Don’t Wait: Map Your Processes Now!
The first thing we do as Change Management professionals is compare the “as is” and “to be” to determine the scope and degree of change impact; it’s Change Management 101. Yet often, organizations have no sense of their current state and what is supposed to happen, let alone what is truly happening. While it sounds like a daunting task, time spent documenting process is a worthwhile investment for several reasons:
Clearly defined and documented processes identify and mitigate risks
Knowing what is expected ensures that critical process can be measured, enforced and audited to instill a culture of consistency and accountability
The current state process serves as the foundation for identifying opportunities to improve and is the first piece of the puzzle when driving any transformation.
Documenting process can be a daunting task. Here are a few useful tips to make your process mapping activity successful.
1. Plan Ahead: The facilitator is the host for the session. Having a well thought out plan will guarantee a positive experience for all participants.
Clearly communicate the agenda and purpose ahead of the session
Choose a comfortable setting that is conducive for collaborative discussion and comfortable for the duration of the session
Identify roles ahead of time so participants know what is expected from their attendance
Set ground rules for the session that will create an environment of respect and collaboration. Consider how outside disruptions will be handled, how conflicts will be addressed, and maintaining focus will be controlled when necessary.
2. Lead the Session: The facilitator’s job shifts to Master of Ceremonies during the session. It is necessary to maintain a level of control in the room while allowing for brainstorming and free-thinking. It will be important to keep these things in mind:
Focus on reality, not what is supposed to happen in a process
Place outside thoughts or items for follow up on a list to keep the conversation moving in the right direction
Remain impartial when conflicts arise and instead listen to differing perspectives and evaluate them on merit. Once a decision is reached make sure that it is acknowledged by all
Ask questions that will lead the participants in the right direction and challenge their perspective
3. Document the Outcomes: Informal documentation will be necessary during the session, followed by formal documentation after its conclusion. Some tools include:
Color-coded Post-It notes that indicate specific steps or decision points; One tool I find very useful is the Rocketbook Beacon; it allows you to write on the whiteboard and immediately digitize the image, a real time saver!
Formal process flow/diagram created using a process mapping tool such as Microsoft Visio.
What are your experiences documenting process? Do you have any great tools or lessons learned? We’d love to hear from you. And, if you need any help with documenting your process, let us know!
ABOUT THE AUTHOR: Mark Deans | Vice President
As Vice President of Change 4 Growth, Mark is responsible for the execution and success of all organizational change management engagements. He is recognized as a thought leader and expert in organizational change management, leadership development, instructional design, supply chain management, product life cycle management and operational excellence based on his more than 20 years of hands-on experience.
Throughout his career, Mark has served as both an internal resource and external consultant for many Fortune 500 companies, including Cardinal Health, Nationwide Insurance and L Brands.