Solutions to Streamline Your Business Processes

Ways to ‘Lean’ your organization processes and workflow

Introduction

Presentation Objectives

Gain an understanding of Process Lean definitions, Lean in the workplace 10,000 ft view of Mapping Discussion of ‘D.O.W.N.T.I.M.E’ Setting goals and expectations for your

organization Discussion of Document Management –

Features

The Importance of Process

Everyday we interact with a process Prepare documents, deliver reports, plan vacations,

shopping lists, arrange meals etc…

Most organizational problems have their root cause in process Often times people are thought to be the problem

rather than the process itself 85% of organizational issues are process related

rather than personnel issues

What exactly is a process?

A group of activities that leads to some output or result

The means by which work gets done A mechanism that creates or delivers

value to a customerAPQC (American Productivity and Quality

Center) compiled Process Framework Classification (PFC) charting

Symptoms of a Broken Process Customers are unhappy Things take too long Not right the first time We keep changing

people and problems still exist

High frustration factor Variable output results High number of checking

and reviewing Throw money at

problems without results

Inventory and asset buffers

Finger pointing between personnel and departments

Information redundancy and rekeying

Complexity, exceptions and special cases

‘Firefighting’ problems Changing of procedures

to expedite work

Dear, can you please make me some toast? (or at least explain ‘Lean’ to me!)

Process….Lean….What now? Determine the Process to ‘Lean’ Key Players

20/60/20 People Organizational Goals Individual Goals Upper Level Management ‘Buy-in’ Mapping

Mapping 101

Determine one process to map Begin with a Macro Map (10,000 ft view) Involve your key players to layout the workflow

using ‘swim lanes’ as departmental separators ‘As Is’ is a reality check for your organization Involve your staff to share their ideas and

frustrations ‘To Be’ mapping should be limitless in ideas

Is my ‘To Be’ too good?

Shoot high and let reality set in Pie in the sky ideas usually end up

missing an ingredient, but can taste just fine when it’s done cooking!

Is it easy, seamless and inexpensive?

Value/Impact

Easy/Difficult

high

low

Cheap Expensive

Slam dunk

No way

DOWNTIME

Eight waste classifications: Defects – Mistakes, errors (Order entry) Overproducing – Producing items before the next person

in the process is ready for (purchasing items before they are needed, reports before they are needed)

Waiting – Item/Work stops in a process (waiting on approvals or information from customer)

Non-Utilized People – employee creativity and abilities not utilized (micromanaging, lack of input)

DOWNTIME

Transportation – movement of information or paperwork

Inventory – supplies in excess, batch processing Motion – Movement of people in waste because

of poor logistics (copier placement) Extra Processing – Having to do more than is

needed (rekeying data, extra copies or reports)

Solution…Show me results!

Important Issues with my ‘To Be’Save TimeSave $$$$$Consistent output and results Improved quality and profitabilityFaster more efficient PROCESS!

The Process Facilitator Role

Set agenda/meetings Update senior

management on progress and problems!

Partner with project manager on issues

Enforce rules on compliance

Evaluate the performance metrics

Meet with department heads regarding issues, conflicts and priorities

Meet with people in the process

Design strategy for ‘to be’ model and test strategy

Coach and train staff on implementation

Thanks…..Any Questions?