complete the information. The employees are informed about the objectives pursued by the method and made aware in the notion of process.
To make sure to have an objective sight of the organization of the work, a methodology and computer processes performance analysis tools can be used. Thanks to this methodology and to tools, it is possible to have a better knowledge of the work of the employees.
By means of these tools, it is possible to establish the number of working hours by process, by activity, by administrative unit and by employee. This exercise allows to have objective, complete data, validated by the employees and the management, which could justify a reorganization of the work.
It is possible also to identify the processes, the activities and the resources which most contribute to improve the performance and those who least contribute to it and so to estimate the relative value of every process, the aptness of the invested resources and the satisfaction of the customers.
Propose changes
This stage consists in clarifying the changes to optimize the processes and make them more effective and more efficient. These changes can include a simplification of the current processes, the in depth modifications of certain processes, the addition of new processes or activities, the elimination of the redundances, a better use of the resources, the reduction of the wastes of time, the improvement of the methods of work, the better working burden distribution, the better definition of the responsibilities, the improvement of the practices of management, etc.
Develop and implant solutions
This stage consists in developing and in implanting the solutions which will correct the current situation and which will answer the strategic orientations of the directio management. This stage can require major investments at time and money. That is why it is necessary to be able to count on the best resources of the company.
