Business processes need to be efficient so employees can be productive while using them. For example, if an employee’s computer crashes and no one is available to fix it, that employee cannot work while the device is down. The best way to optimize business processes is to evaluate the protocols and make changes when problems arise using help from data warehouse consulting.
1. Map Your Current Processes
Before you know what needs to be optimized and updated, you need to know your current processes. Building a map gives you a view of your business’s processes in one convenient location. You’ll see where roadblocks exist and where failures exist. A map will also show where you have redundancies and communication issues. The map will also show you where your processes are functioning efficiently.
2. Analyze to Find Weaknesses
Once you create your map, it’s time to analyze the weaknesses. Businesses often have complicated processes that move through several departments. Following flowcharts and map routes might quickly show where problems exist, but the weaknesses might be embedded deeper in your organization’s structure. Employees can help by sharing problems they’ve experienced, so give them a place to add weaknesses they know exist.
3. Find Potential Automation Tasks
Automation helps productivity continue as it reduces human error and can function without the need for breaks or vacations. If the employee with a crashed computer has to wait until the IT expert comes back from vacation, productivity slows during that time. When computer issues can be taken care of through automation, the employee can get back to work faster.
A plethora of business processes can be automated, including claims processing, vendor and employee onboarding, loan processing and credit approvals, repair tracking, and auditing.
4. Set Goals for Completion
After finding the problems and coming up with the fixes, the next step is to set completion goals. These goals should be realistic and measurable so employees will buy in and work toward achieving them. When you set the goals, make short-term and long-term goals so employees know the small steps they need to take to get to the eventual outcome. The long-term goals should have some flexibility, especially if the short-term goals don’t work out as originally planned.
As you choose your new goals, re-evaluate the goals you already have for other projects. Make sure they coalesce so everyone is working toward the same outcome. Businesses need flexibility based on data and desired outcomes. Without some flexibility, employees become frustrated when problems get in the way.
5. Implement and Monitor
Once you’ve shared the goals with your employees and given them the tools to achieve them, it’s time to implement the new business processes. Be aware of the implementation dip that happens when a big change occurs, and don’t be discouraged by it. Monitor the results for a preset time so you can see how the processes change your company’s productivity. Don’t just rely on data, but talk to your employees to get their anecdotal experiences with the new protocols.
