Process improvements for creating and publishing content are not one-two-three. Good preparation for the renewal of work processes requires a thorough analysis of the current work processes and the supporting systems. Based on this, you can devise scenarios for optimizing the processes, the roles of the participants and the required IT resources. Hilde Hagen, workflow consultant at Graphit, talks about this in this blog.
My working days vary greatly. Yet there are also elements that always recur: identifying bottlenecks in processes, making recommendations for optimisations and implementing and testing software and working methods. Of course there is no lack of consultation with project team members, both internally and externally.
Marketing is now a strategic choice for every company. You can see that managing content flows is becoming increasingly complex. It is logical that our customers deal with this more and more professionally. We are increasingly collaborating with business analysts, software architects and project managers. Together we think about how we can improve the automation of processes and then implement it.
Testing the new software is an essential part of any project. For this we prefer to engage key users at an early stage, so that we can achieve a smooth implementation. These users are involved in our analysis phase from the start, because good preparation and their input are important to arrive at the right solution. For example, at a large company I am doing workshops together with the business analyst of that company and the key users to map the current bottlenecks in their working method.
The corona crisis has forced the organization to face the facts. Now that designers have to work from home, work processes are running out. As they formulate the problem themselves: “Working from home drives us crazy. Our days are filled with beach balls and waiting for WeTransfer for our large and heavy work files to be downloaded. ”
Continue to ask questions
Whenever I hear a story like that, I always keep asking questions. What exactly is going on? Not only do employees not have their files fast enough, they also do not have the necessary product information and data at home. This is due to the outdated work processes, which are not 'corona proof'. Designers are used to collecting all information about products themselves and regularly walk through the company premises. That is no longer possible.
In addition to a pragmatic solution to the beach balls problem, we can also solve this problem by changing the process and placing responsibilities with the right departments. In this specific case, the order preparers will ensure that the correct information for the designers has already been selected, so that they can concentrate purely on the design (also at home). Such a plan is drawn up during workshops with all participants in the processes. They know what's going on and can therefore come up with excellent ideas. Moreover, you create equal support, which prevents resistance in the method. These aspects make my work at Graphit very personal and challenging.
I want to guarantee that personality, even now that I work from home. Now that all conversations take place online, the physical aspect is gone. That has major consequences. People who are less assertive are at risk of being overshadowed in a meeting by the person with the highest word. That's why I schedule a lot of one-on-one conversations. In this way, the honest story is told and together we lay the foundation for more insight into the organization and improved work processes. In my opinion, the involvement, attention and time of all stakeholders in the implementation of workflow software together form the most important preconditions for a successful implementation.
Tip of the week
In the meantime, if you are thinking about improving your work processes, then I have a tip for you that you can immediately put into practice: if something is not going well in a department, include other departments in your research. Often the problem arises somewhere else than where you identify it.