Maintaining Processes as a Routine
If you have been taking action in the past few weeks and working towards organizing and defining your processes, you may have come to realize that this is a lot of work. However, if you are sticking with the plan of attack, so to speak, you know that it is worth the undertaking. Consider for a minute what it is like to take on New Years' resolution, a promise to eat better, or a decision to follow a workout plan every day. As a commitment evolves, so should your processes. It takes discipline to finish organizing and implementing your processes.
Continuing with the parallel scenarios of commitment, once your processes have been optimized and implemented, just as you have reached a goal weight or fitness level, you can't stop there. Once you give yourself an escape to regularly keep up with processes as some might do with health and fitness, you will end up back where you started, or maybe even worse off. The effort to maintain your processes is much easier that what it would be to go through the hard work all over again.
To enable you to stick with what you or your team have defined in terms of business processes, it needs to be documented, implemented and firmly locked in for everyone in the company to continue to follow procedure. This seems obvious, but too often we have seen companies go through this entire process and within three to six months, employees start skipping steps or doing things outside the process, and within no time at all, everything that was done was for nothing.
We want you to succeed and to enable you to implement processes that most people know are required for a business to grow. If you have already started this process and want some help, please let us know. If you know you can't commit the time right now, but also know it has to get done, please let us know and we will do all the heavy lifting for you.
We want to see your business grow and are here to help you anyway we can.
Please feel free to reach out to us at 810-695-0001. To visit our website and read more about how PACManager can help with your processes, go to https://www.pacmanager.com.
Organizing and Optimizing Your Processes
Last week we covered capturing all of your processes in a single location and format for easy access. Now it is time to organize and establish optimum efficiency to ensure your processes are the most productive and resourceful as possible.
As Bear Grylls would say, "Good things don't come easy." This is not an easy task and will take some time. It is crucial to dedicate at least 2 hours a day, for a few weeks. The longer this step is stretched out, the more discipline it will take to see it through. In other words, without commitment to this task, it will likely be started and not finished. If this happens, it can be more detrimental to your team than not starting at all.
Once you have committed to seeing this through, blocked out time on your calendar and grouped your processes by department or roles in the company, you can begin to build efficient processes.
Next, you need to prioritize groups in order of attack; meaning, you will need to determine the order in which you or the team will evaluate and update the grouped processes. If there is not a clean hand off from one person or department to the next or if there is overlap with groups, then make that one group. A simple way to prioritize is to determine your order in one of the following ways: by groups that will have the greatest impact when finished, by order in which they happen from the beginning of the day or project, to the end of the day or project, or by easiest ones first to give you a smaller list to concentrate on.
When it comes to optimizing the processes, you should start with what you have and question every step. There are a great deal of questions to ask and situations that need special consideration, but to get you started, the minimal questions to ask the designated process evaluation person or team are:
We can't stress enough that this needs to be done for the entire business and not just one department. If you only do portions and leave the rest for "some day," the chances of everyone sticking with the processes are much less likely. We will cover more about that in our next newsletter about maintaining your processes.
If you are willing to commit the time and energy to see this through, the benefit is monumental; far outweighing the effort. You can't beat happier employees and customers, and a cleaner bottom line.
As always, if you would like some help, we are here for you. Please feel free to reach out to us at 810-695-0001. To visit our website and read more about how PACManager can help with your processes, go to https://www.pacmanager.com.
Where to start when organizing your processes
Have you ever sat there, stared into the abyss and wondered how to begin to organize something? The reason we often have that overwhelming feeling when it comes to organizing is because we have no idea where to start. Particularly when organizing processes in the workplace, it can feel like you are in so deep that you have no idea how to get out. Does this sound familiar? Well, we are here to help! Keep reading to uncover simple ways to get started.
First thing to do when organizing your processes is to get all of your existing process documentation in one location; whether it is in paper form or stored electronically, it is critical for all documentation to be in a centrally located place.
Next, you will want to define your processes and group them in one of three categories:
Group 1 - Processes that no longer apply
Group 2 - Processes that need to be updated
Group 3 - Processes that are current and accurate
With Group 1, discard everything in this category. There is a sense of satisfaction in discarding processes that no longer make sense for your business or business plan. Once this is done, you will need to assign individual team members or a team to update the processes in Group 2. By setting due dates for the team or team members, you will have new, functional processes that are ready to be implemented within a certain time-frame.
Meet with your team members to review the processes and update them as needed to ensure it follows the company vision and goals. This effort is not easy and takes time. For this reason, our final step is the most critical.
The final step is to maintain and keep the processes up to date. With a fast-paced, ever changing business environment, you have to maintain your processes to adhere to changing conditions.
We hope this helps. As always, if there is anything we can do to help, please feel free to reach out to us at 810-695-0001. To visit our website and read more about how PACManager can help with your processes, go to https://www.pacmanager.com.
Do you accept chaos in the workplace?
While “embracing the chaos” is a nice catch phrase, the fact is, employees prefer defined processes. Successfully implemented processes are when everyone throughout the company knows what they are suppose to do, when to do it, and feel confident in the tools to get it done efficiently. Employees will often feel happier at work when they feel secure in their job because they can see how they are adding to the success of the business they work for.
Documenting processes, tweaking them on a regular basis and enforcing them sounds like a lot of work. However, when comparing the effort of detail to the rewards of keeping key employees, eliminating wasted or duplicated efforts, higher client satisfaction and a higher moral in the office, using processes is the clear course of action for a successful company.
Often companies do not have a Business Process Manager on staff because it doesn’t make sense financially; however, every company should have a point-person who loves to maintain documentation. That individual will be the gatekeeper, the base of how business is done. The designated person can be anyone from the Office Manager to the CEO, with a strong assistant. Once processes are in place for your business, this is all you should need to maintain the processes.
To delve further into successful processes, in the next 3 weeks, we will cover the following:
1 - Gathering your processes into a single format and location
2 - Organizing and optimizing your processes
3 - Maintaining your processes
If you are eager to get started now or want to know more about how we can help, please call us at 810-695-0001.
To visit our website and read more about how PACManager can help with your processes, go to https://www.pacmanager.com.