Process Review

Find efficiencies in your administration so you can ...

Focus on What Matters

Streamline Committee Processes

Does that report really need to be approved three times before being added to the Agenda?

There is nothing so useless as doing inefficiently, that which should not be done at all. (Peter Drucker)


A lot of secretariats and HR Departments have frustrations about the way that they work.  Some of these problems are related to inefficient processes.


We can review your processes and communications to optimise administration and improve the satisfaction with secretariats, HR Departments (and their use of IT) and Faculty Management.


You can, of course, read a book about process optimisation and do it yourself but in our experience an external review will identify more opportunities for improvement because all assumptions about how things should be done are removed.  'This is the way that it has always been done' does not justify an inefficiency - although an process inefficiency might be justifiable on other grounds, such as cultural fit, but then at least you will know why you maintain a costly practice which adds no value in pure administrative terms.


Review Process

We use 'lean' mangement techniques, although we are not addicted to them and if we see something which make an instant and obvious improvement before the review process is complete we'll say so.  To conduct reviews we:


  • Interview 'users' to accurately define the current state and its costs
  • Read every document to compare with the current state to refine further question for users.
  • clearly state the difference between requirements and what happens in reality and workshop priorities for improvements.


Root out inefficiency

There are basically three phases to creating a more efficient committee mangement proceses:

  1. diagnostics
  2. transformation planning
  3. transformation delivery.

We use the five principles of lean management, plus one of our own related to university maangement and professional membership organisations to guide our reviews.


Purpose: we enable teams to prosper. We clearly define expectations of what we need to accomplish and understand our cuosmters' explicit and implied needs. 

System: organisational units are systems with integrated and interdependent elements. We appreciate the organisation to remove the risk of unintended consequences.  We do not want isolated element of excellence which leave other elements isolated. 

Flow:  the majority of steps in a process do not add value for the customer so there is always room for improvement. We seek out waste, variation and overburden to smooth out workflow.


Perfection: we do not accept that our first review will capture all elements of inefficiency so we set in train a process of continous improvement. 

People: people are at the centre of efficient systems and they must all be actively engaged in removing the sources of waste without fear of a negative impact on them.


We add an extra element to these standard lean definitions ...


Cultural fit:  we understand that historic organisations have valued cultures which must be accounted for respected during a review.


Costs

There is undoubtedly a return on investment after a process review. However, we cannot give an estimate of costs until we speak about your organisation's individual needs.


A recent review of a recruitment process cost £2,500 and refined immigration compliance issues carrying high risk and, coincidentally, unlocked the development of Employee Self Service to save everyone in the organisation (3,500 staff) time. 


OUR MISSION

Efficient

Remove transactional redundancies and create smooth workflow


Cost Effective

Speed up administration by at least 60%


Bespoke

100% tailored to each organisation's needs