7 Questions For Process Improvement
A process can be defined as a set of steps or activities that uses defined inputs to produce an outcome. While this may not be the real textbook definition, it is a descriptive working definition for businesses today. Improving the work being done in any organization involves a systematic approach. This is really what continual improvement is all about. These seven questions, when carefully considered and answered by knowledgeable people in the organization can help achieve improved outcomes for your company.
1. What is the work being done now? Sometimes businesses get so enamored with the latest and greatest fad they forget the basics of the real work to be done. This is a good time to take a step back and really assess the work being done in a given process or business unit.
2. How is the work being done now? This is where you can review the procedures, or in the absence of written procedures clearly identify the steps being done.
3. What is the work to be done? Does what is being done (#1 above) match up with what is supposed to done in this area, department, or group of activities.
4. How will the work be done? Once you have identified the work to be done, the procedures currently in use and reviewed them you are ready to clearly describe how the work is to be done going forward. Write a procedure. Pictures or flow charts can be great tools to help you in developing the procedures.
5. How well is the work being done? This is where you define the metrics so that real performance results can be monitored or measured. Focus on the desired outcomes and not on measuring specific steps in the work being done unless they are directly tied to the output.
6. How can the work be done better? Now, we’re getting to the continual improvement piece of the action. Identify specific action steps that are required for doing the work better. Better may be defined as more output per given input (yield), less time, less waste, more money for the outputs…you get the idea. Focus on the metrics that need to get better.
7. What are you going to do about it? This is perhaps the most critical question of all. Without doing anything to improve the process, all of the above actions have been a waste.
Doing the work of the business better day after day, week after week, month after month is a never ending struggle. But, it is the way to beat the competition year after year. Get busy and do it!
Davis M. Woodruff, PE, CMC is an internationally recognized consultant, professional speaker and author who is an expert in showing companies how to be the low cost, high quality, environmentally responsible leader in their industry. The benefits he brings to his clients include: developing leaders; optimizing resource utilization; improving processes, quality and customer satisfaction; and saving time and $$$. Since 1984 he has served clients in 35 states and on 3 continents. Davis is the author of a full length book Taking Care of the Basics: 101 Success Factors for Managers, and dozens of published articles. He is a 1972 Engineering graduate of Auburn University, a Certified Management Consultant (CMC) and Professional Engineer (PE). His consulting firm, Management Methods based in Decatur, AL, is now in its third decade. Davis can be reached at davisw@managementmethods.com or for more information visit http://www.daviswoodruff.com
