Out with the Old, In with the New- Improving Outdated Work Practices

How To Improve A Process At Work July 28, 2020

Mary Kate Morrow

Writer

Introduction

Whether a small business owner or project management team member, workers must learn how to improve a process at work to make sure their business has ideal productivity and profit.

Examples of Process Improvements

Business processes are defined as the conglomeration of performed business tasks with the objective of completing certain goals or reaching certain milestones. Generally, these processes are undertaken by a group of employees, though they can also be performed by a solitary employee.

Efficiency is essential for process management and to improve business process, work process, and workflow. However, without effectiveness, efficiency is rendered useless. Below are some examples of how to improve a work process-

Product quality improvement
Better project management
Reduction in billing cycle frequency
More effective and efficient production
Continuous improvement in customer interaction and satisfaction
Increase in clientele
Improve existing processes, product output and delivery times
Identifying root cause issues and make sure they are actionably fixed

How to Improve Workplace Processes

Improving business processes will make sure to help improve both work process and workflow. Below are some tips to improve business processes-

1. Take notes- There are many steps to process or task completion, especially when confronting a complex or lengthy project. You are not a computer, and it is easy to go out of order or miss entire steps in a process if you have nothing to reference. Create your own instructions or helpful reminders list to reference during tasks.

Store these instructions somewhere central, whether that is on a Google Drive document or jotted down in your daily planner notes. Whatever process works best for you, utilize it. You will keep your progress more organized and avoid unnecessary errors and wasting time as a result.

2. Break down projects- Your project manager must divide projects into tasks and tasks into sub-tasks. Doing so will make sure that you are better equipped to guide your business towards large project completion. Make sure you don't overcomplicate things and overwhelm your employees, remember, the simpler the steps, the better.

Streamline tasks, ensuring they are all actively working towards your desired project objective. You will not only complete much more, but your team will feel a lot more successful and accomplished by hitting milestones along the process.

3. Prioritize processes- Base order of task completion on project urgency. If you have an abundance of tasks and feel overwhelmed, try rating projects on a scale of 1 to 10. Designate 10 as being the least important to your business's success or operation and work your way down. Then, tackle your newly crafted to-do list with more clarity and less unnecessary stress

4. Identify and mitigate various sources of waste-

Inventory- batch processing or filed away in boxes
Extra processing- data re-entry or creating unnecessary extra document copies
Labor underutilization- excessive and unproductive management and lack of self-accountability systems
Time wasted- system downtown or managerial approval that is unnecessary to move forward with a task
Monetary- redundant and unnecessary purchases or items that increase overhead costs

5. Refine communication- Communication is key to any successful interpersonal endeavor. Streamline communication by decreasing unnecessary emails and contact touchpoints.

Investing in and implementing sharing software that allows employees to view and share information saves time spent tracking down backdated emails. Mindful communication will decrease notifications whilst also increasing attentiveness and employee engagement

6. Be flexible- When trying out a new work management software solution or an upgraded management system, be ready to face both resistance, challenges, and potential failure. Streamlining processes and workflows is a trial-and-error process that necessitates compliance and consistent analysis.

Take advantage of management software trial periods to test how the program works with your workforce. Make a plan for how you plan to integrate new software solutions and management systems.

Anticipate and make a plan for potential risks and resistance, providing employees with plenty of support and extensive training. Consider employee input throughout the entire process. Implement feedback systems and regular audits to obtain a better understanding of what is, and is not working in your business processes.

Consider efficiency and effectiveness processes to always be a work in progress and necessitate continuous improvement. Reframe these processes as an opportunity to ensure your business and products are the best that they can be.

Conclusion

Regardless if you are a small business owner or project management team member, learning how to improve the business process results in continuous improvement and will improve workflow.
Benefits of business process improvement include- revealing the root cause of issues and the ability to make sure they are addressed while maintaining optimal project management, continuous improvement in customer interaction, and overall satisfaction.
Additional ways to improve an existing process ranges from planning to implementing work management software.