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How to Fix Business Process Inefficiencies

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Are you tired of inefficient business processes holding you back, it is time to Fix Business Process Inefficiencies. As a business leader, you oversee many operations, and it’s your responsibility to ensure their efficiency. In our last post, we discussed how to identify bottlenecks and their root causes. In this post, we will share a six-step strategy that you can use to fix them.

How to Fix Business Process Inefficiencies | Beyond Sapiens

Fix Business Process Inefficiencies – Listen to the Blog

1. Set Clear Goals to Fix Business Process Inefficiencies

Number one is setting clear goals for how you will start improving a business process. If your process is lacking, it is crucial for you first to understand if the process is serving your end goal or not. This allows you to identify how essential the process itself is and how much you need to change things within it.

If the process is building towards the business goals, good, then you will need to clarify the goals of how to improve the process itself. A helpful metaphor for this exercise could be a staircase, for example. Each step must be defined and in place to reach the top of the staircase. Similarly, to achieve your business goals, setting smaller, achievable goals along the way is crucial.

These incremental steps are just as important as the ultimate objective when it comes to fixing inefficiencies in your processes. In case you find that the process does not serve your business goals, you must evaluate if it’s worth investing time and resources to improve it or if it should be replaced or removed entirely. Ultimately, you want a clear goal for the process, whether improving or removing it, and smaller goals to facilitate that change. 

2. Develop an Action Plan

Now that you have a clear goal, it’s time to create a comprehensive plan of action to achieve it. The more specific you are, the better. This will create clarity around your team and positively impact performance. To develop a solid plan, break it down into three main parts. The 1st step is to define the actions needed to improve the inefficient process you identified.

Let’s use the example of a Customer Experience team prioritizing quick response times over quality answers. A specific action could be to increase the target response time so the team feels less pressure to reply quickly and can focus on providing high-quality answers. The 2nd step is to consider which resources are needed for the implementation.

This could be personnel, equipment, or software. For our example, this could be creating an excel sheet where you track and compare the key metrics of all the cases the team handles. Lastly, to keep everyone on track, it’s important to set a timeline with clear deadlines for completing the improvement process. This will increase momentum and help focus efforts on achieving the goal.

Remember, specificity is key here. And the more detailed your plan, the easier it will be to measure progress and adjust as needed. 

3. Assign Clear Responsibilities

Now that you have a clear plan, your success with it may come down to how well its implementation is managed. As we know, the plan does not fulfill itself, and before it is translated from paper into practice, it requires a couple of things. The most crucial step is to make the plan clear to everyone involved. This often comes down to two things, clear roles, and responsibilities.

Adding to the customer service example, you could assign a team champion who is leading the change and keeping everyone accountable. While another team member could be responsible for measuring and monitoring progress.

By ensuring that each team member knows their role and which tasks are their responsibility, your plan is already much closer to success. This will allow everyone to feel part of the mission and have the needed awareness to bring your plan to life. 

4. Monitor the Progress

Now that you have developed a clear action plan, setting up a system to track and analyze data before jumping straight to the implementation phase is essential. This will help you monitor progress toward achieving your plan’s goal. When tracking progress, it’s important to identify the key metrics that will be used to measure the effectiveness of your implementation.

As the saying goes, what you focus on expands. Continuing with our Customer Experience example, you might decide to increase the target response time by 20% to see if that positively affects the responses’ quality. So, in this case, the key metrics to track progress would be response time and customer satisfaction.

By monitoring progress and analyzing these metrics throughout a few hundred cases, you’ll see if that 20% increase in response time positively influences customer satisfaction. This will help you build towards the ultimate sweet spot, where your team provides quick and complete answers that make your customers and support team happy.

5. Make Adjustments

At this point, you’re already far with your process improvement and have many tools to monitor and increase process efficiency. So the next step is to stop and reflect.

We often implement changes and go all in due to the excitement of improving things. However, stopping and seeing what needs to be adjusted is also essential. If you think about it, your plan of action, goals, and responsibilities were all created based on hypotheses, not proven facts.

This means that we can never be 100% sure that what we implemented is the ultimate truth or the only right choice. That’s why every improvement process requires adjustments along the way to maintain relevance and ensure that the best possible outcome is reached. 

6. Continuous Improvement

Achieving your goal of improving a business process is just the beginning. Continuous improvement is the only way to succeed in the long run. The great thing about fixing a business process inefficiency is that it will help you shed light on other underlying issues, leading to future improvements.

So, rather than just fixing one process and going back to business as usual, strive for stacking up improvements, one after the other. Building a culture that encourages continuous improvement is critical to achieving this goal.

This includes regularly seeking feedback from employees, customers, and stakeholders to identify areas for improvement and allow them to contribute. Remember, you can’t do it alone. Collaboration is crucial for any kind of success. And that’s why, no matter how much you should be focused on improving all the time, don’t forget to celebrate your team’s accomplishments along the way.

That will boost morale and reinforce the importance of continuous improvement, something of the essence for building a sustainable business.

Fix Business Process Inefficiencies

We hope this six-step strategy sparked some ideas for you and broadened your perspective on process improvement. We at Beyond Sapiens believe that a structured approach that focuses on building up through small improvements creates the most significant change, which is an integral part of our Business Maximization Program.

We would love to help optimize your processes with our free assessment. you can always book a free consultation call or read more about our business Beyond Productivity assessment. You can find all the info about our service on this page.

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