Toronto Process Consultant
Angela Boychuk is an independent consultant specializing in process documentation and improvement.
“Long-term commitment to new learning and new philosophy is required of any management that seeks transformation.”
— W. Edwards Deming
Better Processes, Better Results
Process Documentation
Documenting processes allows businesses to capture current state activities and gain a better understanding of their workflow. Relevant process information will be documented as process maps, operating procedures or a combination of both.
Process Maps
Process maps are visual diagrams of the inputs, activities, and outputs of the process. They are the essential first step before undertaking any improvement project. Process maps are easy to understand allowing everyone across the business to provide input into improvement opportunities.
Operating Procedures
Procedures are written instructions describing, in detail, the inputs, activities, and outputs of the process. Procedures are generally used by employees performing the work as reference or training purposes.
Process Improvement
Process improvement is used to solve operational problems and improve efficiencies. This starts during the processing mapping stage by collecting and analyzing issues and gaps. With best practices and experience in mind, recommendations will be developed for further exploration by Management.
“Change should be a friend. It should happen by plan, not by accident.”
— Philip B. Crosby
Why document processes?
Retention of process knowledge – Employees have the knowledge of the tasks. If an employee leaves, they take that knowledge with them. Maps and/or procedures will record necessary process information.
Reference and training – Process maps and/or procedures are a reference tool for employees and can be used for training new employees.
Consistency – Employees can perform the task in different ways, which can cause potential costly mistakes. Maps and/or procedures are well-established and approved by Management, defining the activities to best complete the process.
Compliance – Documentation supports third party compliance and regulatory requirements.
Improvement – Understanding processes as they are currently done will aid improvement efforts, such as identifying bottlenecks, reducing errors and delays, or defining clear roles and responsibilities.
“Eliminating what is not wanted or needed is profitable in itself.”
— Philip B. Crosby
Methodology
Better processes, better results.
Documenting processes is the first step to process management. And with the intent to establish a good foundation, the focus is to create accurate and easy to understand documents.
To create the documents, key employees will be engaged as they have deep knowledge of the process and can identify operational issues and gaps.
Utilizing this information along with knowledge from past experience and best practices, the processes will be analyzed for additional issues. Recommendations will then be developed for needed operational improvements.
For each project, a plan will be developed and managed. Project status will be communicated on regular basis to Project Sponsor and/or Management.
Ultimately working together is the key to creating better processes for the success of your business.