No two process implementation initiatives are the same. It varies in scope, objectives and limitations because of budget, time, resources, and complexities. Although process initiative projects may vary, there are four key elements which assure good results. These four critical items are: (1) Process Definition, (2) Process and Activity Roles, (3) Available Tools and (4) Training.
Plain and simple reality- these elements are inseparably linked. The absence of one element will hugely affect the result of the process initiative. On the contrary, if the factors all are well attended to, you can expect excellent results.
Many process initiatives fail because:
•Processes are not well designed and documented. People in operations were not involved in the design process.
•Processes are well defined but roles are not clearly assigned in the organization as to who is responsible and / or accountable for a certain process.
•In some instances, limitations in the tool or lack thereof make the organization resort to workaround and this is time-consuming and costly.
•All systems go but people are not well trained, resulting to inconsistency in process execution
To give a more tangible example, let’s say that you are implementing a logistics dispatch system. You have selected the platform and made sure that it is customized based on the needs of the operation. During the process design, different levels of the organization were involved and consulted. You came up with a clear and concise documentation of the processes and roles that will perform the activities. Roles are defined, assigned to personnel in the organization and was clearly communicated. System procedures and policies are in place.
Then you and your team decided to forego the well planned training program that you have scheduled to speed up the rollout of the initiative and reduce travel costs for people who will need to come from different dispatch locations. You are comfortable with the training manuals and the quick guides. Communication is already done and the operational support structure is in place.
Your decision to forego one key process initiative element will result to the following possible outcomes:
•Dispatch process will be executed inconsistently depending on the user’s personal understanding of the manuals and materials.
•You can be flooded with manual errors due to the user’s unfamiliarity of the system. This results to spending more time in correcting and stabilizing these errors.
•You risk affecting customer service delivery because of probable incidents like wrong orders and delayed deliveries
The project team in the example above seemed to have done everything correctly. However, they made one crucial and costly mistake. User training, as with the other elements, is equally important. Neglecting one of the key elements could result in project failure.
This does not mean to say, that the project team must focus solely on these four key elements. These cannot substitute existing important process and project implementation methodologies and practices. These key elements are only intended to complement whatever process implementation methodology you follow.
Published by Glenn Remoreras
Glenn is a business leader with international and hands-on senior IT leadership experience. He is experienced in leading innovation, business integration and digital transformation that enable business growth. He recently joined Mark Anthony Group as Chief Information Officer. Prior to joining MAG, he was Vice President of IT for the Beer Division of Constellation Brands. He started his IT career with CEMEX Inc and held several IT leadership positions in Asia Pacific, Europe, Mexico and the United States. Glenn is a member of the BRM Institute’s Board of Directors. He held several volunteer leadership positions with BRM Institute in the past, such chair of Knowledge Council and chair of Executive Council.View all posts by Glenn Remoreras
FAQs
These four critical items are: (1) Process Definition, (2) Process and Activity Roles, (3) Available Tools and (4) Training.
What are the 4 components of a process management? ›
The four stages of Business Process Management are:
- Process Discovery and Analysis.
- Process Design and Modeling.
- Process Implementation.
- Process Monitoring and Optimization.
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The four key areas for business process improvement are:
- Efficiency.
- Effectiveness.
- Agility.
- Customer satisfaction.
What are the four elements of implementation? ›
The Complementary Management Model includes four implementation elements: management unit design, management routines, management instruments and management resources.
What are the four elements of processing? ›
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What are the 4 elements of management process? ›
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What are the four 4 basic management processes? ›
Over the years, Fayol's functions were combined and reduced to the following four main functions of management: planning, organizing, leading, and controlling.
What are the four characteristics of a process? ›
A process must have: Inputs and outputs. A process leader who is in charge of coordinating all the variables and has responsibility of the process. Indicators, measurable and appropriate for the process.
What are the four process strategies? ›
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What are the four basic parts of a process plan? Material selection, machine selection, tooling selection, and speed and feed calculation.
What are the four elements of quality process? ›
The four main components of a quality management process are Quality Planning, Quality Assurance, Quality Control and Continuous Improvement.
What are the four components of a process? ›
In summary, the main components of a process are the process design or diagram, the tools for execution, the people to handle the tools, and the inputs to obtain the aforementioned components.
What are the key elements of a process? ›
The key elements of a business process are:
- Inputs and outputs.
- The sequence of steps or tasks performed.
- The roles and responsibilities of individuals involved in the process.
- Performance measures or KPIs (key performance indicators) that track the success of the process.
What are the 4 implementation steps? ›
The four stages of implementation are:
- Stage 1: Exploration and Planning.
- Stage 2: Installation.
- Stage 3: Initial Implementation.
- Stage 4: Full Implementation, Scale-Up, and Sustainability.
What are the 4 parts of the production process? ›
The 4 Factors of Production
There are four factors of production—land, labor, capital, and entrepreneurship.
What are the 4 operations on the process? ›
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What are the 4 parts of the design process? ›
By usable, I refer to the fact that the user can accomplish the task in an effective, efficient and satisfying manner.
- Step1: Requirements Gathering. ...
- Step 2: Design Alternatives. ...
- Step 3: Prototyping. ...
- Step 4: Evaluation.