A reference source for new and existing employees - saves time and duplication of effort
When workloads are clearly identified, the individuals know what is expected of them and their colleagues as a team and can identify potential risks more easily
Provides a check on the efficiency of the processes, when they're being mapped - drives out waste
The visual representation highlights any discepancies in the process, any 'cul-de-sacs' or 'dead ends' - drives out more waste
Highlights if every part of the process has an input and an output - if it doesn't, why is it being done?
Helps Governance - documented proof that processes have been developed and referenced.
Retains the knowledge in the organisation when somebody leaves - so tasks that always happened don't suddenly stop when a staff member leaves.
Provides a reference framework, so everyone in the process knows what their role is and where they fit in to the whole - helps inclusiveness and also allows someone in one part of the process (perhaps in another department) to question why something else is being done, if it doesn't look right to them.
People know what's expected of them - an extension of their Job Description
Provides a reference point for external auditors, simplifying and speeding up the auditing process.
Management can review what's happening against the process diagram when staff are stressed or deliverables are delayed.
There may be unidentified 'virtual' processes that could be uncovered and made more efficient through reviewing and mapping.
Effective Efficiency can help you to review your processes and give you objective insight into how you might go about reducing waste (profit...) and increasing the efficiency of your processes. We use a combination of desk research, interviews and workshops, ensuring that we have the appropriate input from the 'right' people.
When reviewing a process, we follow the DIDO approach - Describe, Improve, Document, Organise:
DESCRIBE:
Through interviews and facilitated workshops, existing employees Describe the current process, including policies and procedures. Any issues are also identified. A Gap Analysis is performed to identify any documents that are missing.
IMPROVE:
The existing process and documentation are reviewed and the inputs and outputs of each part of the process are analysed. Any duplication is identified and areas for Improvement and/or automation are identified and actioned.
DOCUMENT:
The new process is Documented using a system tool. Any documents used within the process may be attached or linked to the appropriate task.
ORGANISE:
Once the new process is in place, with associated documentation, it is vital that this is all kept up to date. Process Maps, Policies, Procedures, Templates, etc should be stored in a Document Management System or in a bespoke database. Regular reviews should be diarised and amendments authorised.
This whole process does not need to be expensive and can generate savings for you and provide reassurance to your external auditors.
If you would like to find out more about our cost-effective process mapping service, please contact us:
