Process Improvement does not have to be costly – it can be as simple as a conversation with key employees, a review of the process, and upskilling your staff in current software functionality.
Many clients recognise long and tedious processes throughout their businesses but need help to identify the leading cause and the appropriate actions to take as solutions.
Process improvement activities are scalable, and they can be as simple as a skilled specialist reviewing the process end to end, identifying silos and manual processes identifying training opportunities, offering solutions such as shortcuts and activating components of under-utilised systems, and updating or providing training documentation.
On the higher end of the scale, process improvement activities can become large projects involving discovery activities, software consolidation, implementation, upgrades (involving customisation), and change management activities.
Highly Effective Low Cost – Process Improvement
A great example of an inexpensive but highly effective process improvement activity is with an Australian Manufacturing client that was becoming increasingly frustrated by their lengthy dispatch process. Under–resourced, the business could not conduct a thorough investigation into improving the process engaged in the consultancy.
The Discovery
Our consultant executed the following activities:
Process – Mapping to identify all critical elements of the process.
People – Conducting Interviews
- Who within the business were part of the process?
- Activities undertaken
- How software was utilised
Technology – Review
- What and how software intervened throughout the process.
- Does the software suit the process and business?
- Have the staff been trained appropriately, and are there updated accessible training videos, documentation, workshops.
Findings
The investigation uncovered an employee had manually changed the status of 100 orders daily from “On Hold” to a “Ready to Print Pick Slip” status, causing a bottleneck; in addition to her other duties, this was a lengthy and time-consuming activity.
The team needed to utilise the software system and be re-trained, as the business was not aware of the status automation capability of the software platform.
The Solution
Automating the status process within the system made a massive difference to the dispatch timeline. In addition, training the employees on shortcuts, including macros, to use in the event smaller batches of status changes had to be done manually into the system where automation was not appropriate.
These changes significantly improved the dispatch process timeline and gave the employee considerable time back in her week.
The benefits of discovery activities paired with the right specialist consultant can result in a more significant impact on your business with only minor changes.
The role of the consultant is to bring improved business processes in the timeliest and most cost-effective way possible.