Why is it that businesses tend to inundate their employees with tons of information in one email or one document and not only expect them to be familiar with all of the information, but also to be able to recall it? There is a better way to disseminate information which we will look at in three parts.
In order for businesses to ensure that processes work properly, it is essential that the information you have received from your IT department be clear. Unfortunately, there are many process maps that leave employees scratching their heads on the proper way to complete the process because steps have been left out or been clouded with information that is so complex that it’s a jumbled mess and no one can understand them. It is no different with Information Technology (IT) processes. In order for IT managers to be effective when they share processes, the information needs to be clear and concise.
According to research that has been completed, it has been surmised that eighty percent (yes, 80%) of problems with process mapping are due to systemic inefficiencies with the processes. That’s a very high percentage that you can reduce substantially. Let’s take a look at some ways on how you can provide crystal clear process maps, internally to your employees and contractors.
1. Involve the employees who will actually be following the maps
The employees that work with the process day in and day out are the ones that should provide input to the business process mapping. After all, who knows better whether the steps will work or not? The managers from the management team may have memories as to how the process worked back when; however, their memories may not be so clear and may not be up to date on the current systems and technology.
2. Be explicit in stating the start and end of the process
For each process map, it’s important you be explicit with the a beginning and an end of a section. You want to ensure that your employees know what has been done thus far and “this is where YOU start.” “This is where YOU stop.” If you don’t do that in a multi-sectional process, the individual can become confused and spend unnecessary time, effort, and cost in trying to figure out something that may have already been done. Not being clear only leads to avoidable duplication or can cause extra work to be done for not.
3. Pinpoint process purpose and inputs and outputs
It never hurts to check the understanding of your team members on what the objectives, as well as what the action plan, is to obtain the plan’s purpose. Then reinforce what the expected result is. Not only does this clarify value-added and non-value-added activities, drivers and triggers, it also provides one more chance for your workers to solidify the process in their minds.
Your local Toronto IT company should be a valued member of your team when distributing the information out to the members of your staff. Idealogical will be totally familiar with the process and be able to tell you whether or not it will be clear. They can also answer any questions that you, yourself, may not know the answer to due to unfamiliarity or complexity of the content.
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