Thinking Lean...

Why does process efficiency matter?

If something isn't broken why fix it, right? There is no incentive to take time out of your already packed day to review and update something that manages to get the job done.

However, inefficient processes could be taking its toll on your team, your bottom line and also on your customers - if you think a process isn't working well, if it's stressing out your team or your customers, or maybe it's costing too much money - it's time to look at how you can improve it.

What does process efficiency achieve?

When you have a confirmed direction and a tried and tested methodology, work errors reduce and flows become more fluid - there are less delays and smoother transactions. This leads to a happier team and a more satisfied customer. Quite simply, your added value is increased and waste is reduced.

Some examples of wasteful processes can include:

• Task queue or down time like waiting for someone to complete their part of the process before you can move on to your own work

• Unnecessary handling, review or do-overs for example having 2 or 3 people review the same product for the same reason

• Large storage of unused inventory

• over production of stock or analysis perhaps you are creating reports which aren't being looked at or building add-ons which no one is interested in

• a build up of work in process maybe there are ten open projects sitting uncompleted before you move on to the next thing

These can all detract from your your bottom line. The nice thing about Lean thinking is that once everyone is on board all of a sudden you will find small ways of creating efficiency everywhere you look.

So you want to reduce waste and be the most efficient team you can be, but where do you start?

First things first, consider some of your or your teams biggest tasks or the one that you think could do with a review or change. This could be something like client invoicing, team time tracking, your payroll process or something niche to your business like ingredient purchasing and sandwich preparation.

It's time to deep dive into what the process actually entails.

First map out the process. This can be as professional or not as you like. I usually like to draw out process diagrams or a simple flowchart, which details out each step in the process (who is doing it, what is happening, is there a system involved). This will help to organize the end to end process in order for us to review it as a whole (see my example below for making a cup of tea...)

Review for improvement gaps

Looking at the map, can you see where the process is unnecessary held up, where perhaps there is duplication of efforts or high cost/energy. Which part of the overall process causes the most disruption, delay or issues or that simply doesn't create value. For example does someone in the team print something out before delivering it to another person - could this be emailed, could the second person do the whole? Consider why this is.

In my example above, I noticed that I spend a huge percentage of my time idle, waiting for my ancient kettle to boil.

Redesigning the process

The aim is to find that sweet spot where the workflow is continuous, productivity is maximized, tasks are standardized and workload is leveled between the team.

Speak to your team, make sure everyone understands what the process is meant to do and have a brainstorming session between you - do they have any ideas for making processes smoother or removing duplicated/ unnecessary non value add processes all together?

Once you have some potential options for how you could modify change, understand how viable these could be in a real work scenario. Consider any risks, costs or difficulties you might have in implementing the change and simply prioritize your options. Start with small changes, or low hanging fruit in order to show the benefits a slight difference can make, then once you are more comfortable, it will be easier to tackle bigger adaptations.

Now that you have agreed on a potential new process, diagram it out to understand each step and to better explain it to other or new team members in the future.

You are now ready to communicate, and train your team if necessary and then roll out the new process. Remember change can be difficult, check back and review with your team how they are managing the change, and how it is affecting their day to day. At this point we should always be looking to find the next improvement, keep your eye out.

As you can see below, I changed my process around so that I can be a bit more efficient in my tea-making, knocking around 13% - one minute - of my time from the process (and giving me a crucial extra minute in bed in the morning!)

And for my phase II, I'm investing in a kettle that's quick to boil (i.e. my system upgrade)!