Last week we covered capturing all of your processes in a single location and format for easy access. Now it is time to organize and establish optimum efficiency to ensure your processes are the most productive and resourceful as possible.
As Bear Grylls would say, “Good things don’t come easy.” This is not an easy task and will take some time. It is crucial to dedicate at least 2 hours a day, for a few weeks. The longer this step is stretched out, the more discipline it will take to see it through. In other words, without commitment to this task, it will likely be started and not finished. If this happens, it can be more detrimental to your team than not starting at all.
Once you have committed to seeing this through, blocked out time on your calendar and grouped your processes by department or roles in the company, you can begin to build efficient processes.
Next, you need to prioritize groups in order of attack; meaning, you will need to determine the order in which you or the team will evaluate and update the grouped processes. If there is not a clean hand off from one person or department to the next or if there is overlap with groups, then make that one group. A simple way to prioritize is to determine your order in one of the following ways: by 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, or by easiest ones first to give you a smaller list to concentrate on.
When it comes to optimizing the processes, you should start with what you have and question every step. There are a great deal of questions to ask and situations that need special consideration, but to get you started, the minimal questions to ask the designated process evaluation person or team are:
- Is this exactly what is done from day-to-day?
- Are there any steps missing or that are ever skipped over? (Ask “Why?” and “How” until you are completely satisfied)
When reviewing the updated processes, there are really only two questions that must be answered in order to be comfortable with marking them complete:
- 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?
Figuring out the most efficient processes can be an art and many times involves logistics. However, the more experience you have with doing it, the quicker it can be accomplished.
We can’t stress enough that this needs to be done for the entire business and not just one department. If you only do portions and leave the rest for “some day,” the chances of everyone sticking with the processes are much less likely. We will cover more about that in our next newsletter about maintaining your processes.
If you are willing to commit the time and energy to see this through, the benefit is monumental; far outweighing the effort. You can’t beat happier employees and customers, and a cleaner bottom line.
As always, if you would like some help, we are here for you. Please feel free to reach out to us at 810.377.6807. To visit our website and read more about how PACManager can help with your processes, go to https://www.pacmanager.com.