One of the primary reasons that cause a company to not grow or fail flatly is that it wastes resources, time and money by not addressing or repeating mistakes that should be prevented.
A general rule is that we must all learn from mistakes, and in companies this can be achieved by putting in place strategies involving all departments and collaborators.
As we know, every company, business, factory, institute or any office has processes and workflows, but very few are given the task of documenting and evaluating them on a regular basis.
Therefore, it is necessary to document the work processes and share the report with all collaborators. We must assimilate that, by keeping processes and flows up to date, the company can improve its times, because the tasks will be evenly distributed. Similarly, more control and information about every step of the company is achieved, helping to remove barriers that limit productivity.
However, establishing these processes and improving workflows is no easy task. In the face of this, the experts of the company Kyocera, the world leader in document management and printing, share three great strategies to meet your goal of having an optimal and effective company.
Improve workflow processes. The time and steps this strategy takes depends on the size of the company. Although this point takes time and form several steps, once you apply it you will have more orderly processes and a team trained so that the work is not interrupted.
Designate a project leader.
Articulate the work team. Each area can have a commissioner.
Record and save the processes that are obtained. It is extremely important that reports be preserved online to facilitate their distribution and consultation and to ensure the document’s support.
Retrieve all reports that once reflected the process or workflow.
Examine with the designated team which processes should be documented. For example, it is toral to record how a sale is generated or how a new member is integrated into the company.
Inquire with area managers if the processes they chose to work on are complete or if they feel it is necessary to add others.
Generate a list of processes to create and write.
Produce a list of existing processes that need to be optimized.
Assemble a team that evaluates, edits, and writes work processes.
Examine what was generated with area commissioners. They should give the go-ahead or add whatever they think is necessary.
Record the date and save the processes that were worked online.
All department commissioners must inform their areas that there are new processes and that they are online for consultation.
This work can take four or more weeks. It is necessary to pay attention to every detail and always make double reviews with area commissioners to reach a consensus.
Establish methods to examine process performance. If you don’t measure the efficiency of your processes you’ll never know what you need to improve in your business. It sets targets for time-reduction per task and thus recognizes failures in process flows or executors.
It is also advisable to set task goals by day or department. This will allow you to evaluate the efficiency of the workflow. Of course, this work cannot be done by a single person, it is better to include managers per area who help that monitoring take less time and can detect faults from different perspectives.
Use online tools. No strategy to optimize processes will be successful if you don’t work as a team. That’s why it’s essential to share workflow information in the cloud. If employees have access to the reports they will acquire a greater commitment to the company and to comply with the established processes.
In addition, online project management tools promote task fulfillment and build greater trust among the work team. It is a way to follow up on responsibilities, but at the same time you give confidence to the collaborator, as their times will be respected and will not receive more workload than required.
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