Q - Is this what happens?
Q - Is it what happens with regularity, or are there variations and distractions on a regular basis?
Q - What are the options for optimizing this process?
Q - Are there aspects of this process that are unnecessary, and could be disposed of?
Q - Is anything missing, or are there any places where efficiency can be improved?
Q - Can technology be used to automate any of these tasks?
This is sometimes a hard stage because you are asking yourself challenging questions. It isn’t always easy to look at a process in which you are deeply involved objectively to make improvements. But it can be done. Again, blocking out that 15 minutes a day to work on your Process Optimization Process, ritualistically, it will become easier and easier for you every day.
Step 5: Develop Your To-Be Process: It’s now time for you to move beyond your Current State, and on to your To-Be Process. You’ve asked hard questions and identified areas that can be improved. You have moved around those Post-It Notes, and even deleted or added more automated and efficient ones.
Now it’s time to create your new To-Be Process in accordance with all those changes. It is important to recognize that the creation of your To-Be Process is a distinctly different step than in the third, for you aren’t just rearranging at this point, you are re-creating.
You’ll want to also regularly take photographs of your progress to reinforce where activities may be optimized. Even though this is your daily, 15-minute ritual, you’ll want to discuss your Process Optimization Process with colleagues and superiors, as well as other subject-specific experts, to validate your ideas and plans. Simplifying your internal processes on paper is typically only the start of your journey.
You will now need to work through all the ins and outs of making all these necessary changes that you’ve identified. But this doesn’t mean you have to feel overwhelmed or like the optimization of your internal processes is a lost cause. Using your 15-minute daily blocks of time, you can now work to define how you will implement changes. At the end of your Process Optimization Process, you will come out with better and improved workflow and company output.
And the best part is that once you’ve completed the process, it’s time to start all over again with the next internal process that needs to be simplified. The fun is only beginning you’ve washed, you’ve rinsed, and now it’s time to REPEAT!