Guide to optimizing processes
Process optimization as a continuous improvement process
Process optimization is a continuous improvement process that not every organization is proactively working on yet. For business continuity in the longer term, this is an undesirable situation, because changes that can affect business operations are happening more frequently, but also faster.
The changes do not always have to have a negative impact and -if recognized properly and in a timely manner- can also provide major advantages over the competition. Optimizing business processes is therefore of strategic importance for every company. But how do you approach this pragmatically and select the right process for your organization? In this blog we elaborate on that.
Quality Techniques
There are several methods for analyzing and optimizing business processes. Some commonly used are Lean Manufacturing, Six Sigma, Total Quality Management and Business Process Re-Engineering. When choosing, it is important that the method is consistent with your quality management system. This is because all ISO standards (including ISO9001 and ISO27001) require that business process opportunities and risks be identified and, where possible, continuously improved.
Also important is to implement the selected quality technique in such a way that it can be widely used in the organization. In addition to professionals in the field of quality management, there is often a need for colleagues from ICT Management or Finance to have good insight into the efficiency and effectiveness of the business processes in their field. A common methodology ensures that everyone speaks the same language and also prevents inconsistencies in the end result.
Studies on optimizing business processes
The field of process optimization covers technical, operational but also organizational issues. Especially in large organizations, complex and confusing information flows are often active, where transfer moments between related activities and processes are not well defined. The result is variable noise; occasional mistakes are made leading to the wastes in execution. This is one of the reasons why scientists are always looking for solutions to avoid this. An integration of 2 quality improvement methods can then be crucial to fully exploit the potential.
Therefore, in the study conducted by A.J Ravel, ” Analyzing the Lean Six Sigma enabled organizational performance to enhance operational efficiency,” the Lean Six Sigma methodology was used. If you would like to know or learn more about Lean Six Sigma, please refer to Symbol’s training center.
Corporate information as a source of knowledge
With rapid technological developments within IT come opportunities, but certainly also risks, in optimizing business processes. If you don’t provide the right support tools, employees will start looking for solutions themselves. The famous hidden Excel files contain crucial process information, but are unfortunately available in multiple versions. Also, the use of numerous “free” Apps can actually make the process more invisible than desired.
When the IT landscape does get set up properly, business intelligence becomes a source of knowledge. Using Business Intelligence, powerful and smart dashboard and reports are available, from which “the one, correct truth” can be extracted.
Our tips for optimizing processes in your organization:
- 1. Understand the current state of your business processes, map them and identify bottlenecks (such as inefficiencies, wait times, errors, rework and waste). Create a SMART plan based on priorities.
- 2. Implement an optimization technique such as Lean Six Sigma to solve bottlenecks and increase efficiency.
- 3. Minimize the number of IT systems. Synchronize business data between systems with automatic data exchange such as Web services or an API.
- 4. Prevent or replace customization in IT. With a no-code workflow management forms system, lots of business processes can be easily automated.
Don’t hesitate to look next door or consult us for a free consultation. Our consultants have already helped more than 200 organizations along the way. With our expertise and innovative solutions, we help organizations streamline their business processes, minimize waste and maximize value.
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