6 steps for effective business process redesign
14 December 2016
3 min read
Business process redesign is all about working out how to improve existing processes. The best case scenario is reducing costs and improving productivity by changing and updating them.
An overhaul of this scale isn’t a project to be taken lightly, so it’s important to really think about what your aims and designed outcomes are, along with people being realistic about the potential disadvantages. It’s human nature to resist change, so your employees might react negatively if you make sweeping changes to their workplace in the wrong way.
We’ve put together a guide on how to successfully manage your business process redesign:
Set clear goals
The whole point of the design is to achieve specific objectives. How you action them is important but only after you’ve established the outcome. This way you can ensure all tasks are working toward the same outcome. For example, if your aim is to create a more secure network then ensure that everything from password reset processes to how people print are considered.
Identify every business process and prioritise them
It can be a mammoth task to keep track of all of your processes but it’s essential to keep a clear and up to date list of them. Without knowing everything you’re working with then it’s impossible to make genuine change within your organisation. Check out our list of ‘7 tools to organise your business process workflow’ to make this process easier.
Make data capture and processing a routine part of the work day
If you need to capture data to inform what’s important to your business or how best to change it, then do yourself a favour and make it a routine part of the work day. Don’t create extra work for yourself when you can simply analyse what’s already going on around you. ProcessFlows has a number of options for capturing data throughout the day, such as Optical Character Recognition, Intelligent Character Recognition and Voice Capture.
Instead of separating new activities and changes into a separate stream, integrate them into the workflow. Developing and improving business processes is about streamlining and consolidating all business activities.
This also applies to freelancers and contractors. In today’s modern workplace it’s likely that you’ll be working with offices or freelance assets all over the world. Don’t treat them as external resources; they should be counted the same as your regular, in-house employees.
Start as you mean to go on with a single workflow.
Empower the people who control processes
This is a very simple one. Give the people who perform processes the power to make decisions regarding them. If there are three levels of approval for a simple, everyday process then ask yourself why. Strip away unnecessary red tape and create a single approval system where possible.
Capture information once and at the source
Instead of creating an additional process to capture information while a process is ongoing, change the initial process so that data capture is incorporated into it. It’s an easy way to refine the amount of time, energy and input required. Not only that, giving employees more autonomy in their roles can lead to big changes, such as high morale, low staff turnover a boost in productivity. As reported by SAGE journals, respondents to a 2000 person student were nearly 2.5x more likely to take a job with autonomy.
Successful business process redesign projects are clear, concise and controlled. They pull in expertise from people all over the business to develop processes that are grounded in reality and not well-meaning but detached corporate theory. Most of it it’s essential to get the idea of continuous learning in all employees at every level of the business.