How can a company standardize its processes?

People at table, standardize processes meeting

Standardizing processes is essential for companies to improve efficiency, reduce costs, and increase the consistency of their products and services.  By identifying and documenting the most effective ways of carrying out each step in a process, training employees on those methods, and monitoring and measuring performance, companies can ensure that their processes are as efficient and effective as possible.  In this article, we will explore the benefits of process standardization and provide examples of how companies have successfully implemented this approach to improve their operations.

The six-step process to standardize your company processes

1) Document processes:

The first step in standardizing a process is to document it.  This involves creating a written record of the steps involved in the process and any relevant policies, procedures, and guidelines.  How can a company document its business processes?

There are several ways you can document your business processes, including:

  1. Flowcharts: These are diagrams that show the steps in a process using symbols and lines to connect them. Flowcharts are a good option for visualizing a process and understanding the flow of tasks.
  2. Standard Operating Procedures (SOPs): These are written documents that outline the steps required to complete a task or process. SOPs should be detailed and include any necessary information such as materials, tools, and safety precautions.
  3. Process maps: These are similar to flowcharts but also show the relationships between different processes and how they relate to each other.
  4. Checklists: These are lists of tasks that need to be completed in a specific order. Checklists can be used to ensure that all steps in a process are completed and can be a helpful tool for training new employees.
  5. Narrative documents: These are written descriptions of the steps in a process. Narrative documents can be useful for providing a more detailed understanding of a process, but they may not be as easy to follow as flowcharts or process maps.

 

It’s essential to choose the proper method for documenting your business processes based on your needs and the complexity of the process.  It may be helpful to use a combination of these methods to document your processes effectively.

2) Identify best practices:

Next, the company should identify the most effective ways of carrying out each step in the process.  This may involve benchmarking against other organizations or conducting internal experiments to determine the most efficient methods.  How can a company Identify best practices?

There are several ways you can identify best practices within your company:

  1. Review company policies and procedures: Look for policies and procedures that are consistently followed and have resulted in positive outcomes.
  2. Observe successful employees: Pay attention to employees who consistently produce high-quality work and meet or exceed expectations. Ask them about their methods and consider implementing similar practices company-wide.
  3. Seek feedback from customers: Ask customers about their experiences with your company and what they think sets you apart from your competitors.
  4. Analyze company data: Look at data on customer satisfaction, employee productivity, and efficiency to identify areas where your company excels.
  5. Conduct surveys or focus groups: Ask employees and stakeholders for their feedback on what they believe are the best practices within the company.
  6. Seek outside expertise: Consider hiring a consultant or bringing in an industry expert to assess your company’s processes and identify best practices.

 

It’s vital to regularly review and evaluate your company’s practices to ensure that they are still effective and align with your business goals.

3) Train employees:

Once the standardized process has been documented, it is crucial to train all employees on correctly carrying out the procedure.  This may involve providing training materials, conducting workshops, or offering on-the-job training.

The Management and Strategy Institute offers free and paid courses on standardizing processes.  Employees can take certification courses like Project Management and Lean Six Sigma Black Belt to learn about continuous organizational improvement.

Lean Six Sigma is a process improvement methodology that aims to minimize defects in business processes by identifying and removing the causes of variability and error.  It involves using data and statistical analysis to identify improvement opportunities and monitor the results of changes made to processes.  By standardizing processes, a company can improve the efficiency and effectiveness of its operations, reduce costs, and increase customer satisfaction.

One of the key tools used in Six Sigma is the DMAIC process, which stands for Define, Measure, Analyze, Improve, and Control.  This process helps companies define the problem, measure the current performance of the process, analyze the data to identify the root cause of the problem, improve the process by making changes to eliminate the root cause, and control the process to ensure that the improvements are sustained over time.

By following the DMAIC process and using other Lean Six Sigma tools and techniques, a company can identify and eliminate waste, improve the quality of its products or services, and reduce variability in its processes.

Employees can be trained in many different Six Sigma disciplines, including Six Sigma Yellow Belt Certification, Six Sigma Green Belt Certification, and Six Sigma Black Belt Certification.

4) Monitor and measure:

The company should establish metrics to monitor and measure the performance of the standardized process.  This will help to identify any areas where the process is not being followed correctly or where improvements can be made.  What’s the best way to Monitor and measure the business processes in your organization?

There are several ways you can monitor and measure the business processes in your organization:

  1. Key performance indicators (KPIs): Identify specific, measurable goals for each process and track progress towards these goals using KPIs. This could include things like production time, customer satisfaction, or cost savings.
  2. Data analysis: Use data and analytics tools to track and measure the performance of your business processes. This can help you identify trends and areas for improvement.
  3. Regular process audits: Conduct regular audits of your business processes to ensure that they are being followed correctly and are still effective. This could include reviewing documentation, observing employees completing tasks, and gathering stakeholder feedback.
  4. Process simulation: Use software or other tools to simulate different scenarios and analyze the potential impact on your business processes. This can help you identify bottlenecks or inefficiencies in your processes and make improvements.
  5. Customer feedback: Collect and analyze customer feedback to understand how well your processes meet customer needs. This can be through surveys, focus groups, or other methods.

 

It’s important to regularly review and assess your business processes to ensure they are effective and aligned with your business goals.  Identifying areas for improvement and implementing changes can help your organization operate more efficiently and effectively.

5) Make adjustments:

If necessary, the company should adjust the standardized process based on the monitoring and measurement results.  This may involve updating the documentation or providing additional training to employees.  How can a company make adjustments to their business practices?

There are several ways a company can make adjustments to their business practices:

  1. Review company policies and procedures: Look for areas where policies and procedures may not be effective or may not be aligned with the company’s goals. Consider updating or revising these policies to better support the business.
  2. Analyze data and performance metrics: Use data and performance metrics to identify areas for improvement and make data-driven decisions about changes to business practices.
  3. Seek feedback from employees and stakeholders: Gather feedback from employees and stakeholders about their experiences with the current business practices and what changes they would suggest.
  4. Implement process improvements: Use tools like process mapping, Six Sigma, or Lean methodologies to identify bottlenecks or inefficiencies in business practices and implement improvements.
  5. Consider outside expertise: Consider hiring a consultant or bringing in an industry expert to assess your business practices and suggest improvements.

 

It’s important to regularly review and assess your business practices to ensure that they are effective and aligned with your business goals.  Making adjustments as needed can help your organization operate more efficiently and effectively.

6) Review and update:

The company should review and update the standardized process on a regular basis to ensure that it remains effective and efficient.  This may involve soliciting employee feedback and conducting periodic audits of the process.

Examples of how companies have standardized their processes.

  1. A manufacturing company introduced a standardized process for training new employees. This included providing new hires with a comprehensive training manual and requiring them to complete a series of online courses and hands-on training sessions.  As a result, the company saw an improvement in the quality of its products and a reduction in the time it took to bring new employees up to speed.
  2. A service-based company implemented a standardized process for handling customer complaints. This included a set of guidelines for how to resolve complaints and a system for tracking and measuring the resolution of each complaint.  As a result, the company saw improved customer satisfaction and reduced the number of complaints it received.
  3. A retail company introduced a standardized process for inventory management. This included implementing a barcode scanning system to track the movement of products and establishing clear policies for reordering and restocking.  As a result, the company saw an improvement in its inventory accuracy and a reduction in excess inventory costs.
  4. A healthcare organization implemented a standardized process for scheduling and managing patient appointments. This included implementing an electronic scheduling system and establishing clear policies for rescheduling and canceling appointments.  As a result, the organization saw improved patient satisfaction and reduced the number of missed appointments.
  5. A financial services company introduced a standardized process for onboarding new clients.  This included providing new clients with a checklist of documents and information they needed to provide and a timeline for completing the onboarding process.  As a result, the company improved the speed and efficiency of its onboarding process and reduced errors and miscommunications.

Conclusion:

In conclusion, standardizing processes within a company can bring numerous benefits, including increased efficiency, consistency, and cost savings.  It is essential for a company to carefully evaluate its current processes and identify areas where standardization could be implemented.  By doing so, the company can streamline its operations and improve the overall experience for its employees and customers.  Overall, standardizing processes is a proactive approach that can lead to a more prosperous and sustainable business.

To learn more about standardization, consider getting a Six Sigma certification from the Management and Strategy Institute.  MSI offers free Six Sigma White Belt certification to help you get started.

Rei Takako

Rei Takako

BS, Business Management
Chicago, IL

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