How old are your business processes? Have your processes and procedures been sitting in a binder somewhere, collecting dust? Do you have excellent process documentation, but you’ve also recently had a software update or implemented a new workflow? Has it been six months or more since the last time you and your employees did a process walkthrough – making sure all of the business processes still work and are smooth and efficient?
If the answer to any of the above questions is “yes,” then it is time for a process review.
Why Review Business Processes?
You may be asking why? Why review business processes?
The main reason is that they will fall out of use if you do not keep your processes up-to-date.
This may seem overblown. I’ll give you a specific example of why this is important.
Have you ever Googled how to do something, only to find that the answer is outdated? Perhaps the images on the “how-to” video don’t quite match what you are seeing, or there’s an instruction to click a button that doesn’t exist. If this happened to you, you likely did what most people do – you clicked away and either tried to figure it out yourself or looked for a more up-to-date “how-to.”
The same thing happens when your employees encounter old processes. If the process doesn’t match an existing workflow or software update, they are not likely to use it because it is outdated.
If you want processes to be used in your company, you must keep them up-to-date.
How to Conduct a Process Review
Keep your processes up-to-date with this simple checklist:
1. Set up a review schedule.
Set a review schedule on your calendar. Every six months or so is a great review period, and it’s an event you can put on your calendar for the next several years.
2. Meet with those who use the process.
As a business owner, you likely do not actively use every process in your company. Your employees are more familiar with systems than you. So, set up a meeting with those who use the processes to perform the next steps on the checklist.
3. Find out what (if anything) should be updated.
Discuss what should be updated. If there is new/updated software, a new workflow, a new script, or anything else, revise the process to reflect these updates.
4. Review the metrics associated with this process.
If things are going well and there have been no software/hardware updates, you may not need to update the process. However, if the company metrics have suffered since process implementation, reviewing the business systems to see how they can be improved to support company growth is valuable. Perhaps there’s a gap between one step and the next, or maybe duplicative work is being done. Finding inefficiencies or even reimagining an unworkable process can improve company growth – and make life easier for your employees.
5. Update the process as applicable.
If the process needs an update, go ahead and update it!
6. Have the team review the new process to ensure it works.
This step is essential! Run through the new process and make sure it works. If any additional gaps or inefficiencies are discovered along the way, this is the time to correct them.
7. Set the next review on your calendar.
Now that the review is completed set the time for the next review on your calendar.
Talk to the process experts to get your systems documented and implemented. Contact Business Success Consulting Group today for your free initial consultation.