Discover how DHL Group increased connectivity across the enterprise and automated multiple processes end-to-end
The concept of ‘process standardization’ is very much as it sounds: it describes an agreed set of instructions, rules and/or guidelines for performing a particular operational task. In this way, the process becomes consistent, and is learned and practised routinely by all employees.
Process standardization makes a vital contribution to improving productivity and reducing costs for organizations of all sizes. The idea being that clear, concise instructions enable everyone to deliver what they need to do on time, with the desired results.
In essence, it involves identifying and earmarking the various different methods being used to deliver a particular process, by individuals and teams across an organization. Typically, these are siloed and scattered, usually as a consequence of time passing, employees leaving and joining, technologies evolving, people’s own preferred way of doing things, and so on.
All these bits and pieces are brought together in one place, then analyzed to assess what works best for resource efficiency, budgets and job satisfaction. Then, a single, unified solution is drawn up on that basis, and implemented across the entire business going forward. This reduces wasted time, human error and any existing lack of clarity.
Creating and maintaining these standardized processes doesn’t just make things run more efficiently and economically. Over time, it enables an organization to get greater ROI from available resources, ultimately delivering more with less in a consistent, repeatable and scalable way that works for employees while also enabling operations to scale upwards and outwards. Because processes are tried and tested, they are likely to be compliant, low-risk and high-quality, which frees up more management time to focus on further growth. All things that ensure long-term success.
It ensures that quality remains consistent. Having every step in a process carried out in the same way each time, to a pre-defined standard, helps to maintain high levels of quality that results in a good end product.
It promotes transparency and trust Because everyone involved is clear about what a process involves, what is required and the expected result, teams can work together to solve issues, prevent delays and bottlenecks along the way and complement each other’s skills and knowledge to get the job done.
It reduces costs The combined gains in efficiency, thanks to tighter steps, fewer human errors and less wasted time and resources, means that money can quickly be saved in a number of operational areas. These savings continue as new process improvements are found.
It improves overall customer experience Having this consistent quality and timely delivery mechanism in place ensures that your customers receive what they expect, when they expect it and with high levels of service along the way. As the process is clear and understood by all employees, any queries can quickly and easily be resolved, which further strengthens customer loyalty and trust.
It keeps your operations compliant In turn, rigorous steps and constant improvement makes it much easier to stay compliant with industry regulations and requirements – while also being able to adapt more easily to meet new compliance as it is developed.
This all seems logical enough in theory. But in practice, it can be challenging to achieve unless everyone in your business is on the same page and committed to making the necessary changes.
Unless everyone is clear on the objectives of standardization and the steps required to get there, some discrepancies will still remain, which will jeopardize performance. The same will be true if any teams carry on using legacy or incompatible tools which they previously relied on to carry out the processes, such as complicated spreadsheets or filing systems.
If other areas of your organization are in some way unstable or constantly changing, this may also hinder success as employees will be distracted by having to learn and adapt to other new developments rather than focusing on the processes in question.
To maximize your chances of success, be sure to follow these five stages in your process standardization program:
1. Identify which processes you need to be standardized. 2. Re-design each process, in the way that you would ideally like it to be completed – efficiently, competently and with steps that are easy to learn and follow. 3. Share this new approach with everybody who will be involved and responsible for it. Provide training if necessary. 4. Introduce the new process(es) into standard operating practice. 5. Monitor performance and review/update steps based on experience and feedback.
Bizagi can support you throughout your process standardization journey, with a range of innovative and capable technologies.
Our Process Modeling software enables you to accurately map and document your existing business processes, to understand where you stand today and assess which improvements you need to make as a priority.
Then, our Process Simulation tool creates realistic business processes to demonstrate the value that making these improvements will deliver to your operations.
Next, our Process Mining software gives you in-depth visibility of the data behind your new, improved processes, so you can monitor performance and see where the difference is being made.
And we can help you apply Digital Process Automation to your manual, repeatable tasks in a way that will deliver the efficiency and financial gains you are looking for, all the way through your organization.
We’ve already done exactly that for a number of customers across multiple sectors. We partnered with TecPetrol to document more than 300 processes for standardization, to maintain strong compliance and efficiency. We supported Bunzl in standardizing its product lifecycle management process to ensure accuracy and prevent revenue loss. And we helped ManpowerGroup review and update its numerous processes to clarify their ownership and boost operational efficiency as a result.
Find out more about how Bizagi can enhance your process standardization experience.
