Optimization of the processes
The optimization of the process consists in improving the ways of doing of each process of the Entreprise or the Organization. This optimization can be made by Benchmarking i.e a comparative analysis of the processes between organizations or by an analysis performance diagnoses processes of the organization.
These methods of optimization of the processes cannot be carried out successfully without an approach which takes account of the human dimension, which ensures the continuity of the step and which facilitates the change.
Conditions of success to optimize the processes
It is important to stress certain aspects considered as fundamental in a step of optimization of the processes:
- Initially and above all, to create and maintain a climate of trust with the people concerned. Without this climate of trust, it will be impossible to change anything.
- To ensure a transparent, continuous and varied communication.
- To make take part all the people concerned (managers and employees).
- To validate the data collected and the changes suggested with the people concerned.
- To take account of the rate/rhythm of the personnel and the orientations of the direction.
- To produce concrete results and to generate tangible benefit.
- To transfer the skills and knowledge in order to ensure continuity in the continuation of the step.
- To ensure a follow-up of completed work.
Stages
Stage I: Work out the Stratégie intervention to optimize the processes
To work out the strategy of intervention, it is to plan the project of optimization of the processes, to prepare the medium, to define a direction in the change. More the stage of development of the strategy of intervention is well defined, planned well and included/understood well, larger are the chances of success. The first stage represents the base, the base of the following stages.
It is thus very important, during this stage, to include/understand well the aims in view, the context of the project, the current problems, waitings, the orientations of the direction, the extent and the limits of the project as well as the methodology and the calendar of the project.
This stage is also used to form the work groups, to determine the roles and the responsibilities for the speakers, to specify the logistics of the intervention, the communication strategy, but more especially to create a team of people convinced of the importance to change the ways of doing.
Stage II: Analyze the current Processus
The analysis of the processes aims knowing and at documenting the work carried out by the employees and the results obtained in each process; with knowknowing who does what, how, with which resources and why.
This stage consists in posing a diagnosis on the organization of work by process, to identify the causes of nonperformance as well as tracks of improvement of the performance of the processes.
During this stage, all the employees concerned take part in the collection of information. Questionnaires and interviews are used to supplement information. The employees are informed of the aims in view by the step and sensitized with the concept of process.
To be ensured to have an objective sight of the organization of work by process, a methodology and computer tools of analysis of the performance of the processes can be used. Thanks to this methodology and with these tools, it is possible to have a better knowledge of the work of the employees.
Using these tools, it is possible to determine the number of hours worked by process, activity, administrative unit and employee. This exercise makes it possible to have objective data, complete, validated by the employees and the direction, being able to justify a reorganization of work and an optimization of the processes.
It is possible also to identify each process, the activities and the resources which contribute more to improve the performance and those which contribute to it less and thus to evaluate the relative value of each process, the relevance of the invested resources and the satisfaction of the customers.
Summarized stage of analysis of the current processes
1. To include/understand are the current organization of work by process
- the customers satisfied of completed work?
- is work effective and efficient?
- Which does what and how?
- are the work methods adequate?
- can one do the work differently? is
- Which the obstacles which prevent from doing the work in a satisfactory way?
2. To identify the activities which are not carried out
- by lack of time
- by an underutilization of the resources, etc
3. To pose a diagnosis on the current location of the processes
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Illustration using a graph:
Stage III: Propose the changes to optimize the processes
This stage consists in specifying the changes to optimize the processes and to make them more effective and more efficient. These changes can include/understand a simplification of the current processes, in-depth modifications of certain processes, the addition of new processes or activities, the elimination of the unfoldings, a better use of the resources, the reduction of waste of time, the improvement of the work methods, a better distribution of the workloads, a better definition of the responsibilities, an improvement of the practices of management, etc
Stage IV: Develop and establish the solutions to optimize the processes
This stage consists in developing and establishing the solutions which will correct the current location and which will answer the strategic directions of the direction. This stage can require major investments in time and money. This is why it is necessary to be able to count on the best entrepreneurial resources to carry out this crucial stage.
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