We know, it definitely sounds a bit odd, but a process needs to be followed in order to keep your processes intact. Instead of accepting chaos in the workplace, it’s vital for a business to stay organized and implement processes throughout the business. In this case, a process is a defined course of action for each aspect of the business.
To get the best results out of your processes, we suggest the following steps:
Daunting? Maybe. Impossible? No. Start by gathering your existing process documents to one centralized location. Once all are accounted for, group them into these three categories.
Group 1 – Processes that no longer apply
Group 2 – Processes that need to be updated
Group 3 – Processes that are current and accurate
TIP: Go ahead and discard everything that falls into the first group. It’s a waste of resources to optimize a process that no longer applies to the business.
This part of the process may take some time, but it’s an important one. Organize Group 2 by departments or roles and assign them to the appropriate person for reviews and updates. Be sure to apply due dates for updating processes and set a meeting to discuss shortly after that due date. This will ensure your processes are ready to be implemented in a timely matter. This should not be something that you keep on the backburner. However, when determining due dates, keep in mind priorities for implementations.
TIP: A simple way to prioritize is to determine the order in one of the following ways:
- Groups that will have the greatest impact when finished.
- By order in which they happen from the beginning of the day or project, to the end of the day or project.
- By easiest ones first to give you a smaller list to concentrate on.
Once organized, it’s time to optimize. When reviewing a process, question every step. Consider what exactly is done each day and if there are any steps that are missing or skipped over. Ask “Why?” and “How?” until you are completely satisfied.
After consideration and updates, review each process with these questions in mind:
- If I hired a new person for this department or role, gave them nothing but this process document, would they be able to follow the steps and be successful?
- Within our means, is this the most efficient way to go about this process?
TIP: Once you get started, don’t skip or gloss over any portion. Do this for the entire business, not just one department. Organized processes give employees a better understanding of expectations, resulting in happier employees and less frustrations.
Document, implement, enforce. After each process is optimized, be sure the latest updates are saved in a central location. This not only gives your employees access to them but helps with the first step when it’s time for the next round of updates. Check in with each employee to ensure everyone understands the updates and begins implementing them into their daily routines.
TIP: One issue that happens too often is that these processes are updated only to be forgotten or disregarded within a few months. Be sure to utilize software to implement and maintain processes.
We’re passionate about processes and love seeing businesses grow and succeed. We’d love to discuss your goals. Give us a call if you’re ready to commit to your processes and need a business solution to help get you there.